Admin - Serving Party / Recipient Address Book
Overview
To minimize data entry about the Serving Party / Requestor, Safari gives you a purpose-built lookup feature in matters to search for and auto-populate a Serving Party's information if they've previously served your company.
Other Recipients are saved to the same list. A Recipient is the party that receives the response instead of the Serving Party (see also, ServePort - Delivery to a Different Party). Usually the Recipient is the Serving Party, and only the Serving Party lookup is used. When the Recipient is a different party, such as a deposition officer or record service company, a second lookup is available for the Recipient. Both lookups search the same list. In this list, a Recipient that is not the Serving Party is called the "Different Party."
To learn more about how the lookups work within a matter, see Workflow - Editing Data / Audit History.
This help page explains how and when Serving Party and Recipient entries are automatically saved in Safari, how an Owner or Admin can edit or add to the list, and how to clean up duplicates.
How and When Data is Automatically Saved
A new card is created from matter data when there is a unique combination of contact name and email. This applies to both Serving Parties and Recipients. A Recipient is added only if it has both a contact name and an email address.
Each contact has only one card, even if that contact has been both a Serving Party and a Recipient. The card has a separate Org Type field for each role, so both can be recorded on the same card.
If a user changes an address or the organization name, a new card is not created. Instead, the existing card is updated.
The Subtype determines when a card is created or updated:
- DOC - When a portal has opened and the first communication is successful
- GARN - When the matter is closed for a non-simple reason (defined in the Company Activity report)
- LIT - When the matter is closed for a non-simple reason (defined in the Company Activity report)
- OTH - When the matter is closed for a non-simple reason (defined in the Company Activity report)
Org Type: Serving Party and Different Party
Each card has two separate Org Type fields:
- Org Type - Serving Party: the type of organization when this contact serves your company.
- Org Type - Different Party: the type of organization when this contact receives a response as a Recipient that is not the Serving Party. The choices are Deposition Officer, Record Service Company, and Other Recipient. This field is optional.
On the listing page, both values appear in the Org Type (Serving | Different) column, separated by a vertical bar. If one value is blank, a dash (-) is shown in its place. For example:
- Federal | - means the Serving Party Org Type is Federal and there is no Different Party Org Type.
- - | Deposition Officer means there is no Serving Party Org Type and the Different Party Org Type is Deposition Officer.
- Federal | Deposition Officer means the contact has been both a Serving Party and a Different Party.
Manually Updating Serving Party and Recipient Data
Only Owners and Admins can edit and deactivate cards. To access the list, go to System Setup and click the Serving Parties / Recipients link under "Users & Third Parties." Below is the listing page that Owners and Admins can access:
Create a New Entry
Owners and Admins can create a new card by clicking +NEW above the list:
Editing an Existing Entry
Click the name in the list to open the edit page:
If the contact details on a card are not accurate, edit them and click SAVE.
The two Org Type fields sit side by side, with Org Type - Serving Party on the left and Org Type - Different Party on the right. Set either or both as needed. See Org Type: Serving Party and Different Party above.
Eliminating Duplicates / Deactivating
For companies that have been on Safari for some time, the list may contain duplicate entries. We recommend reviewing the list periodically and removing duplicates from the Lookup. To do this, uncheck the box in the "Included in Lookup" column on the far right of the listing. A card that is excluded from the Lookup will not appear in either the Serving Party or the Recipient lookup.