Parts Assessment Report

The Parts Assessment report is the entry point for the parts workflow. When a claim movement enters "New Job Images", the record appears in this report for parts assessment.

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Report Location

• Dashboard: Parts Dashboard
• Panel: Parts Assessment

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Entry Criteria

Records appear in this report when ALL of the following conditions are met:

Form	Field	Condition
Claims Management	Parts Assessment Status	= New
Claims Management	Date Repair Completed	is null
Claim	Claim Type	Does NOT contain Rental Only
Claim	Is customer vehicle being repaired or total loss	!= Total Loss AND != empty
Claims Management	Status	!= Cancel
Claims Management	Status	!= Declined

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Available Actions

Update Button

Opens the Parts Assessment Form with two subforms:

┌─────────────────────────────────────────────────────────────┐
│                  PARTS ASSESSMENT FORM                       │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Subform: Parts to Order                            │    │
│  │  - List of parts that need to be ordered            │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Subform: Parts to Repair                           │    │
│  │  - List of parts that need repair                   │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Upload Parts to Order [File Upload Field]          │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ☐ Check Status (Decision Box)                              │
│                                                              │
└─────────────────────────────────────────────────────────────┘

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Claude AI PDF Extraction

Upload Process

1. User uploads a PDF file using the Upload Parts to Order field
2. System sends the PDF to Claude AI for data extraction
3. Claude AI processes the document and extracts parts information

Check Status Flow

When clicking the Check Status decision box:

┌─────────────────┐
│  Check Status   │
│  (Click)        │
└────────┬────────┘
         │
         ▼
┌─────────────────┐
│  API Call to    │
│  Check Job      │
│  Status         │
└────────┬────────┘
         │
    ┌────┴────┐
    │         │
    ▼         ▼
┌────────┐  ┌────────────────┐
│Complete│  │ Not Completed  │
└───┬────┘  └───────┬────────┘
    │               │
    ▼               ▼
┌────────────┐  ┌────────────┐
│ Insert     │  │ Show Alert │
│ values     │  │ "Still     │
│ into Parts │  │ processing"│
│ to Order   │  │            │
│ subform    │  │            │
└────────────┘  └────────────┘

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On Success Behavior

When the form is successfully submitted:

Field Updates

Form	Field	New Value
Claims Management	Parts Assessment Status	Completed
Claims Management	Parts Tendered Status	Completed
Part Item Req	Status	Awaiting Approval
Part Item Req	Parts Assessment Date	Current date/time
Part Item Req	Parts Tendered Date	Current date/time

Note: The Parts Assessment Date field (displayed as "Date Assessed" column in reports) and Parts Tendered Date field (displayed as "Date Tendered" column) are automatically populated with the submission timestamp when the Parts Assessment Form is submitted. Since this form skips the tender flow, both dates are set simultaneously.

Special Flow: Skip Parts to Tender

This form skips the Parts to Tender flow and moves directly to the Parts Approval flow.

┌─────────────────┐     ┌─────────────────┐
│ Parts           │     │ Parts to        │
│ Assessment      │ ──▶ │ Tender          │ ◀── SKIPPED
└────────┬────────┘     └─────────────────┘
         │
         │  (Direct transition)
         │
         ▼
┌─────────────────┐
│ Parts Awaiting  │
│ Approval        │
└─────────────────┘

Next Report

Record moves to Parts to Tender report with:

• Claims Management → Parts Assessment Status = Completed
• Claims Management → Parts Tendered Status = New

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Print Option

A Print option is available to print the parts details for the claim.

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Related Pages

• Parts List Not Completed - For records with incomplete uploads
• Parts to Tender - Next stage in workflow
• Overview - Full workflow diagram