Lesson 10: Batch Print Documents

Transcription

1 PROTECT User s Guide v3.0p4 Lesson 10: Batch Print Documents Batch Printing is designed to meet the needs of PROTECT users who create a good number of standard type canned letters, such as Initial Contact letters, Notice of Hearing letters, and Subpoenas. Batch Printing allows users to set criteria that will automatically print a group or batch of documents for cases that meet those criteria. Court events scheduled through PROTECT are the trigger for a document to be batch printed. One of the most important aspects in Batch Printing is the set up of the Batch Items. A Batch Item is the term used to describe a named set of criteria that work together with a particular PROTECT template for batch printing. Settings within the Batch Item attempt to mimic how a user might go about creating that same document via the standard Document Generation method. When a user creates a document via Document Generation, they have to address these three issues: What DA Case is the document being created for? First, users have to search for (and be within) the DA Case. Who is the document for? What case party should be selected on the Document Generation screen? What court event should be used on this document? Users select a court event on the Document Generation screen. The conditions that are set for documents used in Batch Printing need to answer these same three questions. Batch Printing will not work for all PROTECT templates. Many documents that are generated from PROTECT require the user to edit or add text by tweaking the already-generated document in MS Word before printing it. These types of documents should not be used with Batch Printing, as there is no opportunity to modify the document in MS Word prior to printing; the documents are sent directly to print when a Batch Item is executed. However, for those documents that can be used in Batch Printing, much can be gained in terms of efficiency and accuracy. How it All Works Together: Batch Printing, Manage Subpoenas and the Subpoena Queue When a batch of documents is printed, PROTECT either scans (1) all DA Cases and prints the appropriate documents based on criteria set within the Batch Item OR (2) PROTECT scans the Subpoena Queue and prints appropriate documents based on criteria set within the Batch Item. This is the only difference. All else about batch printing - the underlying concepts, pre-work, criteria, etc. - is the same and for this reason, offices interested in using the Manage Subpoenas feature to add subpoenas to the Subpoena Queue must first understand batch printing. Give Users Access to Batch Printing The PROTECT User Details in PROTECT Admin must be updated in order for a user to have access to Batch Printing. In some offices, perhaps only a few staff people will be the ones to use Batch Printing. A PROTECT Administrator will need to provide the appropriate users with access to Batch Printing. Once the access has been granted, PROTECT will need to be reopened in order for the Batch Printing menu and toolbar button to be seen. How to: 1) Open PROTECT Admin. 2) Select Task Manage Users 3) Edit a user for whom you want to allow access to Batch Printing. Double-click on the user name or single click on the user name and click Edit User. 4) Place a check next to User requires access to Batch Printing and click OK. PROTECT Lesson 10-1

2 Lesson 10: Batch Print Documents Determine Templates to Use with Batch Printing The first step to using Batch Printing is to decide what PROTECT templates will be used with Batch Printing. The following should help a user decide if a PROTECT template is appropriate for use through Batch Printing. 1. Document template is a PROTECT template, that is already added to PROTECT Admin. 2. Document template contains court event type bookmarks. 3. Document is canned, it should not contain varying language that a user would need to update on a case-by-case basis in MS Word. The document should not contain any form fields that need to be filled in. 4. Document is one that is always sent out for a certain case type, not sent out on a case-by-case basis. If a document template meets the above criteria, it can be used with Batch Printing. Common types of documents that would be used with Batch Printing are: Initial Contact Letters (both for juvenile and adult cases), Notice of Hearing Letters and Subpoenas. Documents not appropriate for use with Batch Printing would be criminal complaints, Petitions, and any document that needs to be updated by a user prior to printing. Once it is decided what document templates are to be used, those templates may need to be updated with different/ appropriate bookmarks. Update Templates with Appropriate Bookmarks Many bookmarks were designed specifically for use on documents that reference a court event. These are the types of documents needed for Batch Printing, since events are the trigger for Batch Printing. These bookmarks have the text for defendant on event in their name. As a general rule of thumb, it is recommended to edit existing PROTECT templates and replace existing defendant name bookmarks with the Defendant on Event bookmark equivalent The reason this replacing may be necessary is that if the existing defendant name bookmarks are used and the victim on the DA Case is associated with multiple defendants, all names of defendants will be listed for that bookmark. Since these Batch Printing documents reference a court event, most often the only defendant name that is needed or wanted on the document is the defendant associated to that court event. If all associated defendant names are needed on a document, then there is no need to replace the original bookmarks. Following are directions for updating existing PROTECT templates with the Defendant on Event type bookmarks. PROTECT Lesson 10-2

