How to configure the Document Maintenance?
Introduction
The quality of the data stored in the database directly impacts the merge process.
When the data inside the database is accurate and the codes are organized, the absolute majority of the documents can be merged without requiring any editing at all. In fact, the ability to merge documents that don’t require any edits is a good indicator of the overall health of the system. When dates, names, and addresses are correct, there is no need for users to edit a document to make corrections. In fact, editing a document to make a correction is one of the worst mistakes, because the update is not reflected in the database, and every other document merged will have to be edited as well.
Another common problem with the documents has to do with missing or incorrect variables. There are variables that can pull any piece of data stored in the database. However, there are documents that were not configured to use all necessary variables and require that users edit the document to add the missing data. This is an issue that needs to be brought to the attention of the system administrator so they can add all required variables to the document.
Obviously, there are documents like certain motions that require multiple edits until they are completed, but the absolute majority of merged documents should not require any changes.
How to configure the Document Maintenance
The Document tab gives users access to all of the merged documents and is also used as a history log to keep track of the merged documents.
It is important to note if a document gets merged but then it is rejected. The document will be removed from the case completely.
Setup
The Document maintenance screen is where documents are created and maintained.
To access this area go to Setup > Configuration > Document Maintenance
Action Buttons
| Button | Function |
|---|---|
| Add | Opens the Add screen where users can specify the settings of a new document |
| Edit Detail | Opens the Edit screen where users can view and change the properties of a document |
| Edit Template | Opens the template of this document so users can change the document layout |
Delete | Deletes the current document |
| Copy Document | Allows creating a copy of the selected document (Available in right click menu) |
| Inactivate Document | Sets the document as Inactive |
| Show | Filters documents based on their status |
Document Maintenance Wizard
Information
The document Information is this first screen of the document maintenance wizard, and it is where the user can define the name of the document, which Category the document is located, the Type of document, etc.
If the document has an image type/sub-type defined, then the Document will be saved in the image tab once the document has been approved.
| Field | Description |
|---|---|
| Name | It is the name of the document that is displayed in the system when users are selecting documents to be merged or looking at the list of merged documents |
| Document Type | Case or Relationship |
| Category | Indicates which categories a document will be listed. |
| Merge Order | The order in which a document will be merged when multiple documents are merged simultaneously |
| Inactive | Inactive documents are not displayed on the merge screen and cannot be merged again, but previously merged documents can still be seen in the system |
| Image Type | This is the image type that will be used to add documents to the image module after it is merged and approved. This field is required for E-file and E-service documents |
| Image Sub-Type | This is the image subtype that will be used to add documents to the image module after it is merged and approved. This field is required for E-file and E-service documents |
| Image Group Name | Documents can be added to the Image tab in the same group. That way all Merged documents can be in a single group and that makes it easy to find |
Instruction | Free text space where the admin can instruct in which scenario they would merge the document |
Comment | Free text space to add any comment |
Email and Appointment
Relationship documents
This tab is used to configure emails and appointments that can be automatically generated upon merging Relationship Documents.
The email section is used to configure an email to be sent to the selected relationship like emailing Subpoenas to law enforcement.
The appointment section is used to configure appointments that can be created in the attorney’s calendar when depositions are being scheduled.
| Field | Description |
|---|---|
| Allow Email | Enables the email check box in the merge screen. |
| Email Template | The email template that will be used for this email |
| Email Directory | A directory that can be emailed in addition to or instead of the selected relationship. If this feature is enabled, this recipient will be emailed a copy of each merged document regardless of the recipient receiving the email or not |
| Appointment | |
| Allow Appointment (Deposition Only) | This option only applies to depositions documents When checked, an appointment will be created in the calendar |
| Appt Recipient | The relationship whose calendar will be updated. This is usually the attorney in the case |
| Appt Template | The email template used to create this appointment |
| Canceled Appt Template | If this appointment is canceled later, the system will use this template to add another appointment indicating the deposition was canceled |
Case Documents
The Email/Appointment tab was created to be used only for Relationship Documents. However, there are times that a user might want to send a Case Document to a specific Directory within STAC for a Supervisor or for the Administrators records.
