The left side: the folders and what each field does

Answers: what is this field? which folder is it in? how do I open a folder and save a change? what happens when I change it?

The left side of the contact profile holds every fact about the case, in 15 folders. This page walks down them in the order you see them, top to bottom. Fields marked ⚡ start work when you save them.

Rule for all of them: pdrOS fills most dates and statuses for you. You type only what the task asks for.

The six things you will touch most

Arrows mean: click this, then this. "The customer" means: search their last name or RO number (your case number) in the Contacts list, then click their name.

Field	Where, and what you do	What it does
Upload Estimate Doc Here ⚡	Contacts → the customer → folder Estimates → Upload Estimate Doc Here → Click to upload → your PDF → Open → the blue Save button at the bottom of the left side	Your report or rewrite. Moves the case and gives you the Set the range task.
The five Send switches ⚡	Contacts → the customer → folder CASE → the top of the folder → the box under the switch → Send it now → the blue Save button	Each sends one email as you. The Send switches
Their number ⚡	Contacts → the customer → folder CARRIER & APPRAISER → Their number → type the amount (numbers only, no dollar sign) → the blue Save button	The other side's figure. Stops every chase, gives you the Negotiate task.
Counteroffer	Contacts → the customer → folder CARRIER & APPRAISER → Counteroffer → type the amount (numbers only, no dollar sign) → the blue Save button	Your next figure, sent by Send counter.
Award amount and Award signed date ⚡	Contacts → the customer → folder OUTCOME → Award amount: type the amount; Award signed date: pick the day → the blue Save button	Both together settle the case.
Fee paid ⚡	Contacts → the customer → folder CASE → Fee paid → pick Square, Venmo, Check, Cash or Waived → the blue Save button	How the fee was paid; closes the case once it has an Outcome.

Everything else below is there when you need to look something up.

Open the left side

In the left menu, click Contacts.
Click in the search box at the top of the list and type the customer's last name or RO number.
Click the customer's name in the list. Their contact profile opens.

You are in the right place when you see the customer's name at the top left and their texts in the middle.

Or, from a task. In the left menu, click Tasks. Click the task's row, then Open Full View. Click the link under WHERE (after the words "Open the case"). The contact profile opens in a new browser tab.

The left side starts with the customer's name, with Owner and Followers under it. Then come Tags, the RO number (RO# DO NOT EDIT THIS!!) and RO Type, three tabs (All fields, DND, Actions; stay on All fields), the Search fields and folders box, and then the 15 folders.

The 15 folders on the left side of a contact profile, all closed, with the Search fields and folders box circled above them.

Change a field and save it

Open the customer's contact profile ("Open the left side", above).
On the left side of the contact profile, scroll down to the folder and click the folder's name to open it.
Find the field. Can't find it? Type the field's name in the search box at the top of the left side (it reads Search fields and folders).
Change the field. What you do depends on its type:
A list: click the box under the field and pick the choice from the list.
Claim side and Fee payer: lists; click the box under the field and pick the choice.
A checkbox (Intake consent): leave it; the signup form fills it.
A date: click the box under the field and pick the day in the calendar that opens.
Money, a number or text: click in the box under the field and type. Amounts are numbers only, no dollar sign.
A file: in the field, click Click to upload, pick the PDF on your computer and click Open. To look at a file already there, click its name in the field.
A PDF address (Customer Signup Form PDF, Repair Authorization Form PDF, Damage Images PDF, Damage Images HTML): a text box holding the PDF's web address, not a clickable link. Leave it. Open the PDF with the Docs button in RO Hub: RO Hub → the case (type the RO number in the box under RO #:, click Search) → Docs → the document (Documents).
Click the blue Save button at the bottom of the left side. It appears as soon as you change a field. Nothing happens and nothing is sent until you click it.

A field just changed. The blue Save button at the bottom of the left side is circled. Nothing is saved until you click it.

If no blue Save button appears. If you change a field and no blue Save button appears at the bottom of the left side, stop and tell us. Auto-Save has been switched on, and we switch it back. Until then pick Send switches carefully: they go the moment you choose.

Never click Enable auto-save (it is under the three dots next to the blue Save button).

The three dots next to the blue Save button, with Enable auto-save showing. The one thing never to click.

Tags, at the top of the left side

Tags are small labels pdrOS puts on the contact profile as the case moves (for example appraisal-hired). You can look at them; you cannot add or remove them. A tag starts or stops work, so we manage them for you (ask by Support ticket).

The 15 folders, top to bottom

Each folder below starts with how to open it.

A note on the dates pdrOS writes: erasing one changes nothing, with one exception. Erasing a sent date (for example RTA or demand sent date) lets you send that email again.

1. Contact

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, click the folder Contact.

