ASW - Creating and Assigning Jobs - Organizations -- Finalize, Archives, and Backorders
We're almost at the finish line with these RemoteProofs jobs (please view previous sections if you haven't already). Now let's talk about getting across that line.
Finalize
As you've seen, no matter how the job gets done the Ops team moves edited and proofread jobs to the Finalize workspace. Once here, to avoid crossing paths, the Ops team member that wants to finish the job will click the [Claim Job] button for the last time it's available. Today, Trever will the one to finish the task. Here's what the list entry looks like after he claims the Job.
Now his teammates can see that he will the the one to finish this job and move onto other things. From here, Trevor will open the job in ASD and verify that the transcript is ready for final submission to the client. He'll do any needed revisions before going to the Track Changes section of the Review tab in ASD where he will accept all changes and save and upload to ASW. Then Trevor will use one of the many options in ASD to produce the final product for the client, which can range from a Word Document to a PDF, to an ASCII export that's imported into Real Legal or ReporterBase. Once the final document has been sent to the client, Trevor will click the [Mark as Complete] button, and the job will now appear in the list as follows.
Archives
Although the Ops team COULD just click the triple-dots and click the delete button when a job is complete, there is a better way. The RemoteProofs Ops team will once again click the Move icon (
) and move the job to the Archive workspace. This serves a few purposes. The job details are available for any future research, including the ability to review past work from all teams. The job is now out of the way of day-to-day operations. The job is also part of the list of completed jobs that the Billing team can now query to maintain the books for RemoteProofs.
The bottom line is that although you CAN delete jobs once they're complete, it might be a good idea to just move them to a workspace where they can reside until you need to look at them again.
Backorders
After a few days of work, the RemoteProofs Ops team realized it would be a good idea to create a Backorders workspace. This workspace is where they will move all jobs that have been drafted, some have even had audio added, but the client hasn't ordered a transcript yet. But as soon as the client contacts RemoteProofs to order the transcript, all they must do is submit the job for processing and move it to the Staging workspace.
Now the job is ready to move into the normal workflow. No one had to do extra digging in the files. No one had to ask the client for information about a case that was months old. All they had to do was click [Calculate Price], click [Confirm], and click the Move icon.
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