EditPurpose
To view and accept new and existing orders; to view status activity; and to close and print the order.
EditLocations Used
My Orders, Case Maintenance, Order Reprint & Proofs
EditOverview
Once work orders are entered into the LegalSuite database, they can be viewed and their statuses can be updated through the Branch Status Board. This feature is especially useful for branch managers; they can view the work orders, assign or re-assign the work orders, change a work order’s status, and close out an order once processing is complete.
To view a list of newly entered work orders as well as currently active orders, make the menu selection
Orders⇒Branch Status Board from the navigation bar:
 Branch Status Board |
By default, all open work orders are listed on this page. You can narrow the lists by selecting a search method from the pull-down menu, specifying a value for that search method, select a branch to view work orders for, and clicking on the GO button.
EditIncoming and Active Orders
- Incoming Orders are orders that are newly entered into the LegalSuite database and have yet to be accepted or declined by the person they’ve been assigned to.
- Active Orders are orders that are assigned and are currently being processed. Even though a work order may have a status of “Complete”, it will appear on the Active Orders list until billing of the customer is complete. At that point, the work order will be removed from the Active Orders list.
Each entry on the lists is initially displayed with a white background. The background color changes depending on the status of the order. For example, if the person assigned to the order declines the order, the background changes to pink. If the order is inactive for a certain number of days, the background color changes to yellow.
EditUpdate Status on Branch Status Board Page
You can update the status of a work order on the
Active Orders list by clicking on the edit icon for that work order.
 Branch Status Board - update status |
1. By default, your name, today's date, and the current time will be filled in. Modify the name, date, and time as desired.
2. Select a status for the work order.
3. Add any notes that may apply to the status update.
4. Click on the ADD button to update the status of that work order.
EditView Work Order Details
Click on the order number of the order you wish to view. A page will be displayed with the order information organized under tabs, similar to when the work order was first entered into the database. Refer to the section “Orders: New Work Order” for more information on these tabs of information as well as the order information, customer information, and case information displayed on the top half of the page.
Remember that the tabs of information vary, depending on what type of work order it is. In addition, there are several items and tabs specific to the Branch Status Board. These tabs are discussed further in the sections below.
 Branch Status Board Details |
EditWork Order Assignment (Details Tab)
When you create a new work order entry, it is automatically assigned once you click on the
SUBMIT button. Under the “Special Details” tab of the Branch Status Board Details page, you can view the assignment details for this work order.
 Branch Status Board - work order assignment |
a. The assigned field person (the "Assigned To" field) has the option to accept or decline the work order assignment.
b. If the assignment is accepted, the work order will move from the Incoming Orders list on the Branch Status Board to the Active Orders list.
c. If this person decides to decline the assignment here, the work order will automatically be assigned to the next person on the “Assigned To” list and that person will now have the option to accept or decline the assignment.
d. The work order will remain on the Incoming Orders list but the entry will now be highlighted in pink, indicating that a different person must accept or decline the work order assignment. A manager can also select who the work order should be assigned to.
EditUpdate Status on Details Page (Status Updates Tab)
Through the
“Status Updates” tab, you can update the status of the work order.
 Branch Status Board - "Status Update" tab |
1.
Date – Enter a date for the status update in the format mm/dd/yyyy, or select from the calendar icon. By default, today’s date is disp2layed.
2.
Time – Use the controls to enter the time that the status update is being made.
3.
Users – Enter the user making the status update. By default, the user account you are currently logged in as will be displayed.
4.
Status – Select a status from the drop-down menu. The list of options will vary depending on what job type the work order is for, for example, copy service or subpoena.
5.
Notifications – Once a status is chosen, the Notifications check boxes will be updated. By default, certain email notifications are associated with a status. This is defined at the time of customer setup. You can modify which boxes are checked or unchecked.
- Print on Proof: Print the status and note on the Proof of Service form.
- Print Complete: Mark the order as complete and ready to close.
- Internal Only: The note is for internal use only; it is not to be emailed.
- Email Current Note: Email the note to the contact for this work order.
- Include All Notes: Include all the notes for this work order from previous status updates except those marked as internal.
6.
Notes – Once a status is chosen, the Notes text box will be updated with text for that status. The status itself will also appear in the Notes text box. You can edit the text in the box.
7.
ADD STATUS Button – Click on the
ADD STATUS button to update the status for the work order. The Status Update list at the top of the tabbed area will now show the new status. You have the option to edit or delete the status from the list.
Close the Work Order (Close Order Tab)
Through the “Close Order” tab you can close the order. This involves itemizing the cost to complete the work order. There are 5 sections to this tab: Close Order, Status Updates, Proofs, Work Order Billing, Notes, and for some work order types, a Proofs section. The following is an example for a “Serve” job type.
CLOSE ORDER Section
This section of the “Close Order” tab allows you to enter information regarding advanced fees. For “Serve” and “Subpoena” work orders, you can also view the “serve” information.
