Import/Export Claims

Claims management is made easier by mass import and export data tools, which allow optimal centralization and use of information relating to incidents involving fleet vehicles.

Bulk import offers a quick and efficient solution for integrating multiple claims files into the system using a preformatted file. This feature simplifies the addition process, reduces manual entry errors, and ensures accurate and consistent data updating. It is particularly suitable for companies managing a high volume of incidents, allowing them to maintain a complete and up-to-date database for optimal monitoring.

Data export, on the other hand, brings together all the key information from recorded claims, such as details of the vehicles involved, incident types, associated costs and liability levels. The generated files, available in standard formats such as CSV or Excel, provide a centralized overview for analyzing trends, assessing risks and making strategic decisions. This data can be shared with different stakeholders, such as fleet managers or insurers, to improve risk management and optimize claims resolution processes.

By combining these features, businesses benefit from a powerful tool to proactively and effectively manage claims, while ensuring accuracy, transparency and traceability of information.

Mass import of claims

Bulk claims import allows multiple claims files to be added to the system in a single operation using a preformatted file. This feature is ideal for businesses that want to efficiently manage a high volume of incidents while ensuring consistency and accuracy of information.

Using this method, users can save time, reduce manual entry errors and maintain an up-to-date database for optimal claims tracking.

Step 1: Download and prepare the template file

Before you begin, you need to download a template file specifically designed to make importing claims easier. This file contains predefined columns corresponding to the necessary information.

• Download the template:

  The template file is accessible through the user interface. It includes all the columns essential for importing claims.

• Respect the order of the columns:

  The fieldsobligatoryfor each line are:

  • vehicle
  • Date
  • Place

• Prepare your file:

  • Make sure there is only one value per cell.
  • Complete all required fields to avoid errors.
  • Make sure the dates follow the expected format (dd/mm/yyyy).
  • Check that there are no empty lines in the middle of the file.

Step 2: Load the claims file

Once the file is properly prepared, follow the steps below to load it into the system.

• Select file:

  Click the button“Browse”to locate the file on your computer, then select it.

• Start loading:

  Once the file is selected, click“Following”to start analyzing the file. The system will check the data and prepare a summary view.

• Check the data summary:

  • A summary table will be displayed, showing the total number of lines in the file as well as those ready for import.
  • Review the content to ensure no major errors are present before continuing.

Step 3: Verifying the imported data

After loading, a detailed table of the imported data will be displayed. This is where you can review the information and correct any errors.

• Error checking:

  • The system will highlight errors, such as missing mandatory fields (example: Vehicle, Date or Location) or incorrect formats (invalid date, etc.).
  • Each error reported will need to be corrected to enable a successful import.

• Validation of correct records:

  • Rows without errors will be marked ready for final import.
  • You will be able to check essential fields such as:
    • Vehicle, Collaborator, Date, Location
    • Adverse information (registration, insurance company, damage)
    • Amounts (deductible, reimbursement, distribution)

Step 4: Finalize the import of claims

Once the data is verified, complete the import process.

• Click “Import”:

  Validate to permanently add the claims to the system.

• Import confirmation:

  A message will confirm that the import was successful and that the claims have been added to the database.

This method makes it possible to effectively manage claims while respecting the standards required for optimized risk management within the company.

Exporting claims data

The export of claims-related data is a crucial element for proactive and effective management of incidents involving fleet vehicles. By bringing together all information on recorded claims, such as details of the vehicles involved, types of incidents, associated costs and levels of liability, this process provides a clear and centralized view. The data, exported in accessible formats such as CSV or Excel, facilitates monitoring, analysis and strategic decision-making in risk management.

The export includes precise and detailed fields for in-depth claims analysis, including:

• Date: Indicates the exact moment when the incident took place, allowing disasters to be located in time for better organization.

• Vehicle code: Provides a unique reference to the vehicle involved, facilitating traceability and cross-checking of data with other bases.

• Vehicle registration: Clearly identifies the vehicle concerned, reinforcing data accuracy and attribution of responsibility.

• Collaborator: Mentions the name of the person linked to the incident, providing better visibility on recurring cases or driver training needs.

• Sinister type: Categorizes the incident (collision, theft, material damage, etc.), allowing classification and specific analysis according to the nature of the disaster.

• Mileage: Indicates the vehicle mileage at the time of the incident, useful for assessing wear or frequency of incidents depending on use.

• Place: Provides details of where the incident occurred, useful for detecting risk areas.

• Sinister reference: A unique identifier for each claim, guaranteeing complete traceability.

• Repair amount: Specifies the total cost of necessary repairs, providing a basis for expense analysis.

• Excess amount: Details the share of the cost borne by the company, allowing net expenses to be calculated.

• Amount refunded: Indicates the amount covered by the insurance, essential for evaluating the performance of current contracts.

• Liability rate: Mentions the percentage of responsibility attributed to the company or the employee, facilitating the distribution of responsibilities.

• Status: Specifies whether the claim file is "open", "closed" or being processed, providing an overview of the progress of the procedures.

• User: Identifies the person who recorded or updated the information, reinforcing data traceability.

The centralization and analysis of exported data allows more rigorous and proactive claims management. By identifying recurring causes and risky behaviors, it is possible to implement corrective actions, such as awareness programs or adjustments in the vehicle use policy. In addition, this approach provides a solid basis for negotiating better conditions with insurers, while optimizing claims costs.

In conclusion, the export of claims data stands out as an essential lever to improve risk management, strengthen transparency and guarantee total control of the financial and operational impacts of incidents.