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Mitratech Success Center

Working with SOP Records

There are two types of SOP records:

  • System retrieved—SOP data that is retrieved electronically from your RA service which provide detailed information about the Service of Process, including the title of the action, important due dates, and how the court documents were served. The record may also include scanned documents and the associated data feed from the RA.
    These records cannot be edited, except to add a user comment, complete contact fields, or relate it to another record.
  • Manually created—Records that are created manually using documents that are delivered by hand or by mail. These records are fully editable. Once you save a manual record, you process it the same way you process system retrieved records.
    Note: The only way to distinguish between system retrieved and manually created records is to open the record, and then click the Edit button. If the record was created manually, you can enter or change the information on any page.

Tasks

You can perform the following tasks when working with SOP records:

Searching for Existing SOP Records

You can locate existing SOP records by using search criteria, such as the SOP name, ID, or other criteria.

You can search for SOP records in one of the following ways:

  • Global search—Search for an SOP record by entering criteria directly into the global search field.
  • Custom search—Search for SOP records using multiple field values as criteria.

To perform a global search

  1. From the global search bar, in the Search drop-down list, select one of the following options:
    • Service of Process - CSC
    • Service of Process - CT
  2. In the text box, enter the first few consecutive characters or words of the SOP name.
  3. Click Go.
    SOP records that match the criteria appear in a list view. To open a record, click its link.

To perform a custom search

  1. On your main page, click the All tab, and then click the appropriate RA, such as Service of Process <RA name>.
    A list of all SOP records opens.
  2. Click the Custom Search link.
  3. (optional) To search for a record within a specific collection, in the Search Within drop-down list, select the appropriate collection name.
  4. (optional) To limit the fields used to search, in the Filter drop-down list, select an appropriate option.
  5. Enter the appropriate search criteria, and then click Search.
    SOP records that match your criteria appear in a list view. To open a record, click its link.
    Tip: If the search does not return the record that you want, narrow or expand your search criteria, for example, use "Contains" as a search criteria instead of "Begins With", "Ends With", or "Equal To".

Viewing the SOP Manager Main Page

Use the SOP Manager main page as a starting point to view pending SOP records and retrieval logs, and determine whether synchronization is running or stopped.

You can also use the SOP tab and the All tab to access SOP records.

To view the SOP Manager main page

To view the SOP Manager main page, click the SOP tab, and then select the appropriate RA under the tab bar.

The main page that you see depends on the RA that you select.

By default, each main page includes three portal panes:

  • <RA name> SOPs
  • <RA name> Retrieval Logs
  • Pending SOPs

<RA name> SOPs Pane

This pane contains the following fields:

  • Number of Pending SOPs—Displays the number of records that are currently in Intake phase. This number includes records retrieved from your RA and manually created records.
  • Number of SOPs created without errors—Displays the number of SOP records that were successfully retrieved or created that did not contain any errors.
  • Number of SOPs created with errors—The number of SOP records were successfully retrieved or created that contain minor errors. The error details are available in the Retrieval Log. See Viewing the Retrieval Logs for more information.
  • Synchronization Status—Indicates the status of the retrieval process as follows:
    • Stopped—The system is not available to retrieve SOP records. Details may be available the Retrieval Log.
    • Running—The system is retrieving SOP records.
    • Sleeping—The synchronization status is Started, but all SOPs have been downloaded from your RA and the system is in "wait" mode. At the next retrieval time, the status changes to Started and SOPs begin downloading.

<RA name> Retrieval Logs Pane

View and access summary information about SOP records retrieved with or without errors and the number of failed records per retrieval. To open a retrieval log, click a link in the Last Retrieval Time column. See Viewing the Retrieval Logs for more information.

The Pending SOPs Pane

View and access pending SOP records that you have the rights to view. By default, Pending records are in the Intake phase. To open a pending SOP record, click a link in the Title of Action column. Once you open a pending SOP record, you can view information on its additional pages and change its phase. See Processing SOP Records for more information.

Viewing SOP Records

You can also access SOP records in the following locations:

  • All tab—Lets you access top-level SOP items.
  • SOP Collections—Lets you access SOP records that are in common groupings, such as Pending SOPs or All SOPs. The SOP records that you see depend on your user and group rights. Click a link in the left pane to open a collection. Once a collection is open, click the link of the record that you want to view.

Once you open an SOP record, you can view or make changes on the additional pages, such as the General, Details, Documents, and Relations pages.

Using the All Tab

You can use the All tab to access the SOP list view, SOP Settings, and the SOP Retrieval logs.

To use the All tab

On your main page, click the All tab. The All drop-down list opens.


All Drop-dow n List

The SOP options on the All tab list are as follows:

  • Service of Process <RA name>
  • SOP Settings
  • Retrieval Logs

Service of Process <RA name>

Select Service of Process <RA name> to open the SOP Manager list view for the selected RA service. See Managing SOP Record Retrieval for more information.


Recently Viewed Page

No Records Visible in the List View?

The first time that you try to view SOP records, it may appear that there are no records available in the list view. This is because the list view defaults to the Recently Viewed collection. To view all of the records that you have the rights to view, click the All SOPs link in the left pane. The next time that you access the list view, it defaults to the last collection that you opened. See Using SOP Collections for more information.

