Sort the claims inbox before a handler opens it
Prismlet reads every email and scanned letter to the claims mailbox and works out what it is, whether it is a complaint, whether it sets a deadline to pay or act, and how urgent it is, as it arrives. Every legal and complaint flag is for a person to confirm, and your indexing team can start from the items the answers are unsure about instead of opening every one first.
Ask for an inviteToday
- An indexing team opens each email and scanned letter by hand, matches it to a claim, and tags what it is before a handler ever sees it.
- Keyword rules catch the word, not the request. For example, a chaser with an invoice attached gets filed as an invoice, while the customer is still waiting for an answer.
- A letter of claim, a settlement demand or court papers with a deadline can sit in the general queue until someone reads that far down the pile.
- A complaint folded into a chaser or a request for information is easy to miss, so it is logged late or not at all.
- Garbled or blank scans from the post room are filed like anything else, because nobody has checked whether they can be read.
What changes
- Every email and letter gets what it is, a complaint flag, a legal flag, a vulnerability flag and an urgency level before anyone opens it, and each answer says how sure it is.
- A letter of claim, a settlement demand or court papers is flagged as it arrives, for a person on your litigation team to check, instead of waiting in the general queue.
- A complaint buried in a chaser is flagged on the day it arrives, for a person to confirm and log.
- When a customer mentions something like a bereavement, a health problem or money trouble, the item is flagged for a handler to offer extra support. The flag comes from what they wrote, not from tone or spelling.
- A scan too garbled to read is flagged for a person to check, instead of sitting indexed as something it is not.
Try it on this example
Email subject: Re: Claim HH-2291847 kitchen leak - STILL WAITING
Attachment text: AquaFix Plumbing Ltd INVOICE 4471 Date: 28/08/2026 Customer: Mrs S Kemp, 22 Larch Close Trace and access to leak under kitchen sink. Replace failed compression joint on cold feed. Make safe. Labour 3 hrs £165.00 Parts £22.40 Call out £65.00 Subtotal £252.40 VAT £50.48 TOTAL DUE £302.88 ENGINEER REPORT Joint failed due to age. Water has tracked under base units into the subfloor. Units swollen and delaminating, kickboards lifted. Recommend strip out of base units and drying of subfloor before refit.
Email or letter text
- What is this claims item, judged by what the sender needs from us?Progress chaser100%
- Does the sender express dissatisfaction with our service, decision or conduct?Yes99%
- Does a solicitor or other legal representative act for the sender or claimant?No93%
- Does the sender say they are thinking of instructing a solicitor or taking legal action?No91%
- Does the item demand payment or action by a stated date or within a stated period?No67%
- Does the sender mention circumstances that may mean the customer needs extra support?Yes97%
- Does the sender ask us to pay or reimburse something, or say a payment has not arrived?Yes96%
- Does the sender ask the claim handler to decide or authorise something?Unsure43% yes
- How urgent is it to act on this claims item?Urgent100%
- Is the item complete and readable enough to judge what it is?Yes98%
These are real answers stored from one run on this example.
Email subject: Claim HO-7734102 / Insured: Dolores Kimura / Letter of representation and demand
Email or letter text: From: Teresa Voss <tvoss@harlanpike.example> To: Property Claims <propertyclaims@example.com> Date: Mon, 14 Sep 2026 11:22 Good morning, Please see the attached letter of representation and demand from Michael Harlan regarding the above claim, together with a copy of the complaint our client has filed with the Ohio Department of Insurance. Kindly direct all further communication on this claim to our office and not to Ms. Kimura. Thank you, Teresa Voss Paralegal to Michael Harlan Harlan & Pike LLP (614) 555-0147
Attachment text
- What is this claims item, judged by what the sender needs from us?Legal correspondence100%
- Does the sender express dissatisfaction with our service, decision or conduct?Yes97%
- Does the item come from, copy or report a complaint to a state insurance department?Yes99%
- Does an attorney act for the sender or claimant?Yes99%
- Does a public adjuster act for the policyholder on this claim?No95%
- Does the sender say they are thinking of hiring an attorney or taking legal action?No87%
- Does the item demand payment or action by a stated date or within a stated period?Yes99%
- Does the sender mention circumstances that may mean the customer needs extra support?Yes97%
- Does the sender ask us to pay or reimburse something, or say a payment has not arrived?Yes98%
- Does the sender ask the claim handler to decide or authorize something?Unsure47% yes
- How urgent is it to act on this claims item?Urgent97%
- Is the item complete and readable enough to judge what it is?Yes98%
These are real answers stored from one run on this example.
Test it on your own data
The quickest way to decide is a file run on your own records. A file run in the app answers up to 10,000 rows and gives you the file back with the answers added.
