EditPurpose
To allow employees to have access to pending orders assigned to them; they can accept or decline the order as well as update the status of their orders.
EditLocations Used
Branch Status Board, Work Order Maintenance, Order Reprint, Case Maintenance & Proofs
EditOverview
Once new work order requests are entered into the LegalSuite database, they are automatically assigned to a person in your company. Each person can view what orders are currently assigned to him/her and has the option to accept or decline any new work orders.
To view what work orders are assigned to you, make the menu selection
Orders⇒My Orders from the navigation bar.
 My Orders |
What is displayed on this page is similar to what gets displayed on the Branch Status Board. Refer to the section “Orders: Branch Status Board” for more information on this topic.
The
Incoming Orders list contains work orders that are newly entered into the LegalSuite database. If an entry is listed in pink, it indicates that the work order was originally assigned to another person but that person declined the work order and it is now assigned to you. You can now accept or decline the work order.
The
Active Orders list contains work orders assigned to you that are currently being processed. Note that even though a work order may have a status of complete, it will still appear on the Active Orders list until billing for the customer is complete. At that point the order will be removed from the Active Orders list.
EditView Work Order Details
To view details regarding an order that is assigned to you, click on the order number of the order you wish to view on the My Orders page.
 My Orders |
The tabbed information displayed is similar to the Branch Status Board. The tabs of information vary depending on what type of work order it is, for example “Serve”. Note that the majority of the information presented is for viewing purposes only. There are two areas that you can update: the work order assignment and the status.
EditWork Order Assignment
When a new work order is entered into the database, it is automatically assigned once the SUBMIT button is selected. Under the “Special Details” tab of the My Order Details page, you can view the assignment details for this work order and accept or decline to process this work order.
a. Branch – This is the branch that is handling this work order.
b. Employee – This is the employee at the assigned branch that is assigned to this work order.
c. Area – This is the area in which the work order is assigned.
d. Assigned To – This is the field agent, namely you, that the work order has been assigned to. A name is specified by default when the work order is first created.
e. Accepted Status – You have the option to accept or decline the work order assignment. If the assignment is accepted, the work order will move from the Incoming Orders list on the My Orders page to the Active Orders list. If you decide 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. The work order will be removed from the Incoming Orders list on the My Orders page. The entry will now be highlighted in pink on the Branch Status Board page, indicating that a different person must accept or decline the work order assignment. It will also be highlighted in pink on the My Orders page of the person that the work order is now assigned to so that when the person logs on and goes to that page, he or she can accept or decline that work order.
f. Via – This indicates in what mode the field agent accepted the assignment, via download of the work order, pickup, fax, or email.
EditUpdate the Work Order Status
There are 2 ways to update the status of an active work order.
Use Edit Feature on My Orders Page My Orders - Update status using EDIT icon |
1. From the My Orders page, select an order to update the status for by clicking on the edit (pencil) icon for that order.
2. The "Status" input fields will appear directly below the work order you are updating the status for. By default, your name, today’s date, and the current time will be displayed; you can update these fields as necessary.
3. Select a status from the pull-down menu for the active order.
4. Add a note regarding the status of the work order, if desired.
5. Click on the ADD button to update the status for the work order; the status input fields will disappear from the display.
Select an Order on My Orders Page
1. From the My Orders page, select an order to update the status for by clicking on the order number for that entry.
2. Click on the Status Updates tab on the My Order Details page.
 My Orders - Status Tab |
3. A list of status changes will be dsiplayed at the top of this tabbed area. Fill in the necessary input fields.
5.
Date – Enter a date for the status update or select from the calendar icon. By default, today’s date is displayed.
6.
Time – Use the controls to enter the time that the status update is being made.
7.
Users – Enter the user making the status update. By default, the user account you are currently logged in as will be displayed.
8.
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.
9.
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 here.
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.
10.
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.
11.
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.
12. Click on the
SAVE button to save your changes to this work order and return to the My Orders page.