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.
