Add Evidence

Add Evidence

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The E-Subro Hub allows users to add evidence directly to a demand. This can be external evidence used to make a case for re-payment, or it can be internal evidence that is only to be seen by members of your own company.

Note

Evidence cannot be deleted after the demand has been issued. Once evidence has been added and the demand issued, the E-Subro Hub will not let you delete it. This is to prevent disputes about what evidence might or might not have been present at certain times during the demand process.  If the demand has not yet been issued, you can delete evidence.
The Viewable by Other Parties choice is irreversible in the Public status. When adding evidence, you may add evidence to be seen by your party only, the Private status. To do so you must uncheck the “Viewable by Other Parties” check box. This choice can be changed after the initial save of the evidence item, to make the evidence viewable by the other party.  Once in the Public status, evidence cannot be changed to the Private status.

Click to expand/collapse Adding Evidence

Adding Evidence can be accomplished using one of several methods.

From the Evidence tab, click the Add a Document link (upper right hand corner) to open an Add a Document pop-up. You may open up to ten Add a Document pop-ups to complete the addition of multiple evidence items at one time.

Or, choose Manage Demand > Add Evidence from the secondary menu.

Evidence can also be added by choosing Issue Counter & Upload Evidence in the Counter Offer function.

Click to expand/collapse Evidence Type / Evidence Types Contained

Choose the appropriate evidence types under the section labeled Choose All Evidence Types That This Document Contains.

Examples include a .jpg file with a single photograph, a .doc (word doc) containing both the Estimate and three scene photographs, or perhaps a .pdf file containing all pertinent evidence for the case. Clicking all types that apply helps you (and the other party) find the evidence more quickly and easily once its been added.

See Supported File Types in this topic for additional information.

Once you have chosen the Evidence Types by clicking the corresponding icon, a line item will be displayed under Evidence Types Contained in this Document.

You may add an optional description in the provided field or remove the item using the Remove icon to the right of the line item.

The evidence can be submitted individually or as a bundle. In other words, you can select one type of evidence related to a single document, or you can select multiple types if the single document contains those items in one file.

Click to expand/collapse Submit Method

The Submit Method provides a choice about you get the information into E-Subro Hub. The following describes each method:

Upload: A direct upload of the Evidence file from your system to E-Subro Hub. If you have direct access to the evidence as a file (like a .doc or a .jpg file) this is the easiest and fastest way to add evidence.
 
To use this method, choose Upload under Submit Method and then click the Browse button (far right) to select the file (from your computer’s file system) to be uploaded.

Note:  the Upload method is similar to attaching a document to an e-mail.

Fax: Send your evidence items via a fax machine.
 
Select the appropriate evidence types to indicate what you’ll be sending, then click Save Evidence. E-Subro Hub provides a bar coded cover sheet for use with the faxed document(s). The bar code contains information about the demand and the evidence including where to place the documents so they can be viewed in the evidence tab. The fax option should not be used for photos as the fax quality usually doesn't transmit enough detail to end up with a clear photo.

Click to expand/collapse Browse for File to Upload

If upload is the chosen submission method, use the Browse button to find the file to upload from within your computer’s file directory.

Browse to the appropriate folder within your directory, choose the file and click the Open button at the bottom right of the Choose File popup.

Note that the chosen file (with file path) is automatically populated in the File field.

Note:  the Upload method is similar to attaching a document to an e-mail.

Click to expand/collapse Evidence Types Contained in this Document

This field is populated with the Types chosen earlier in the process. The description text may be entered by clicking in the field and typing the desired text.

Click to expand/collapse Viewable by other parties

The last decision to make about adding this piece of evidence is whether to make the evidence viewable by other parties or not.

Caution is advised regarding this choice as once an evidence item is saved as viewable by other parties, this setting is locked and cannot be changed.  If the evidence item is saved as NOT viewable by other parties, it can be made viewable any time during the negotiations and will then be locked in the viewable status.

Checked: By checking the box (default), the evidence will be viewable to the other party in this demand (for instance, if you’re the demander, this checkbox allows the responder to see the evidence item)
Unchecked: If you uncheck the box, only your party (ie. your company) will be able to see the item.

Click to expand/collapse Save Evidence

To complete the process click the Save Evidence button. If any data issues exist, they will have to be corrected in order to proceed. Issue messages will be shown in red (near the pop-up where the problem exists).

Once the evidence has been saved a message will appear in the top left corner stating that it was saved successfully.

Click to expand/collapse AFClient

The AFClient software provides an easy alternative method for attaching claim related documents and evidence to a demand within E-Subro Hub.

It consists of two components: AFPrint and AFScan.

For additional information about this topic, see the AFClient User Guide.

Click to expand/collapse Status

The Status column provides a quick method for understanding what's happening with the associated demand.

Status type definitions:

Pending: The evidence item is received but processing is ongoing. An item is not viewable while the status is Pending.
Not Received: The evidence item has not yet been received by E-Subro Hub. This usually occurs when the evidence item was added via the Fax method, and the fax transmission has not yet been received and processed.
Available: The evidence item is in E-Subro Hub. The View link should be active, allowing users to see the stored item.
Error: The system is trying to process the evidence item but is having a problem. When an item is in the Error status it will be retried for a certain number of times. If the error status cannot be resolved it will move to the Failed status. When the item is in Error status click the Error link for more information about the error.
Failed: The system attempted to process the evidence item but could not. When the item is in Failed status click the Failed link for more information. One common cause of failure is the use of an unsupported file type. See Supported File Types in this topic for additional information.

Click to expand/collapse Supported File Types

E-Subro Hub only supports certain file types for upload.

A file type is the 3 or 4 letter extension at the end of each filename. For instance, for the picture file Picture1.jpg, the .jpg is the file type.

If you try to upload a file with an unsupported file type into E-Subro Hub, it will fail and the document will not be viewable. Below is a list of supported file types:

.bmp
.doc
.gif
.jfif
.jpe
.jpeg
.jpg
.pdf
.png
.pps
.ppt
.rtf
.tif
.tiff
.txt
.xls
.xlw

Click to expand/collapse Completing Fax Evidence Submissions

When you choose to submit the evidence via Fax, the submission does not end with the click of the Save Evidence button. You must also complete the final step of sending the fax.

Print the cover sheet for the Fax items. Note that the cover sheet link appears on the right side of the screen, under the Actions column.

The bar code on the cover sheet tells the E-Subro Hub where to place the documents behind it.

Steps to complete the submission:

1.Print the cover sheet
2.Place the cover sheet on the top of the evidence item you’re faxing. Each evidence item requires a separate cover sheet.  For example, if three items in the evidence tab have cover sheets, you must print all three of the cover sheets and place them on top of the corresponding evidence item. This is the only way the system will know where to place your item (so you can find it and view it).  If faxed evidence will be submitted at one time, the user can choose to select several evidence types for a single cover sheet.
3. Place the evidence package into your fax machine and send it to the number on the Fax cover sheet: (813) 889-4060

 

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