Files

Files are where you can store, view, organize, filter, and display documents associated with Policies, Insureds, Events, Payees, and at the Company Level. The Files section of an entity is designed to consolidate all relevant documents in one centralized location. Whether you're dealing with policy-related contracts, insured documents, or event-specific records, this feature ensures that you have quick and easy access to the information you need.

Where to find your Files

Accessing Event Files

Step 1. Select the “Events” section located on the left sidebar of the screen.

Step 2. Select any one of your specific events (Claim or Incident).

Step 3. Select the "Files" tab.

Accessing Insured Files

Step 1. Select the “Insureds” section located on the left sidebar of the screen.

Step 2. Select any one of your specific Insureds

Step 3. Select the "Files" tab

Accessing Policy Files

Step 1. Select the “Policies” section located on the left sidebar of the screen.

Step 2. Select any one of your specific Policies.

Step 3. Select the "Files" tab

Uploading Files

Upload by Click

Step 1. In the top right-hand corner of the “File” option, find and click on "Upload File."

Step 2. A file explorer window will appear.

Step 3. Select the document you want to upload from your computer.

Drag and Drop

Step 1. Navigate to the files you want to move or upload within the Files section of the portal. Click and hold the left mouse button on the file(s) you wish to drag.

Step 2. While holding down the mouse button, drag the selected file(s) to the Files section of the portal.

Step 3. Once you've reached the Files section of the portal, your screen will change to say "Drop file(s) here. At that point, release the mouse button to drop the files. The system will automatically initiate the upload.

Note: To drag and drop multiple files simultaneously, hold down the Ctrl key (Windows) or Command key (Mac) while selecting multiple files. Drag the selected group to the Files section of the portal.

Viewing Files

Click to View

Clicking the name of a file will allow you to view it in the browser

Select to View (Multiple)

Step 1. Select the white checkbox next to each file you wish to view simultaneously.

Step 2. Click “View”.

Step 3. To view a specific file, click its title at the top of the preview window.

Supported Types for Viewing

Most standard document types can be viewed directly in AI Insurance without downloading. These are:

• Image files

• DOC

• DOCX

• PDF

• MSG (Emails from outlook)

• PST

Permissions

Just like everything else in AI Insurance, viewing files can be permissioned. This means you can grant access to an auditor, allowing them to view relevant files without them having the ability to download them.

Downloading files

Downloading One File

You can hover over the item in question and hit the "down arrow" icon on the far right.

Downloading Multiple Files Simultaneously

You can also download files by selecting one or multiple by hitting the checkbox to their left and then selecting "More" and "Download". This will download a zip of all the files you selected.

Modifying Files

Renaming

Step 1. Under the “File” Option, hover cursor over the file name.

Step 2. Click the pen and pencil icon to edit.

Step 3. Enter the new file name in the provided field.

Step 4. Click “Save” to apply the changes.

Recategorizing

You can also change the [category] of a file.

Step 1. Under the “File” Option, hover cursor over the file name.

Step 2. Click the pen and pencil icon to edit.

Step 3. Select the appropriate category.

Step 4. Click “Save” to apply the changes.

Setting the date

Step 1. Under the “File” Option, hover cursor over the file name.

Step 2. Click the pen and pencil icon to edit.

Step 3. Select the appropriate date.

Note: This date is determined by the user. Some examples of its usage include specifying the date of file receipt or associating it with a date on the file (e.g., the date when correspondence was sent).

Step 4. Click “Save” to apply the changes.

Multiple Changes at Once

You can change the category, or file location, of multiple files at once by checking the checkbox of a few, and then clicking "More" button to change the category, or relocate the file.

Creating Folders

Step 1. In the top right-hand corner of the “File” option, find and click on "Create Folder."

Step 2. Name the folder and click “Save.”

Categories

Categories are a power user replacement for folders. They allow you to quickly and easily filter and search by the category instead of clicking through folders. Instead of making the same identical set of folders for every new claim for example, you can set categories for all of your claims. This way, when you make a new claim, you can easily categorize all of the files with no additional work.

Talk to your account manager to set your categories for each entity type.

Default Categories:

Filtering

By clicking on "all types" or "categories," you can filter by category or file type

Choose multiple categories for a refined search or select "only" to view files exclusively within a particular category. This powerful filtering functionality ensures that you can quickly narrow down your results, making it easier to focus on the files that matter most to you.

Searching, Sorting & Filtering

Robust file exploration lets you easily find what you're looking for.

Searching

Step 1. Enter keywords, file names, or relevant terms into the search box.

Step 2. As you type, the search functionality will dynamically filter the displayed files based on your input.

Step 3. Review the search results to find the desired document.

Sorting

Sort by clicking on headers such as “Name” “Category,” “Type,” “Date,” and “Upload Date”.

• Name: Alphabetically arrange your files by name, simplifying the process of locating specific documents.

• Category: Sort your files by categories, facilitating a more organized and structured view of your digital workspace.

• Type: Arrange your files based on their types, helping you categorize and access them more efficiently.

• Date: Sort your files chronologically by their user-defined date

• Upload Date: Sort files based on their upload date, aiding in tracking and managing the latest additions to your files.