Adding the Email Template and the Email Directory to the Email/Appointment Tab of a Case document in the Document Maintenance allows the administrator to configure this document to be sent to a specific directory, if needed.
Event/Charge
This tab indicates which event will be added to a case when this document is merged and what phrase will be merged with charges.
| Field | Description |
|---|---|
| Event Type | The event type that will be added after merging this document |
| Event Sub Type | The event subtype that will be added after merging this document |
| Event Action | The event action that will be added after merging this document |
| Multiple (Daily) | Some documents are merged again because of issues with the printer or an error in the document. This setting controls whether multiple events should be created on the same day for the same case, same recipient, and same document. |
| Date Event Type | The event created upon merging a document has the current date and time unless this setting is enabled. This field can be, for example, configured to read the date of the next hearing, and the event that is created from this merge will have the date of the next hearing |
| Date Event Sub Type | This field works with the field above and allows specifying the subtype of an event that will be used as the date of the event created from merging this document |
First Count | Is the phrase that will be merged before the text of the first charge |
Other Counts | Is the phrase that will be merged before the text of the remaining charges |
Relationship
In this tab, we can configure the potential recipients of a Relationship Document. No relationship document should be set without configuring this page, for it will limit the relationships that will be listed for selection.
The Exclude Subpoena and Exclude Notification work on a relationship level. Users can exclude subpoenas and notification by the Relationship tab in the Document Maintenance.Subpoena and Deposition settings
The merge process will look into the Leave information for each selected recipient and let the user know if there is a possible conflict. For example, if this document is a subpoena for the next hearing, the fields below can be configured to capture the date of the next Hearing event. Then, STAC uses the date of the future hearing to compare with the leave information for each selected relationship.
| Field | Description |
|---|---|
| Relationships | This is a list of the relationships that can be selected as recipients. This field is easy and convenient to select relationships, but keep in mind that as new relationships are created, this field would have to be updated to include the new relationships. When possible, use the Witness and Victim fields described below |
| Victims | List all relationships flagged as victims using the victim flag. This is the most efficient way to select victims without having to specify relationships |
| Witness Category | Select records based on the Witness Category field. In addition to all categories defined in the agencies system, there is an additional option in this list called “Select all relationships with a witness category set” that selects all relationships that have a value in the witness category |
| Generate Doc for Rel Without Address | (ONLY used for RELATIONSHIP document type) If checked, this indicates that the relationship document will still be able to be merged if the Relationship selected does not have an address in their Directory |
| Use name selected in Rel selected vars multiple times | There is a class of variables called Relationship Selected, and sometimes there are multiple variables in a document that relies on this selection. When this field is checked, the system will use the selection of the first variable for the subsequent variables of this type without prompting the user multiple times. A good example is when we need to print the name and address of an agency and there may be multiple agencies in a case. |
| Bypass Relationship Selected on single match | This also applies to the Relationship Selected variable. When checked, the system will bypass the select screen if there is only one match for the variable. For example, if there is a variable that prints an agency name, the system will only display the selection screen if there is more than one agency in a case. |
| Exclude Selected Directory | This field works by excluding any directory record that has the field “Exclude From Documents” set to true |
| Exclude Subpoena | This field works by excluding any relationship record that has the field “Reject Subpoena” set to true |
| Exclude Notification | This field works by excluding any relationship record that has the field “Reject Notification” set to true |
| Display a warning message when the recipient is a minor | Display a warning message indicating a recipient is under the age of 18 when the document is being merged |
| Select All Relationships By Default | When this field is set to true, all relationships listed in the merge screen are automatically selected. When it is set to false, then users have to select the relationships for the merge |
| Merge All | When this field is set to true, the system bypasses the selection screen during the merge and merges all matching relationships. |