3 PROTECT User s Guide v3.0p4 How to: 1) Remove read-only settings. a) Open My Computer, which is located on the desktop. b) Navigate to the S:\Protect\Document_Templates folder. c) Right Click on the name of the template to update and click Properties. d) On the General tab of the Properties window, remove the check mark in front of Read Only. e) Click OK to close the Properties window. 2) Minimize the My Computer window. (Keep it open to easily turn the read-only settings back on) 3) Open/go to MS Word. 4) Open the same template: (File Open, Navigate to S:\Protect\ Document_ Templates). 5) A message box will appear about enabling macros. Click Enable Macros. 6) The template opens. The bookmarks you may want to replace are: - Defendant Name(s) List - Defendant Name(s) separated by and - Defendant Name(s) separated by comma - Defendant Name(s), Court Case #(s) (When replacing this one, also add the court case # bookmark) - Select the above bookmark(s), making sure to include the I-beam marker. Press the Delete key. 7) Position cursor at the point on the document where the new bookmark should be added. Click the Add Bookmark button in the upper right corner of the window. 8) From the drop-down list, find Defendant on Event. Click Insert Bookmark. 9) Save the template when finished modifying it. (Click File Save). Close the template. (Click File Close.) 10) Read Only settings can be restored to protect this template from inadvertant changes. a) Go to My Computer window (On your taskbar if you kept it open) and find this template. b) Place your mouse pointer over the template you just changed and Right Click Properties. c) On the General tab of the Properties window, place a check mark in front of Read Only. d) Click OK to close the Properties window. Create a Batch Item In order to use Batch Printing, a Batch Item must be added first. A Batch Item is the term used to describe a named set of criteria and accompanying document template used for Batch Printing. The Batch Item defines the document template to use, the DA Cases this document template is used for, the case parties to use on the document, as well as the court event type(s) that could be used on this document. Correctly designating the Batch Item settings is critical in making Batch Printing work as expected. PROTECT Lesson 10-3

4 Lesson 10: Batch Print Documents How to: 1) Click Activity Batch Printing or click the Batch Printing button on the toolbar at the top of the PROTECT window. 2) Click the Batch Items button in the lower left corner. 3) The Batch Printing Items window opens. Click Add. 4) The Add Batch Item Settings window opens. 5) Enter a Batch Item Name at the top of this window. The Batch Item Name should be fairly descriptive. If multiple users will be using Batch Printing, enter your initials at the begininng of the Batch Item to know which Batch Items are yours. 6) Choose a Document Template from the drop-down list. 7) Select an Event Option. (Further description in next exercise.) 8) Set Conditions as appropriate. (Further description of each condition is listed on the next few pages.) a) Choose a Condition Type from the drop-down list and click the Edit button. b) Make selections as appropriate. Save, Close. c) Repeat for remaining conditions that need updating. 9) Select a Print Order. 10) Click Save. Click Close. Event Options to use as the Trigger All templates used in Batch Printing must contain a court event bookmark. This event option setting controls when the document will be generated. If you were generating the same document from the standard Document Generation screen, what court event types would be selected so that event information appeared on this document? Use Court Events set in the Subpoena Queue. Choose this setting if you are setting up a Batch Items specifically for printing subpoenas from the Subpoena Queue. This event setting is used for subpoena documents where users need to control which DA Cases should be used and specify the case parties and court events for which the document will be created. Use Court Event Type(s). Most letters and other nonsubpoena documents will use this option. Click Edit to select the court events that will be the trigger for this batch item. For example, the trigger events for an Initial Contact Letter to a victim might likely be Initial Appearance and CCAP Initial Appearance. It is also important to note which court events are left unmapped. If a Batch Item were created for an Initial Contact Letter, the mapped court events would likely be Initial Appearance and CCAP Initial Appearance. If another Batch Item is created for a Notice letter, the events Initial Appearance and CCAP Initial Appearance should be left unmapped, as they have already been used in the Initial Contact Letter Batch Item. PROTECT Lesson 10-4

