Workflow - Action Alerts, Warnings, Notifications & Escalation Emails
Action Alerts, Warnings, Notifications and Escalation Emails
Safari keeps users informed of workflow issues, compliance reminders and key matter event through four types of notices:
- Action Alerts: Notices about workflow issues within a matter (e.g., a failed email delivery). These are auto generated by Safari and require a specific action to resolve.
- Warnings: Notices about potential legal or compliance issues.
- Notifications: Notices about key matter events such as assignments, @mentions, and payment activity. These can be delivered in app, by email, or both.
- Email Escalations: Special email notices to designated users about specific workflow issues, configured in Subtype Setup (see Subtype Setup for more information).
Action Alerts
Action Alerts are notices about workflow issues within a matter - for example, a failed email or fax delivery. Safari generates all Action Alerts automatically; you cannot configure or create them manually.
How to Access Action Alerts
You can access Action Alerts from any of the following locations:
Action Alerts Dashboard. On the main page, select Action Alerts from the dashboard. Once selected, the page will display all alert types except unassigned matters. The default view is My Alerts (alerts on matters where you are the Reviewer), change the view to All Users to see alerts across all matters you can access.
Top Navigation Bar - Action Alert Icon. The icon displays your current unresolved Action Alert count and takes you directly to the Action Alerts dashboard when selected. NOTE: This count reflects matters where you are the reviewer only.
Within a Matter. If an alert exists in a matter, it appears below the Reviewer filed in the upper left corner of the matter, in red text.
Within the Correspondence Folder. If a correspondence delivery fails, the failure notice appears in the Correspondence list within the matter.
Matter List Pages. Only the Date Due alert appears on matter list pages (e.g., the Unassigned view); no other alert types are shown on the matter list page.
Types of Action Alerts
The table below lists all action alerts in Safari. ALERT indicates the alert appears both within the matter and on the Action Alerts dashboard.
| TYPE OF ALERT | DESCRIPTION |
Possible Duplicate Matter | ALERT Safari generates the alert if the Case No. matches another matter. No alert generates if the Case No. is "null", "0", "-", "N/A", "NA", "None", "Not Shown", " spam", or "unknown". |
Due Date Approaching or Has Passed | ALERT and MATTER LIST On a matter list, if the matter has a due date within 10 or fewer days, the days remaining are shown. If the due date is within 5 or fewer days, the days remaining are shown in red. If the due date has passed, the number of days remaining is a negative number, and an action alert is generated. |
| Portal Expired (Unaccessed) | ALERT If response documents were delivered via the ServePort portal but the portal expired without the Issuer accessing it, the matter status is automatically set to "Portal Expired (Unaccessed)". |
Delivery Portal Email Failure (Serving Party Contact Email only) | ALERT If you attempted to deliver response documents via the ServePort delivery portal but the login email to the Serving Party Contact email failed (e.g., Safari received a bounce-back because you entered the wrong email address), then the status reverts to 'To Do Delivery,' and the portal is not opened. |
Correspondence Fax Failure | ALERT If you attempted to send a Correspondence via fax, but the fax containing the Response ID and/or passcode failed (e.g., if you entered the wrong fax number, or the issuer’s fax was busy for more than three tries). |
Correspondence Email Failure | ALERT If you attempted to send a Correspondence via email, but the email to the primary Recipient failed (e.g., Safari received a bounce-back because you entered the wrong email address). (Note, however, that email Delivery Failure alerts apply only to the primary Recipient. If a CC email fails to deliver, no alert will be shown.) |
| Transfer Email Failure | ALERT If you transferred a served document to another system/team, but the email failed (e.g., Safari received a bounce-back because you entered the wrong email address). |
Transfer Download Page Expired - No Download | ALERT If the recipient of a transfer hasn't clicked the link to download the served document with 14 days, the link expires, and the system sends an action alert. |
How to Resolve Action Alerts
Each Action Alert requires a specific action to clear it. The alert will remain visible until the required action is completed.
| TYPE OF ALERT | HOW TO RESOLVE |
Possible Duplicate Matter | Three ways to resolve:
|
Due Date Approaching or Has Passed | The alert is removed until you have (a) changed the matter status to a different status than the applicable due date or (b) change the due date to a future date. |
Portal Expired (Unaccessed) | Mark the status as 'Closed - Issuer Abandoned' or re-open the portal by changing the status to 'To Do Delivery', select DELIVERY SETUP COMPLETE and Save. |
Delivery Portal Email Failure | Correct the Serving Party Contact email address if needed, then follow the steps to open the delivery portal. |
Correspondence Fax Failure | Two ways to resolve:
|
Correspondence Email Failure | Two ways to resolve:
|
Transfer Email Failure | Before resending, confirm why the email failed:
To resend: change the matter status to "To Do - Prep Response" and select SAVE, then change it back to "Closed Transferred" and select SAVE. |
| Transfer Download Page Expired with No Download | Change the matter status to "To Do - Prep Response" and select SAVE. Then change the status back to "Closed Transferred" and select SAVE. |
Warnings
Warnings are notices about potential legal or compliance issues within a matter. Unlike Action Alerts, warnings are configurable - your organization enables or disables each warning in Subtype Setup.