SOP Settings

Select SOP Settings to open the SOP settings page where you can manage the connection to your RA service, turn the automatic retrieval on or off, set up notifications for new SOP records, perform a checksum, and manually retrieve SOP records using an ID number. You must have administrative rights to perform these tasks. See the SOP Manager Administration Help for more information.


SOP Settings

Retrieval Logs

Select Retrieval Logs from the All drop-down list to open the Retrieval Log list view. See Viewing the Retrieval Logs for more information.


Retrieval Logs

Using SOP Collections

The SOP record list view provides easy access to all of the SOP records in TeamConnect without having to search for them. SOP records are grouped into collections that let you view related records, such as the Recently Viewed collection, which contains the last 30 records that you opened and viewed.

To use SOP collections

Click the All tab, and then select your RA service.

The SOP list view opens. To open a collection, click its link in the left pane.

The following default SOP collections appear in the left pane:

  • Recently Viewed—Lists the last 30 SOP records that you opened and viewed. You cannot delete this collection link or change its order. It is always the first collection listed in the left pane.
  • Pending SOPs—Lists all SOP records in the Intake phase.
  • All SOPs—Lists all SOP records in any phase.
  • SOPs with Retrieval Errors—Lists all SOP records that were retrieved but contain minor errors.
  • SOPs with Conversion Errors—Lists all SOP records that encountered errors during matter creation. These errors are recorded in the System Comments field.

In addition to the default collections, there may be other collections to which you can subscribe. When you subscribe to a collection, its link appears in the collection list and you have access to its contents. You can also change the order in which your collections are listed and remove collections that you no longer need.

Viewing or Editing SOP General Information

Use the SOP General page to view or edit general SOP record information.

Note: If this record was retrieved from your RA, you can only edit the User Comments field. If you created the SOP record manually, you can edit all fields.

To view or edit the SOP General information

  1. Open the appropriate SOP record.
  2. In the left pane, click the General link.

    General Page

The General page displays the following information:

  • General Information—Displays the name and the current phase of the SOP record.
  • Notice of Service of Process—Displays details about the Service of Process, such as the nature of action, the date served, and the date the answer is due.
  • User Comments—Displays comments that may be pertinent to this record. If this is a record that you retrieved from your RA, this is the only editable field on this page.
  • System Messages—Displays a log of operations and errors that pertain to the creation or conversion of the SOP record and internal SOP messages.
  • Custom Categories—Displays a list of all custom categories for this record if custom categories are added. For new records with custom categories defined, this section appears after you open a record for the first time, click Edit, and then click Save.
  1. Click Edit, and then make the appropriate changes.
  2. Click Save, and then select a save option. See Saving SOP Records for more information.

Viewing or Editing SOP Details

Use the SOP Details page to view or edit detailed information, such as plaintiff and court information.

Note: If this record was retrieved from your RA, you can only edit the contact fields. If you created the SOP record manually, you can edit all fields.

To view or edit the SOP Details

  1. Open the appropriate SOP record.


Details Page

  1. In the left pane, click the Details link.
    The Details page for all RA services displays the following information:
    • <RA name>—Displays identification numbers associated with this record.
    • SOP—Displays detailed information about the SOP, including the name of the entity that was served and the type of SOP document that was served.
    • Key Dates—Displays important dates that pertain to this action, including the date served and the date when the answer is due.

      Additionally, each RA service has the following distinct information:

For CSC:

  • Delivery Info—Displays the tracking number of the SOP package and information about the attachments.
  • Document Info—Displays information about the type of document and information about how the originals were handled (Electronic or Hard Copy).
  • Sender Info—Displays information about the entity that sent the SOP, including the sender's name and phone number.
  • Court Info—Displays information about the court associated with the action, including the name and the unique identifier for the court.
  • Case Info—Displays the names of the plaintiff and defendant.
  • Services—Corresponds to the service element in the received XML data.

For CT:

  • Agency Info—Displays the agency name and address.
  • Attorney Info—Displays contact information for the plaintiff's attorney.
  • Court Info—Displays information about the court in which the action is filed.
  • Case Info—Displays the case number and the names and contact information for the plaintiff and defendant.
  • Consolidated Case Info—Displays information about cases that a judge determines are very similar in nature and should be consolidated into one new case.
  1. Click Edit, and then make the appropriate changes.
  2. Click Save, and then select a save option. See Saving SOP Records for more information.

Viewing Documents that are Attached to SOP Records

Use the Documents page to view the documents that are part of an SOP record, including the original xml feed. For more detail on document management (including drag-and-drop functionality), see Adding a Document to TeamConnect.

Note: If you create an SOP record manually, you must manually add associated documents to the record. See Uploading Documents to an SOP Record for more information.

To view documents that are attached to an SOP record

  1. Open the SOP record that contains the documents that you want to view.
    The SOP record opens to the General page.
  2. In the left pane, click the Documents link.
    All documents that are associated with this record are listed.

    Documents Page

Relating SOP Records

Use the Relations page to view or establish relationships between SOP records or between SOP records and TeamConnect matter records.

See the Working with Related Records for more information.

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