EditPurpose
To create a New Work Order for
"Copy Service" using an existing case in LegalSuite.
EditLocations Used
Branch Status Board, My Orders, Case Maintenance, Order Reprint & Proofs
EditNew Work Order
Make the menu selection from the Navigation Bar:
Orders ⇒ New Work Order. You will see the following screen:
 New Work Order - Values have already been entered. |
An asterisk (*) means a value is required for that field. As a minimum, all input fields marked with an asterisk (*) must have a value before the new work order can be created successfully.
a. Customer #:* Type in a customer number. If you do not know it, click on the search icon to view the list of customers in the LegalSuite database. Click on a customer number and the Customer # field will update automatically with that number. The case list will also be updated to display all the cases in LegalSuite for this customer.
Note: The customer must already exist in the LegalSuite database; you can verify under Customer Maintenance. If it does not, you must first create the customer in Customer Maintenance before continuing.
c. Job Type:* Select the type of job for this new work order, in this case Copy Service.
d. Service Level:* Select the level of service to indicate the level of urgency that the order must be completed.
e. Case #:* Type in the case number if you know it or select one from the Case List. Click on a case number and the Case # field will update automatically.
f. Notes: Type in any important notes in the text box regarding this work order request.
g. Click on the CONTINUE button - this brings up the Work Order Details screen.
EditWork Order Details - Existing Case
This work order request is for an existing case. You can view customer and case information that you've already entered at the top of the page. The bottom of the page contains tabs of information that you must also fill in for this work order request.
 Work order details |
EditCopy Order Tab
Specify the documents to prepare as well as court information.
 Enter court information; specify what documents to prepare. |
a. Date Needed: Enter the date that the copies are needed.
b. Court Date: Enter the court date that the copies are needed for.
c. Court Time: Enter the time of the hearing on that court date.
d. Case Filed: Check this box if the case for this work order has been filed.
e. Prepare Subpoena: Click on the subpoena document to prepare as part of this work order. To select more than one document, hold down the CTRL key while clicking on the name.
f. Prepare Letter: Click on the letter to prepare as part of this work order.
g. Click on the NEXT button to go to the "Case" tab.
EditCase Tab
View the case information that was entered as part of this work order request.
 Case information. |
Click on the
NEXT button to go to the "Patient/Employee" tab.
EditPatient/Employee Tab
If applicable, specify the patient or employee this copy service pertains to.
 Specify documents for the work order request. |
a. First Name, Last Name: Enter the name of the patient or employee.
b. AKA: Enter any alias names for the patient or employee.
c. SSN: Enter the social security number if you know it.
d. Date of Birth: Enter the patient's or employee's birth date; type it in or select from the calendar icon.
e. DOI: Enter the date of the incident, if you know it.
f. Click on the NEXT button to go to the "Parties to Notice" tab.
EditParties to Notice
Specify the addresses of parties to notify regarding this copy service work order.
 Specify documents for the work order request. |
An asterisk (*) means a value is required for that field.
a. Company Name: Enter the company name.
b. Address *, Suite/Apt#, City *, State *, Zip Code *: Enter the address to notify.
c. Click on the ADD button to add the address to the list of parties to notify.
d. Repeat steps a thru c to add additional addresses.
e. Click on the NEXT button to go to the "Ship To" tab.
EditShip To Tab
Specify the address(es) of where to ship the copies from this work order.
 Enter the addresses to ship to. |
You can enter each input field manually, or you can click on the search icon to view a list of Ship To addresses that were previously used by the customer making the work order request.
If you click on the search icon, select the address you wish to use by clicking on the green plus icon. The search window will close and all the input fields under the Ship To tab will be filled in automatically.
