Sending Claim Letters

This guide explains how to send a claim letter to an insurance company using the Send to Insurance action.

Selecting a claim and using the action

1. Open the claim you want to send in the Claims or Accident Book view.
2. Click the Send to Insurance action button.
3. A dialog appears showing the draft letter, with the recipient's insurance contact pre-filled from the master data.

How email templates are applied automatically

• When you trigger Send to Insurance, the system picks the appropriate email template based on the claim type and insurance.
• Placeholders in the template (e.g., [Aktenzeichen], [Kennzeichen], [Unfallgegner Name], [Kosten]) are automatically replaced with the claim's actual data.
• Placeholders without a matching value are replaced with an empty string, so the letter remains readable.

See the Email Templates & Placeholders guide for the full list of available placeholders.

Reviewing the generated letter before sending

Before the letter is dispatched, you can review and adjust it:

1. Inspect the subject line and recipient.
2. Read the generated body text.
3. Edit the text if needed. Manual changes do not modify the underlying template.
4. Attach additional files (photos, PDFs, reports) if required.
5. Click Send to dispatch the email.

Checking sent emails in the Email History

Each sent letter is logged automatically:

1. Open the claim.
2. Scroll to the Email History section.
3. You can see every email sent for this claim, including:
   • Date and time of sending
   • Recipient
   • Subject
   • Full body text as sent
   • Attachments

This provides a complete communication history and serves as an audit trail.