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Service of Process

Tasks and Responsibilities | Intake User

Viewing SOP Documents

SOP records are located within the Documents List/Search. You can view SOP records by selecting the Library menu item from the left navigation, then using the drop-down selection options. Select
My SOPs (SOP Intake)
,
All SOPs
, or
Rejected SOPs
. If you are only assigned to work with a specific SOP type, such as subpoenas, only
My SOP records
 is displayed. If you have authority to see all SOP records (because you are a company system administrator, Default SOP Intake User, or an S.O. P. Escalation User), selecting
All SOPs
 displays all SOP records pending intake and action.
You can click on the column header to sort the list of SOP records. A second click switches between ascending/descending. The SOP list provides key information about each of the records. An alert icon to the left of a SOP record indicates an action needs to be taken.
The following four quick actions can be taken for any SOP record by right clicking anywhere in the row of the SOP record.
To view the full details of the SOP record and to access the SOP document attachment, click anywhere in the row of the SOP record. A details window will then appear to the right of the screen.

Moving a Pending SOP record to a matter

Routing a pending SOP record to a matter involves three steps:
Reviewing the SOP profile and providing any missing information
From the SOP document list, select a record by clicking anywhere in the row of the SOP record.
Moving an SOP to an existing matter
From the SOP details window, select
Actions
on the toolbar, select
Move to Matter
 to open the Select Matter window. Use the drop-down view selector or search fields to generate a list of matters to choose from, and then select a matter using the
Move to
 command.
Moving an SOP record to a new matter you create
If a matter to store your SOP record in does not exist, you can create a new one from within the Select Matter window or from your list of matters by selecting Create New Matter in the lower-right corner, and then completing the new matter form. Check your matter template before creating a new matter for your SOP.
If you create a new matter as a destination for your SOP record, be aware that the system automatically copies the following data from the SOP record directly into the matter profile form only if the relevant fields have been enabled in the matter template that you select.
SOP record
Fields
Full Matter Name/Parties Involved
Court/Forum
Adverse Firm(s) & Attorney(s)
Date Served
Country
Case Number
State
N/A
After an SOP record is moved to an existing matter or to a new matter, the responsibility for the SOP record transfers from the SOP Intake User to the SOP Person Responsible identified in the profile of the SOP record.
Also, an email notification is automatically sent to the SOP Person Responsible.
In summary, when an SOP record is moved to an existing matter or to a new matter, the SOP Intake User has no further responsibility for that SOP record.

Alerts of Pending SOP

If an SOP record cannot be automatically routed to a matter when downloaded from CSC or CT Corp, an SOP Intake User will be assigned to the SOP record, and the SOP record will be displayed on the user's SOP Intake page.The following sections describe how the user is notified about the pending SOP record.
Email Notification
Tracker immediately sends an email notification to the SOP Intake User whenever an SOP record is assigned to the SOP Intake User.
Sample email
TO: [Each of the applicable SOP Intake Users]
FROM: Unattended@serengetilaw.com
SUBJECT: Tracker: Newly-received Service of Process
Below is information about service of process records that as of 08/14/2013 at 12:26 AM have been served on Acme, Inc., and require your immediate attention:
Number of newly-received service of process records auto-routed into matters: 0
Number of newly-received service of process records on your SOP Intake Page: 3
Total number of pending service of process records on your SOP Intake Page: 6
Click the link below to access the SOP records on your SOP Intake Page:
[link to SOP Intake Page]
NOTE: You will not see this SOP record on your SOP Intake page if one of the other SOP Intake Users moves the record to a matter before you view your SOP Intake page.
If you have any questions or need assistance, please contact [name of Tracker Coordinator] at [email address] or [phone number]. Do not reply to this email – it was sent from an unattended email account.
******************************************************************
This electronic mail transmission contains confidential information and is intended only for the person named. Any use, copying or disclosure by another person is strictly prohibited. If you have received this transmission in error, please notify the sender via return e-mail.
******************************************************************
Action Items Alerts
In addition to the email notification, each SOP Intake User and SOP Default Intake User has an Action Items alert showing the total number of SOP records that are pending on the user's SOP Intake Page. To view Action Items, click
Home > Action
 items in the left navigation.

This article applies to:

  • Product: Legal Tracker
  • Audiences: Company