How do I add/remove an action code?

Use action codes to set up follow-up actions to initiate tracking measures in Court Management. The action code is the command that tells the system which tasks, forms, or letters to execute. At its most basic level, an action code saves you time by automating repeating tasks.

For example, Jane uses an action code to send notices and create a follow-up task to track the sent notices. Jane can also create form groups to create specific letters, forms, envelopes, and labels. In this instance, she only needs to print a warning letter.

 

The task list that Jane must complete to track the warning notice...

 

 

On the other hand, if Jane sets up an action she can cut her to do list in half...

 

 

Examples of Follow-up Actions:

• Follow-up Date... use a follow-up action to specify a period of days before the system executes the follow-up action. When the period has elapsed, the follow-up action will print the case number on the Follow-up List.

• Print Letters/Forms... use a follow-up action to print a letter or form; you can attach more than one letter or form to a follow-up action. When you run Batch Letters/Forms in Automatic Letter Selection mode, the report will search for cases with the selected action, and then print the forms and letters that are tied to it.   

• Schedule Court Dates... use a follow-up action to add an appointment to the Court schedule. You will be prompted to enter a date in Setup/Modify Existing Cases and the appointment will also display in the task section of the Court schedule on the specified date.

Can I combine more than one action?

Yes, you can use an action by itself or in combination with other actions.  For example, Jane creates an action code that will track a date, print a letter when the period has elapsed, add a reminder to the Court schedule, and add a reminder to the Follow-up List.

 

Adding an action code

Follow these steps to add an action code to the database.

Step 1: Preparation

Before you add an action code, answer the following questions:

• Will the action code print a form or letter? Make sure the form or letter is set up in Organization > Forms and write down the form title.

• Will the action code track dates? If so, you will need to set up a code (Organization > Codes) to track dates. The code can store the number of days the system will wait before initiating a follow-up action, or assign the follow-up date.

Step 2: Add an action code

Create a new record for an action code.

Do this...

1. Open Connect Court Management > Organization > Actions Codes.

2. Click New (CTRL+N).

3. Fill in the options on the form. Use the sections in this help topic to fill in each field. The fields are listed in alphabetical order.

4. Click Save (CTRL+S).

Step 3: Add the action code to a code

If the action code occurs only after the specified number of days, then complete this section. For example, a code that sends a warning letter two days after the violation date.

Do this...

1. Open Connect Court Management > Organization > Codes.

2. Look up the code title. Press Enter.

3. Set up these fields:

• Follow-up Days X from the Transaction/Violation Date

• Follow-up Action

4. Click Save (CTRL+S).

The action code is attached to the code.

 

Changing an action code

Update the properties on an action code.

Do this...

1. Open Connect Court Management > Organization > Actions Codes.

2. Use the Lookup bar to enter an action code. Press Enter.

3. Now, update the action code properties.

4. Click Save (CTRL+S).

The updated action code is saved.

 

Deleting an action code

Warning! Action codes that are tied to transactions cannot be deleted. If you do not wish to see the action listed in Batch Letters/Forms, you can change the setting in Organization > Action Codes. Open Organization > Action Codes, look up the action code, and deselect the checkbox titled Use in Batch Letters/Forms.  

Do this...

1. Open Connect Court Management > Organization > Actions Codes.

2. Use the Lookup bar to enter an action code. Press Enter.

3. Click Delete (CTRL+D).

The action code is deleted.

 

View Follow-up actions

Click Follow-ups in the Setup/Modify Existing Cases toolbar.

 

 

Change the follow-up action status

Use Cases > Modify Existing Cases to change the status assigned to a follow-up action to completed, pending, or deleted.

To complete a follow-up action...

Click Follow-ups . Click the Menu . Select Change Follow-up Action Status to Completed.

 

 

To show the follow-up action is waiting to be completed...

Click Follow-ups . Click the Menu . Select Change Follow-up Action Status to Pending.

 

To delete a follow-up action...

Click Follow-ups . Click the Menu . Select Change Follow-up Action Status to Deleted.

 

Options

Action code

The action code is a descriptive name that is given to the record. Use the Action Code field to enter a title that is 10 characters or less.

Envelopes/labels

Use envelopes/labels to print the mailing address on an envelope or mailing label.

Does the action code print the recipient's address on the envelope or mailing label?

• Yes, print envelope/mailing address. Click Select, this button is located next to the Envelopes/Labels field. Use the Selection form to move the form name for printing the envelope/label to the Selected Items list. Press OK.

• No, do not print envelope/mailing address. Leave the Envelopes/Labels form blank, or click Select to remove the envelope/label from the Selected Items list.

Letters/forms

A letter is a written communication to a person or organization. A form is a document that has been set up to print information, such as text, titles, or variables.

Do you want the action code to generate a letter or form?

• Yes, the action code generates a letter or form. Click Select, it is located next to the Letters/Forms field. Use the Selection form move the letter/form to the Selected Items list. Click OK.

• No, the action code does NOT generate a letter or form. Leave the Letters/Forms field blank, or click Select to remove the current letter/form from the Selected Items list.

How do I add a letter/form to the Selection form?

Use Connect Court Management > Organization > Forms to add or modify a letter/form. Save the letter/form, then return to the Action Codes form to select it.

Use in batch letters/forms

Batch Letters/Forms prints a group of letters or forms. For example, Jane creates an action code titled ARREST. When she selects the ARREST action code, the action code will print the letter for Motion, Affidavit, and Order for Arrest Warrant.

Will this action code print, or flag for printing, batch letters/forms?

• Yes, use the action code to generate batch letters/forms. Click to select Use in Batch Letters/Forms.

• No, the action code does not generate batch letters/forms. Click to deselect Use in Batch Letters/Forms.

 

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