SOP Response Requirements and Alerts
The response requirement is an incomplete task relating to a SOP record. The record was entered in the system but no information about the response to the service of process has been entered in the system.
The purpose of the response requirement is to give law departments the ability to track SOP records for which a response must be provided but for which there is no data about a response having been made. The system can also be setup so that not all SOP records have a response requirement.
Response Data
If response data is required, three fields of information must be entered:
- Has a response been made (aYesorNoanswer).
- If a response was made, the date of the response.
- If a response was made, the response attached as a file.
The response requirement is not satisfied until the answer to the first question is
Yes
, the response date is entered and the response file is attached. Although not typical, in a few rare situations, a company will set up their system to not require attaching the response file.The SOP profile has the
Notice of Appearance Made
field. While this is important information (especially if a response has not been made), selecting Yes
for this field without providing the three fields of response data does not satisfy the response requirement. The fields for the response data are located under the
RESPONSE DUE DATE & RELATED INFORMATION
collapsible section in the profile of the SOP record. See Enter the Response Data for details on how to enter the response data.The user identified in the
SOP Person Responsible
field in the SOP record is responsible for entering the response data. However, any user who can access the SOP record can enter the response data to satisfy the response requirement. For example, a delegate of the SOP Person Responsible can enter the response data.The
SOP Person Responsible
field is located under the RESPONSE DUE DATE & RELATED INFORMATION
collapsible section in the SOP profile.To enter the response data:
To enter the response data (and satisfy the requirement):
- Right-click the SOP record then selectEdit.
- Under the RESPONSE DUE DATE & RELATED INFORMATION collapsible section, selectYesorNoforHas Response Been Filed(if you selectYes, theResponse DateandResponse Attachmentfields are shown and must be completed).
- ClickSave.
How to Know when Response Data is Required
A user will know when a response deadline is approaching and that response data is required in the system because:
- An email reminder is sent if the response due date is blank.
- Email reminders are sent of the upcoming response due date.
- Action Items alerts are displayed.
- When viewing the Documents List/Search page orDocumentsfor a matter, anAction Requiredicon indicates the SOP records for which response data is required but has not been provided.
- The SOP record's profile page displays an alert.
A special view can be created to list all SOP records that are due, which will display the response due date. Company users can run a report of all service of process records for which response data is required but has not been provided.
Email Reminder if Response Due Date is Blank
If the
Response Due Date
field is blank and response data is required, an email reminder is sent to the following users seven days after the document was download:- SOP Escalation User(s)
- SOP Intake Users assigned to the SOP type assigned to the SOP record
- SOP Person Responsible (if the SOP record was moved to a matter)
Although this email is sent only once, all of the alerts are displayed in Tracker as long as the
Response Due Date
is blank. If the SOP record was moved into a matter and a law firm user is the SOP Person Responsible, the law firm will not be able to post invoices until after the response due date is entered in the Response Due Date
field.Email Reminders of Upcoming Response Due Dates
If response data is due but has not been provided, Tracker sends email notifications of upcoming response due dates.
Configure Email Reminders
Response deadline email notifications can be configured by clicking 
for the
Edit
for the Response Due Date
field in the SOP profile.When Are Email Reminders Sent?
Tracker sends email reminders if the response has not been entered in the system. These emails can be configured to send on one or more of the following days:
- Immediately (when the response due date is added to the SOP record)
- Any number of days in advance of the response due date
- On the response due date
Additionally, an escalation email can be sent to SOP Escalation User(s) any number of days in advance of the response due date.
note
The system does not send reminder emails if the deadline passes and no response due date was entered in Tracker.
Email reminder notifications are sent to the SOP Person Responsible for the SOP record and any other users identified to receive response deadline email notifications. If an escalation email is sent, it is also sent to the SOP Escalation User(s). A notification history at the bottom of the details window for the
Response Due Date
field displays all of the emails that were sent and their recipients.Action Items Alerts
If response data is required and has not been provided for a SOP record, an action items alert will be shown for the record to the SOP Person Responsible for the record (see discussion above about who this person is) and all matter participants of the same company or law firm as the Person Responsible.
With respect to both the homepage Action Items alert and Matter Profile Action Items alert, the alert will not be removed until all the response data has been provided. (This is different than other types of alerts such as a status report material change alert, where all you need to do is access the status report and the alert will be automatically removed.) For example, if the response due date has not been provided, the alert will be shown. Even if the response due date has been entered, the alert will still be shown until the actual response file has been attached and the response date has been entered.
Documents List/Search Page
When viewing the documents accessed by clicking
Library
in the left navigation or Documents
in a matter, an Action Required
icon indicates the SOP records for which response data is required but has not been provided. Similar the homepage Action Items alert, the Action Required
icon displays until the response date is entered and the response field is attached.Create a Custom List of SOP Records with Responses Due
You can create a special view of all SOP records that are due, which will display the response due date:
- ClickLibraryin the left navigation.
- SelectBasic Document Searchfrom the drop-down list.
- ClickAdvanced Search.
- SelectService of Process Onlyas the document type.
- SelectResponses Due onlyunderResponse Due Filter.
- Use any other filters you want to use.
- ClickSearch.
Profile Alerts for SOP Record
The profile page of the SOP record has an alert if there is response data that is due.
Service of Process Responses Due Report (Company Users Only)
Company users can run a report of all service of process records for which response data is required but has not been provided.
Law Firm Invoice Posting Restrictions
If outside counsel is selected as the SOP Person Responsible for a SOP record and response data is required, then the outside counsel firm will not be able to post invoices to the matter if the response due date is blank or it is five days past the response due date and the response information has not been provided.
The reason the restriction is not imposed until a few days after the response due date is that, in some system setups, all SOP records of a certain type will be put in one matter and the firm is responsible for all those SOP records. If the firm was restricted from posting invoices at any time the response data was due, there could be a situation where a firm could never post an invoice to a matter because of the high volume of SOP records in the matter.