Downloading Information
Once your law department has activated the download, Tracker automatically runs the download every weekday (no weekends).
- For CSC there are 18 downloads per day between 3am and 8pm PT.
- For CT Corp. there are 5 downloads per day at 5am, 9am, 1pm, 5pm and 9pm.
Manually Run the Download
Required role | Only Company System Administrators, SOP Default Intake Users, SOP Intake Users, and SOP Escalation Users can manually run the download.
To re-run or retrieve an SOP batch, follow this procedure to manually run the download.
Set up the Automated Download
You can manually enter SOP records at any time in the Library module in a matter. However, there are several set up steps necessary to activate the automated download of SOP data from CSC or CT Corp., and create automated routing rules for the most efficient processing of service of process data. Only your company's system administrators can set up the functionality to activate the automated download. This section describes the key setup elements.
Your company must obtain the following sign-in information from your SOP Vendor:
Your company should set up automated routings for SOP records that are downloaded from CSC or CT Corp. (This is accomplished by setting up SOP Types and SOP Type assignment rules).
Your company must also set up the users who are responsible for resolving any download errors and manually routing records to matters if the automated routing is not applicable to a downloaded SOP record. These users are the Default SOP Intake Users, SOP Intake Users, and SOP Escalation Users.
Viewing and exporting the history of downloads
View the SOP Batch retrieval log
The Batch History page shows the entire history of all SOP downloads from CSC or CT Corp., whether there were any errors in the batch, and the number of records included in the batch.
Required role | Only a company system administrator, Default SOP Intake User, SOP Intake User, or SOP Escalation user can view the Batch History page.
- SelectLibraryfrom the left navigation.
- ClickSOP Intake.
- On the toolbar, selectView history.
Export the SOP Batch retrieval log
To export the log, on the SOP Batch retrieval log page, click the three small dots icon on the toolbar, then select
Export CSV
.This detailed spreadsheet of the batch history will have a row for each download (a batch row) and a row for each SOP record in a batch.If the Batch ID is listed only once, there were no documents in the batch. If a Batch ID is listed three times, there are two documents in the batch: one of the rows represents the batch itself, and the other two rows are for the two SOP records.
Fields in the Batch History export
Field | Comments |
|---|---|
Tracker SOP Batch ID | This is the unique Batch ID assigned to the download. |
Batch Date | This is the date on which the download occurred. |
Batch Time | This is the time at which the download occurred. The time is always Pacific Time. |
Batch Run By | If the Batch was manually run by a user, the user's name will be shown. Otherwise, if the batch was automatically downloaded, the user shown will be Auto-Run. |
Vendor SOP ID | This is the unique ID used by the SOP Vendor. Use this number if you contact your vendor about a specific SOP record (CSC calls this unique ID the documentID; CT Corp. calls it the LogID). This field will be filled in only for rows in the export that relate to an SOP record. It will be blank for any batch row. You can use document search to find an SOP record in Tracker. |
Vendor SOP Version ID | This field is applicable only to CSC. When an SOP record is readied for download, CSC prepares an XML file and generates a unique ID for that XML file (the CSC field name for this ID is the sequence). Thus, if CSC requeues an SOP record multiple times, the record will always have just one Vendor SOP ID, but each version available for download will have a unique Vendor SOP Version ID. For CT, the content of this field should be N/A because they do not generate a unique ID for each XML download. |
Tracker SOP ID | This is the unique ID assigned to the SOP record in Tracker. |
Error/Issue | This field shows the details of any errors. if the row in the export is a batch row, the error is a batch-level error. If the row is an SOP record, the error is a document data error. |
Error Level | This field indicates whether the error shown for the row is a batch-level error or a document data issue. |
Resolution Status | If there is an error shown for the row, this field will show the resolution status (resolved or unresolved). |
Resolution | If there is an error shown for the row, this field will show the resolution status. |
Vendor Checksum | This is the number of SOP records that the SOP vendor has received in the last 30 days. For CSC, this is the number of SOP records that have a Date Served within 30 days of the date that the batch was run. For example, if the batch was run anytime on January 15 (Eastern time), the date range for calculating the checksum is December 17 - January 15. For CT Corp., this is the number of SOP records that have a Date Created within the past 30 days (counting up to midnight of yesterday). Tracker uses this number as a validation to ensure that all SOP records received by your SOP vendor have been downloaded into Tracker. If the Vendor Checksum does not match the number calculated in Tracker, there will be a batch error because the checksum could not be validated. Best practice: We recommend that you wait at least 30 days after SOP is set up to enable checksum validation. This will avoid erroneous checksum and retrieval errors. During the 30 days, continue to receive your SOP records from CT Corp or CSC using your original method. After the 30 days, you can enable checksum validation and the calculations will be accurate. |
View the Batch Profile page
The Batch Profile page shows the details of each individual batch, including the specific SOP records, and any errors and their resolution. On the SOP Batch retrieval log page, select the
Batch ID
link to view.Batch ID—the unique ID and time stamp for each download
The Batch ID is the unique identifier assigned to each download. The Batch ID is generated and assigned to the download event even if there are no SOP records that are downloaded, and even if there is an error that prevents the download from occurring.
The Batch ID is also the date and time stamp for the download. The format is YYYYMMDD-HHMMSS. For example, if the Batch ID is 20191028-194223, the batch ran on October 28, 2019 at 7:42 (and 23 seconds) PM Pacific Time. You can also view a normal display of the date and time of the Batch download when viewing the Batch History page or the Batch profile page.
The Batch ID is shown on the Batch History page, the Batch Profile page, the SOP record (in the section titled Other Service of Process Data Received from [CSC/CT Corp.]), and in the Service of Process - Responses Due export report.