Tag Archives: Orders

Lesson #

Orders – Processed Orders function

Processed Orders is a report that lists all parts/work orders processed, i.e., entered or updated for the specified period, color coded by part status. “Processed” covers every stage a part goes through as it moves through your workflow.

View the status of all parts/work orders that have been processed/updated in your system during a specific time frame. See important information about the parts — including invoice dates — at a glance. You can customize the results grid — including grouping work orders by specific criteria — and save your customization. For example group by part status to see all work orders in the same stage. View, edit, copy, and perform other functions on individual work orders from within the report.

View processed work orders

The default view is all orders that are still in your workflow that were processed today. Order parts that were canceled or newly requested by clients through MR Connect are not included.

MR9 lists all processed work orders that meet your search criteria in chronological order, oldest first. At a glance you can see:

• When the part was ordered.
• The number assigned by MR9 to the part’s order/case.
• Patient/subpoenaed witness name.
• MR9 user who is the case coordinator for the order.
• MR9 user who represents the client who requested the order.
• Where the part’s order is in your business cycle.
• Part number
• Where records are to be retrieved from.
• Category of records you are seeking.
• Where the part is in your production cycle.
• MR9 user who is assigned responsibility for current tracking step
• If the part has been invoiced, the invoice date
• Business unit responsible for invoicing the order.

You can change the results shown by modifying the search criteria to see order parts for:

• Part Order date or date range
• A single processor/case coordinator
• A single client representative
• A single user assigned responsibility for current tracking step
• One or more order statuses
• One or more part statuses
• One or more business units

If you offer clients the ability to schedule orders through MR Connect, you can restrict the search to new orders or cancelations made online so you don’t overlook any client online requests.

Customize how you view processed orders

Group parts by one or more parameters to more easily see the information you want to know. For example you could group parts by runner, then location to see if you have given assignments efficiently. You can add additional grouping categories to the results, remove any grouping category, and re-arrange the grouping order.

You can also:

• Re-arrange the columns so the most important information is most prominent
• Stick up to 10 columns to the left side of the grid so they do not scroll when you have a results grid wider than your screen.
• Stretch/shrink columns to fit the results.
• Hide columns you don’t need to see.
• Choose which column(s) to sort results by.
• If you select more than one column, choose in what column order to sort the list.
• Choose whether to sort info by ascending or descending order in each selected column.
• Save your custom grid as your default.

You can save your personal grouping parameters and custom grid as your default. Your customizations do not affect other users, and you can restore the original MR9 grid layout anytime.

From the Processed Orders results grid you can view and update any listed part’s details, create a new part from a listed part, and export the grid as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

TL;DR: At a glance, see the status — and other important information — of all parts/work orders that have been processed/updated in your system during a specific time frame in a customizable grid. View, edit, copy, and perform other functions on individual work orders from within the report.

MR9 concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

MR Connect: Online repository, orders, and access to your office for clients and others, including downloadable records, invoices and other files; online payments for clients, and current order status. MR Connect is an optional plug-in to MR9. More >

Order: Usually a request for all records related to a case or to serve a subpoena for an appearance at a legal proceeding. This is different from a work order which is called a part in MR9 as it is part of an order.

Part: A part of an order is a separate record that is being sought that is included in the entire body of records for a case or patient. You can also think of it as the work order for that separate record.

Lesson #131

Setup – System Preferences function

Orders system preferences

Set preferences for records retrieval order functions in Orders preferences. 

Assemble Court

Modify the default template that determines how the court style appears on cover sheets of documents for federal, state, and local cases. Enter merge fields to automatically include the district, state, division, county, and/or court name on these documents.

Holidays

MR9 includes a list of all the major holidays observed in the U.S. You select the holidays your office observes and closes for on this list so those days are not calculated in the due dates for orders and parts. You can export this list as an Excel or CSV file to save, print, share, or use in other applications.

New Order

Set the number used when MR9 creates a new order. Though it’s not required, it is generally recommended to change this number when you first start out with MR9. You can reset your order numbering system at any time but you cannot restart with a previously used number.

Order Status Color

Orders in main function results lists are color coded by Order Status. (Order statuses are defined in Lists.) This way, at a quick glance, you can tell the current status of an order without having to read its Order Status. You can customize Order Status colors for both light/default mode (dark text on white background) and dark/reverse mode to suit your company.

You can define status colors by picking from a chart of pre-defined colors, entering a hexadecimal code, or selecting a hue on a rainbow scale and adjusting its lightness/darkness visually. You can export the list of default Order Status colors as an Excel or CSV file to save, print, or use in other applications.