If you fill in fields manually, you are required to enter information in the fields marked with an asterisk (*):
a. Attention: * Enter a contact name at this address.
b. Address *, Suite/Apt#, City *, State *, Zip Code *: Enter an address to ship to.
c. Phone, Ext: Enter the contact's phone number.
d. Fax: Enter a fax number for this company.
e. Email: Enter the contact's email address.
f. Comments: Enter any comments for this shipment.
g. Click on the SAVE button to add the address to the Ship To Addresses list. The address must be on this list for it to be included as part of the work order.
h. Enter another ship to address manually or select using the search icon; repeat steps a thru g for each ship to address to add to this work order.
h. Click on the NEXT button to go to the "Records Location" tab.
EditRecords Location Tab
Specify the locations from where to obtain documents and files to copy.
 Enter locations to obtain copies. |
You can enter each input field manually, or you can click on the search icon to view a list of locations that were previously used by the customer making the work order request.
If you click on the search icon, select the location you wish to use by clicking on the green plus icon. The search window will close and the input fields under the Records Locations tab will be filled in automatically.
If you fill in fields manually, you are required to enter information in the fields marked with an asterisk (*):
a. Name: * Enter the name of the business or company for the lcation.
b. Address *, City *, State *, Zip Code *: Enter an address to ship to.
In addition to the required fields, you may want to specify:
c. Type: Check the boxes for the types of documents you need copies of.
d. Special Wording: Enter any special wording you want to go with the documents.
e. Prepare CD: Check this box if you want the documents on CD.
f. Paper: Check this box if you want a hardcopy of the documents.
g. Copies: Specify the number of copies you need of the documents.
h. Memo: Enter a memo to attach to the documents.
i. Summarize Records: Check this box if you want a summary of documents.
j. Only Summarize if over: A summary will be done only if the number of pages of the documents exceed the number you enter here.
k. Click on the SAVE button to add the location to the Order Locations list. The location must be on this list for it to be included as part of the work order.
l. Enter another location manually or select using the search icon; repeat steps a thru k for each location to add to this work order.
m. Click on the NEXT button to go to the "Special Instructions" tab.
EditDocuments Tab
Attach any documents here that was received for this work order request.
 Specify documents for the work order request. |
a. Sent Via: Indicate if you received documents online (upload), by fax, or by mail.
b. File: If sent online, type in the file name of the documents on your computer or click on the Browse button to bring up the File Selection window from which you can select a document.
c. Title and # of Pages: Enter a title for the document and the number of pages.
As you type a title, a drop down list will appear from which you can select text to automatically update the Title input field.
d. Click on the Add button.
EditSpecial Instructions Tab
Specify any special instructions for this work order.
 Enter any special insturctions. |
Enter any special instructions for the work order.
To Add Another Copy Service Order:
Click on the ADD COPY button to include additional copy services as part of this work order request. The page will be updated to display the Copy Order tab, and you will need to repeat entering information under the various tabs for the additional copy service.
To Complete the Order:
Click on the COMPLETE ORDER button to create the work order request in LegalSuite.
EditCompleting the New Work Order
The new work order request for
Copy Service has been entered successfully but
you are not yet done. Note the new Order Number at the top of the page. If more than one copy service is to be made with this work order request, you will see a separate order number for each copy service.
 The new work order request has been entered successfully. |
As a final step for this work order, you can fill in the subpoena and letter documents online that you selected through the Copy Order tab, and print these documents with the work order. To do this, select
screen as the device to print to and click on the
PRINT button.
 You can edit the subpoena and letter documents. |
A preview window will show the work order as well as the subpoena and letter documents for this work order.
NOTE: Two sets of copies for the subpoena and letter documents are attached to the work order. As you fill out the first set of documents, the second set will automatically be updated to contain whatever information you entered.
a. Scroll past the work order to the subpoena and letter documents.
b. Click on the
Highlight Fields button. All the editable fields in the document will be highlighted.
c. Several have been automatically filled in based on the information that was entered for this work order. You can change those fields or fill in the blank fields.
d. You will see the following message when you attempt to edit the document for the first time:
 You cannot save the completed document on your computer. |
e. Click on the
Print icon to print the completed documents.
f. Click on the
Close icon at the top right corner of the preview window.
You are now done entering the new work order for
Copy Service.