How to setup E-service?
How to configure Documents to be E-serviced?
To setup an e-service document, the admin will need to fill out the information in the Document maintenance such as the Categories and variables for the document. The important setup that differentiates the type of document being created is on the E-File tab of the Document maintenance screen.
Documents can be configured to be E-Filed and E-Serviced or just E-Filed or just E-Serviced.
Even E-service documents require the Administrator to add the E-file relationship because that is the relationship that will approve the document.
To edit the e-service process of a document, go to: Setup > Configuration > Document maintenance > Edit > E-file
| 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 an agency without any way to track the E-Service |
E-mail Relationship | 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 |
How to configure Images to be E-filed or E-Serviced?
The Image Subtype code table has settings to allows documents to be E-filed and E-serviced in the image tab.
To setup E-service from the image tab, go to: Setup > Codes > Image Sub types > Add
| Field | Description |
|---|---|
| Image Sub-type | This indicates the image sub type that will be E-filed |
| Image Type | This indicates the image type that will be E-filed |
| Description | Allows users to add a description |
| E-file relationship | 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 |
| E-file type | The E-File type for the image or 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 |
| E-file 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 |
| E-file Urgent | Automatically sets the urgent flag for an E-filing document |
| Allow secretary to e-file | When this field is checked, the system will automatically E-file a document on behalf of the attorney after the secretary submits the document |
| Efile - Warn Attorneys when doc being approved was not created today | When secretaries merge a document, the system will send it to the attorney for approval. When this field is checked, the system will display a reminder to the attorney if the document was not merged the same day, it is being approved |
| E-service - Warn Secretaries when Relationships are invalid | When this field is checked, 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 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 |
| E-service - Email Template | The email template that will be used to create the email |
| Document | Free-text space to add documentation |
| Email Word file when available | When this field is checked, it will email a word file of the document if it is available |
| Inactive |
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