Lesson 20: Receive Automatic Reminders About Case Activity

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1 PROTECT User s Guide v3.0p4 Lesson 20: Receive Automatic Reminders About Case Activity A PROTECT Reminder is an Outlook message/notification that is triggered from a PROTECT event. The notification is sent to a designated recipient(s) when a PROTECT event which matches the criterion established within the reminder is scheduled. When that same PROTECT event is canceled or turned off, another reminder is sent to the same recipient(s) notifying him/her of this event update. Reminders and the details, conditions they contain interact with all DA Cases in an office s PROTECT database. A reminder is not set up for one DA Case, but rather for events, milestones that merit notification for any DA Case. Users can expect to receive notification periodically throughout the day as events that meet reminder criterion are scheduled, updated or canceled. The Reminder service runs every hour. Therefore notifications may not be received immediately. Users will receive ONE for each reminder that has been set. Within the body of the notification, several DA Cases may be referenced, as there may have been several occurrences of the same trigger event, spanning several DA Cases. For example, if one reminder is created to notify an individual of upcoming Jury Trials and on one day three Jury Trials are scheduled to his/her calendar, only one reminder will be sent, listing all three Jury Trials within the body of the . Within the body of the reminder specific DACase information is listed such as: DA Case number(s), court case number(s), case party names, Event type, location, date, time, etc. The type or function of the reminder is also listed to indicate to the reader whether the reminder is a new event or a cancel notification. Before setting up reminders your office administrator will need to go to PROTECT Admin and add the display names and addresses of all people in your office. Some Examples of Typical Reminders Following are several screen shots of common reminders that your office might like to set up. A VW Coordinator wishes to be notified 10 days after an ICP has been generated (and sent) for his/her assigned DA Cases. To receive notification on any DA Case (not only those assigned to a specific VW professional) the Victim/Witness Assigned condition can be removed. This reminder will only work if the Initial Contact Letter is generated from PROTECT. A user-generated and Attached document will not trigger a reminder. PROTECT Lesson 20-1

2 Lesson 20: Receive Automatic Reminders About Case Activity A VW Coordinator wishes to be notified 10 days prior to court hearings for DA Cases assigned to herself where there is a victim that has requested to be notified. This reminder requires that the VSR Notify of all Hearings has been checked for each victim that wishes to be notified. An attorney wishes to be notified 18 days after the receipt of a Juvenile referral to make sure that the petition is filed on time. This reminder relies upon a user checking the Juvenile or JIPS, or CHIPS case type check box. A secretary wishes to be notified prior to the Information filing deadline. (generally x number of days after the complaint has been filed - you could determine that based on either the generation of the complaint or the assignment of the court case number by CCAP). PROTECT Lesson 20-2

3 PROTECT User s Guide v3.0p4 A secretary wishes to be notified 7 days prior to any court trial in order to get subpoenas issued in time. Because no conditions are set for this reminder, the notification will go through whenever there is a court trial scheduled in PROTECT, regardless of who is assigned to the case, whether there are any victims, or what the case status is. An attorney or staff member wishes to be notified when a child turns 18 years old. An attorney or staff member wishes to be notified when a Warrant/Capias event is cancelled. PROTECT Lesson 20-3

4 Lesson 20: Receive Automatic Reminders About Case Activity An attorney or staff member wishes to be notified when any of the following Warrant/Capias events takes place: Arrest Warrant Issued Bench Warrant Issued Capias Issued Criminal Warrant Issued Complaint Filed with Warrant Create a Reminder Anyone can set a reminder for him/herself or for another in their office. How to: 1) Click Administration Manage Reminders 2) The Reminder Listing window opens displaying all reminders created for your office, by anyone in your office. 3) Click the Add button to create a new reminder. The Add/Edit Reminder window opens. 4) Enter a Description for the reminder. This text will appear in the Subject Line of the Outlook . 5) Enter the names of those who should receive this reminder. Click Edit List to choose names. 6) From the Select Mailing List recipients window, use the Add or Remove buttons to move recipient names from the Available Recipient list at left to the Selected Recipient list at right. More than one person can be chosen, i.e. more than one person can receive the same notification. 7) Click Save and Close after all desired recipients are selected. 8) Choose the PROTECT Event(s) that will trigger this reminder. Click Edit List to the right of this field. 9) From the Select Event window, use the Add and Remove buttons to move events from the list of All Events to the list of Selected Events. 10) Click Save. Click Close. 11) In the Message field, enter text that will appear in the body of the message. Users are able to view and create reminders for anyone in their office, not only for themselves, as well as clone any of the reminders set in their office. PROTECT Lesson 20-4

