ServePort - Open a Delivery Portal

ServePort - Open a Delivery Portal

Overview

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For general information about Safari's delivery portal, see the Delivery Overview page.
To deliver response documents using the ServePort delivery portal, change the Status to  TO DO: Delivery .  The left side gives you a step-by-step wizard for how to set up the delivery via the portal. You can open the portal right away, or schedule it to open automatically on a future date. Once the portal is open, Safari makes any documents in the Response folder available to the party you identify in the delivery setup.  
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NO LIMIT ON FILE TYPE OR NUMBER OF DOCUMENTS YOU CAN DELIVER.  The advantage of Safari's delivery portal is there's no limit on the type or number of the documents you can deliver.  For example, you can deliver movie files, audio files, spreadsheet files, zip files, and so on.  The maximum size of any one file is 50GB. 
Notes
ADDING ADDITIONAL DOCUMENTS AFTER A PORTAL IS OPEN.  The ServePort delivery portal has special functionality to enable you to deliver additional documents to an ongoing production, and if needed keep a matter with an open portal on your Active - Unresolved list.  For more information, see ServePort - Rolling Productions .  

Delivery Instructions 

STEP 1: DELIVERY MESSAGE & RESPONSE : Select an option to deliver portal login credentials.  (Note:  the method you select delivers no documents, only login credentials.) 
  1. Delivery Portal: Email Response ID      
    1. When to use this option:   This is the default selection, used for over 99 percent of ServePort deliveries. 
    2. What is sent:   ServePort sends the Serving Party, the Recipient (if different), and any Additional Emails an email with login credentials (portal URL, Response ID, and Passcode). Each person must also then obtain a PIN for each login. For details, see ServePort - Recipient Experience .   
  1. Manual: [Various options]      
    1. When to use this option:   Select this if you must send paper or physical materials.
    2. What is sent:  Nothing -- all you do is log certain tracking information, and you are required to manually deliver the materials.   
STEP 2: SERVING PARTY CONTACT INFORMATION -- Login credentials sent via email.   

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VIDEO (2 mins):  Delivery to a Different Party

Choosing who receives the documents.  Beneath the Serving Party section on the matter, the Recipient section records where the response documents are actually going. Often, documents must be delivered to a party other than the one that issued the request. In the Recipient section, the Deliver Documents To field has two options:
  1. Serving Party: the party that issued the request also receives the documents. This is the standard case and the default.
  2. Different Party: the documents need to go somewhere else. Enter that party's Org Type, Org Name, and contact details.
There is one Recipient per matter. When the Recipient is a Different Party, this step is split in two:
  1. 2A. Serving Party Contact Info (Payment Only): the Serving Party and its Additional Emails can pay the invoice, but cannot download the documents.
  2. 2B. Recipient Contact Info (Full Access): the Recipient and its Additional Emails can pay the invoice and download the documents.
Under either choice, use the '+ Add Email' button to add up to five Additional Emails, so a paralegal or records desk gets access without being set up as a separate party. Each email shows its role (Full Access or Payment Only). When you open the delivery portal, each listed email will be sent login credentials via email. For the full picture, see ServePort - Delivery to a Different Party .  
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ADDING EMAILS AFTER A DELIVERY PORTAL IS OPEN.   After the delivery portal is already open, if the receiving party requests access for additional individuals, access can be granted in two ways:
  1. Self-Addition.   For instructions, see ServePort - Recipient Experience .
  2. You can add emails.   Open the matter, go to the 'Portal Options' section (on the left), and click '+ Add Email'. You may add up to five Additional Emails in total.
Alert
EMAIL DELIVERY FAILURES.  Safari monitors email delivery only for the Serving Party's primary contact email (and the Different Party's primary contact email, if delivery is set up that way). If that email fails, Safari will generate an Action Alert. However, delivery failures to Additional Emails do not trigger alerts .  See  Workflow - Alerts & Warnings  for full details.