Field	What you do	What it is	Who fills it
RO# DO NOT EDIT THIS!!	Nothing. Never change it.	Your RO number (your case number). Tasks show it as "CASE #1007", texts to you as "case #1007", customers see "file #1007": all the same number. Every text, email and task carries it.	pdrOS
Customer Vehicle / Customer Signup Form	Text: click in the box and type.	The customer's vehicle: year, make, model.	The signup form
Customer Signup Notes	Text: click in the box and type.	The notes typed on the signup form, kept as the original. pdrOS copies them into Other Special Instructions (folder Estimates).	The signup form

This folder also holds the customer's name, phone and email (only the name also shows at the top of the left side). To change the phone or email: click in its box, delete the old one and type the new one (a phone with the area code). Then click the blue Save button at the bottom of the left side.

2. CASE (the one you use most)

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder CASE and click the folder's name. The first field is Case status; right under it come the five Send switches: Send range, Send demand, Send our report, Send counter, Send summary.

Folder CASE open: the five Send switches at the top circled.

Field	What you do	What it is	Who fills it
Case status	Text: leave it.	The one plain sentence for this stage: what Sarah says if the customer asks where things stand.	pdrOS
Send range ⚡	List: click the box under Send range and pick Send it now (or I sent it myself).	The first Send switch, right after Case status. Sends your range to the customer.	You
Send demand, Send our report, Send counter, Send summary ⚡	List: click the box under the switch and pick Send it now (or I sent it myself).	Four of the five Send switches. Each sends one email as you. See The Send switches.	You
Appraiser	Nothing.	Your name as the appraiser, written at signup.	pdrOS
Claim side	List: click the box under Claim side and pick Insured or Claimant.	Insured when the customer's own insurer pays (every total loss); Claimant when the other driver's insurer pays.	The signup form; pdrOS sets Claimant when you take an inspection on
Fee payer	List: click the box under Fee payer and pick Owner or Shop.	Shop means no invoice to the customer and an "Invoice the shop" task for you. Never tell a customer or an insurer that the shop pays.	The signup form, or you
Fee amount	Money: click in the box and type the amount.	The fee, $600 by default. A different amount means you invoice by hand (you get a task).	pdrOS, or you before signing
Fee paid ⚡	List: click the box under Fee paid and pick No, Square, Venmo, Check, Cash or Waived.	How the fee was paid. Anything but No closes the case once there is an Outcome.	You (pdrOS writes Square when a Square invoice is paid)
Referring shop, Referring shop contact, Referring shop email	Text: click in the box and type.	The shop that sent the customer: its name, the person, the email. On a short pay the shop gets the upload email.	The signup form or the shop referral form, or you
How they found us	List: click the box under How they found us and pick Shop, Past customer, Google or Other.	How the customer found you.	The signup form
Agreement signed date	Date: leave it.	The day the customer signed.	pdrOS
Range low, Range high	Money: click in the box and type the amount.	Your range to the customer.	You
Carrier's offer	Money: click in the box and type the amount.	The insurer's first offer. Used in the range email and the settlement summary.	The signup form, or you
Intake consent	Leave it. It is checked only when the customer said yes on the signup form.	The box checked at signup: permission to text the customer.	The signup form
Agreement type	List: leave it.	Which agreement wording the customer signed.	pdrOS
Carrier valuation report, Repair invoice, Shop estimate PDF, Carrier estimate PDF ⚡	File: click Click to upload, pick the PDF, click Open.	The four document boxes. A file landing in any of them can complete the documents step.	The customer or the shop through the upload link; you can upload too
Referring shop phone	Phone: click in the box and type the number.	The referring shop's phone number.	You
RTA or demand PDF	File: click Click to upload, pick the PDF, click Open.	The RTA (insured) or demand letter (claimant) you made in RTAflow. Needed before Send demand.	You
Documents in date, Range sent date	Date: leave it.	Dates pdrOS writes when each thing happens.	pdrOS
Stage rank	Number: leave it.	A number pdrOS uses to know where the case is.	pdrOS

3. CARRIER & APPRAISER

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder CARRIER & APPRAISER and click the folder's name.

Folder CARRIER & APPRAISER open: Other appraiser name, Other appraiser email and Other appraiser contact date circled.

