SOP Response Requirement and Alerts
A response requirement is a task that relates to an SOP record. If your company requires that response data be entered for SOPs, an alert will be generated if that data is not provided.
When is an SOP response required?
The Company System Administrator configures response requirement settings for each SOP type. If Require Response Data is set to Yes for an SOP type, response data is required for all SOPs of that type.
Other ways SOP response data can be required include:
- Entering a Response Due Date in the SOP profile, even if the SOP type does not require response data.
- Manually assigning an SOP type that requires response data to SOP records that are downloaded from CSC or CT Corp. without an SOP type specified.
- Changing the SOP type for an existing SOP record to a type that requires response data.
If response data is required, the following SOP profile values must be populated:
- Has response been filed
- Response date
- Response attachment
Entering Response Data
Response data is entered in the SOP profile.
For a Matter-Level Document
- SelectMatters>Matter listin the left navigation.
- In the list, select the matter.
- ClickDocuments.
- Use the drop-down to select a Service of Process document.
- Double-click a document in the list to open the document details panel, or right-click and selectView Details.
- On the details panel toolbar, clickEdit.
- In the Edit window, in theResponse Due Date & Related Informationsection, setHas Response Been FiledtoYes.
- Enter the response date and attach a response file.
- ClickSave & close.
For a Library Document
- ClickLibraryin the left navigation.
- OnDocuments, use the drop-down to select a Service of Process document.
- Double-click a document in the list to open the document details panel, or right-click and selectView Details.
- On the details panel toolbar, clickEdit.
- In the Edit window, in theResponse Due Date & Related Informationsection, setHas Response Been FiledtoYes.
- Enter the response date and attach a response file.
- ClickSave & close.
Who enters response data?
The SOP Person Responsible shown in the
Response Due Date & Related Information
section is primarily responsible for entering response data, but any user who can access the SOP record (such as the SOP Person Responsible's delegate) can enter response data.Response deadline notifications
Tracker provides the following notifications that response data is needed, for SOPs that require it.
Response due date not filled in email
If a response due date isn't provided, Tracker sends a reminder email seven days after the document is downloaded to the following users:
- SOP Escalation Users
- SOP Intake Users assigned to the SOP Type assigned to the SOP record
- SOP Person responsible (if the SOP record has been moved to a matter)
note
If an SOP record is moved to a matter and a law firm user is the SOP Person Responsible, the law firm will not be able to post invoices until a response due date is entered.
Upcoming response due dates email
If required response data isn't provided, Tracker sends an email that includes upcoming response due dates.
note
If a response due date hasn't been entered in the SOP profile, email alerts are not sent, except for the initial email that is sent when an SOP record is moved to a matter.
To configure response deadline email notifications, in the SOP profile, Edit and then complete the Response Due Date field under Response Due Date & Related Information.
Email reminder schedule
If a response hasn't been entered, you can configure Tracker to send email reminders:
- Immediately (when the Response Due Date is entered in the record)
- Any number of days before the Response Due Date
- On the Response Due Date
Escalation emails can be sent to escalation users any number of days before the Response Due Date. Emails are not sent after the due date, even if no response is entered.
Email reminder recipients
The email notification is sent to the person who is responsible for the SOP, and to any other users specified in the email notifications. Escalation emails are also sent to SOP escalation users.
Notification history
A history of emails that were sent, and their recipients, displays at the bottom of the SOP Profile page.
Action item alert
If required response data is due for an SOP record, an Action Items alert will display for the person responsible for the SOP and all matter participants.
Library page alert
On
Library Documents
, a red asterisk (*) indicates the SOP records for which required response data has not been provided.Documents page alert
On the matter-level Documents tab, an alert symbol indicates the SOP records for which required response data has not been provided.
To quickly see all SOP records that need response data for a matter, on the
Documents
tab, in Views
, click Action Required
. You might want to clear all check marks first to be sure any previous filter or view settings don't limit your results.Custom list of SOP records with responses due
On the Library Documents tab, you can create a custom list of all SOP records that have responses due:
- ClickLibraryin the left navigation.
- ClickDocuments.
- ClickAdvanced Searchfrom the drop-down menu.
- In theDocument Typefield, selectService of Process Only.
- In theResponse Due Filterfield, selectResponses Due Only.
- Select theSave Custom Document Listcheck box, and then enter a name for the custom list.
- ClickSearch.
This custom list will now be available in the list of views on the
Documents
tab.Profile Alerts for SOP Record
An alert displays on the SOP Profile edit page if response data is due.
Service of Process - Response Due Export report (Company Users only)
Company Users can run a report of all SOPs with required response data that hasn't been entered.
What if required response data isn't provided?
- If response data is due but hasn't been provided, Tracker activates the email reminders and alerts described above.
- If the SOP Person Responsible is an outside counsel, the firm can't post invoices to the matter if either of the following conditions exists:
- The response due date is blank.
- Five days have passed since the response.