Workflow - Add / Close / Delete Matters

Workflow - Add / Close / Delete Matters

ADD MATTERS

Overview 

There are three ways in which new matters can be created in Safari from served documents:
  1. Registered Agent Feed -   
    1. The served document will be saved in the Served folder.
    2. Some of the left-side data fields will be completed (the data is pulled from the feed from the Registered Agent).  
    3. Admins can view if this is turned on by going to Setup > Registered Agent Feed (under "Intake").
  2. ServePort - 
  3. Safari Intake Email - The attachment(s) are saved in the Served folder, and a copy of the email is saved in the Internal folder.  NOTE: because Safari cannot guarantee that emails sent via Safari Intake Emails will be encrypted, you should make sure you have legal and compliance approval before using this feature.  For more information, see Setup / Intake: Intake Email.
  4. Manually added - see below.
TIP: When entering matter details, first enter the Case No. and click SAVE to immediately identify whether there is a possible duplicate.
If a matter is created via a Registered Agent feed or the Intake Email, it is possible to have the matter auto-assigned to a Reviewer.  For more information, see the section "Enable Automatic Reviewer Assignment" in the Subtype Setup page.  If a matter is not auto-assigned, it shows up in the "Unassigned" matter list in Safari.  For more information about the Unassigned Matter list, see "Matter List - Default Views and Matter Counts" on the Matter IDs / Matter Lists / Searching help page.

Intake Email

What are my Company's Intake Email Addresses?  Contact a system Owner or one of your company's Admins to obtain a list of your company's Intake Email addresses and authorized domains (Admins can view them under Setup > Intake Emails).

How it Works.  When an email from an authorized email domain is sent to the Intake Email address with an attachment(s), Safari automatically creates a matter and saves the attachment(s) in the Served folder.  Safari also saves a copy of the email in the Internal folder as a PDF file.  However, unlike the Registered Agent, none of the left-side data fields will populate and must be manually entered.  

Intake Email Authentication and Security Rules.  A Safari Intake Email accepts emails only from domains authorized by your company.  Typically, the authorized domain is your company's domain(s) for email address(es).  The list of authorized domains are configured as part of the setup of your system -- see the help page about setting up Intake Emails.  System Owners or Admins can view the list of authorized domains for each Intake email under Setup > Intake Emails.
INTAKE EMAIL CONFIRMATION / REJECTIONS.  If an email is sent to an Intake Email and Safari can successfully create a matter, Safari sends a confirmation email to the email sender.  However, if Safari does not create a matter because the email is not from an authorized domain or there are other problems with the email, the sender is NOT notified and instead an email goes to your company's system Lead and Backup Coordinator.  See Intake Email - Troubleshooting FAQs.
Common Use Cases.  Below are several examples how to use the Intake Email Address to speed up the process for creating a new matter in Safari:
  1. Scan served documents directly into Safari:  Most scanners can be set up to scan and email a file.  This enables the scanned served document to show up immediately in a new matter's Served folder.
  2. Email from branch office:  Branch offices are often served with subpoenas and document requests.  They can now scan the served paper and email it to the Safari-designated email address, which automatically creates the matter in Safari.
  3. Forward email received from branch office/scanner:  Even if your legal process team still wants to receive the email directly from the scanner or the branch office, these emails can be forwarded to the intake email address, which automatically creates the matter in Safari.  (NOTE: If you intend to implement an auto-forward email, see the Intake Email setup page about important implementation information.)
Virus Scanning.  Safari's Intake Email does not scan email attachments for viruses.  As the Intake Email only accepts emails from authorized domains, it is your company's responsibility to perform prior virus scanning of the attachment(s).

Manually Enter a New Matter

To manually add a new matter, view any matter listing page (e.g. click on "Unassigned" or "Assigned to Me").  At the top of the page, click the +NEW button. 



TIP: Do you receive served documents or requests primarily in one state?  You can set that state to be your default State Received, saving you time when manually creating a matter. 
Details at Setup – Company, Entities, Teams.

System Permissions -- Who Can Add New Matters?
Users must have a system permission of Owner, Admin, or Creator to be able to add new matters.  Also, the types of matters that a user can create is limited by their Subtype Access.  See the article about Setup - Users to learn more about permissions, Subtype access, and how to change those settings.

CLOSE A MATTER

There are two ways to close matters.  1) Safari automatically closes a matter after the Serving Party accesses your response documents on the SecureShare™ portal (see next page), and the portal expires or is closed by the Serving Party.  2) You can also manually close the portal by changing the Status to one of the closed options:



For more information about Status options, see Workflow - Status.  You can view closed matters by changing the view selector on the matter listing page.

DELETE A MATTER

To ensure audit completeness, Safari does not allow users to delete matters manually.  If, for example, you created a test matter, Safari recommends closing the matter with a Status of “Mistakenly Created.”

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

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