5 PROTECT User s Guide v3.0p4 12) In the Notify section, select when the notification should be sent. (If a user wishes to receive a notification both before and after an event, two reminders must be created. This is where the Clone button is used, see the following exercise for instructions.) 13) To add a condition(s) a) Select the type of condition from the drop-downbox and then b) Click Add. c) Use the Add/Remove buttons to move desired conditions from the Available list at left to the Selected list at right. d) Click Save. Click Close. 14) To Edit/Delete a condition: a) Click on the Selected Condition item. b) Click the Edit button to open that condition and make changes, or click Delete to remove the condition. 15) When all settings for this reminder are completed, click Save. Click Close. Understanding Reminder Conditions Understanding conditions is the key to creating reminders that are tailored exactly to your needs. Conditions narrow down the number of notifications sent. If a user feels he/she is receiving too many notifications it may be that more conditions should be set. It may also be that several reminders have been set with overlapping criterion. REMINDER CONDITION OPTIONS Case Status notification is sent provided the trigger event is part of a DA Case that has one of the selected Case Statuses. (such as: Charged, Closed, Consolidated, Conversion, Declined, Dismissed, Deferred Prosecution, Filed, No Prosecution, Special Prosecution, etc. ) Case Type notification is sent provided the trigger event is from a DA Case that has one of the selected Case Types ( Examples are: CHIPS, Juvenile, Domestic, Traffic, Worthless Check, etc. ) Court Room # notification is sent provided the trigger event is taking place in one of the selected court room locations chosen. The list of Court Room Locations you see here is taken from the court room locations that your PROTECT Administrator(s) add in PROTECT Admin. Judge on Event notification is sent provided the trigger event has one of the selected Judges assigned to it. The list of Judges you see here is taken from the Professionals that have been added to your database (in PROTECT Admin) with the Job Code of Judge. Prosecutor first checks the prosecutor assigned to the trigger event. If this is the same attorney designated in the Prosecutor condition an notification is sent to the recipient designated in the Reminder settings. Prosecutor If no prosecutor is assigned to the trigger event OR if no prosecutor is associated directly with the event, the attorney assigned to the case is then checked. If this is the same attorney designated in the Prosecutor condition an notification is sent to the designated recipient. If no attorney is assigned to the DA case, the default assigned attorney for the county in PROTECT Admin is checked. If this is the same attorney designated in the Prosecutor condition, an is sent. If all of the above fail, no notification is sent. Referral Type notification is sent provided the trigger event is from a DA Case that has one of these selected Referral Types: In Custody, Order-In, Summons, Victim Waiting or Warrant. Referral Type values are controlled by a profile table in PROTECT Admin. Reviewing AD/ADA notification is sent provided the trigger event has one of the selected Reviewing DA/ADAs assigned to it. The list of Reviewing DA/ADAs is taken from the Professional that have been added to your database (in PROTECT Admin) with the Job Category of DA/ADA Assigned. PROTECT Lesson 20-5