5 PROTECT User s Guide v3.0p4 Condition: Case Type The Case Type condition helps to specify which DA Cases qualify for using this Batch Item, such as only Juvenile or only Adult cases, or any other case types available in PROTECT. It is important to remember that the Batch Item tells PROTECT which template to use. If your office has two versions of the same document and one is used when the case is a Juvenile case type, for example, you ll want to create two batch items; one that references the adult template and the other that references the juvenile template. The Case Type condition is what you ll set in each batch item; one with only juvenile cases and one with non juvenile cases. With Subpoenas, for example, some offices have different subpoenas for juvenile cases, which insert only the juvenile defendant s initials as opposed to the entire name. With Notifications of Hearings, some offices might send out one type of notice letter for Juvenile cases and a different notice letter for Adult cases. But there are more case types than just Adult and Juvenile. There are the Domestic case type or JIPS, ChIPS, TPR, Drug, etc. Setting custom case type conditions is required so that the proper DA Cases are included in each of these examples. Perhaps you have a situation where an Initial Contact Letter is sent out for all adult cases, BUT if the case is also a Domestic case, there is a slightly different or additional document (template) that is used. While the Juvenile and Non Juvenile case type conditions allow users to quickly set those common criteria, you may customize this case type criteria further and set very specific criteria, setting which case types should either include or exclude a DA Case for use in a Batch Item. The following table explains more. PROTECT Lesson 10-5

6 Lesson 10: Batch Print Documents CASE TYPE CONDITION Use All Cases Use Only Juvenile Cases Use Only Non Juvenile Cases Set Custom Case Type Mappings EXPLANATION Case type is not even taken into consideration when determining which DA Cases to use for this Batch Item. If a DA Case has no case type set, or has only one case type set or has five different case types set, it will be included. If one of the following Case types is set on a DA Case, then that DA Case would be included: Juvenile, Delinquency, JIPS, CHIPS, TPR. (This same condition can be accomplished with the custom case type setting, however this is just an easier way to set this condition type.) If a DA Case has a case type of Juvenile or Delinquency or JIPS or CHIPS or TPR, it will not be included. (This same condition can be accomplished with the custom case type setting, however this is just an easier way to set this condition type.) Allows users to set very specific criteria involving which case types should either include or exclude a DA Case for use in a Batch Item. As mentioned previously, the conditions Use Only Juvenile Cases and Use Only Non Juvenile Cases are available as it may be easier to choose this one option rather than setting the custom case type mappings to have the same meaning. The settings listed on the next page show how this condition would translate if Set Custom Case Type Mappings where chosen. USE ONLY JUVENILE CASES Include DA Cases where NO case type has been set (this is not checked) Non Selected Case Types If a case type is used on a DA case along with a Selected Case Type at right, should that DA Case be included or excluded? DA Cases containing Case Types that are checked will be included. Check Fraud Child Abuse Civil Civil Forfeiture Civil Traffic Contested Criminal Criminal Traffic Domestic DNR DPP Drug Related DVIP Fatal Felony Forfeiture Inquest Investigative John Doe Misdemeanor Sensitive Sexual Assault Test Traffic Undercover Wage Claims Weatherization Worthless Check Selected Case Types Only one of the Case Types listed below needs to be set on a DA Case in order for that DA Case to be used for this Batch Item. Delinquency JIPS Juvenile CHIPS TPR USE ONLY NON JUVENILE CASES Include DA Cases where NO case type has been set Non Selected Case Types If a case type is used on a DA case along with a Selected Case Type at right, should that DA Case be included or excluded? DA Cases containing Case Types that are checked will be included. CHIPS Delinquency JIPS Juvenile TPR Selected Case Types Only one of the Case Types listed below needs to be set on a DA Case in order for that DA Case to be used for this Batch Item. Check Fraud Child Abuse Civil Civil Forfeiture Civil Traffic Contested Criminal Criminal Traffic Domestic DNR DPP Drug Related DVIP Fatal Felony Forfeiture Inquest Investigative John Doe Misdemeanor Sensitive Sexual Assault Test Traffic Undercover Wage Claims Weatherization Worthless Check PROTECT Lesson 10-6