Editing Email Addresses:
  1. Additional Emails can be modified while the portal remains open.
  2. To update the Serving Party's primary contact email, you must first close the delivery portal. After editing the email, then reopen the portal.
STEP 3 - COST RECOVERY & FINANCIALS :  Select an invoice type or choose "No Inv / No Cost Recovery."  Selecting either a 'Safari Generated' or 'Uploaded' invoice activates the paywall.
  1. Invoice preview:  To preview a Safari-generated invoice, select the invoice, save your selection, click the Financial folder, and open the invoice.
  2. No-paywall delivery options:  
    1. Manually Send Invoice:  Select this option if you intend to invoice the Serving Party, but don’t want to use the paywall.  After you receive payment, manually enter the information in the financial section.
    2. No Inv / No Cost Recovery: Select this option if you are not invoicing the Serving Party.  

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Delivery to a different party separates paying from downloading . The invoice options work the same way, but either party can pay. When the Recipient is a Different Party, the Invoice Payer (if sent) field shows Either Party . The Different Party can pay the invoice and download the documents. The Serving Party can pay the invoice but cannot download the documents. The Serving Party is notified when an invoice is due, and again when the Different Party downloads the documents. Whichever party pays, both parties are notified that the invoice has been paid.

STEP 4 -  PORTAL OPTIONS : 
  1. Confirm or edit the portal expiration date.   Video tutorial   (1+ min)
  2. Rolling Production designation -- see ServePort - Rolling Productions
STEP 5 -  INSTRUCTIONS :  See  Instructions to Recipients

STEP 6 - DELIVERY TIMING
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VIDEO: (2 MINS) -  Scheduled Delivery
Some response documents can't legally be delivered before a specific date. Use Scheduled Delivery to set that date once and let the platform handle the rest, instead of holding the matter until the date arrives. For timing Safari provides two options:
  1. Immediately (default). Once you check Open Delivery Portal and select SAVE the portal opens immediately.
  2. Scheduled. Allows you to Schedule when the Delivery Portal opens
    1. Date: Select the delivery date using the calendar lookup
    2. Time: Select a delivery time, times are shown in half-hour increments.
    3. Time Zone: defaults to your browser's time zone
Alert
You can't select a date in the past or a date more than 365 days out. 
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DEPOSITION OFFICERS.   When the Recipient is a Different Party with an Org Type of Deposition Officer, the delivery timing defaults to Scheduled, with the Return Date filled in as the Scheduled Date. You can change it if needed.
What Happens With a Scheduled Delivery?

When you save a Scheduled Delivery, the matter status changes to PORTAL Delivery Scheduled.  This status does not appear on the Active - Unresolved matter list; rather, it is available as a filter option.  You can still add or delete documents in the Response folder while delivery is scheduled, just note that whatever is in the Response folder at the time the portal opens is what gets delivered. On the scheduled date and time, the platform opens the portal automatically, and the matter status will change to Portal open (Unaccessed).

FINAL STEP - CHECK THE DELIVERY SETUP COMPLETE BOX
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The portal will not open until you check the box labeled Open Delivery Portal, or if scheduled, "Delivery Setup Complete, open delivery portal on scheduled date",  and click   SAVE .
       

What Happens When I Open the Portal?

Safari sends login credentials by email to the Serving Party and to any Additional Emails you listed. When the Recipient is a Different Party, the Recipient and its Additional Emails also receive login credentials. Once they access the portal, the people with Full Access can download any document you have saved in the Response folder. When the Recipient is a Different Party, the Serving Party does not receive download access and can only pay the invoice.  Once you've opened the portal, you'll see a Delivery Details section that tracks all portal activity. When the Recipient is a Different Party, it shows the Serving Party contact email with Payment Only next to it, and a Doc Recipient Contact field with the Recipient's email.  Learn more at the delivery portal  Overview  page.

Example of the Email Sent to Recipients 

See the ServePort - Recipient Experience  for screenshots of the email and delivery portal. 

Is there a question that we haven't answered?  Please send it to us at support@safarilaw.com .