S67/S68/S161 Maintain MEP File – CORRESPONDENCE

 

Purposes:

 

This screen allows MIMS users to view all inbound and outbound file correspondence logged to the file and delete or reassign inbound correspondence records.

 

Prerequisites:

 

1.       MIMS users must have applicable security authorization to view files.

            The following groups have access to this screen:

 

·         All MEP users

·         Legal Services Agents (View Only)

 

Navigation:

 

Maintain MEP File č Correspondence

 

Helpful Hints:

 

·         Only inbound correspondence can be reassigned.

·         Only inbound correspondence log records and/or images can be deleted.

·         Cannot reassign to both a new file and a new correspondence type.  Must reassign to the new file and then in the new file reassign to the new correspondence type if necessary or vice versa.

 

Procedure:

 

1.       To view correspondence older than 60 days, select ALL from the ‘Filter For” drop down box.

2.       Click APPLY button.

3.       To view by type of correspondence, select the Correspondence Type from the drop down selection list.

4.       Click the APPLY button.

ALTERNATIVE ACTIONS

To View a Scanned Image

1.       Click the  icon, located to the right of the correspondence description.  The system displays the correspondence image using Adobe Reader.

2.       To print a copy of the correspondence click on the printer icon of Adobe Reader.

 

Delete Inbound Correspondence

1.       Click the inbound correspondence name hyperlink.

2.       The system displays the correspondence name in the Update Correspondence log area.

3.       Check the ‘Delete Image’ or ‘Delete Image and Log Record’ checkbox.

4.       Click the SAVE button. 

5.       The correspondence is deleted and cannot be retrieved.

 

Reassign Correspondence to another File

1.       Click the inbound correspondence name hyperlink to be reassigned.

2.       The system displays the correspondence name in the Update Correspondence log area.

3.       Enter a MEP File Number in the Reassign to MEP File Number box.

4.       Click the SAVE button. 

5.       The file relationship on the correspondence log record is updated.

 

Reassign the Correspondence Type

1.       Click the inbound correspondence name hyperlink to be reassigned.

2.       The system displays the correspondence name in the Update Correspondence log area.

3.       Select a Correspondence Type from the Reassign to Correspondence Type selection list

4.       Click the SAVE button. 

5.       The correspondence type relationship on the correspondence log record is updated.

 

Regenerate Barcode 

NOTE: This function can only be performed by Document Processing and System Administrators

1.       Once the inbound correspondence has been reassigned, click the ‘Generate Barcode Page’ button.  The system executes generates and displays the Barcode Index Page screen.

2.       Click on the browser print button .  The Barcode Index Page will be printed on the default printer for the user’s workstation. The system then closes the Barcode Index Page screen.

 

 

 

Screen Label

Description/Instructions

MEP File Number

The file number selected on the previous panel appears.  If this is not the file you require, enter a specific MEP File Number and click the ‘Get’ button.

To view another file, enter a MEP File Number and click the GET button.  Then select the tab for the applicable information to be viewed or updated.

File Status

To assist in the search of a File Status, Active, Closed or Incomplete can be selected by using the drop down box.

Primary Creditor

This is the creditor, who is named as the original creditor with MEP at the time of registration.  Displays formatted name with the party number in brackets

Debtor

The debtor is the party directed to make payments to a creditor by a court order or agreement.  Displays formatted name with the party number in brackets.

Alerts

“More Alerts” hyperlink can be selected to view currently active alerts.

Compliance Level

The Collection Progression defines the compliance level on every file from 0-7.  MIMS automatically assigns these, but it is possible to manually manipulate levels on Screen S84 Change Compliance.

Provisional File

These are uniquely numbered files created to track and manage transmission of Provisional Orders, which are granted in one Jurisdiction that must be confirmed in another Jurisdiction.

Update Correspondence Log

Correspondence Type

Initial display is empty.  Click on INBOUND Correspondence Type hyperlink.  The field is then populated with the current Correspondence Type.

Delete Image

Initial display is unchecked.
An INBOUND correspondence must be selected, then click the checkbox.

Once checked and saved, the INBOUND correspondence selected is deleted.

Delete Image and Log Record

Initial display is unchecked.
An INBOUND correspondence must be selected, then click the checkbox.

Once checked and saved, the correspondence selected, the stored imaged and the correspondence record will be deleted.

Reassign to Correspondence Type

Select from the drop down list, which shows all correspondence types available, but NOT the one currently assigned to the correspondence.

The correspondence will then be updated to a different correspondence type.

Reassign to MEP File Number

Type in the file number of where the correspondence is to be reassign to.

Click the SAVE button to update the correspondence as requested.

ONLY AVAILABLE TO DOCUMENT PROCESSING AND SYSTEM ADMINISTRATION.

Filter For:

Default is 60 days.  ‘ALL’ can be selected from the drop down list to view up to 200 correspondence records.

By Correspondence Type:

To view a specific correspondence type select from the drop down list.

Select to apply the filter(s) selected.

Correspondence Log – Fields are not updateable.

D

Displays the direction of the Correspondence I – In and O – Out.

Correspondence Type

Displays the correspondence type that was assigned to the correspondence.  For Custom Correspondence types a custom description will be displayed.  

Inbound Correspondence is hyperlinked for reassignment or deletion.

Source / Recipient

Displays who provided the Inbound correspondence or who the   Outbound correspondence is being sent to.

Delivery Method

Shows how the correspondence was sent or received.

Status

Displays the status of the correspondence.

Log Date

Displays the date the correspondence was logged in the system (both for outbound and inbound).

Displays the date in YYYY-MM-DD format, where Y = Year, M = Month and D = Day.

Image 

If a stored image of the correspondence is available a notebook icon will be shown.

When icon is clicked on, Adobe Reader opens to display the scanned image of the correspondence.

 

Possible Error Messages/System Warnings:

 

ID

Error Message Description

Action

246   

No image exists to be deleted.

Select another image.

247   

Only one-reassignment criteria is allowed at a time.

Select only one item of correspondence to reassign and repeat process for each correspondence requiring reassignment.

248   

You cannot reassign correspondence and delete correspondence at the same time.

Select one or the other task to complete.

249   

Only one-delete criteria is allowed at a time.

Select only one item of correspondence to delete at a time.

250   

The file number entered is not valid.

Check file number and re-enter.

251   

The file number entered is the file number that the correspondence is already logged to.

Check file number and re-enter a different file number other than the one the correspondence is currently located.

 

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