Create Subpoena Record | Indicates if the system should create a record in the Subpoena tab. Additionally, it displays additional fields when selecting relationships to input the appearance date, location, etc. The Subpoena and Deposition fields should be used together |
| Create Deposition Record | Indicates if the system should create a record in the Deposition tab. Additionally, it displays additional fields when selecting relationships to input the appearance date, location, etc. The Subpoena and Deposition fields should be used together |
Subpoena Date Event Type | The event type of the event that lists the date for this subpoena |
Subpoena Date Event Sub type | The event subtype of the event that lists the date for this subpoena |
Subpoena Type | The subpoena type that will be created upon merging this document |
Event Type | The system will get the date of the next event of this type |
Event Sub Type | The system will get the date of the next event of this subtype |
To Event Type | The system will get the date of the following event of this type to compare it to the last event and get an end date to search if the Individual has a leave scheduled. This is only helpful when merging subpoenas for trials that are scheduled to run for multiple days |
To Event Sub Type | The system will get the date of the following event of this subtype to compare it to the last event and get an end date to search if the Individual has a leave scheduled. This is only helpful when merging subpoenas for trials that are scheduled to run for multiple days |
Variables
Here users can assign all the variables that are used in a document. One important item to remember when creating or updating documents is to remove variables that are no longer used. STAC processes the data based on this list. If there are many variables selected that are not in the document, the system will be spending resources to capture this data every time this document is merged
E-File/E-service
E-file settings
| Field | Description |
|---|---|
| E-File | Indicates if this document will be E-file via FACC portal |
| Proposed Order | Indicates if this document is a Proposed Order. Those are filed via the FACC portal but they are being submitted to a different workflow at FACC. Learn more about proposed orders |
| Agreed Proposed Order | Indicates that the proposed order was approved and both parties agree on the order, this is filed via the FACC portal |
Urgent | Indicates if the XML for the E-file will have the Urgent field marked as Yes. Note the urgent flag can be turned on and off during the approval process and it does NOT send the file with any sort of Priority |
Warn Attorneys when doc being approved was not created on the same day | When secretaries merge a document, the system will send it to the attorney for approval. When this field is set, the system will display a reminder to the attorney if the document was not merged the same day it is being approved |
Allow Secretaries to E-file | When this field is set to true, the system will automatically E-file a document on behalf of the attorney after the secretary submits the document |
| Rel. E-File | This Is the relationship of the attorney E-filing this document. Regardless of the content of the document, STAC will list the information of the attorney in the case as the filing attorney |
| OR Internal Rel. E-File | Instead of specifying a relationship, an agency that uses multiple relationship types for attorneys can choose to use the Internal relationship type instead, so the system will read the most recent relationship with the specified internal relationship type. Internal Relationships are controlled and created by CIP, they are not configurable |
| E-file Type | The E-File type for this document. There is a code table that was pre-loaded with the standard codes used by FACC |
| E-file Sub Type | The E-File subtype for this document. There is a code table that was pre-loaded with the standard codes used by FACC |
| Field | Description |
|---|---|
| E-service | Indicates if the document will be E-Serviced. This setting is independent of the E-Filing, but keep in mind, E-service will only send an email to the selected relationship |
E-Service most current DAT | This setting only applies to SA’s office who has two or more relationships with the defense attorney. This setting will use the Defense Attorney field in the relationship code table and use the most recent as the current defense attorney |
Warn Secs when Relationships are invalid | When this field is set, the system displays a warning to the user merging the document when the relationships being E-Serviced does not have a valid email address |
E-Service via FACC Portal | We do not recommend using this setting This setting will tell FACC to send the e-Service email instead of sending the email from the user's system. Resulting in leaving the agency without any track of E-Service |
| E-mail Relationships | This button opens a list of possible relationships that would be E-serviced. Usually, only the opposing attorney is E-serviced, but there are many situations where more relationships must be E-Serviced. When defining the recipients, there is a field to indicate whether a certain relationship is required, which can be helpful to verify there is an opposing attorney listed in the case |
| E-mail Template | The email template that will be used to create the email |
Saving Document
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