Service Education, Inc. Spring, Service Education, Inc. 790 Canning Pkwy Suite 1 Victor, NY

Transcription

1 Service Education, Inc. Spring, 2017 Service Education, Inc. 790 Canning Pkwy Suite 1 Victor, NY

2 Recent Changes 17.06A+ Merged Case Report many of you have asked for a way to track merged cases for auditing purposes as the original case number is no longer retrievable. When cases are merged, information is placed into NOTES on the remaining case As of 6/7/17, a new report is available to show merged cases within a date range. Merged Cases Report.FRM needs to be added to your Forms & Calendars database. It is run from Misc Reports

3 More Changes Credit Card readers will talk more about later but, for those currently using the reader AND Online payments, it is now possible to have the credit card deposit date different From the online deposit date. We will help you set this up. Also, there is a new reconciliation report from ncourt that breaks down Counter Payments and online payments for easier end of month balancing. Updated DCJS Laws database-includes the most recent changes and additions to the DCJS coded Laws Files. We get a file from DCJS which we integrate into The CourtRoom Program. We don t compile the list or manage the list you can always add in laws that are not in the list

4 More Recent Changes Added a NON CASE search option for accessing Misc Civil, Misc Parking, Adjustment or Copies checkbook records. Archived letter list is no longer accessible on sealed cases with out special password rights. Both options are set by Password level. Please call our office for help setting these Options up for your users.

5 Recent Changes Scroll through Tip of the Day Print current tip If you don t see Tip of the Day on Startup, click HELP->Tip of the Day or touch the F11 key Moving through the Case Search pages is slightly different. Instead of using the Up and Down arrow keys, use the Page Up and Page Down.

6 More Updates Added option to block printed receipts so if you are a court that only uses hand written receipts, you won t keep getting prompted to print a receipt. To implement this option, got to UTILITIES->User Defaults and put a checkmark in Block Receipt Printing. Remember, items in User Defaults are unique for EACH password, unless Save to All Users is clicked, then everyone has the same options. Avoid setting adjournments and due dates to holidays and/or Saturdays by checking the boxes on User Defaults

7 Calendar Options Added an option to print custom labels from a calendar list. REPORTS -> CALENDARS -> PRINT E-TICKETS FOR CALENDAR LIST There is also the option to print labels from a calendar list

8 Boiler Plate text in NOTES Quickly add to notes by creating a list of frequently used text. SEi will help you set this up, and start the Notepad file list. You can add to list as needed. In Notes, touch the F5 key to open the menu and select the text to be inserted. Text can be placed at either the top or the bottom of the notes screen. Using this option helps maintain consistency of the information being added to notes. Can have more than15 items. **If you use the Secure Version, you can use this option to add text to the Reasons box.

9 Credit Card Reader No dedicated phone line No involvement with fee (3.5%) Partial Payments accepted One reader for all judges Update/close case with payment Accepts credit/debit/apple/android Pay Bail, Misc fees, SLF, Parking Only one receipt on regular paper NO COST TO THE COURT

10 Things you may or may not already know or Things you need reviewed

11 Documents Archive Letters

12 Documents Scanning Scan documents such as incoming correspondence, informations, drivers licenses, probation transfer papers, checks/money orders Received, etc. Scan one document or an entire folder of all sized papers Create a list of frequently used document titles for easy identification. SEi will help with this Scanned document will be Added to the Archived Document list

13 Documents- ing Any previewed document can be ed. If it is a document (letter or archived letter) generated from a case A record of the can be added to the Archive Document list

14 Secure Version Overview Secure Computer PRINTED Receipt Numbers Secure Passwords and Logout Timer Voiding Checkbook records Tracking of Voided records

15 New or updated form letters/forms MV_AA137_TEMP_SUSPEND_HEARING_NOTICE_OF_WAIVER.LTR MV_AA137V-VESSEL_SNOWMOBILE.LTR CONDITIONS_PROB_SEX_OFFENDERS.LTR (CPL 410, PL65.10) ADDL_COND_OF_PROB_SEX_OFFENDER.LTR (USC 965A, 8/05) CONDITIONS_OF_PROBATION.LTR (CPL , PL 65.10) JCF_REFUND_REQUEST.LTR MV_1193_ORDER_OF_SUSPENSION.LTR MV_510D.LTR IID_DE_INSTALL.LTR DRUG_COURT_CONSENT_TO_TRANSFER.LTR (CPL ) DRUG_COURT_ORDER_OF_REMOVAL.LTR (CPL ) 20_UP_BARCODE.FRM (20 up labels that include barcode) LABELS_BY_CALENDAR_20UP.FRM CASHBOOK_CREDIT_CARDS_ONLY.FRM CODE_COUNTER.FRM DRF_SUMMARY.FRM (Driver Responsibility fees summary) In his presentation, Judge Dellehunt mentioned some specific forms. These are available on our website for you to import into your Form letters. To see new letters added to the website, right click on the Date Column to list in Date Order. Probation_Transfer_Case_Status_Change.LTR (10/29/13) Assign_Counsel_OCA_TV1.LTR (07/15/13) Assign_Counsel_OCA_TV2.LTR (07/15/13)

