|
Creating Schedule Availability |
|
|
Select "Availability
Setup" on the main menu; or from the dropdown menu labeled “Scheduling”, select “Availability Editor”. |
|
|
Next, select the resource from the Resource dropdown
list. This usually corresponds to the specific docket you are creating availability for; |
|
|
Next, select the date from the date picker (monthly
calendar) you want to create a schedule block for. |
|
|
Time Settings Section You can use the dropdown boxes to select the “Start Time” and “End Time” for this availability block (times can be typed in, as well). You can also enter break times here.
Time
Intervals: You must select an interval to save your availability
block. If you wish to allocate a specific time interval for each appointment,
such as 15-minute hearings, then the Time Interval to select would be 15
minutes, and the Max Appointments per time interval would be set to 1. In
other words, this setup would define a specific appointment block for every
15-minute interval within the time span (Start/End times) you define. Click on
the "Check" button to ensure your time settings are valid. A green message
appears next to Total Available Slots. Example: If your Start/End
Times equal 60 minutes, your Time Intervals
equal 4, and Max Appointments per Interval equal 1,
then Total Available Slots will say "4 appointments allowed". Max
Appointments per Interval: You must select max appointments per
interval to save an availability block. Total
Available Slots: This field automatically populates in green text
after clicking on the "Check" button. The "Check" button ensures your time
settings are valid. It indicates the number of appointments you have
allowed for based on the combination of Start/End Time Settings, Time Intervals and Max
Appointments Per Interval selected. Example: If
you want to set a schedule block as a "Cattle Call", you would set the
time interval for the same amount of time as the time span (Start Time - End Time)
defined. In other words, If the time span is 60 minutes, then the Time
Interval would be 60 minutes. Next, set the Max Appointments per time
interval to the number of appointments you wish to allow for the whole block
of time. |
|
|
Block Settings Section Block
ID: This is generated once
you save the availability block and serves as a confirmation number for the
availability. If you create availability but it is lost or deleted, you
can call Softworks Solutions to retrieve this block with the Block ID. Label:
You must give your
availability block a label in order to save. Resource:
To save, you must select a
Resource. A resource is selected by default. Make sure the resource you are
creating availability for is selected. This is where you may select your judge’s varying dockets
such as Daily or UMC. Appointment
Type: "Hearing" is automatically selected. You may also choose “General”,
“Online Meeting”, “Reminder”, or any other type listed. Appointment
Buffer: This is the number of days prior to an appointment up to which
an attorney can schedule a hearing on this availability block. The default is set to 7, but you may change it to your preference. Example:
If this is set to 3, the attorney will only
see this block until 3 days prior to the hearing. Upon 3 days prior to the
schedule date, the block is no longer visible/available. They cannot schedule against
this block in the 3 days prior to the schedule date. Cancel Buffer: This shows the amount of days before the appointment in which an
attorney is allowed to cancel an appointment that is already scheduled on
this availability block. The default is set to 3, but you may change it to your
preference. Publicly
Available: This is unchecked by default. When this is selected, this allows external users to view this availability block. Example: If
this is unchecked, the external users (attorneys) will not see this
availability block, but the internal Court staff can. Permit
Scheduling - If this checkbox is checked,
then the attorney can schedule in this availability block.
Otherwise, it just displays the block for informational purposes but will not
allow appointments to be scheduled. This is selected by default. Show
End Time - Provides the ability to show or hide the end
time of the availability block. This is used if you want all of the scheduled
appointments to arrive at the same time. This is selected by default. Notification
Text Field: The Notification section allows you to provide additional
information for this specific schedule block. NOTE: This IS
NOT the global message or “Rules and Exceptions” that display on the
main scheduling page for the attorneys. If you wish to change the global UMC
or DISCOVERY message, see Modifying Resource Profiles |
|
|
Restrictions Section Force Consecutive Appointments:
(New) If this checkbox is checked, then the block
forces the attorney to take the next available time on the list. This is unchecked by default. Allow Cancelations: When
checked, the attorney may cancel the appointment that he or she set. If it is
unchecked, they
must contact you in order to cancel an appointment. This is unchecked by
default. Require Cancelation Reason: When checked,
while in the cancelation menu, the attorney
must give a reason for canceling. They may not cancel an appointment
without a reason. If you have the “Allow Cancelation” unchecked, there would
be no need to have this selected. This is unchecked by default.
Require Trial Type Indicator:
Forces the user to select a "Jury"
or "Non-Jury"
trial type and the estimated number of days for trial. Note: You will
receive this information in the confirmation email and on the docket. This is
unchecked by default. Allow Multiple Identical Cases:
When checked, this feature allows the attorney to create consecutive
appointments for the same case number on the same day. This is unchecked by
default.
Require Document Filing: This
feature restricts scheduling of an appointment unless the associated
documents are filed along with the scheduling of an appointment. This is
unchecked by default. Require Form Submittal:
(New) Select the appropriate form
from the list in the dropdown menu. That form will then be placed into the “Selected Forms”
list when an attorney's office schedules. The default is set to not require this. Once a form is selected in the
dropdown menu, that form is required to schedule. Note: This is only
provided as a courtesy, the attorney can still submit their own documents. Selective Publication: Clicking on the image will generate a pop-up window that includes
various “Groups”, either
within the Courthouse or Attorneys. If a group is selected, any users who are
not a member of that group will NOT be able to view this availability
block. This is not activated by
default. |
|
|
Administrative Settings
Section Include Resource in Emails: Provides the ability for the resource, usually the judge, to receive the
confirmation emails for this availability block. Note: This is unchecked by default Admin Email: This should be your email
address. If this is any other email address, please contact Support to change
it. Set as
Additional Schedule Template: This
will allow you to treat the availability block you are creating as a
Template. Once you duplicate a template, it becomes connected to the one that
you copied it from. When you edit the template (or Master), it will edit all
of its subordinate blocks, which will eliminate the time that it takes to
modify all identical availability blocks one at a time. This is unchecked by
default. |