7 PROTECT User s Guide v3.0p4 Condition: Unit Assigned This condition is useful if a DA Office is organized by Unit and batch printing must be set up differently for each. DA Cases must be assigned to a Unit ( Event Menu DA Case Assign Unit) for this condition to work correctly. Condition: Assigned DA/ADA If a document in a Batch Item were used only for cases assigned to certain attorneys, then the custom setting for this condition would be useful. Assigned DA/ADA conditions are helpful in offices where some staff work specifically with some attorneys, and they wish to continue this staff-to-attorney system when batch printing. The batch item with an Assigned attorney criteria would scan the Subpoena Queue or all DA Cases for cases that ONLY were assigned to a specific attorney and print documents only for those cases. Condition: VW Professional Assigned This condition is useful only if a DA Office has more than one VW professional. Perhaps one of the VW professionals would like to use Batch Printing and the other does not. By setting the VW Professional Assigned condition, PROTECT only grabs those DA Cases that have the specified VW professional assignment and prints documents for those cases. It is important to make sure that the DA Case event Assign VW Coordinator/ Specialist is completed for a DA Case so that this condition works correctly. Condition: Case Party to Use on Document It may be helpful when setting the Case Party to Use on Document condition, to think of the type of case party that would be selected if you were creating this document from the standard Document Generation screen in PROTECT. All/any victim? Only victims associated to charges? Only victims who have asked to be notified of all court hearings? Are you choosing a defendant? Which defendant? The one set in the Subpoena Queue? Because you cannot click on the person the way you do when generating a document, you must set these conditions so that PROTECT knows which case party to select automatically without your intervention. In the example at right, the user is creating a Batch Item that will print Officer Notifications of Hearings. This office has a subpoena document for citizens and a different document for officers. All case parties that will get a subpoena are in the Subpoena Queue, but when running the Batch Item that uses the template Officer Notice PROTECT will only pull case parties that have an officer type job code. PROTECT Lesson 10-7

8 Lesson 10: Batch Print Documents The following table describes each of the five radio button options into more detail. CASE PARTY TO USE ON DOCUMENT CONDITION Defendant on event All victims on the DA Case Only victims associated to charges of the defendant on event Victims who have the following VSR s checked Case parties set in Subpoena Queue Case parties set in Subpoena Queue who have one of the below Job Codes Case parties set in Subpoena Queue who do NOT have one of the below Job Codes FURTHER DESCRIPTION OF USE This setting could be used for a Hearing Notes document or a Witness List where the upcoming court event is listed on the document and the defendant associated to that court event is listed as well. The witness list template would have bookmarks such as All witness on the DA Case and All Victims on the DA Case. All case parties who have the role of victim would have a document generated. Common use of this setting would be for an Initial Contact Letter. Scenario: DA Case has two co-defendants and five victims. Each co-defendant has a trigger court event scheduled. When the batch request is executed for this batch item, the results are: Each of the five victims would receive two letters, one letter referencing defendant A with defendant A s court event and one letter referencing defendant B. Common use of this setting would be for an Initial Contact Letter. Scenario: DA Case has two co-defendants and five victims. Defendant A has charges that are associated with Victim 1,2 and 3. Defendant B has charges that are only associated with Victim 1 and 4. Victim 5 is not associated to any charges. Each co-defendant has a trigger court event scheduled. When the batch request is executed for this batch item, the results are: Victim 1 would get two letters, one for Defendant A and one for Defendant B. Victims 2 and 3 would get one letter each, for Defendant A. Victim 4 would get one letter for Defendant B. Victim 5 would not have a document generated for this Batch Item. Common use of this setting would be for a Notice of Hearing Letter. This notice letter is only sent to those victims who have indicated that they want notice of hearings. The VSR Notification of Hearings would be selected on the condition screen. Through the VSR Detail window users can indicate which defendant should be used in Batch Printing. Building on the same scenario listed immediately above: Victim 4 has requested notification of hearings. The Notification of Hearings VSR would be checked for Victim 4. In the details for that VSR, only Defendant B would be checked because that is the only defendant that victim cares to get notices about. Victim 4 would get one letter for Defendant B. The Subpoena Queue allows users to pick and chose which case parties they would like to subpoena for a particular court event. Often, not all witnesses or victims on a DA Case will need to have a subpoena generated so this setting looks only to those case parties for whom a subpoena has specifically been requested via Manage Subpoenas, and is now waiting in the Subpoena Queue. Only used by offices who create different subpoenas for officers than what is sent to citizen witnesses. If the same template is used for all, this setting can be ignored. Taking the above a step further, this setting looks only to case parties in the Subpoena Queue who have a particular job code. This is used when an office creates a different document for professionals (typically law enforcement officers) than what is used for citizen or civilian witnesses. The officer template is often not as detailed as the citizen s. In order to use the correct template, PROTECT needs to know which witnesses are professionals and which are not. Because all professionals, by definition, have job codes, this setting can be used to differentiate professionals from non-professionals. This is the reciprocal setting of the previous and is used to identify the witnesses that are NOT professionals. It is important to note that if an office has two subpoena templates and hence two Batch Items - one for professionals and one for citizens, then BOTH batch items must use these Job Code settings and both Batch Items must reference the SAME list of Job Codes. The only difference is that one Batch Item looks at the list of Job Codes and says only case parties that DO have one of these codes and the other says only case parties who DO NOT have one of these codes FYI If one DA Case has multiple defendants and victims, how does PROTECT know which defendant is related to which Victim? The answer is through the charges on that DA Case. On the Case Tab of View/Navigate, you can see that each charge has a field for the defendant and victim associated to that charge. When a document has charging language, PROTECT knows which victim s information to insert into that charging language, as well as other areas of the document, and you don t have to select the victim s name on the Document Generation window. What if you re a DA Office that uses batch printing and you ve got a case with multiple defendants and victims and you want to generate documents that contain the name of a specific victim and specific defendant? If the document does not contain PROTECT Lesson 10-8