Safari does not provide legal advice and does not specify how warnings should be resolved; your company's policy governs resolution.
Where to Find Warnings
When one or more warnings apply to a matter, they appear in the Compliance section at the top left of the matter, displayed in orange text.
For document requests where disclosure is prohibited to the subject, Safari displays a permanent light-red banner in the Correspondence folder. This banner is always visible and is not resolved by entering a resolution text.
How to Resolve Warnings
To resolve a compliance warning, enter an explanation in the resolution text field within the matter. Once the text is entered, Safari considers the warning resolved and displays it in gray text - but the warning and its resolution text remain visible in the matter. The resolution text is also available in reports and the matter's audit history.
Types of Warnings
The following compliance warnings are available in Safari. Each must be enabled by your organization in Subtype Setup before it appears within matters.
TYPE OF WARNING | DESCRIPTION |
| No Jurisdiction | If enabled, displays whenever the State Received or Issuing Authority state does not match the states where the entity accepts service. |
Not Domesticated | If enabled, displays whenever the State Received does not match the Issuing Authority state. |
Garnishment - Multi-State | If enabled, displays in a Garnishment type matter whenever the Issuing Authority does not match the Subject/Debtor state or the Account Location state. Use this warning to determine which state law applies to exemptions, debtor's rights and similar issues. |
The above warnings do not display if the Issuing Authority is a federal agency.
NOTIFICATIONS
Notifications are notices about key matter events - such as being assigned as Reviewer, being added as a Participant, being @mentioned in a note, or receiving a deposit payment that you have required prior to beginning document collection (see Invoicing - Prepayments & Deposits). Notifications can be delivered in-app via the notification bell, by email, or both, depending on your preferences.
You can customize which notification you receive and how they are delivered in My Profile > Notifications (see User Profile Settings for more information).
How to Access Notifications
Notification Bell Icon. Click the bell icon in the top navigation bar to open the notification dropdown panel. The badge on the bell reflects your current count of unread notifications.
It displays up to 10 notifications, sorted newest to oldest. User the filter dropdown to view by status (Unread, Read, All) or by type (Reviewer, Participant, @Mention, Deposit Paid).
Notifications Page. Select Notifications from the main page dashboard to access the full notifications page, which offers additional filters including date range, subtype and notification type. Tip: you can also get to the notifications page by selecting "View All" in the notification bell dropdown footer.
Email. If email delivery is enabled for a notification type in your profile, Safari sends an email when the notification is triggered.
Using the Notification Drop Down Panel
Each notification row in the bell drop-down displays the following:
- Read/unread indicator (filled dot = unread; hollow dot = read).
- Notification type badge (e.g., Reviewer, Participant, @Mention)
- Triggering action and source (e.g., "Assigned by Bob Ferguson")
- Date the notification was triggered
- Safari ID (hyperlinked) and the matter status
Marking Read / Unread. Along with the indicator dot, clicking above the light grey divider in a notification toggles between read and unread. The notification remains visible in the list until you refresh the page, change the filter, or navigate away from the panel.
Access the Matter. Clicking the matter name or anything below the light grey divider opens the matter directly.
Other Actions in Lower Right Side of Drop Down:
- 'Mark All Read' will mark all unread notifications as read in a single action.
- 'View All' navigates to the full notifications page
- The gear icon opens your notification preferences in My Profile
Types of Notifications
The following notification types are available in Safari. in-app and email delivery can be configured independently for each type in User Profile Settings.
Notification Type | Delivery Method | Description |
Reviewer | Email and/or In-App | You have been assigned as the Reviewer on a matter. |
Participant | Email and/or In-App | You have been added as a Participant on a matter. |
@-Mention | Email and/or In-App | Another user has @ mentioned you in a note on a matter. |
Deposit Paid | Email and/or In-App | A payment has been received for a matter in which you require a deposit before collecting documents |
The @-Mention notification type requires at least one delivery method to be enabled, it cannot be disabled entirely.
EMAIL ESCALATIONS
Email Escalations are special notices sent by email to designated users when specific workflow thresholds are met - for example, when a transferred document has not been downloaded within a set timeframe, or when a matter has remained unassigned longer than allows. These are set up and managed in Subtype Setup by your system Owner or Administrator.
Types of Email Escalations
Here are the configurable escalation emails in Safari:
| TYPE OF EMAIL | DESCRIPTION |
| Transfer Unconfirmed | EMAIL ONLY If a transferred document is not downloaded/confirmed within the specified number of hours for the Subtype, Safari sends an escalation email to users identifying in the Subtype Setup. |
| Matter Unassigned for more than Specified Limit | EMAIL ONLY If a matter is unassigned for more than the specified number of hours for the Subtype, Safari send an email to users identifying in the Subtype setup. |
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