Quick answerAttach documents in XactAnalysis® from the assignment's file or attachment area, generally reached from the assignment detail screen; the roof report PDF, photos, and the ESX estimate all load there as separate files rather than as text in the narrative. The narrative is a short written summary: cause of loss, scope, what the measurement report and photos back up, and your recommendation. Menus vary by version and by carrier configuration, so verify the exact click path in your build before relying on these steps.

Where attachments actually live in the assignment

An XactAnalysis® assignment carries several file types at once: the Xactimate® estimate (usually the ESX), photos, and supporting documents like a roof measurement report PDF. These are handled as separate attachments on the assignment record, uploaded through the assignment's file or documents area rather than pasted into any text field.

The narrative field is text only. If a reviewer cannot see a photo or a measurement figure by reading the narrative alone, that detail needs to exist as an attached file, and the narrative should point to it by name ("see Roof Measurement Report, page 1, for facet count and pitch") rather than restate the number and hope it matches.

Because attachment menus and file-size limits differ by carrier configuration and by Xactimate® or XactAnalysis® version, confirm the accepted file types and the current upload path for your build against the current Xactware documentation before you submit, and keep a copy of everything you attach in your own claim file as well.

What a narrative needs to say

  • Cause of loss, stated as a determination, not a restatement of the assignment

    A narrative that repeats "wind damage reported" tells the reviewer nothing they didn't already know from the FNOL. State what you found and why it points to that cause.

  • Scope summary in one or two sentences

    The estimate line items carry the detail; the narrative should say what was damaged, what was repaired versus replaced, and why, so a reviewer can sanity-check the estimate against the story before opening it.

  • The source of the measurements

    If the roof quantities came from a measurement report rather than a physical tape, say so and name the report. This is the single most common gap that triggers a request for clarification.

  • Exceptions and limitations

    Areas not accessed, structures excluded, or damage outside the scope of the assignment need to be named, not left for the reviewer to infer from a missing line item.

  • A clear recommendation

    Approve, deny, refer for further inspection, or close: the narrative should end with an unambiguous next step, not just a description.

Narrative sections and the mistake that sends them back

Narrative elementWhat the reviewer needs from itCommon mistake
Cause of lossA determination tied to the observed damageRestating the reported cause without confirming it
Scope summaryA plain-language match to the estimate totalNarrative describes different damage than the estimate prices
Measurement sourceConfirmation that quantities trace to a report or a measured verificationNo mention of where roof quantities came from
ExceptionsWhat was and was not inspected or includedDetached structures or inaccessible areas left unmentioned
RecommendationA stated next actionNarrative ends on a description with no conclusion

None of this replaces the estimate. The narrative is the short version a desk reviewer reads first.

Attaching the file: the general workflow

  1. Open the assignment record

    Locate the assignment in your queue and open the assignment detail screen where the estimate and documents are managed.

  2. Go to the attachment or documents area

    Use the file, attachment, or documents section of the assignment (naming varies by version) rather than any narrative or notes field.

  3. Upload the roof measurement report and photos as separate files

    Add the roof report PDF and the photo set as their own attachments, named so a reviewer can identify each one without opening it first (for example, "Roof Measurement Report.pdf").

  4. Attach or confirm the ESX estimate

    Confirm the Xactimate® estimate file is attached to the assignment, since it carries the priced scope that the narrative summarizes.

  5. Write the narrative referencing the attachments by name

    Draft the narrative last, after the files are attached, so it can point directly to the report and photos rather than describing figures from memory.

  6. Submit and verify the assignment status

    Submit the assignment and check that it moves to the expected status rather than returning to draft, which usually signals a missing required attachment.

Citing the roof measurement report in the narrative

If the roof quantities in your estimate came from a measurement report rather than a physical measure, name the report and its format in the narrative: "Roof measurements per attached measurement report (ESX imported into Xactimate®; PDF attached as exhibit)." That single sentence closes the most common rejection reason, which is a reviewer unable to trace where a facet count or pitch value came from.

Ordering that report as both formats from one request keeps the estimate and the exhibit consistent. Sketch My Roof roof measurement reports deliver as ESX for Xactimate®, XML for Symbility®, or PDF, and the sponsor's ESX + PDF option ($29) attaches the same numbers to the assignment twice: once as the priced estimate, once as the readable exhibit the narrative references.

You can also order a roof report by address the same day an assignment lands, so the report and the narrative go into XactAnalysis® together instead of the estimate arriving first and the exhibit following as a correction.

Common rejection reasons

  • Photos attached but not referenced in the narrative

    A reviewer scanning the narrative first has no reason to open a photo set the text never mentions.

  • Narrative shorter than the scope it describes

    A one-line narrative on a multi-page estimate reads as unreviewed, even if the estimate itself is correct.

  • Measurement source omitted

    This is the single most frequent reason an assignment gets sent back for clarification rather than closed.

  • File format not accepted by the carrier's configuration

    Some carrier setups reject certain attachment types; confirm accepted formats before submitting rather than after a bounce.

  • No stated recommendation

    A narrative that only describes damage without a next step forces the reviewer to guess your conclusion.

Frequently Asked Questions

Where do I attach the roof report PDF in XactAnalysis®?
In the assignment's attachment or documents area, as a standalone file alongside your photos and estimate, not inside the narrative text field. The exact menu location varies by version and carrier configuration, so verify it in your build.
Does the narrative need to repeat the measurements from the roof report?
No. Reference the report by name and let the attached file carry the figures. Repeating numbers in the narrative that could drift from the attached report is a common source of reviewer questions.
Why do assignments get rejected even when the estimate is correct?
Usually because the narrative does not state a cause of loss determination, does not name the source of the measurements, or ends without a clear recommendation, leaving the reviewer to draw conclusions the adjuster should have stated directly.
Can I attach both an ESX and a PDF for the same roof report?
Yes. Ordering both formats from one request keeps the priced estimate and the readable exhibit consistent, and both attach to the assignment as separate files.
Who runs XactAnalysis®?
XactAnalysis® is a Verisk™ platform used to manage assignments between carriers and adjusters or contractors; procedural steps and accepted file types are documented in Xactware's official help center.

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