9 PROTECT User s Guide v3.0p4 charging language, how will PROTECT know which case parties to insert? Within the VSR Detail window you can tell PROTECT which defendant should be associated to a particular victim when batch printing documents. In the upper right corner of the window you ll see all defendants on the DA Case and a check box next to each. Deselect the names you do not with PROTECT to insert into batch printed documents, or leave them all selected to use all. Select Order in Which Documents Will Print The final setting for a Batch Item is to indicate the order in which the documents will print. Select the appropriate option from the drop-down list at the bottom of the screen. Documents can be printed are alphabetically by Defendant s name, numerically by DA Case number, by name of Judge, or by Victim/Witness professional assigned to the case. Create a Batch Request Creating a Batch Request can be thought of as your asking PROTECT to check the criteria housed within a specific Batch Item for a specific court event date range. I want to print Notifications of Hearings for court events taking place three weeks from today may be your task at hand. The user (1) selects the Batch Item to print and then (2) the court event trigger criteria for that Batch Item. These selections make up a Batch Request. The Batch Request is then saved and waits in a queue until you are ready to print or execute the batch at a later time. What happens if another qualifying court event is scheduled between the time you create a Batch Request and the time you Execute that batch? The needed document will be printed! It is only when the user clicks Execute that PROTECT runs all logic behind the Batch Item. When the batch is been executed all documents are printed, including envelopes (if that is the setting for the template in PROTECT Admin). After the batch has printed, a report window opens and the user can print out the details of the batch. Some offices use these reports as control sheets. A document generation case event is created within each of the affected DA Cases and works with all areas of PROTECT as if the document were generated via the standard Document Generation window. EXPLANATION OF COURT EVENT OPTIONS Show Regular Batch Items Calendared: (Date Range) Taking Place: (Date Range) Calendared means entered or processed into PROTECT. Court events can be entered into PROTECT manually by a user or via the CCAP Interface. The documents executed using this criteria will always use future court dates, not past events. This is the actual date of the court event. The events that are being referred to are the court events that have been mapped as the trigger event types for the Batch Item. Show Batch Items that Use the Subpoena Queue In Subpoena Queue Taking Place (Date Range) All Court Events in Subpoena Queue This is the actual date of the court event of the records set in the subpoena queue. How this option might be used, is that items might be added to the subpoena queue for court events that take place way in the future, i.e. in two months. Perhaps you only want to generate subpoenas for court events that are taking place in the next three weeks. The date range used would be, for example, 6/1/04 to 6/21/04. Those subpoena queue items that take place in two months will remain in the queue. Most commonly used setting if items are added to the subpoena queue with the understanding that they should be printed right away. PROTECT Lesson 10-9

