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CRM and job management

How to find and size your DASH data.

Find how many restoration jobs, photos and documents DASH holds, and how a full-history export works.

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Find how much you have

  1. Sign in as someone who can run reports, or ask whoever administers DASH for you. DASH sets access per employee, or per job title, under Administration > Employee/Security Settings. The help center does not say which setting controls the Reports tab, so if you cannot see it, ask your administrator or DASH support, which Cotality's help center lists by phone, email and chat.

  2. Open the Reports tab and choose Add New Report. The job number is included automatically. Drag in the columns you need from the list on the left, such as the job's status and the date it was received, if they appear there. The help center does not list the available fields, so check what your account offers. A filter only works on a field that is already a column, and filters are saved with the report.

  3. Do not filter anything out. Milestone dates move each job through seven statuses, from Pending Sale through Work In Progress and Accounts Receivable to Waiting for Final Closure. A job can also be put On Hold, which takes it off the Job Dashboard, or closed with a Reason for Closing. Make sure your report keeps on-hold and closed jobs in. To cross-check closed jobs, the Reason for Closing report (Dashboards > Altitude, linked above the Completed vs No Work Jobs graph) counts jobs closed in the timeframe you pick and splits them by whether work was done.

  4. Save the report, return to the main Reports page and click View next to it. The grid inside the report builder is only a small sample (about ten jobs), so the real count comes from the saved report. Sort by the date received, ascending, to find your oldest job, and write down the total and that date.

  5. Do not use the Data Quality Dashboard for your total. Its Missing Participants counts cover open jobs only, and it flags gaps rather than totalling your jobs. If your account has the BI Reporting add-on, you can build the count there instead. Tick Distinct on the report's data source, because adding a source such as Estimates lists a job once per estimate. Ask Cotality support whether your account includes BI.

  6. For photos and documents, we found no account-wide count in the help center. Photos sit in albums at the bottom of each job's slideboard, and documents sit on the job's Documents tab. Open five or six jobs of different ages, average their photos and documents, multiply by your job count and mark that figure Estimated.

What to put on your intake

Your intake has five boxes for each system. Here is what goes in each one for DASH.

What does it hold?
Restoration jobs by type of loss and division, with the dates that move each job along (received, work authorized, started, completed, invoiced, paid), participants such as adjusters, notes, photos and video, documents and signed forms, estimates brought in from Xactimate or Claims Workspace, budgets and job costs, equipment placed on each job, and timesheets if you use them. Moisture and drying data may sit in DASH, in Mitigate, or both.
Data types
Structured records and Text for the job data, notes and documents. Add Image if job photos are in scope, and Video if you store job video. Drying logs are structured records.
How big is it?
Choose Jobs as the unit and report the number of jobs in every status. DASH can attach a linked job (a division) to an existing job, so one loss may show up as more than one job. Say in the description whether your number counts jobs or losses, and mention the rough photo and document volume.
Verified or estimated
Verified when the job count comes from a saved report that is not filtered. Estimated when you extrapolated, which is how most photo, document and drying-log figures will end up.
Records start
The earliest received date on your jobs. If you moved to DASH from another system or loaded older jobs in, say so in the description.

Exporting the full history

If a buyer licenses your records, this is how the full history comes out of DASH.

  1. Nothing is exported until you have signed a license and agreed the scope: the date range, the job types, and which data types (job records, estimates, job costs, drying logs, photos, documents) are in or out. The steps below show what to expect.

  2. Job records come from reports. A custom report saved on the Reports tab lists the fields you choose for every job. The help center's article on sorting and grouping report columns refers to exporting reports to Excel (grouping does not carry over), and Cotality describes Enhanced Reporting as reports you can share, schedule and export. No other format is named, so ask support what your account produces. If you use BI Reporting and email a report out of DASH, the help center says reports over 20MB cannot be emailed, so plan to split a long history into date ranges.

  3. Estimates arrive in DASH from Xactimate, either through Vendor Exchange from the Import Estimate option on a job (which needs the Import Estimate permission) or by uploading a PDF that includes the Recap by Category section. The help pages do not say DASH stores ESX files, so plan to take the estimate files themselves from Xactimate (see the Xactimate guide) and use DASH for the job context around them.

  4. Moisture and drying records depend on how you captured them. DASH's own DryTrack tool is being retired on December 1, 2026, and jobs processed before then keep a Drying Report option on the job slideboard. Cotality recommends Mitigate, which records moisture and atmospheric readings. Tell us which of the two holds each year of your drying records.

  5. Photos and documents are stored per job. The help center says nothing about downloading all of them at once, and it does not describe an export of the whole account. Ask Cotality support, by phone, email or ticket, how a full set of photos and documents can be provided and whether a fee applies, before you agree scope. Cotality's partner announcement says CompanyCam's integration sends job photos into DASH, so if you use it the originals may also sit in CompanyCam (see the CompanyCam guide).

  6. Homeowner and policyholder identifiers, claim and policy numbers, and adjuster contact details come out before anything is delivered to a buyer.

We only ask for an export after you sign a license and agree the scope. Sizing your data for the intake never needs one.