Field	What you do	What it is	Who fills it
Other appraiser name, Other appraiser email, Other appraiser phone	Text: click in the box and type.	Their appraiser. The email is needed before Send our report (on a claimant case the report goes to the adjuster instead, so Adjuster email is the one needed).	You
Adjuster name, Adjuster email	Text: click in the box and type.	The insurer's adjuster. The email must be valid before Send demand.	The signup form, or you
RTA or demand sent date ⚡	Date: click the box and pick the day.	Written by pdrOS when the demand goes. Typing it yourself, or choosing I sent it myself, starts Clock A (the seven to ten business days their appraiser has to make contact) on an insured case and the demand chase on a claimant case. On an inspection taken on against a shop it only moves the case to 3.1 and writes the note "Letter to the shop sent by John himself"; no chase, no text.	pdrOS, or you
Other appraiser contact date ⚡	Date: click the box and pick the day.	The day their appraiser first made contact. Stops Clock A, texts the customer, gives you the task Their appraiser is in contact · send our report.	You
Report sent date ⚡	Date: leave it.	Written by pdrOS when your report goes. Typed by hand, it starts Clock B (the wait for their report: two chase emails, then a task on day 22).	pdrOS
Their report received date	Date: leave it.	Written by pdrOS when their report lands in Supplement #1 Upload Doc Here (folder Supplements).	pdrOS
My number	Money: click in the box and type the amount.	Your valuation. Needed by Send counter.	You
Their number ⚡	Money: click in the box and type the amount.	The other side's figure. Stops every chase and clock, texts you, gives you the Negotiate task.	You
Counteroffer	Money: click in the box and type the amount.	Your next figure, sent by Send counter.	You
Umpire ⚡	List: click the box under Umpire and pick No, Called or Decided.	Called sends the customer a text and an email about the umpire step and gives you the Umpire task.	You
Umpire fee received	List: click the box and pick Received.	Pick it when the customer has paid your invoice for their half of the umpire's fee.	You
Demand-by date ⚡	Date: click the box and pick the day.	A deadline you set. pdrOS texts you and makes a task 14 days before it, and texts you again 3 days before.	You
Statute deadline ⚡	Date: click the box and pick the day.	Two years from the date of loss on a diminished value or claimant inspection, set by pdrOS and told to the customer. Alerts 14 and 3 days before.	pdrOS, or you
Chase count	Number: leave it.	How many chase emails have gone on this case.	pdrOS
Tortfeasor letter sent date ⚡	Date: click the box and pick the day.	On a claimant case, the day you sent the pre-court letter. Moves the case to Pre-court.	You
Appraisal Document Upload Link	Nothing. To send it to this customer, see Your three links.	This customer's own upload link. Files sent through it land on their contact profile by themselves. Never send it to another customer.	pdrOS
Negotiation note	Text: click in the box and type one line.	Your one line of reasoning, sent with your counter by Send counter.	You
Counter sent date ⚡	Date: leave it.	Written by pdrOS when your counter goes. Typed by hand, it starts the 7-day silence clock.	pdrOS

4. OUTCOME

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder OUTCOME and click the folder's name.

Folder OUTCOME open, its fields circled.

Field	What you do	What it is	Who fills it
Award signed date ⚡, Award amount ⚡	Date: click the box and pick the day. Money: click in the box and type the amount.	Both together settle the case: the customer gets the Settled text and email, you get the summary task.	You
Title fees	Money: click in the box and type the amount.	One of the five numbers the total loss summary needs.	You
Recovery over offer	Money: leave it.	Computed by pdrOS when the summary goes.	pdrOS
Settlement summary sent date	Date: leave it.	Written by pdrOS when the summary goes.	pdrOS
Release signed date	Date: click the box and pick the day.	On a diminished value case, the day the carrier's release was signed. For your record only; nothing reads it.	You
Outcome ⚡	List: click the box under Outcome and pick Settled, Counteroffer pending, Carrier review report received, Customer took the carrier's number, Court, Went quiet, Withdrawn or Report only.	How the case ended. Closes the case, or keeps it open: Counteroffer pending and Carrier review report received ask the customer every 30 days; Court waits for you. See Other endings.	pdrOS writes Settled; you pick the others
Outcome recorded date	Date: leave it.	When the case closed.	pdrOS
Sales tax %	Number: click in the box and type it.	One of the five numbers the total loss summary needs. Preset to 6.	You
Sales tax amount, Net to customer	Money: leave it.	Computed by pdrOS when the summary goes.	pdrOS

5. SHORT PAY & INSPECTION

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder SHORT PAY & INSPECTION (right after OUTCOME) and click the folder's name.

Field	What you do	What it is	Who fills it
Shop estimate total, Carrier estimate total	Money: click in the box and type the amount.	The two totals on a short pay.	You or Sharon, optional (the short pay tasks print it)
Rewritten estimate total	Money: click in the box and type the amount.	The total of the rewrite on a short pay.	You (a record)
Variance	Money: click in the box and type the amount.	The gap between the shop's total and the carrier's total.	You or Sharon (a record)
Inspection location	List: click the box and pick Our office or Travel.	Travel adds the travel fee and skips the booking link.	The signup form
Travel fee	Money: leave it.	$600 on a travel inspection.	pdrOS
Engaged against ⚡	List: click the box under Engaged against and pick None, Shop or Carrier.	After an inspection report: None (report only, the case closes after the fee), Shop or Carrier (you take it on).	You

Other words for this

folder = section of the left side, the left column; field = box; Send switch = the dropdown; RO number = RO#, case number, the "file #" customers see; contact profile = the customer's screen; their appraiser = the other appraiser, the other side's appraiser.

