ServePort - Instructions to Recipients

ServePort - Instructions to Recipients

Overview

IdeaVIDEO TUTORIAL (3 mins) - Instructions to Recipients
When opening a delivery portal with responsive documents, you can include a separate message to the Recipients.  This feature is not meant to replace a cover letter or declaration of custodian.  Instead, it serves as a tool to keep a specific message separate from the responsive documents, and it may also require an acknowledgment to download the documents.

Enter/Update Instructions and Acknowledgment Requirement

Enter Instructions -- either before opening the portal or while the portal is open -- in the Serving Party section.  Format the instructions using options for bold, italics, underlined, bullets, or numbers.  Below the instructions box, use a toggle to require the Serving Party to acknowledge it before downloading the responsive documents.



Display of Instructions in the Delivery Setup Wizard

The text in Step 5 of the Delivery Setup wizard won't show the actual instructions.  Instead, it indicates whether you've supplied instructions and if you require acknowledgment of them.  To view or edit the instructions, or to change the acknowledgment setting, click the "Serving Party" hyperlink.  This navigates to the Instructions in the Serving Party section:


What Happens if Acknowledgment is Required?

If you require acknowledgment of instructions, one Recipient must provide it before downloading the responsive documents. The acknowledgment process involves entering the person's name and email, which Safari records in the Delivery Details audit history.  To learn more, see Recipient Experience.
Below are several other details about the acknowledgment:
  1. Safari sends a confirming email to the person acknowledging (the email provides a copy of the instructions as well as the name, date and time the acknowledged instructions.  The system also sends the confirmation email to: 1) the primary and additional portal recipient email addresses if different than the email of the person acknowledging, and 2) the Reviewer but only if the matter is an Outside Counsel delivery matter.
  2. Once they've acknowledged instructions, Safari doesn't require re-acknowledgment each time a Recipient enters the portal, although the instructions still display.
  3. If the portal is closed and reopened, or if you change the instructions while the portal is open, if a Recipient goes back into the portal they'll need to acknowledge the instructions again.

Audit History of Instructions and Acknowledgment

The Instructions and the acknowledgment setting are like any other field in Safari -- any change is captured in the audit history of the matter.  Click the history icon (click with hands) in the brown header row to view that history:

 
Click image to expand
Safari captures the Recipient's acknowledgement in the Delivery Details for the portal:


Display of Instructions to Recipients

The Instructions are not included in the portal email. They are only visible within the delivery portal, after the ServePort login credentials have been entered. Once logged in, the Instructions appear above the responsive documents.

If an acknowledgment is required, Recipients will not be able to download the documents until one Recipient has completed the acknowledgment. When the Instructions are acknowledged, Safari sends a confirmation email to the person who acknowledged. This email includes a copy of the Instructions, as well as the name, date, and time of acknowledgment.

If the acknowledging person is different from the Serving Party Contact, Safari also sends the confirmation email to the Serving Party Contact.

For detailed information about what is shown in the delivery portal, see ServePort - Recipient Experience.

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

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