Bulk Processing Claims
Overview
Bulk processing allows you to handle multiple claims simultaneously, significantly improving efficiency when managing high-volume promotions. This feature is essential for businesses that receive dozens or hundreds of claims daily, enabling you to maintain fast processing times while ensuring quality control.
Tip: Bulk processing can reduce your claims processing time by up to 95% compared to handling claims individually. This efficiency improvement directly impacts customer satisfaction and your team's productivity.
When to Use Bulk Processing
Bulk processing is most effective in specific scenarios:
High-Volume Situations
- Daily claim volumes exceeding 50 submissions
- Seasonal promotions with surge periods
- Large-scale marketing campaigns
- Regular batch processing schedules
Similar Claim Types
- Claims with identical verification requirements
- Promotions with standardized approval criteria
- Claims from the same customer segment
- Claims submitted within the same time period
Efficiency Goals
- Reduce manual processing time
- Standardize decision-making processes
- Improve team productivity
- Maintain consistent processing quality
Preparing for Bulk Processing
Proper preparation ensures successful bulk processing operations:
Criteria Definition
- Establish clear approval criteria
- Define rejection conditions
- Set up verification rules
- Create processing workflows
Team Preparation
- Train staff on bulk processing procedures
- Establish quality control checkpoints
- Set up monitoring and reporting systems
- Prepare communication templates
Bulk Processing Workflow
Follow this structured approach for effective bulk processing:
Step 1: Data Selection
Required: Choose which claims to process together.
- Use filters to identify eligible claims
- Select claims by status, date, or type
- Review selection for accuracy
- Confirm batch size is manageable
Step 2: Batch Review
Required: Examine the selected claims as a group.
- Verify all claims meet processing criteria
- Check for any exceptions or special cases
- Ensure consistent data quality
- Identify any claims requiring individual attention
Step 3: Bulk Action Execution
Required: Apply the chosen action to all selected claims.
- Select the appropriate bulk action (Approve, Decline, or Put on Hold)
- For decline actions, optionally provide a decline reason
- Confirm the action and affected claims
- Execute the bulk operation
- Monitor for any processing errors
- Review the results summary showing successful, failed, and skipped claims
Important: Claims that are on hold cannot be approved or declined. These claims will be automatically skipped during bulk operations, and you'll receive a summary of how many claims were processed, skipped, or failed.
Step 4: Verification and Follow-up
Required: Ensure the bulk action was successful.
- Review the operation summary showing:
- Number of successfully processed claims
- Number of claims skipped (e.g., claims on hold)
- Total number of claims in the batch
- Verify all claims were processed correctly
- Check for any failed operations
- Handle any exceptions or errors
- For approved claims, verify shipping labels were created
- For declined claims, verify decline emails were sent
- Update any remaining individual claims that need attention
Bulk Action Details
Understanding how each bulk action works:
Bulk Approve
- Approves all selected claims that are not on hold
- Automatically creates shipping labels for each approved claim
- Shipping labels are created based on each claim's shipping method (DHL or PostNL)
- Sends approval email notifications to customers
- Claims on hold are automatically skipped
- If shipping label creation fails for a claim, that claim is skipped
- Returns a summary of successful, skipped, and failed operations
Bulk Decline
- Declines all selected claims that are not on hold
- Optionally accepts a decline reason that is sent to all customers
- Sends decline email notifications to customers with the decline reason
- Claims on hold are automatically skipped
- Returns a summary of successful, skipped, and failed operations
Bulk Put on Hold
- Puts all selected claims on hold status
- Claims on hold cannot be approved or declined until removed from hold
- Useful for temporarily suspending claims that need additional review
- No emails are sent when putting claims on hold
Tip: Bulk operations process each claim individually, so if one claim fails (e.g., shipping label creation fails), the operation continues with the remaining claims. Always review the operation summary to identify any claims that need manual attention.
Bulk Export
In addition to bulk status updates, you can export claims data in bulk:
Export Features
- Export all claims or filtered results to CSV format
- Respects current filters and search terms
- Includes comprehensive claim information
- Useful for external analysis, reporting, or backup purposes
Export Workflow
- Apply any desired filters to narrow down the claims
- Use search functionality if needed
- Click the export button
- CSV file downloads automatically with current date in filename
- Open in spreadsheet application for analysis
Bulk Recheck Serial Numbers
You can recheck serial numbers for multiple claims at once:
Bulk Recheck Process
- Select multiple claims that need serial number verification
- Initiate bulk recheck operation
- System re-verifies each serial number against the promotion's valid serials
- Updates auto-approval status for each claim (GOOD, CHECK, or BAD)
- Useful after adding new serial numbers to a promotion or correcting data
Bulk Tracking Check
For approved claims with shipments, you can check tracking information in bulk:
Bulk Tracking Features
- Check tracking information for multiple shipments at once
- Automatically updates tracking codes when available
- Works with both DHL and PostNL shipments
- Efficient for monitoring shipment status across multiple claims