This is for the first prism, Sort the claims inbox. Each prism lists its own fields in "The prisms behind it" below.
- What to send
- A CSV or TSV file with column names in the first row, or a JSON array of objects, one item per row. You pick the column for each thing the prism reads: Email subject; Email or letter text; Attachment text. A row's fields together take up to about 100,000 characters.
- What comes back
- The same rows with the prism's columns added: item_type, item_type_probability, complaint_expressed, complaint_expressed_probability, legal_representation, legal_representation_probability, considering_legal_action, considering_legal_action_probability, time_limited_demand, time_limited_demand_probability, vulnerability_signal, vulnerability_signal_probability, payment_issue, payment_issue_probability, needs_decision, needs_decision_probability, urgency, urgency_average, text_readable, text_readable_probability. Each answer says how sure it is, so the unsure rows are easy to find and give to a person.
- Against your team's answers
- Add columns with the answers your team gave, and the app reports how often Prismlet agreed, question by question and at each cutoff, split by a column such as language or site, with every miss listed. Your team's answers stay in your browser.
How it reaches your team
Works today
- Call the API from your own system as each email or scanned letter arrives
- Run a file of up to 10,000 items in the app, one item per row, up to about 100,000 characters a row
Built with you
- We work with you to send each email from your claims mailbox, and each scanned letter from your claims system, such as Guidewire ClaimCenter, as it arrives
- We work with you to put the item type and urgency onto the claim, and put each complaint, legal and vulnerability flag in front of a person to confirm, in the tools your handlers and complaints team already use
- We work with you to build a review queue for the unsure answers in the tools your indexing team uses, keeping what each person decided
The prisms behind it
Sort the claims inbox
Fields
- Email subject
- Email or letter text
- Attachment text
Context
We are a UK motor and home insurer. Every email to the shared claims mailbox and every scanned letter from the post room is read here before a person opens it. The attachment text is extracted by OCR and can be missing or empty. Claim and policy numbers are matched by our own systems, not here. UK rules the questions rely on: - Complaint. Under the FCA Handbook a complaint is any oral or written expression of dissatisfaction, whether justified or not, about the service we gave or failed to give, where the person says they have suffered, or may suffer, financial loss, material distress or material inconvenience. It does not need the word "complaint". A complaint starts the eight-week clock for our final response (DISP 1.6), counted from the day we receive it. - Legal representation. Once a solicitor or other legal representative acts for a claimant, we deal with the representative, not the claimant. - Time-limited demands. A settlement offer under Part 36 of the Civil Procedure Rules, a letter of claim under a pre-action protocol, court papers with a response date, or any demand to pay or act by a stated date or within a stated period must reach the litigation unit the same day. - Customers in vulnerable circumstances. The FCA guidance on fair treatment of vulnerable customers (FG21/1) names four drivers: health, life events such as bereavement, low resilience such as money trouble, and low capability such as language or literacy. We record what the customer tells us; we do not guess.
Questions
What is this claims item, judged by what the sender needs from us? Choice
Read the subject, the body and the attachment text together, and classify the item by what the sender needs from us, not by what is attached. An invoice attached to an email that chases progress is a progress chaser. Choose Complaint only when complaining is the main purpose and the sender asks for nothing else on the claim; dissatisfaction inside a chaser or another request is recorded by the complaint question, not here.
Does the sender express dissatisfaction with our service, decision or conduct? Yes / No
Use the complaint definition in the context. Dissatisfaction counts whatever the main purpose of the item, and whether or not the sender uses the word "complaint". Frustration with the loss itself, such as the weather or a third party, is not dissatisfaction with us. Yes: The sender is unhappy with something we did, failed to do, or decided. No: The item expresses no dissatisfaction with us.
Does a solicitor or other legal representative act for the sender or claimant? Yes / No
Answer from what the item says or where it comes from. A claims management company or a solicitor writing on the claimant's behalf counts. A friend or relative helping the customer does not. Yes: The item comes from a legal representative, or says one now acts for the claimant. No: Nothing in the item says a legal representative acts for anyone on this claim.
Does the sender say they are thinking of instructing a solicitor or taking legal action? Yes / No
This is about the sender considering a solicitor or court action, without saying one already acts for them. It is a sign we need to contact the customer sooner and put the service right, never a reason to discourage them from getting legal advice. Going to the Financial Ombudsman Service is a complaint escalation, not legal action. Yes: The sender says they may instruct a solicitor, have spoken to one, or may take us to court. No: No such intention is stated, or a representative already acts for them, or the only escalation mentioned is the ombudsman.
