How to configure Discovery?
How to configure Discovery?
There are 2 main code tables that are associated to configuring the Discovery:
- Image Options
- Exchange
Image Options Code Table for Discovery configuration:
To access these configurations, go to Setup > Codes > Image Options
The Image Options code table is responsible for the main configurations for the Discovery. This is where the system administrator can add the Event that will be used to represent Discovery, which method of Discovery the office uses, defines the email template used, and a few other options.
Exchange Code Table for Discovery configuration:
The Exchange code table is important to Discovery because that is where the connection is set to be able to share the Discovery.
CIP will help the circuit create the Exchange.
Formatting the Email template for Discovery/CIP Portal
Another important code table is the Email/ Message Template code table that allows the user to format the email template that is sent with the Discovery. This is important because users have the option to add a link that opens the file that was sent in the portal, or we can also send a hyperlink that opens a page that lists all the recipient's files. Keep reading to learn more.
The administrator will need to create the Email template in the Email/message Template code table. From there, the admin can add a name and make sure the Category=Image. Once that is saved, they can then select the Template and add the Subject and Body to it.
Administrators have the option to add a hyperlink in the Body of the email template that opens the Portal login page. To add a hyperlink to the Portal login screen, use the statement below:
You can access ALL your files <a href="https://portal.cipi.net/files">here</a>For the template, they can also add a {link} in the body of the email and the Portal replaces it with the actual link to the file that is being sent. That way, when the user clicks on the link it will take them directly to the new file that was sent in the email.
This is how the email appears to the recipient:
If we did not send the link, but included the hyperlink to open the Portal, the user could select the hyperlink and then they will be taken to the Portal where they can login. Then, it will take them directly to the Files Tab, which shows all of their pending documents from multiple cases.
Using a User Query for attorneys to find cases where discovery is needed
It is very simple to write a user query that automatically retrieves all cases where discovery is needed. In fact, using the argument for the query that returns the username of the person running STAC, circuits can also publish this user query in the Case Search List.
In this example, this query returns a list of all cases where a user is listed in the relationships, the case is open and active, there is an event indicating the Discovery was requested, and there are no events indicating the discovery was sent.
The query is simple as:
select i.incident_id
from vi_incident_status i
join tb_event rd on rd.incident_id=i.incident_id and rd.event_type='DISCOVERY' and rd.event_sub_type='REQUESTED'
join vius_relationship rel on rel.incident_id=i.incident_id and rel.current_rel='Y'
where i.incident_status='O'
and i.user_incident_status='O'
and not exists (Select 0 from tb_event dr where dr.incident_id=i.incident_id and dr.event_type='DISCOVERY' and dr.event_sub_type='AUTHORIZED' and dr.event_date>rd.event_date)
and rel.sec_user=[CurrentUser]
There are other ways to simulate this functionality without having to rely on events.
For example, Circuits can write a similar query to find records in the image tab that have not been flagged as discovery. However, relying on images can make it a little harder for the end users to find which images have not been sent yet.
Confirming receipt of Discovery
Since the CIP Portal records when files are downloaded and that data is returned to STAC, it is easy to know when discovery is not retrieved from the Portal. We can use the Notification module to first send an email to the recipient reminding them about the file(s) waiting to be downloaded.
Another good solution is to email the recipient if there are files waiting to be downloaded and there is a hearing coming. In this instance, the system can email both the recipient and the attorney on the case about the discovery not being downloaded.
Creating variables to list the files sent as Discovery
If files being shared are listed in STAC (either added to the system or a linked file), you can easily write a variable to list all the files that were sent as part of the discovery to print in a document.
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