ServePort - Instructions to Serving Party

ServePort - Instructions to Serving Party

Overview

IdeaVIDEO TUTORIAL (3 mins) - Instructions to Serving Party
When opening a delivery portal with responsive documents, you can include a separate message to the Serving Party.  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 the Serving Party to acknowledge it.

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, the Serving Party 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 Serving Party 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 the Serving Party 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 the Serving Party 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 Serving Party's acknowledgement in the Delivery Details for the portal:


Display of Instructions to the Serving Party

The instructions are NOT shown in the portal email and appear only within the delivery portal.  Once the ServePort credentials are input, the message to the Serving Party displays above the responsive documents.  If you require the Serving Party to acknowledge the Instructions, they aren't allowed to download the documents until they've made the acknowledgment.  Also, as described above, when they acknowledge the instructions, Safari sends an email to the person acknowledging (the email provides a copy of the instructions as well as the name, date and time of acknowledgement).  Safari also sends the confirmation email to the primary and additional portal recipient email addresses if different than the email of the acknowledging person.
For detailed information about what is shown in the delivery portal, see ServePort - Serving Party Experience.

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

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