Reference: every task
Answers: which tasks are there? who gets each one, and when? what do I do, and where do I click? how do I finish a task?
Title, who gets it, when, and the action with where to click. The task itself carries the facts and the steps.
Reading and finishing a task
- In the left menu, click Tasks. My Tasks opens. You are in the right place when you see the boxes Overdue, Due Today, This Week and Completed at the top.
- Click the task's row. A short preview opens under it.
- Click Open Full View to read the whole task.
- Click the link under WHERE (it follows the words "Open the case"). The customer's contact profile opens in a new browser tab.
- Do the step on the contact profile.
- Click the browser tab with the Tasks page.
- Click the green Mark Complete button at the bottom right of the full view.
If the task is already gone when you come back, pdrOS closed it because the step happened. Only three tasks close themselves today: ⚠️ Demand not sent, ⚠️ Our report not sent and ⚠️ Counteroffer not sent (they close when the email finally goes). Every other task stays until you click Mark Complete. When a task says "Tick this task", click Mark Complete.
The tasks
Arrows mean: click this, then this. Contacts → the customer is short for these steps. In the left menu, click Contacts. Type the customer's last name or RO number (your case number) in the search box at the top of the list. Click their name. "Blue Save button" means the blue Save button at the bottom of the left side; nothing is saved or sent until you click it.
| Task | Who | When | Action |
|---|---|---|---|
| Call the referred customer · NAME (from SHOP) | John | A shop referral lands | Call them. Then Tasks → the task → Open Full View → the signup link in the task; fill the signup with them (never a plain link). |
| Call to book the inspection · NAME | John | Travel inspection at signup; or day 5 of the booking reminders | Call. Then book: Contacts → the customer → right edge Appointments → + Add → Meetings → under Calendar pick Inspections Calendar → under Date pick the day, under Slot a free time → Book appointment. |
| Chase documents · NAME | John | Day 5 of the documents reminders (also the shop chase) | Call the customer or shop. |
| Nothing after three weeks · close it? · NAME | John | Day 19 | Call; or close it: Contacts → the customer → folder OUTCOME → Outcome → Went quiet → blue Save button. |
| Documents in · value it · NAME | John | Documents complete (total loss, diminished value) | Write the valuation in RTAflow. Upload it: Contacts → the customer → folder Estimates → Upload Estimate Doc Here → Click to upload → pick the PDF → Open → blue Save button. |
| Enter the shop's estimate in CCC1 · NAME | Sharon | Both estimates in (short pay) | Enter it in CCC1. The files are linked in the task: Tasks → the task → Open Full View. |
| Finish the rewrite · NAME | John | Both estimates in (short pay) | Write the rewrite. Upload it: Contacts → the customer → folder Estimates → Upload Estimate Doc Here → Click to upload → pick the PDF → Open → blue Save button. |
| Set the range · NAME | John | Your report uploaded | Contacts → the customer → folder CARRIER & APPRAISER → My number: type it → blue Save button. Folder CASE → Range low, Range high: type them → blue Save button. Then Send range → Send it now → blue Save button. |
| Range not answered · call NAME | John | Day 7 after the range | Call. |
| A Send switch could not act · NAME | John | You set a switch on the wrong case type, or a number it needs is empty | Read why: Tasks → the task → Open Full View. Fix the field it names (Every field shows its folder) → blue Save button. Wait one minute. Folder CASE → the switch → Send it now → blue Save button. |
| A Send switch did not go · NAME | John | A switch stuck on Send it now for 5 minutes | Contacts → the customer → folder CASE → the switch → Not sent (see task) → blue Save button. Wait one minute. Then the switch → Send it now → blue Save button. |
| Send the demand · NAME | John | Signed (total loss, diminished value, short pay) | Make the RTA or demand in RTAflow. Contacts → the customer → folder CASE → RTA or demand PDF → Click to upload → pick the PDF → Open → blue Save button. Check folder Insurance Info → Claim #, folder FORM | Repair Authorization → Date of Loss, and folder CARRIER & APPRAISER → Adjuster name and Adjuster email. Folder CASE → Send demand → Send it now → blue Save button. |
| Send a custom invoice · NAME | John | Signed with a non-standard fee | Invoice by hand: Invoices → + New → New Invoice → Select Customer → + Add Product: Appraisal fee → type the amount → Send. Step by step: Invoices and payments. |
| Invoice the shop · NAME | John | Signed with Fee payer Shop | Invoice the shop by hand: Invoices → + New → New Invoice → Select Customer: the shop → + Add Product: Appraisal fee → type the amount → Send. Step by step: Invoices and payments. |
| ⚠️ Demand not sent · NAME | John | Send demand refused | Read the missing item: Tasks → the task → Open Full View. Fix it on the contact profile (Every field shows its folder) → blue Save button. Wait one minute. Folder CASE → Send demand → Send it now → blue Save button. Closes itself when the email goes. |
| No contact in 7 business days · call the carrier · NAME | John | Day 10 after the RTA (about seven business days) | Call the carrier. |
| Still no contact after 17 days · NAME | John | Day 17 | Escalate with the carrier. |
| Their appraiser is in contact · send our report · NAME | John | Contact date typed | Contacts → the customer → folder CASE → Send our report → Send it now → blue Save button. |
| ⚠️ Our report not sent · NAME | John | Send our report refused | Fix the item the task names (for example folder CARRIER & APPRAISER → Other appraiser email, or your report in folder Estimates → Upload Estimate Doc Here) → blue Save button. Wait one minute. Folder CASE → Send our report → Send it now → blue Save button. Closes itself when the email goes. |