16 Letters and Forms QUICK SEARCH To search for a letter or report (or Disposition or action code), it may be easier to search on the name rather than the number. Right click on the NAME column head to temporarily put the list in alphabetical order. Print your letter list in Numerical (C) or Alphabetical (N) order

17 Letters/Forms Continued ADDING A NEW LETTER or REPORT use this option to add a brand new letter to your list 1. Utility->Edit databases->form Letters (or Forms & Calendars) 2. New respond to prompt to add a new letter or report and accept the new # 3. IMPORT->Search the SEi Website 4. In the Seek Box begin typing the name of the document 5. List will scroll to the first item in the list matching your criteria 6. When you see OK in the Preview Column, click the Preview button to see a sample 7. Select the one you want by highlighting and clicking Select 8. Back in the Letter edit screen, click PREVIEW/PRINT to see a sample, or Save/Exit

18 Follow these steps to REPLACING AN EXISTING LETTER or REPORT Utility->Edit databases->form Letters (or Forms & Calendars) Find the existing document you want to replace IMPORT->Search the SEi Website the following message will display TIP When you see the above message it s indicating you are NOT adding a NEW letter you are going to overwrite an existing letter. Be sure that s what you want to do! In the Seek Box begin typing the name of the document List will scroll to the first item in the list matching your criteria When you see OK in the Preview Column, click the Preview button to see a sample Select the one you want by highlighting and clicking Select Once back in the Letter or Report edit screen, click PREVIEW/PRINT to save and see a sample, or Save/Exit

19 Editing Letters Basic letter setup

20 Letter NO Computer Generated Judge default ZZZ can be individualized so judges have same letter number but different format NAME Name of Letter To Attorney - indicate whether letter should be addressed to Atty (T/F). Typically, when there is an atty on a case, All correspondence should go to attorney Head Style pre-programmed headings Date/Time Control date or due date to be printed on the letter Blank no date is indicated on letter (F)uture see following Days explanation (N)ext use the next adjournment date be sure to adjourn case before generating the letter (T)oday print today s date (Y)esterday yesterday s date (P)rompt get a prompt for the date when generating letter Days - Date/Time must be set to (F)uture The due date or appearance date will be calculated by adding Days to the current date. For example, to set a payment due date to ALWAYS be on a week day, set DAYS to a multiple of 7. If you are generating the letter on a Thursday and DAYS is set to 14, the due date will be 2 weeks from Thursday. Show Charges - (A)ll prints all charges (S)ome prompts you to identify which charges should be listed on the document (N)one indicates NO charges should be listed Civil2Both - (T) prints a letter to both Plaintiff & Defendant (F) prints to only the selected individual Letterhead (T) unless you use preprinted letterhead or a specially formatted letter. In most cases, you don t have to change this. If you are creating your own letter, look to see how a similar letter is setup Copies indicated the number of copies you want printed. If it may vary, set to P(rompt) to get asked each time you run this letter Graphic letterheads can be customized with court logos and graphics. Placement is set in this section. Call SEi for help

21 Editing Letters Almost every letter can be accessed and changed. Our advise is to be very careful when doing this. Below, are two samples of letters, a simple letter and a complicated letter. To make your life (and mine) easier, I advise you to stay away from the complicated letters. Find the letter you want to edit and click Show Letter words to get into the body of the letter. At this point, you are in word processing mode. Make your changes and click Preview/Print to see a sample of the letter. There are many codes such as BOLD and UNDERLINE which can be used. These are all defined in our LETTERS manual found on our Website under HELP. Right Click gives you FIND and Spell check, etc,

22 Letter Samples Simple Letter Complicated Letter

23 TIP for creating a new letter If you want to create a letter that is similar to an existing letter, create a NEW Letter, click IMPORT and copy the existing letter. Then change the name of the New letter, Show Letter Words and make the text changes. This way, you don t need To set headings and recreate the wheel. Enter existing letter number or Click on the dropdown list to Find the letter

24 Additional Presentations The Power Point of the Financials and The CourtRoom Program class I presented in NYC in Feb is available on our website. Also available is a Shortcuts and Tips power point presentation To access these presentations as well as one on Probation Transfer and one showing some OCA related situations access our website by going to The CourtRoom Program task bar, Click HELP->Website Links->Service Education Website On the left side of the main page, click the HELP tab

25 Thank you Contact Information: Service Education, Inc 790 Canning Parkway, Suite 1 Victor, NY phone Fax marty@nycourts.us terry@nycourts.us