Does the item demand payment or action by a stated date or within a stated period? Yes / No
Use the time-limited demands in the context: a Part 36 offer, a letter of claim, court papers with a response date, or a demand that we pay or act by a stated date or within a stated period. A deadline the sender sets for escalating a complaint, such as going to the ombudsman by Friday, is not a demand. Do not work out whether any date has passed; that is done elsewhere. Yes: The item makes a demand of that kind or encloses papers that set one. No: No demand with a stated time appears, or the only deadline is for escalating a complaint.
Does the sender mention circumstances that may mean the customer needs extra support? Yes / No
Use the four drivers in the context: health, life events, resilience and capability. Count only what the item says about the customer or someone in their household. Do not infer anything from tone, writing style or spelling. Yes: The item mentions health problems, disability, bereavement, old age, money trouble, a language or literacy barrier, or similar circumstances. No: The item mentions none of these.
Does the sender ask us to pay or reimburse something, or say a payment has not arrived? Yes / No
Money mentioned only as background, or an invoice enclosed without any request, does not count. Yes: The sender asks us to pay, reimburse or cover a cost, or says a payment we agreed has not arrived. No: No payment is asked for or chased.
Does the sender ask the claim handler to decide or authorise something? Yes / No
A decision is approving a repair or a supplier, agreeing a cost, accepting or denying liability, or authorising alternative accommodation or a hire car. Asking for information, an update or a date is not a decision, and a request to be paid or reimbursed is covered by the payment question, not this one. Yes: The sender asks for a decision or an authorisation of that kind. No: The sender asks for information, an update, a payment, or nothing at all.
How urgent is it to act on this claims item? Scale
Judge the worst consequence of the item waiting in normal queue order, from what the item says. Do not compare dates with today; use only words such as "today", "tomorrow" or "this week".
Is the item complete and readable enough to judge what it is? Yes / No
Scanned letters come through OCR and can be garbled, cut off or blank. Poor spelling or grammar does not make an item unreadable if its meaning is clear. Yes: Enough of the text is readable to tell what the item is and what the sender wants. No: The text is too garbled, truncated or empty to judge.
Lens columns
item_type, item_type_probability, complaint_expressed, complaint_expressed_probability, legal_representation, legal_representation_probability, considering_legal_action, considering_legal_action_probability, time_limited_demand, time_limited_demand_probability, vulnerability_signal, vulnerability_signal_probability, payment_issue, payment_issue_probability, needs_decision, needs_decision_probability, urgency, urgency_average, text_readable, text_readable_probability
This prism on its own pageSort the claims inbox (US)
Fields
- Email subject
- Email or letter text
- Attachment text
Context
We are a US personal lines insurer writing auto and homeowners policies in several states. Every email to the shared claims mailbox and every scanned letter from the mail room is read here before a person opens it. The attachment text is extracted by OCR and can be missing or empty. Claim and policy numbers are matched by our own systems, not here, and code works out which state's rules apply from the policy. US rules the questions rely on. They vary by state, and our compliance team keeps the state-by-state detail. - Acknowledging claims and replies. Most states have unfair claims settlement practices laws, many based on NAIC models. The NAIC model regulation for property and casualty claims asks an insurer to acknowledge a notice of claim within 15 days, to reply within 15 days to other claimant communications that reasonably suggest a reply is expected, to answer an insurance department inquiry about a claim within 21 days, and to accept or deny a first-party claim within 21 days of a properly executed proof of loss or say why more time is needed. Code sets each due date from the received date and the state. - Complaint. There is no single national definition. Many states require insurers to keep a record of complaints, and the NAIC model act defines a complaint as any written communication primarily expressing a grievance. We flag any dissatisfaction with our service, decision or conduct, and the complaints team decides what to record. - Insurance department complaints. A complaint filed with a state insurance department reaches us as an inquiry from the department, with its own response date. - Legal representation. Once an attorney represents a claimant, we deal with the attorney, not the claimant. - Public adjusters. A public adjuster is paid by the policyholder to act for them on a property claim. Once one is hired, we include them in contact about the claim. A public adjuster is not a legal representative. - Time-limited demands. A demand to settle for a stated amount, often the policy limits, within a stated time; any demand to pay or act by a stated date or within a stated period; or a summons and complaint with a date to answer. Handling one late can expose the insurer and the policyholder to a judgment above the policy limits and to a bad-faith claim. Each must reach the litigation unit the same day. A complaint served with a summons is a court paper, not a complaint about our service. - Extra support. Under our own policy we note circumstances the customer tells us about, such as health, disability, age, bereavement, money trouble, or a language, hearing or reading barrier, so a handler can offer help such as an interpreter or a different way to stay in touch. We record what the customer tells us; we do not guess.