| ⚠️ Demand sent, record it by hand · NAME (also Our report, Counteroffer) | John | Rare: the email went but the case could not be updated | Contacts → the customer → folder CARRIER & APPRAISER → the sent date the task names (pick today) → folder CASE → the switch → Sent → blue Save button. Then Mark Complete. |
| Day 22 · no report from their appraiser · NAME | John | Day 22 after your report | Call them or the umpire. |
| Three chases, no answer · NAME | John | Third demand chase unanswered (claimant) | Call the adjuster's supervisor. |
| Negotiate · NAME | John | Their number or report in | Contacts → the customer → folder CARRIER & APPRAISER → Counteroffer: type your figure; Negotiation note: type one line → blue Save button. Folder CASE → Send counter → Send it now → blue Save button. |
| ⚠️ Counteroffer not sent · NAME | John | Send counter refused | Read what is missing: Tasks → the task → Open Full View. Fix it (Counteroffer, Their number, My number: folder CARRIER & APPRAISER; Claim #: folder Insurance Info) → blue Save button. Wait one minute. Folder CASE → Send counter → Send it now → blue Save button. Closes itself when the email goes. |
| No answer to your counter in 7 days · NAME | John | 7 days after a counter | Call; or Contacts → the customer → folder CARRIER & APPRAISER → Umpire → Called → blue Save button. |
| Umpire · NAME | John | Umpire = Called | The three steps in the task. The last one: Contacts → the customer → folder CARRIER & APPRAISER → Umpire fee received → Received → blue Save button. |
| Check the settlement summary · NAME | John | Award in (total loss, diminished value) | Check the five numbers: Contacts → the customer → folder Insurance Info → Deductible; folder CASE → Carrier's offer; folder OUTCOME → Award amount, Title fees, Sales tax %. Fix any → blue Save button. Then folder CASE → Send summary → Send it now → blue Save button. |
| Fee not paid · NAME | John | Any Outcome on a hired case while Fee paid is No | When paid: Contacts → the customer → folder CASE → Fee paid → Square, Venmo, Check, Cash or Waived → blue Save button. |
| Write the inspection report · NAME | John | Inspection photos in | Write it. Upload it: Contacts → the customer → folder Estimates → Upload Estimate Doc Here → Click to upload → pick the PDF → Open → blue Save button. |
| Record their decision · NAME | John | Inspection report sent | When they answer: Contacts → the customer → folder SHORT PAY & INSPECTION → Engaged against → None, Shop or Carrier → blue Save button. |
| Send the demand · inspection · NAME | John | Engaged against Shop or Carrier | Shop: send your letter, then Contacts → the customer → folder CASE → Send demand → I sent it myself → blue Save button (or folder CARRIER & APPRAISER → RTA or demand sent date → pick the day → blue Save button). Carrier: as Send the demand above. |
| Demand-by date in 14 days · NAME | John | 14 days before your date | Send the demand before the date (as Send the demand above). |
| Statute deadline in 14 days · NAME | John | 14 days before the statute | Decide: file, or close. |
| No answer for a year · close it? · NAME | John | A year of outcome asks | Call; then Contacts → the customer → folder OUTCOME → Outcome → the choice that fits → blue Save button. |
| URGENT · refund request · NAME | John | "refund" in a customer message | Call now. |
| Customer has a money question · NAME | Sharon | Sarah routed a money question | The fee: answer from the task (Tasks → the task → Open Full View). A figure about the claim: John answers. |
| Customer wants a date or an update · NAME | Sharon | Sarah routed "when" | Read the next step: Contacts → the customer → folder CASE → Case status. Give that; never a settlement date. |
| Customer gave new contact or case details · NAME | Sharon | New details in the thread | Within the hour: Contacts → the customer → folder Contact (phone, email) or folder General Info (address) → click in the box, delete the old value, type the new one → blue Save button. Claim details: folder Insurance Info → Claim # or Insurance Company. Adjuster or other appraiser: folder CARRIER & APPRAISER. |
| Customer asked for a document · NAME | Sharon | They want a copy of the agreement, the report or the summary | The agreement: RO Hub → the case (type the RO number in the box under RO #:, click Search) → Docs → Repair Authorization Form (it opens in a new tab; save it with the browser's download arrow). The report: Contacts → the customer → folder Estimates → click the file's name in Upload Estimate Doc Here. Save it to your computer, then email it from the message box at the bottom of the middle (paperclip icon). The summary is an email, not a file: find it in the middle (its date is in folder OUTCOME → Settlement summary sent date), open it and forward it. See Documents. |
| URGENT · unhappy customer · call within the hour · NAME | Sharon | Sarah read a complaint | Read first: Contacts → the customer → the middle, and right edge Notes. Ask us to switch Sarah off for them (Support → Support Ticket, with the customer's name). Call within the hour, by phone. Click Mark Complete only when the customer says they are satisfied, then ask us the same way to switch Sarah back on. |
| Sarah needs a person · NAME | Sharon | Most often to move or cancel an inspection | Read the whole conversation first: Contacts → the customer → the middle. Then act there. To cancel: right edge Appointments → the three dots on the appointment → Cancel. To move: the three dots → Edit → Date and Slot → Save. |
| Sarah handover · NAME | Sharon | Sarah stepped back for 8 hours (offer, release, umpire, court, deadline, or they asked for a person) | Read the conversation: Contacts → the customer → the middle. One of you replies from the message box at the bottom of the middle. |
| User query | John | A one-line task made at a handover, with what the customer asked | Answer the customer: Contacts → the customer → the message box at the bottom of the middle → type → the paper-plane button. |
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