Limits to know

  • DryTrack, DASH's moisture and drying logging tool, is being turned off permanently on December 1, 2026. Cotality says historical data is kept without any action from you, and that jobs processed before then keep a Drying Report option on the job slideboard. The article describes that button on each historical job, not a bulk download, so if drying logs matter to your package, ask Cotality how to get a copy across all jobs.
  • Drying data can be split across two products. Mitigate (formerly MICA) records moisture and atmospheric readings, and it only syncs with DASH for jobs linked between the two. Cotality's sync article covers photos, notes, dates and documents, not the readings themselves. Photos flow into DASH albums automatically, while signed documents, Details Reports and Photo Sheets are pulled in by hand as a one-time upload, so a revised document has to be uploaded again. Check which copy is current, and plan on getting the full readings from Mitigate.
  • We found no published retention or data-return terms for DASH. The help center's page on cancelling software says only to contact support, and says nothing about what happens to your data. Before you cancel, switch systems or let a subscription lapse, ask Cotality in writing how you can get a copy, and check your DASH agreement.
  • We found no documented bulk export of every job, photo and document. Reports are the documented route for job data, and the only export format the help center mentions is Excel. It also describes BI Reporting as an add-on to DASH, and Cotality's brochure lists Enhanced Reporting among its premium add-ons, so what you can run depends on your account. Ask Cotality what yours includes.
  • Cotality has an API for DASH, but it may not be open to you. It announced a self-service API on September 3, 2026, for members of its Digital Hub Alliance partner program. The announcement does not say what data it exposes or that contractors can use it directly, so do not plan around API access without confirming with Cotality.
  • Notes marked Public sync to the linked assignment software (Xactware or Claims Workspace), and once a note has synced, switching it back to Private does not remove it there. Carrier-facing notes may therefore exist in both places, while Private notes stay in DASH.
  • Access is set per employee (Security) or per job title (Group Security), and the help center does not say which setting controls reports. If the person pulling counts cannot see the Reports tab, a DASH administrator has to change their security settings.
  • Names changed. Cotality describes DASH as formerly known as DASH by Next Gear Solutions, and some help pages and addresses still say CoreLogic, Next Gear or NGS. Cotality's Contact Us page lists live chat, email and phone support, with phone answered around the clock, and the help center has a ticket form.
  • Deleting is permanent. Cotality's help articles say a deleted job, estimate or photo album cannot be recovered, so do not tidy up old or duplicate records before you count or export. Closing a job or putting it On Hold is the safer way to take it out of day-to-day views.

This guide isn't legal advice. Check your contracts, and any recording-consent rules that apply, with your own lawyer.

Why buyers value it

A restoration job file records a loss, the scope that was written for it, and what happened next. DASH ties those together with milestone dates for work authorization, start, completion, invoice and payment, the carrier-side participants on the file, estimates brought in from Xactimate, and job costs against budget. Buyers building models of how water, fire and mold claims move, how long carriers take, and where estimates and payments diverge want exactly that pairing across many losses and seasons.

The documentation inside each job matters too. Timestamped photos, notes, signed forms and drying records show what the crew captured and when, which is the evidence side of a claim. Jobs that closed unpaid or short are as useful as the clean ones, because they show where the process stalled.

What stays private

Buyers see de-identified operating records, not your customers or the carriers' claim files. Under the license, the de-identification step before delivery removes or excludes:

  • Homeowners and policyholders: names, loss addresses, phone numbers and email addresses.
  • Claim identifiers: claim and policy numbers, and adjuster and broker names and contact details.
  • Money identifiers: card, bank and accounting-system account numbers. Job values, budgets and dates can stay; payer details do not.
  • Staff data: employee personal details, timesheets, pay rates and payroll information.
  • Third-party content: Verisk's Xactimate price lists and the pricing data behind imported estimates, carrier-specific guidelines built into your compliance workflows, and franchise or TPA program paperwork such as the eligibility documents kept in Program Center. Your own scope notes and job context can stay.

Photos, signed forms and any floor plans from scanning tools such as Mitigate Scan or DocuSketch are the hardest records to scrub, because house numbers, faces, vehicles and signatures can appear on them. The license scope decides whether photos and documents are included at all.

Common questions

Possibly, and possibly in Mitigate instead. DASH's DryTrack logging is being turned off on December 1, 2026, with a Drying Report kept on the job slideboard for jobs processed before then. Mitigate records moisture readings and only syncs some of its records into DASH. Tell us which tool held each year of your logs, and ask Cotality for a copy of anything you cannot see after the cutoff.

Yes to closed and on-hold jobs: count every job in every status, because the finished, paused and stalled ones are what show buyers the whole cycle. Divisions are the catch. DASH adds a new division to an existing job as a linked job, so a single loss can appear more than once. Report the number your saved report shows and say in the description whether it counts jobs or losses.

Raise it before you cancel. The help center's cancellation page only points you to support and says nothing about what happens to your data, and the documented reports and the new API do not clearly cover a full-account export. Ask Cotality in writing how you can get a copy of your jobs, photos and documents, and tell us your dates so we can plan around them.

Sources

Vendor documentation, checked . Screens and plans change, so if a step looks different in your account, check with DASH.

Related guides for systems that often sit alongside it.

Estimating and claims

Xactimate

Find how many of your own estimates Xactimate holds, and how exporting them as ESX files works.

Photos and site capture

CompanyCam

Find how many projects, photos and documents CompanyCam holds, and how a full export works.

Accounting and payables

QuickBooks

Find how many transactions and projects QuickBooks holds, online or desktop, and how a full-history export works.

Calls, texts and contact center

RingCentral

Find how many hours of recorded calls RingCentral still holds before its 90-day cutoff, and how a full export works.