Questions
What is this claims item, judged by what the sender needs from us? Choice
Read the subject, the body and the attachment text together, and classify the item by what the sender needs from us, not by what is attached. An invoice attached to an email that chases progress is a progress chaser. Choose Complaint only when complaining is the main purpose and the sender asks for nothing else on the claim; dissatisfaction inside a chaser or another request is recorded by the complaint question, not here. A summons and complaint is court papers.
Does the sender express dissatisfaction with our service, decision or conduct? Yes / No
Count dissatisfaction whatever the main purpose of the item, whether or not the sender uses the word "complaint", and whether the sender writes for themselves or for a client. Frustration with the loss itself, such as the weather or another driver, is not dissatisfaction with us. A complaint served with a summons is a court paper, not dissatisfaction. Yes: The sender is unhappy with something we did, failed to do, or decided. No: The item expresses no dissatisfaction with us.
Does the item come from, copy or report a complaint to a state insurance department? Yes / No
Count an inquiry from a state insurance department or division, a copy of a complaint filed with one, or the sender saying they have filed one. Saying they might complain to the department later does not count. Yes: The item comes from a state insurance department, encloses a complaint to one, or says one has been filed. No: No complaint to a state insurance department is made or reported.
Does an attorney act for the sender or claimant? Yes / No
Answer from what the item says or where it comes from. A law firm writing for the claimant counts. A friend or relative helping the customer does not, and neither does a public adjuster. Yes: The item comes from an attorney, or says one now represents the claimant. No: Nothing in the item says an attorney acts for anyone on this claim.
Does a public adjuster act for the policyholder on this claim? Yes / No
Yes: The item comes from a public adjuster, encloses a public adjuster contract or letter of representation, or says one has been hired. No: Nothing in the item says a public adjuster acts on this claim.
Does the sender say they are thinking of hiring an attorney or taking legal action? Yes / No
This is about the sender considering an attorney or a lawsuit, without saying one already acts for them. It is a sign we need to contact the customer sooner and put the service right, never a reason to discourage them from getting legal advice. A complaint to a state insurance department is a complaint, not legal action. Yes: The sender says they may hire an attorney, have spoken to one, or may sue. No: No such intention is stated, an attorney already acts for them, or the only escalation mentioned is a complaint to the insurance department.
Does the item demand payment or action by a stated date or within a stated period? Yes / No
Use the time-limited demands in the context: a policy-limits or other settlement demand with a time to accept, a demand that we pay or act by a stated date or within a stated period, or a summons and complaint with a date to answer. A date the sender gives for escalating a complaint, such as going to the insurance department by Friday, is not a demand. Do not work out whether any date has passed; that is done elsewhere. Yes: The item makes a demand of that kind or encloses papers that set one. No: No demand with a stated time appears, or the only deadline is for escalating a complaint.
Does the sender mention circumstances that may mean the customer needs extra support? Yes / No
Use the extra support item in the context. Count only what the item says about the customer or someone in their household. Do not infer anything from tone, writing style or spelling. Yes: The item mentions health problems, disability, bereavement, old age, money trouble, a language, hearing or reading barrier, or similar circumstances. No: The item mentions none of these.
Does the sender ask us to pay or reimburse something, or say a payment has not arrived? Yes / No
Money mentioned only as background, or an invoice enclosed without any request, does not count. Yes: The sender asks us to pay, reimburse or cover a cost, or says a payment we agreed has not arrived. No: No payment is asked for or chased.
Does the sender ask the claim handler to decide or authorize something? Yes / No
A decision is accepting or denying coverage or liability, approving a repair or a vendor, agreeing a cost, or authorizing additional living expenses or a rental car. Asking for information, an update or a date is not a decision, and a request to be paid or reimbursed is covered by the payment question, not this one. Yes: The sender asks for a decision or an authorization of that kind. No: The sender asks for information, an update, a payment, or nothing at all.
How urgent is it to act on this claims item? Scale
Judge the worst consequence of the item waiting in normal queue order, from what the item says. Do not compare dates with today; use only words such as "today", "tomorrow" or "this week".
Is the item complete and readable enough to judge what it is? Yes / No
Scanned letters come through OCR and can be garbled, cut off or blank. Poor spelling or grammar does not make an item unreadable if its meaning is clear. Yes: Enough of the text is readable to tell what the item is and what the sender wants. No: The text is too garbled, truncated or empty to judge.
Lens columns
item_type, item_type_probability, complaint_expressed, complaint_expressed_probability, regulator_complaint, regulator_complaint_probability, legal_representation, legal_representation_probability, public_adjuster, public_adjuster_probability, considering_legal_action, considering_legal_action_probability, time_limited_demand, time_limited_demand_probability, vulnerability_signal, vulnerability_signal_probability, payment_issue, payment_issue_probability, needs_decision, needs_decision_probability, urgency, urgency_average, text_readable, text_readable_probability
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