Introducing new private notes for companies
The ServeManager team strives to bring you a straightforward and worry-free system for working with clients and collaborators. That’s why we’ve added a new private note feature to help capture and display important info on any company you do business with.
To create a new private note, select the desired company, then press edit. Halfway down the page you will see a prompt to enter a special private note.
This note will automatically display when entering this company’s info into any new job, whether they are a client or a contracted process server. Now you can quickly see any feedback or comment associated with that company (quick job turnaround, unresponsive main office, require pre-payment, etc.). This note cannot be seen by other companies/contractors, it is only visible to you and your employees.
Users of ServeManager have long used the product to complete job types that are not traditional process of service. Through selective use of the available fields and job status you can manage work such as PI jobs, court filings or courier work. Some of the additions to ServeManager we've been making are custom fields and custom documents. With these functions we've created a workflow option to be used for document retrieval work, also known as photocopy or records reproduction in California.
Bosco Legal, a 50-person legal support team, shares how their records production department uses ServeManager for creating orders for subpoenas and authorizations for records. Learn about their transition to ServeManager and how their processes and client interactions have improved since the move. Check out the full Bosco Case Study here.
With the custom fields we can create various sets of additional fields to be added to the New Job screen. Some of the most common additional fields are opposing attorney information and additional details on the subject of the record retrieval. In most cases the subject of records is generally going to be your client's client, requesting access to their own records.
Once you've filled in all of the additional custom fields the data can be used to fill in various additional forms and packets. These packets are then printed off and given to the appropriate parties such as opposing counsel and the custodian of records. Have your server in the field deliver the request to the custodian and arrange for a pickup time.
Once you have the documents available you can upload them under Miscellaneous Attachments in ServeManager and notify your collaborating client via an in app note that the documents are ready to be downloaded in the Miscellaneous attachments section.
Through a combination of custom fields and documents, ServeManager can help you manage various types of legal support jobs. If you do more than service of process, please let us know and we'd be happy to discuss how ServeManager can be used to facilitate a wide variety of workflows. Customization fees may apply.
We here at ServeManager are always thinking and strategizing ways to make your workflow easier and more efficient. Our new Save and Share button aims to accomplish just that!
When creating a new affidavit the Save and Share button will save you time by allowing you to select who you would like to make this document visible to and who you would like to email it to, all without leaving the screen.
You can adjust who is automatically checked by using the email and visibility options in your settings, or by clicking here .
We separated the auto-check email settings for service attempts, job notes and affidavits, to give you more control over which job contacts are selected for different job events.
You can view and edit the email settings under My Account > Settings
Employees in your account can now be setup with more customized and specific permissions. The standard permission levels, Owner, Admin, and Limited are still available, but you can now create your own set of permissions for a user using the new Custom option. What this means is you can now enable a user to do things like create jobs, but not access accounting. A full list of permission options and what they enable can be found here.
We recently changed individual Job Logs to include more info about when and who shared items with collaborators. In an effort to increase visibility regarding this function even further we've also changed the icons and the menu interface that controls these functions.
Previously when entering an attempt on a job with a collaborator there was a dropdown to choose who would be able to see the attempt once saved. This menu was often missed. Instead there is now a set of checkboxes, one for the Client side and one for the Contract Server side. These will only display if you're collaborating on that end. The system will still default to making attempts visible to all parties if the user has permissions to do so so nothing has changed as far as how these items are automatically shared, the interface simply looks a bit different. Limited employees without Client access still won't be able to share the attempt directly with the client.
Once you've entered a few attempts and created affidavits on a job with a collaborating party you'll see the icons in the Job next to the Share link are now also different. Previously you still had the same information displayed, but it wasn't quite as clear as it is now. If you're collaborating on either side you'll see Client or Server displayed. If there is an Eye icon next to that party it means they can see that entry on their side. If there's a red No Symbol (the circle with a diagonal line) then that party cannot see that entry. To alter who can and cannot see these click the Share link next to the entry and you will have checkboxes to choose visibility.
If you haven't started using it already, there is an option within ServeManager to take credit card payments via Stripe. We've made a small change to how you can use this feature. Previously the option to pay via Stripe was only available to your clients if you emailed the invoice to them. You can now charge their credit card directly from your saved Invoice or Statement.
To do so simply open any Issued Invoice or Saved Statement and click the Apply payment option up top. At the bottom of the interface is an option to enter credit card info. Enter the info your client gives you here and you can run the card for them. If the charge is successful the invoice will be marked as paid, you'll receive a notification email from Stripe, and you'll then receive a deposit from Stripe in the usual amount of time.
We've made a few adjustments and additions to how you communicate with your client and with your colleagues.
Within each Job there is a log displaying actions from your account within the Job including things like adding Notes, Attempts, and Affidavits. We've now added a function to also track who and when someone either emailed an event or shared with a collaborator. You'll see these logs in addition to the normal Created, Updated, or Deleted events.
We also changed how Contacts are displayed when saving Notes, Attempts and so forth. Previously when creating or sharing an event the program would default to displaying only the default Contact, or no one at all if a contact was not selected. Instead the system will now generally display up to 5 contacts for any company in this screen. If you assign a default contact for a Job the default contact for the Job will be displayed at the top with an asterisk symbol.
We're still dialing in the address auto-complete feature based on your feedback. Last week we enabled the "All Caps" option in settings, and now we've released the Zip+4 codes option.
To enable this, go to My Account > Settings, then scroll down to "Addresses". Simply check the "Use Zip+4 codes for auto-completed addresses" and the next time you enter an address it will auto-complete with the Zip+4 codes.
Once you enable the Zip+4 codes option, this is what it will look like next time you enter an address.
We recently added an option to auto complete addresses within the program. Many of our users and members of the legal industry often fill in data in all uppercase letters. There is now an option to have your auto completed addresses save in uppercase.
To enable this function click My Account > Settings > Scroll to the Addresses section and check the second box to use UPPERCASE letters. Scroll to the bottom to Save your settings.