Part Status Color

Parts in main function results lists like Parts or Turn In are color coded by Part Status. (Part statuses are defined in Lists.) This way, at a quick glance, you can tell the current status of a part without having to read its Part Status. You can customize Part Status colors for both light/default mode (dark text on white background) and dark/reverse mode to suit your company.

You can define status colors by picking from a chart of pre-defined colors, entering a hexadecimal code, or selecting a hue on a rainbow scale and adjusting its lightness/darkness visually. You can export the list of default Part Status colors as an Excel or CSV file to save, print, or use in other applications.

Tracking Step Automation

You can automatically update a part’s status when the part moves to a different Tracking Step. You set what the status will be for each step in any category of items that you track, such as records or process serving.

Worksheet

While the actual worksheet you send to runners comes from the Form Templates function (where you can customize it and create additional ones to cover different situations), the accompanying email is customized in System Preferences.

You have 3 options for including the worksheet in the email. The recommended method is to embed the form in the email body and also attach a PDF version. That way the email’s body will contain the actual worksheet. And if the runner needs a savable/printable copy, they have the same form attached as a PDF. You can also just embed the form in the email body or attach it as a PDF file.

Customize the default header and body of the email. You can change the default text in the fields and insert contextual data fields, meaning that only data fields relevant to the cancellation are listed. Adding these fields allows real data from the order/part to merge into the email, so you don’t have enter any information as you send them. MR9 will merge the data automatically.

You can also customize the appearance of the body of worksheet emails with text formatting, colors, images, hyperlinks, and tables. You can edit your email contents in the default WYSIWYG word processor environment or as HTML markup. (This only works if you are attaching the worsheet as a PDF. If you embed the form in the email, it replaces any text in the Message field.)

You can create more than one customized email for this purpose and set the template you plan to use most often as the default. When sending these emails, you can choose a different email template from the default. You can also edit an email before sending it.

TL;DR: Set preferences for records retrieval order functions in Orders preferences. 

MR9 concepts in this lesson

Order: An order in MR9 is usually a request for all records related to a case or to serve a subpoena for an appearance at a legal proceeding. This is different from a work order which is called a part in MR9 as it is part of an order. You can have multiple parts/work orders for a single order/case.

Part: A part of an order is a separate record that is being sought that is included in the entire body of records for a case or patient. You can also think of it as the work order for that separate record.

Tracking: System for keeping track of where production items are in your production cycle and physically in your office.

Tracking Step: Step in a workflow.

Lesson #91

Orders – Daily Tracking Summary function

The Daily Tracking Summary list all parts with completed workflows or tracking steps within a specified period. Use this function to produce reports that document your progress for any time period.

The default Daily Tracking Summary lists all tracking items, i.e. workflows, finished today so you can document your day’s progress and fix any errors on the spot. You can change the search criteria to see your progress for a different time frame, focus on other aspects, and/or see information on individual steps in workflows. If you choose to generate a report of your tracking items/workflows, you get an aerial view of your record-gathering progress including each workflow’s:

• Order.Part No.
• Where records are to be retrieved from
• When the part was ordered
• Deadline for obtaining the part’s records
• Where the part is in your production cycle
• MR9 user who is the case coordinator for the order
• Type of item being tracked
• Timeframe for completing the tracked item
• Case name
• Client who ordered records/services
• Part of your business responsible for invoicing the order

If you choose to generate the report by tracking steps, you get a more detailed report that includes all of the above information plus a breakdown of all the finished steps in each workflow listed that displays:

• Timeframe for completing each tracking step in each workflow instead of only the workflow timeframe
• Stage in your workflow where the tracking item is
• Who is responsible for completing the tracking step

Create reports using different criteria

In addition to daily reports, you can generate reports for:

• Different date ranges
• A single manager
• One or more tracking items
• One or more of your company’s business units

If you choose to generate a report breaking down the workflows to see their finished tracking steps and related information, you can also narrow those reports to single MR9 users responsible for tracking steps.

Review  and update

If you notice any errors in the report or want to move an item to the next step, you can update the part from within the report. You can also export the grid as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

TL;DR: Generate reports of all parts with completed tracking steps within a specified period. 

MR9 concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Order: Usually a request for all records related to a case or to serve a subpoena for an appearance at a legal proceeding. This is different from a work order which is called a part in MR9 as it is part of an order. You can have multiple parts/work orders for a single order/case.

Part: A part of an order is a separate record that is being sought that is included in the entire body of records for a case or patient. You can also think of it as the work order for that separate record.

Tracking: System for keeping track of where production items are in your production cycle and physically in your office.

Tracking Item: Workflow specific types of orders go through. For example your process for records retrieval would be a tracking item and the steps in a workflow are called tracking steps. If you have different workflows for different types of records retrieval — or other services you provide like process serving — you can set up multiple tracking items.

Tracking Step: Step in a workflow.