Documentation rules: checklist, repair lines and Auto Link

Your documentation rules decide what is on each repair's checklist. They also tell Auto Link, on the Plan tab, which photos go with which repair lines. Only an Organization Leader can change them.

• Open your rules
• Pre Repair Documentation: what every repair needs
• Repair Documentation: what a repair line needs
• Auto Link Settings: link labeled photos and documents
• Document Library: documents to add to many repairs
• Public View Visibility: hide files from the customer
• Add many rules at once
• How the lists work together

Open your rules

1. In the menu on the left, click Settings. The Configuration tab opens.
2. On a computer, click a list name on the left.

In every list:

• Add, above the list, adds a rule. An empty list can say Add First Item.
• The ENABLE switch turns a rule off without deleting it.
• The pencil changes a rule. The trash can deletes it for good. Public View Visibility has no pencil.

Pre Repair Documentation: what every repair needs

On a phone: Repair Documentation Requirements.

1. Click Add.
2. In Evidence Label, type the checklist item's name. Each item needs its own name.
3. In Doc. Type, pick Any, Document, Image or Video.
4. Click Add. The item shows in the list.

Turn off ENABLE to take an item off the checklist.

Changes show on open repairs right away.

Repair Documentation: what a repair line needs

On a phone: Repair Documentation Link Requirements.

Each rule has words to look for. A repair line that has those words gets a checklist item. The item needs a photo linked to that line.

1. Click Add.
2. Fill in the boxes described below.
3. Click Add in the window.

• Estimate Line Match: the words, such as “weld test”. The line must have every word.
• Evidence Label: the label the photo must have. Leave it empty for any label.
• Locations: the locations the rule is for. Empty means all.
• Code and Est. System: you can skip these.

To ask for one kind of file, add the rule first. Then:

1. Click the rule's pencil.
2. Pick a Doc. Type.
3. Click Save.

A new rule reaches an open repair when someone clicks Auto Link on that repair. A deleted rule leaves open repairs right away.

Auto Link Settings: link labeled photos and documents

1. Click Add.
2. In Estimate Line Match, type words from the repair line.
3. In Evidence Label, type words from the photo's label.
4. Skip Est. System. Click Add.

The line and the label must have every word. The app links a photo when the photo is added or gets a new label. It also links photos when someone clicks Auto Link.

Type one of these in Estimate Line Match to link to other rows on the Plan tab:

• “VIN @” or “Mileage @”: the VIN row.
• “Labor @”: the labor rows in Estimated Totals.
• “Materials @”: the materials rows there.

Document Library: documents to add to many repairs

On a phone: Repair Documentation Library.

1. Click Add.
2. In Document Name, type a name.
3. To use the document on some repairs only, pick an OEM, an Insurance or a Location. Skip Library.
4. Under Upload Document, click the box and pick the file.
5. Click Add.

When someone clicks Auto Link, the app adds the document to the repair's Media tab. Two things must be true:

• An Auto Link Settings rule matches the repair.
• The Document Name has that rule's Evidence Label in it.

Public View Visibility: hide files from the customer

On a phone: Auto-Hide Repair Documentation.

Each rule hides files with one label from the customer.

1. Click Add.
2. In Evidence Name, type the whole label.
3. Click Add.

The rule checks a file once, when the file is added. It does not hide files already on a repair.

To change a rule, delete it and add it again.

Add many rules at once

Do this on a computer, in Repair Documentation or Auto Link Settings.

1. Click Import CSV above the list. In an empty list, click Batch Upload CSV.
2. In the window, click Download template.
3. Open the file. Type one rule on each row.
4. Back in the window, click Click to upload and pick your file.
5. Click Import.

If a row is wrong, the app adds no rows. It shows which rows are wrong.

• Repair Documentation columns: ESTIMATE LINE MATCH (Required), EVIDENCE LABEL, DOC. TYPE, LOCATION ID. In DOC. TYPE, type Image, Video or Application (a document).
• Auto Link Settings columns: LINE TEXT MATCH (Required), DOC. LABEL, EST. SYSTEM, LOCATION IDS. Fill in the first two. Leave EST. SYSTEM empty.

Find location numbers on the Locations page, under Location ID. For L-0007, type 7. For locations 7 and 12, type 7-12. Empty means all.

How the lists work together

The first two lists make the checklist on the Media tab. A photo added for a checklist item gets the item's name as its label. Your Auto Link Settings rules use that label to link the photo to repair lines. Auto Link also adds your library documents.

See Add photos and finish the checklist and Link photos to the repair plan.

Stuck?

Click Help in the menu to send us a message. You can also email help@collisionclarity.com.