Claim intake from the website¶

A claim arrives at the worst moment in a client’s year, and the first reply sets the tone. This workflow reads the claim form the moment it is submitted, gives the claims handler a clean summary instead of a wall of text, tells the client what to prepare, and flags large claims to a manager.

The Claim intake from the website workflow on the canvas: Claim form, then Find the client, then Read the claim, then Note for claims, then Acknowledge, then Large claim?, then Alert manager

Before you start¶

A website form for claims that posts to BaseCloud
Credit for the AI Prompt task

The workflow¶

Step	Task	Type	What it does
1	Claim form	Website Form	Starts when the claim form is submitted
2	Find the client	Match to Client(s)	Finds the client by the email address on the form
3	Read the claim	AI Prompt	Pulls the claim type, incident date, estimated amount and a two-sentence summary out of the submission
4	Note for claims	Workflow Note	Puts a structured, high-priority note in the claims handler’s Inbox
5	Acknowledge	Email	Tells the client the claim was received and what to have ready
6	Large claim?	If Statement	Continues only when the estimated amount is above 5,000
7	Alert manager	Workflow Note	Alerts a manager before an assessor is appointed

About the variables

Values such as {{task_36450_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Claim form¶

Task: Website Form. Starts when the claim form is submitted.

This task has no settings to fill in.

Each form field arrives as its own variable, and response holds the whole submission.

2. Find the client¶

Task: Match to Client(s). Finds the client by the email address on the form.

Field	Set it to
Action	`Match to Client`
Find the client by	Contact email = `{{task_36450_email}}`

3. Read the claim¶

Task: AI Prompt. Pulls the claim type, incident date, estimated amount and a two-sentence summary out of the submission.

The AI Prompt task named Read the claim, opened to its settings

Field	Set it to
Input	`{{task_36450_response}}`
AI model	`OpenAI · GPT-5 Mini (Balanced)`
What type of analysis do you want to do?	`Extract Data`
Fields to Extract	`claim_type`, `incident_date`, `estimated_amount`, `summary`

4. Note for claims¶

Task: Workflow Note. Puts a structured, high-priority note in the claims handler’s Inbox.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36451_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	Tinker Bell

Message

New claim: {{task_36452_claim_type}}

Incident date: {{task_36452_incident_date}}
Estimated loss: ${{task_36452_estimated_amount}}

{{task_36452_summary}}

Open the claim and call the client within one working day.

5. Acknowledge¶

Task: Email. Tells the client the claim was received and what to have ready.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36451_match_client_id}}`
To	`{{task_36450_email}}`
Subject	`We have your claim`

Body

Hi {{task_36450_name}},

Thank you. We have received your claim and a claims handler will call you within one working day.

What to have ready

Photos of the damage

Any police or incident report number

Quotes or invoices for repairs, if you have them

Kind regards,
The Neverland claims team

6. Large claim?¶

Task: If Statement. Continues only when the estimated amount is above 5,000.

Field	Set it to
Condition	`{{task_36452_estimated_amount}}` is greater than `5000`

7. Alert manager¶

Task: Workflow Note. Alerts a manager before an assessor is appointed.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36451_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	Peter Pan
Message	`Large claim received (${{task_36452_estimated_amount}}). Please review before an assessor is appointed.`

Make it yours¶

Change the threshold in Large claim? to match your authority limits.
Add an Edit a Client task to move the client to a "Claim open" status.
Add fields to Read the claim, such as a policy number, and use them in the note.