What are the different types of Documents?
What are the available Document Types?
There are two types of documents: Case and Relationship.
- Case Documents when merged yield one document per case.
- Relationship documents yield one document per relationship selected. Letters and subpoenas are documents that should be Relationship, so the system can create one document for each recipient.
The document type can be set in the Information tab in the Document maintenance.
There is a whole class of variables called Relationship Selected that work exclusively with Relationship documents. These variables return the data related to the relationship selected for each document.
How can documents be sent?
Documents can be saved as:
- E-file
- E-service
- E-file and E-service
- E-documents
- Email
- Subpoena/Deposition
E-file / E-service
E-file documents are automatically sent to the Clerk’s office (via FACC) once an attorney approves the document. Documents can also be configured to be E-serviced from STAC.
E-file documents are by default configured to require the attorney in the case to approve them. If the attorney merges the document, they can approve and E-file it in one step, but if a secretary merges the document, the document is submitted to the attorney for approval. Once a document is approved, STAC will electronically send the document to FACC who will provide a receipt number that is stored within that document. From that point on, STAC will regularly check with FACC about the clerk’s acceptance.
E-service can be configured independently of the E-file setting, and those are usually documents that are sent to the opposing side via email, exchange, or CIP Portal.
When a document is configured to be E-filed and E-service, STAC will not wait for the Clerk’s confirmation before sending the E-service. The E-service is sent at the time the document is submitted to FACC.
For E-service, STAC will first look at the email_alternate_eservice. If there is no address defined on email_alternate_eservice, the system will use the email field
Users are required to enter an Image Type/Sub type on the Information tab of the Document Maintenance when the document has the “E-Service” and “E-File” enabled
All necessary modifications should be done from the Pending Document screen before the document is approved.
This method allows users to keep the integrity of the document, and this reduces the chance of a user error.
Users will be able to view ALL of the documents in a case by going to the Document Tab of that case.
E-file and E-service documents cannot be edited after they are sent.
E-documents
E-documents are not sent to anyone, but it is saved in the Document tab. These documents are merged and can be edited as many times as needed. STAC will be able to compare versions of the document and revert to an older version if necessary.
Email
Relationship documents can be configured to be automatically emailed to their recipient. This process is different from E-service.
E-service sends the merged document to a preconfigured relationship, usually the opposing attorney. Email sends the document to the selected relationship (officers and witnesses for example)
The email will only be sent using the original email field in the Directory. Also, the emails will not be sent until the document gets approved. When the user goes to merge the document, they will have an option to choose the relationships before merging the document. This is also where the user can decide whether the email will be sent to the relationships or not. Subpoenas and Depositions
Merging a subpoena and/or a deposition can create records in the Subpoena and/or Deposition module. In fact, this is the only way records can be added to either the Subpoena or Deposition tabs. When these options are selected, STAC presents a different selection screen when the document is merged. This screen allows users to inform the appearance time, location, service type, etc for each individual being subpoenaed.
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