Claim packet — one PDF about one incident, for an insurer, a surveyor or a yard

Turn one incident, observation or work order into one PDF built from what is already in theONE — pick who it is for, trim the sections, set the three privacy switches, generate, share.

A claim packet is one PDF about one record — an incident, an observation or a work order — built from what is already in theONE, nothing retyped. After a grounding, a lightning strike or a bent shaft the insurer wants a claim, the surveyor wants the follow-up and the yard wants enough to quote from; every piece already sits in theONE, and the packet gathers it: the record's summary; a dated timeline (the incident and its addenda, the observations and work orders that came out of it, comm-log notes, the activity that named it); the conditions at the time; the photos on the record's jots, observations and work orders; the systems involved; the costs on record; the documents on file; the vessel particulars; the crew aboard; and a Prepared by page. Each is its own section, and a section with nothing on file says so rather than disappearing.

Three presets, one tap each. Insurance claim is everything on record — every section, the crew aboard, the costs, and the linked documents appended. Survey follow-up is what happened and what was done: timeline, photos, conditions, systems and documents, with no costs and no crew names. Yard estimate request is enough to quote from: summary, timeline, photos, the systems involved and the vessel particulars — no costs, no crew, nothing appended. Any preset can be trimmed section by section before you generate; Cover, Summary and Prepared by are always in.

Conditions come from what was written down. The nearest ship's-log entry within six hours either side of the record speaks for the moment — the section says "Recorded from the ship's log at <time>" and prints wind, sea state and weather, with "Not recorded" where the entry left a field blank. With no log entry, the weather theONE captured when the record was made is used; with neither, the section reads "Conditions were not recorded at the time." A forecast is never fetched after the fact.

Money is listed by source, most certain first, and never guessed: documents attached to the record with an amount (invoice, quote, receipt); money documents filed against the systems involved on or after the record; service logged on those systems since; and — only when you switch on Include bills matched by vendor — vessel bills whose vendor name and date line up with the record, each under the caption "Matched by vendor name and date — verify". A total is printed, with a caveat when more than one source fed it, because the same repair can appear as an invoice, a service event and a bill.

Photos are capped at 12 and 6 MB per packet; past that the section says how many more are in the app. A jot photo whose full file is not on this phone is printed from its thumbnail and its caption ends "(preview quality)". Appended PDFs are the invoices, quotes and surveys linked to the record, each behind its own separator page, 2 MB or under apiece — a bigger one is listed by title and stays in theONE. A finished PDF over the vault's 10 MB cap still reaches the share sheet; it is not filed under Documents, and the sheet says "Too big to file — shared only".

What never goes in, whatever the switches say: phone numbers, emails or hailing details of any party; crew medical, allergy or dietary notes; vendor people (a vendor prints as the company only); Boat IT credentials; manual PDFs; and any ship's-log note beyond the one entry that speaks for the conditions. Crew aboard is names and roles from the incident's frozen crew snapshot — only an incident freezes who was aboard — and it is on only for Insurance claim unless you switch it on. The packet is built from records kept to the owner, management and the captain, so crew do not see the door.

Each Generate files the PDF under Documents as "<Vessel> — Claim packet — <record> — <date>" and opens the share sheet. Regenerating the same packet the same day moves the earlier copy to the archive marked "Replaced by newer document"; two different incidents never archive each other, and a document of your own with the same title is left alone. The last page says the packet was "Prepared from the vessel's records in theONE for use with insurance, survey or yard correspondence" — it is for use with insurance, not a certification of anything — and it carries no signature line: you sign the insurer's form, not ours.

Steps

1. Open it from the record

   Open the incident (Mission Control → the TODAY chip's incidents count, or "incident" in the search box → Incidents → the incident) and tap the Claim packet card under Trace. On a work order, tap the claim-packet icon at the left end of its toolbar (next to Share when there is something to share). On an observation, tap Claim packet under Trace. The record is already chosen, so the sheet opens straight on the options.

2. Or start from Documents

   Documents → the Claim packet button in the toolbar, left of the Handbook book icon — or type "claim" in the search box. With no record in hand the sheet asks "Which incident is this about?" and lists every incident first (newest at the top), then observations and work orders, newest first.

3. Pick who it's for

   Tap Insurance claim, Survey follow-up or Yard estimate request. The section switches and the three switches under What else goes in reset to that preset, and the line above Generate says "About N pages" — "before photos" while the Photos section is on, because photos are only counted in the real build.

4. Trim it, and set the switches

   Switch off any section you would rather not send; Cover, Summary and Prepared by stay on. Include crew aboard (names and roles only), Include bills matched by vendor (each marked "verify" in the PDF) and Append document PDFs are yours to flip either way.

5. Generate and share

   Tap Generate packet. For an incident with a position theONE looks up a place name for two seconds at most — offline it prints the coordinates — then builds the pages on the phone, files a copy under Documents and hands you the PDF in the share sheet: AirDrop, Mail, Save to Files or Print. A line under the button confirms "Saved to Documents as …" or "Too big to file in Documents — shared only."

6. Find it later

   Documents → "<Vessel> — Claim packet — <record> — <date>". Generate again when the yard's invoice arrives: the new copy is filed and the earlier one moves to the archive as replaced by newer.

Related

• Vessel Handbook — one PDF about the boat, for whoever needs itBuild one PDF about the boat from what is already in theONE — for a surveyor, a buyer, new crew, or all of it — and hand it over from the share sheet.
• Insurance export — your maintenance record as one PDF for your underwriterGenerate one PDF of the vessel's maintenance record for your underwriter at renewal.
• Document Vault — manuals, warranties, registrationsWhere to put PDF manuals and how to scan paper documents.
• Comm log — post a quick note on a vendor, issue, or incidentDrop a short, dated, author-tagged note onto a vendor, issue, or incident without opening a full edit form.
• Manuals — the whole book in your pocket, always editableKeep every owner's, service and installation manual as a living PDF you can add pages to, reorder, search inside, and pin to the system it belongs to.

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