6 Lesson 20: Receive Automatic Reminders About Case Activity REMINDER CONDITION OPTIONS Unit notification is sent provided the trigger event is from a DA Case that has one of these Unit Types Assigned: Blue Collar Crimes, Domestic Violence, Homicide, Sensitive Crime, Violent Crimes Team 1, Violent Crimes Team 2, White Collar Crimes. Victim/Witness (1) Notify only if there is a victim - an notification is sent provided the trigger event is associated to a case that has at least one case party with a role of victim. (2) Notify only if the victim requests it an notification is sent provided the trigger event is associated to a case that has a victim AND the VSR Notify of all Hearings has been checked. Victim/Witness Assigned notification is sent provided the trigger event is associated to a case that has one of the selected Victim Witness professionals assigned to it. The list of available VW Assigned is taken from professionals that have been added to your database via PROTECT Admin who have a job category of Victim Witness FYI How does PROTECT s programming logic work when more than one condition is selected? Within a condition type, such as Case Type, if any of the conditions are true, the notification is sent. Between condition types, the conditions are ANDed together. In the example at right, a notification will be sent to Sarah Held, the day a DA Case status is modified if a DA Case has a status of No Prosecution, OR Additional Information Requested OR Declined OR Dismissed AND the prosecutor assigned to the DA Case is Todd Martens. PROTECT Lesson 20-6

7 PROTECT User s Guide v3.0p4 Understanding Victim/Witness Conditions Following is an example of a Reminder using the Victim/Witness conditions. For this Reminder, a VW coordinator wants notification of all cases where there is 1) a victim on the DA Case and 2) an upcoming Initial Appearance. However, the VW coordinator does not want a Reminder for victims where the VSR "Victim Waives Rights" is checked. FYI Users indicate trigger events within the Reminder itself and specify which VSR should be checked, such as Notify of All Hearings. Check the Optional Condition Do NOT send this Reminder if a particular VSR has been checked for a victim, such as Victim Waives Rights or No Reply from Victim. Create a Reminder Based on an Existing Reminder If there is already a reminder in place similar to one a user wishes to create for him/herself, creating a copy or clone of that Reminder and then changing a few elements of that copy is faster than starting from the ground up. How to: 1) From View/Navigate, click Administration Manage Reminders 2) Select an existing reminder from the Reminder Listing window. 3) Click Clone. This creates a copy of the reminder, which appears in the list of all reminders created for your office. 4) Select the new, cloned reminder and then click Edit. 5) Make any desired changes, following the steps/instructions in the previous exercise. 6) When finished click Save. Click Close. PROTECT Lesson 20-7

8 Lesson 20: Receive Automatic Reminders About Case Activity CCAP Interface events Event Date vs. Processed Date Every event tracked in PROTECT possesses an Event Date. Additionally, every event of the type CCAP Interface possesses a Processed Date. When processing any Reminders, PROTECT will perform its analysis against the Event Date of the CCAP Interface event, not the Processed Date. Examples of Notification Messages Below are three notification messages. All are triggered from PROTECT activity regarding the same Plea Hearing event. (1) The first was sent when the Plea Hearing was initially scheduled in PROTECT. The Victims Requesting Notification section lists the names of victims on this DA Case for whom the VSR Notify of all Hearings has been checked. Event message is DA Case Number: 2003WA Event On Event: Plea Hearing Event Date: 6/10/03 10:00:00 AM Subject: Popp, Glen P Court Case #: 2003CM District Attorney: Hanson Mayne, Stephanie Court Room Number: 2024 Judge: Gonring, Andrew T. V/W Assigned: Krueger, Ali Victims Requesting Notification: Hauser, Elizabeth A -- Notification of All Hearings (2) The second notification was sent when the date/time of the previously scheduled Plea Hearing was changed/updated/edited. The message still reads Event On. Event message is DA Case Number: 2003WA Event On Event: Plea Hearing Event Date: 7/10/03 10:00:00 AM Subject: Popp, Glen P Court Case #: 2003CM District Attorney: Hanson Mayne, Stephanie Court Room Number: 2024 Judge: Gonring, Andrew T. V/W Assigned: Krueger, Ali Victims Requesting Notification: Hauser, Elizabeth A -- Notification of All Hearings (3) The third notification was sent when the Plea Hearing was cancelled (turned off). Event message is DA Case Number: 2003WA Event Canceled/Turned Off Event: Plea Hearing Event Date: 7/10/03 10:00:00 AM Subject: Popp, Glen P Court Case #: 2003CM District Attorney: Hanson Mayne, Stephanie Court Room Number: 2024 Judge: Gonring, Andrew T. V/W Assigned: Krueger, Ali Victims Requesting Notification: Hauser, Elizabeth A -- Notification of All Hearings PROTECT Lesson 20-8