RoboGuide (Quick)

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RoboDoc

RoboDoc is a system to automatically attach documents to an order in ProEntry based on barcode.
The following are some guidelines to help you know how the system can process documents, and what documents should be manually attached instead.

Questions about RoboDoc should be directed to Jesse Odam.

Barcodes

RoboDoc reads the DataMatrix barcode format ONLY. All other barcodes are invisible to RoboDoc.
If your document has only the UPC/Code39 format pictured below, it will not be recognized by RoboDoc.

DataMatrix	Code39
XX0001234567	1234567

Before scanning, please check all documents for a RoboDoc-compatible barcode, if the code is missing DO NOT send to RoboDoc!
If the documents are not RoboDoc-ready, they must be scanned to yourself and manually attached in ProEntry.
Is what you're scanning already in ProEntry? Please check and avoid adding duplicate documents to the system.

Proofs

Every page REQUIRES a barcode. Proof pages do not behave as a cover sheet, they are a single-page only barcode. Any pages following them which lack a barcode will not be attached.
If your proof pages are missing their barcodes, they must be manually attached and NOT sent to RoboDoc.
If you have a proof with additional pages that need to be attached to the order, it should be scanned to yourself and manually attached to ProEntry.

Conformed Copies

All sets of conformed copies require a cover sheet with the correct WO-prefix barcode on them.
Forms such as the Process Service Request Form do NOT have the correct prefix, they are II.

When attaching Unlawful Detainer filings, or Retrieval orders, please examine the documents before scanning for additional barcodes.
Many times in these types of orders, there may be a Proof of Service as an exhibit in the filing, the barcode on this page MUST be blocked out before scanning or it will interrupt the set, and attach some pages to the wrong order.

If you have II sheets to scan with your conformed copy sets, they must be in the following order:

1. II Sheet
2. WO Sheet
3. Documents without barcode

If scanning conformed documents which have a barcode on each page (some Judgments, for example), these documents should be at the end of the set, or the cover sheet form should be placed after them and before the non-barcoded documents.

If you need to print a WO sheet, following forms in ProEntry will have the barcode needed:

• WO Field Sheet
• Request for Filing
• Request for Retrieval of Conformed Copies

Server Notes/Work Order Sheets

Server Notes on a WO Field Sheet may be sent to RoboDoc and will attach to Final Instructions.
Any pages following them with additional notes and no barcode will attach to Conformed Copies.

Typically all the notes should be attached to Final Instructions. Therefore, it will be necessary to scan the documents to yourself and manually attach in ProEntry, unless attaching the additional pages to Conformed Copies is your desired result.

Agent Supplement

Agents sending documents to RoboDoc should watch for the same things as ABC employees do, but there is some additional information which may be useful.

• If the agent lacks a proper cover sheet for a filing or retrieval request, they should request one from their Agent Manager.
• Correspondence and invoices should not be included in any documents sent to RoboDoc, whether via fax or e-mail. These will not be read or processed. An Agent wishing to send these, or any other documents unsuitable for RoboDoc, to ABC should send them to their Agent Manager.
• If an agent has only fax capabilities, they may fax documents which are RoboDoc-ready to 1 (800) 941-2692. Correspondence, invoices and other docs unsuitable for RoboDoc to 1 (800) 734-6859. Documents sent to that line should include a cover sheet directing them to the attention of the relevant ABC employee, generally their Agent Manager.