SDM - Intake Events

SDM - Intake Events

Served Document Manager™ - Intake Events

The Intake Events page is the main workspace in Served Document Manager™ (SDM). Every legal document that comes into SDM shows up here as an Intake Event, whether someone uploaded it by hand or it was pulled in automatically. Here you can find work assigned to you, upload new documents, assign reviewers, and open individual events to review and route them.

SDM Intake Events - Navigation

Once your company enables SDM, a Served Doc Manager section will be available in the left navigation dashboard. It gives you two quick ways to access Intake Events:

  1. New Intake: opens the Intake Events page on the New Intake tab. The number badge next to it tells you, at a glance, how many Intake Events have no reviewer yet.
  2. My Queue: opens the page on the My Queue tab. That badge shows how many Intake Events are currently assigned to you.
          

The badge counts update automatically, so you can tell whether you have work waiting without even opening the page.

SDM Intake Events Page - Tabs

Inside the Intake Events page, events are sorted into four tabs:

  1. New Intake: events that don't have a reviewer yet.
  2. My Queue: events assigned to you.
  3. Recently Routed: events routed in the last 10 days, in case you need to look something up after the fact.
  4. All Events: everything, regardless of status.

        

Intake Events Page - Columns

Each Intake Event displays the following information:
  1. Intake ID: the unique identifier for the event. Click it to open the event in the Document Viewer.
  2. Triager/Status: who it's assigned to and where it stands (for example, Needs Review or Routed).
  3. Received/Age: the date and time it arrived.
  4. Source/Details: the channel it came from (Registered Agent Feed, Intake Email, Internal, or Manual), plus extras like the branch name or who uploaded it.
  5. Docs/Breakdown: how many documents were found in the event, broken down by document type.

        

SDM Intake Events Page - Filters

Every tab has a text search box plus filters to help you find a specific event or focus on a group:

  1. Source: filter by intake channel (Registered Agent Feed, Intake Email, Internal, or Manual).
  2. Location: filter by location
  3. Triager: filter by who it's assigned to.
  4. Time Period: show events from the last 7, 30, or 90 days.
  5. Status*: available only on the All Events tab; filter by All Statuses, Needs Review, Auto Routed, or Routed.

Manually Upload an Intake Event

To manually upload an Intake Event:
  1. On the Intake Events page, select NEW
  2. Drop or browse to attach a PDF. 
  3. Enter the Date Received
  4. Enter the Method of Service, if applicable
  5. Select a Triager, if applicable
  6. Enter who the document was received by in Doc Received By, if applicable
  7. Select a Document Type or leave the default of Auto-Classify Documents to let AI identify and classify the documents.
  8. Click Save Draft or Close.
Once saved, you're returned to the Intake Events list, where your new event appears with a status of Processing if AI is enabled.
Alert
If you pick a specific Document Type instead of Auto-Classify, that type will be applied to every document found in the event. Auto-Classify Documents only shows up as an option if AI document identification is enabled in System Setup.

Understanding SDM IDS

Most companies do not have a reliable audit trial for how a Served Document moves from intake through processing. Documents arrive through many doors and get handed off without a consistent record of what came in, when, or where it went. SDM is the solution to this problem, every item is tracked from the moment it arrives through delivery - providing end-to-end visibility and comprehensive reporting. SDM tracks everything with a two-tier ID structure, which is what lets you trace any document from arrival to delivery:
  1. Intake Event ID: assigned the moment a document is received, in the format I-YY-XXXXX. Every upload or automated pull gets one, no matter what it contains.
  2. Child ID: assigned to each individual document inside an event, in the format [Intake Event ID].NNN, starting at .001.

For events that come in through ServePort (Internal), the Intake Event ID also appears on the Acknowledgement of Receipt sent back to the submitting party. You can look up any Intake Event ID or Child ID using QuickSearch.

Assign Reviewers to an Intake Event

There are two ways to put a reviewer on an Intake Event.

For a single event, open it in the Document Viewer and select Reassign in the left panel header.


To handle several at once, use Bulk Actions: check the boxes to the left of the Intake IDs you want, click Bulk Actions, choose Assign Triager from the dropdown, pick the Triager, and click OK. This is the fast way to clear out the Unassigned tab.

       
Info
When assigned as a Triager, you can be notified either in app, by email, or both once an Intake Event is ready for your review. Automated assignments, such as Round Robin, will also send a notification. Assigning an Intake Event to yourself does not trigger notification. Each use can modify or turn this off under My Profile > Notifications > Assigned as Triager.
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