 Branch Status Board - "Close Order" tab |
The following input fields are listed for all work order types:
1. Fees ADvanced – Fees may be charged either by the court or other entities during work order processing. Your company may advance a check to the field agent to pay for these fees. Enter the amount advanced to the field agent. This amount will appear on the customer invoice upon billing, but will not be reflected at the bottom of this page under “Totals”.
2. Check # - Enter the check number used for advancing funds to the field agent.
3. Fee Charged – If you advanced funds to the field agent, a charge will automatically be calculated for the advance and displayed here.
If the work order type is "Serve" or "Subpoena", you will see information regarding the serve. You can also specify the additional data:
4. Subserved Pty – Enter the first and last name of the individual or organization served, in particular if it is different from the party that was intended to be served.
5. Title – Enter the title of the individual or organization served.
6. Address Served – Select an address where the serve took place. These addresses were specified as part of the work order.
7. Witness Fees – Enter a fee if a witness was necessary, if applicable.
STATUS UPDATES Section
This section of the "Close Order" tab indicates the last status update that was made to this work order.
 Branch Status Board - Close Order: Status Updates |
You can add a status to the work order by clicking on the
Add Status link.
 Branch Status Board - Close Order: Status Updates |
Similar to the Status Updates tab, fill in the input fields for the new status entry. By default, your name, today’s date, and the current time will be filled in. Select a status, add any notes that may apply, and click on the ADD button to update the status of the work order.
PROOFS Section
The Proofs section is only applicable to the work order types of “Serve”, Subpoena”, and Copy Service”. These services require that a “Proof of Service” document be completed and sent to the customer that initiated the work order request.
 Branch Status Board - Close Order: Proofs |
1.
Proof Code – Enter the proof code for the Proof of Service document needed for this work order. If you do not know it, click on the search icon to bring up a window that allows you to view a list of proof codes. You can also perform a search in this window for proof codes applicable to this work order.
2.
Proof Name – Once enter a proof code or select one from the popup window, this non-editable field will display the name of the proof document.
3.
Date of Mailing – Enter the date that the proof was mailed in the format mm/dd/yyyy or select from the calendar icon.
4.
Mailed by – Select a name from the pull-down menu for the person that mailed the proof.
5.
Mailed From – Enter from where the proof was mailed.
6.
Proof has been delivered – Check this box if the proof has been delivered successfully.
7.
Diligence Req – If checked, all status updates for the work order—as opposed to just the last one—are printed on the proof.
- # Printed: This is a non-editable field that indicates the number printed.
- Print To: You can select a device on which to print the proof and click on the PRINT button.
This section varies, depending on what ty pe of work order you are viewing. The example below is for the "Serve" work order type.
 Branch Status Board - Close Order: Work Order Billing |
Each service available for use in processing this work order is listed here. Not all services may have been used for any one work order. Each service has its own price listed. Enter a quantity for each service that was used to process this work order. If a service was not used, a zero “0” must be entered for the quantity. As quantities are entered, you will see the “Extended” column and the “Total” amount automatically updated.
NOTES Section
Enter any notes you wish to record regarding this work order.
 Branch Status Board - Close Order: Notes |
Complete the Order
Click on the
COMPLETE ORDER button once all the information is entered to close the work order. A popup window will come up asking "Are you sure you wish to Complete this Order?" Click on the
OK button.
If a case number is not assigned to the case for this work order, you will be prompted for a number at this time.
EditPrint the Work Order Documents (Print Tab)
Through the "Print" tab, you can print the work order as well as the routing pages for that work order. For a work order type of “Subpoena”, you can also choose to print the subpoena.
 Branch Status Board - "Print" Tab |
1. Work Order – Select a device to print to and click on the PRINT button. If you choose to print to the screen, you can view the work order on a window similar to Adobe Reader, with controls that will allow you to print a hardcopy of the work order from there.
2. Routing Pages – Select a device to print the routing pages to and click on the PRINT button. If you choose to print to the screen, you can view the routing pages before making hardcopies of them. One routing page will be generated for each document that is being submitted. A routing page is generated for documents that are faxed or mailed, not for those uploaded electronically.
EditView a Location Map (Location Tab)
With some work orders, addresses are given for example, for court locations or addresses of where an individual is to be served. The “Locations” tab is simply a map to the location.
EditView All Work Order Details (View All Tab)
The “View” tab displays all the tabbed information of the Branch Status Board details on one page so that you can scroll through all the data instead of click on each tab.
EditNote Regarding Documents Tab
The “Documents” tab is presented for input during entry of the new work order. At that time, you are asked to specify how the documents for the work order were received: via mail, fax, or electronic transfer (upload).
There are several things to remember regarding the information entered under this tab:
- The number of pages indicated under the Documents tab is important because when the order is closed, a fee is charged based on the number of pages for these documents.
- If the documents were uploaded electronically, they can be downloaded by the field person that the work order is assigned to.
- If the documents are faxed or mailed, a routing page must be attached to it upon closing the order. The routing page can be obtained under the “PRINT” tab and is only for documents received via fax or mail.