6. Estimates

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder Estimates and click the folder's name.

Field	What you do	What it is	Who fills it
Upload Estimate Doc Here ⚡	File: click Click to upload, pick the PDF on your computer, click Open.	Your report (total loss, diminished value, inspection) or your rewrite (short pay). Uploading it moves the case and starts the next step. A second upload replaces the file and only leaves a note.	You
Upload Insurance Approved Estimate PDF	File: click Click to upload, pick the PDF on your computer, click Open.	The signed award, when the Negotiate task asks for it. Nothing reads it; it is your record.	You
Other Special Instructions	Text: click in the box and type.	The signup notes, copied here by pdrOS, and what a shop wrote on its referral.	pdrOS

7. Supplements

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder Supplements and click the folder's name.

Field	What you do	What it is	Who fills it
Supplement #1 Upload Doc Here ⚡	File: click Click to upload, pick the PDF on your computer, click Open.	The other appraiser's report. Uploading it stops every chase and gives you the Negotiate task.	You

8. Insurance Info

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder Insurance Info and click the folder's name.

Field	What you do	What it is	Who fills it
Insurance Company	Text: click in the box and type the name.	The insurer on the claim. Printed in the range email, the demand and the stage sentences.	The signup form, or you
Deductible	Money: click in the box and type the amount (numbers only, no dollar sign).	One of the five numbers the total loss summary needs.	You
Claim #	Text: click in the box and type the number.	The insurer's claim number. Needed before Send demand, Send our report and Send counter.	The signup form, or you

9. FORM | Repair Authorization

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder FORM | Repair Authorization and click the folder's name.

Field	What you do	What it is	Who fills it
Repair Authorization Form PDF	Nothing (a text box with the web address). To open the PDF: RO Hub → the case (type the RO number in the box under RO #:, click Search) → Docs → Repair Authorization Form.	The signed agreement as a PDF, made when the customer signs.	pdrOS
VIN	Text: click in the box and type.	The vehicle's VIN, typed by the customer when they sign.	The customer, on the agreement
Date of Loss ⚡	Date: click the box under Date of Loss and pick the day.	The accident date. On a diminished value case, and on an inspection with Claim side Claimant, pdrOS sets the statute deadline from it (two years) and tells the customer. Needed before Send demand.	The signup form, or you

10. REPAIR STATUS

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder REPAIR STATUS and click the folder's name.

Field	What you do	What it is	Who fills it
RO Type ⚡	List: click the box under RO Type and pick total loss claim, diminished value, short pay or post-repair inspection.	The kind of case. Changing it re-sends that type's first request and swaps the agreement link. See Wrong type. The list has twelve choices. The other eight (hail, collision and so on) are body shop jobs; picking one stops the appraisal path.	The signup form (Repair Order Type); you, only to correct a mistake

11. FORM LINKS

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder FORM LINKS and click the folder's name.

Field	What you do	What it is	Who fills it
REPAIR AUTHORIZATION LINK	Nothing. Leave it as it is.	This customer's own agreement link: the page where they sign. pdrOS swaps it when the type changes. Never send it to another customer.	pdrOS

12. General Info

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder General Info and click the folder's name.

It holds the customer's mailing address: street, city, state and postal code. Nothing in it starts work. To change the address: click in a box, delete the old value and type the new one. Then click the blue Save button at the bottom of the left side.

13. Pics To Email PDF

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder Pics To Email PDF and click the folder's name.

Field	What you do	What it is	Who fills it
Damage Images PDF	Nothing (a text box with the web address). To open the PDF: RO Hub → the case (type the RO number in the box under RO #:, click Search) → Docs → Scope Sheet Images (PDF).	The same photo report as a PDF. On an inspection, photos here give you the "Write the inspection report" task.	pdrOS

14. Pics To Email HTML

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder Pics To Email HTML and click the folder's name.

Field	What you do	What it is	Who fills it
Damage Images HTML	Nothing (a text box with the web address). To see the photo report: RO Hub → the case (type the RO number in the box under RO #:, click Search) → Docs → Scope Sheet Images (HTML).	The photo report as a web page, built when the customer sends photos through the upload link.	pdrOS

To open it: in the left menu, click Contacts. Click in the search box at the top of the list and type the customer's last name or RO number. Click the customer's name in the list. On the left side of the contact profile, scroll down to the folder FORM | Customer Signup and click the folder's name.

Field	What you do	What it is	Who fills it
Customer Signup Form PDF	Nothing (a text box with the web address). To open the PDF: RO Hub → the case (type the RO number in the box under RO #:, click Search) → Docs → Customer Signup Form.	The signup sheet as a PDF, made within a minute of the signup.	pdrOS

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