Creating a New Customer Folder

Related Document

Searching for a Customer Folder

Creating a Folder from an EMS Extract

When to Create a New Folder

A folder represents a (potential) visit to the company. A new folder should be created for every new point of contact.

• Repairs made at the same time, regardless of the number of claims, will be grouped under the same folder.

• Conversely, if a customer returns for a second repair months after the first, a new folder should be created, but you will select the existing customer record.

• Any vehicle return work for warranty will be added to the folder of the original repair.

This flowchart illustrates the decision making process and steps taken when creating a customer folder.
 

Creating a New Folder

Open Folders from the Customers menu.

When creating a new Folder in Nexsyis, always search first to make sure that the Folder does not already exist in the system.

• If no results show, click the New button on the button bar to create a new Folder.

Step 1- Customer

Here you have three options:

1. Search for an Existing Customer

2. Create a New Customer

3. Create Folder from EMS Extract file

(1) Returning Customer

• Use the Last Name search box to find the customer record.

• If the customer has an existing record in the system (has been here before), select the correct customer record.

Important Notes:

• Verify the address with the customer to ensure you do not select another customer with the same name.

• It is imperative that you do not create a duplicate folder for a returning customer.

• If the customer insists they have repaired with your company before, exhaust all search categories, such as street address or claim number, in the folder search field to see if they are in the system but their name was entered incorrectly before.

After selecting the correct customer record, you will be directed to enter the Vehicle Information.

(2) New Customer

If the customer does not have an existing record in the system:

• If you do not see a matching record, select whether this is a "Customer" (individual) or a "Company".

• Enter all of the contact information in the fields provided.

• Select the insurance company from the dropdown if applicable.

Notes:

• If you enter the zip code and press Enter, the City and State will automatically load for you.

• For phone numbers, select "C" for Cell, "H" for Home, and "W" for Work.

• The checkbox next to “Include in CSI” will be checked by default. Uncheck it only if management does not want this folder included in the Consumer Survey Index.

(3) From an EMS Extract (Assignment)

If you already have an estimate, you can create a new customer folder from an estimate file:

• Select the "Import Estimate" button to open the Estimating Files.

• This allows you to create a folder directly from the estimate data.

For more details, refer to the help document titled Creating a Folder from an EMS Extract.

Step 2- Vehicle

Enter all the vehicle information. Items in bold text are required.

• You can enter the VIN and production date, but if you import an estimate, the vehicle information will be overridden by the data from the estimate.

When finished, click SAVE.

Proceed to completing the Folder Summary tab information.