10 Lesson 10: Batch Print Documents How to: 1) Click Activity Batch Printing OR the Batch Printing icon on the PROTECT toolbar. 2) Choose the appropriate radio button at the top of the screen either Show Regular Batch Items to have PROTECT scan all DA Cases for matching criteria, or Show Batch Items that Use the Subpoena Queue to have PROTECT only scan the Subpoena Queue for qualifying DA Cases. 3) Within the Select Batch Item(s) area, check the Batch Item(s) you are requesting PROTECT to run 4) Under the For Court Events: area, select one of the two radion button options there, enter a date range if needed, and click Add to Requests to be Generated 5) The Batch Requests are added to the list at the bottom of the window. 6) Repeat for additional Batch Requests as needed. FYI All users with access to Batch Printing will see the same Batch Printing window. Users will see all Batch Requests that have been added in their office, not just the Batch Requests that they have added. Print a Batch of Documents aka Execute a Batch Request Batch Requests can be printed at one time. Documents will generate in the same fashion as if they were generated from within a DA Case in PROTECT. Each document will appear in Microsoft Word, bookmarks will populate, the document will print out automatically and then close. The computer that is executing the batch will be tied up until all documents in the batch have generated. How to: 1) While not required, it is recommended to close out of other MS Word documents that may be open. 2) Verify that the printer to be used has the proper paper and envelopes required for the Batch Requests. 3) Click Activity Batch Printing 4) From the lower area of the Batch Printing window, check the Batch Requests you wish to run and click Execute. 5) Documents will begin generating on your PC one after the other all documents that meet the criteria set in the Batch equest have been generated. 6) The Latest Batch Printed Documents Report will automatically appear after batch requests have been executed. 7) Users may print out the report to use for reference. About Duplicate Prevention Batch Printing is set up so that duplicate documents are prevented from being created. If a user executes this batch one day: Initial Contact Calendared on 3/3/04 to 3/3/04, and the next day executes the exact same batch, duplicate documents will not be created. This provides flexibility to the user when setting the court event option and date range, and assurance that even if yesterday s date is inputted, only the documents that have not yet been generated will be printed. PROTECT Lesson 10-10

11 PROTECT User s Guide v3.0p4 Duplicate prevention is only applied to Regular Batch Items, not items set in the Subpoena Queue. If a user adds the same record to the subpoena queue multiple times, a subpoena will be created for each item added to the queue. Recommendations for Date Ranges to Use When Setting up a Batch Request Batch Printing will most likely be used every day, with the same Batch Printing Items selected, but with different date ranges. Because of the Duplicate Prevention feature, it is perfectly acceptable and even recommended to create a batch request that used the same date for the court trigger. For example, a user executes batch requests every weekday at 9:00 in the morning. The Batch Request that is executed is for an Initial Contact Letter. Assuming that we want to notify these victims as soon as possible for these trigger court events, the following might be the Batch Requests created over a few days: DATE BATCH WAS EXECUTED Mon 6/14/04 at 9:00 am Tues 6/15/04 at 9:00 am Wed 6/16/04 at 9:00 am BATCH REQUEST ITEM NAME Initial Contact Letter Initial Contact Letter Initial Contact Letter COURT EVENTS Calendared On Calendared On Calendared On ON/FROM DATE Friday 6/11/04 Mon 6/14/04 Tues 6/15/04 TO DATE Mon 6/14/04 Tues 6/15/04 Wed 06/16/04 NOTES The To date will only include events added to PROTECT at 9:00 am on the date the request was executed. To make sure that Batch Printing generates documents for events added AFTER 9:00 am on 6/14, the next day s Batch Request will include 6/14/04. The Calendared On court option refers to when a court event is scheduled into PROTECT. Remember that the CCAP Interface is always processing events. So if a batch is executed at 9:00 am every day, it is important to overlap the date ranges and duplicate them. Explanation of Batch Printing Reports Batch Printing Reports can be accessed from the Reports menu in PROTECT. (Click Reports View Reports) There is also a button on the Batch Printing window that will direct users to the batch printing report listing. Latest Batch Printed Documents Report Once a batch has been fully printed, the Report window will appear containing a report of the documents just printed. Simply click the print button within the Report window and the report will print out. The report includes the Batch Item and Court Event criteria that were set for this last executed batch as well as each document that was printed. There is a column on the report that indicates if the victim on a document is under age 18. By default, all letters to victims will only include the victim s name, not the name of a parent or guardian. A user may wish to locate that printed document and determine if the document should be modified to include the name of a parent. To modify a document created in Batch Printing, open that DA Case and go to the Document Generation Screen. Select the document and edit it appropriately. The original document generated from Batch Printing should be discarded. Batch Printed Documents by Date Range Report This is the same report as the Latest Batch Printed Documents report except that a date range can be entered to determine, for example, all Batch Items and documents have been generated from Batch Printing within the last week. The report also has a Batch Item parameter to see for example, only the Initial Contact Letters executed through Batch Printing within the last week. PROTECT Lesson 10-11

12 Lesson 10: Batch Print Documents Batch Printing Item Settings Report This report lists all the settings for a Batch Item. The Court Event Option and all mapped court events, and all the conditions that have been set. The following pages contain an example of this report. This may be useful to reference when setting up your own Batch Items. PROTECT Lesson 10-12