One Page Summary of Steps
Review and claim the order
An email notification is automatically spawned to the court reporters associated with the Judge that is selected by the ordering party.
Should you receive an NOA from a private party, or a signed Judges order for a transcript (indigent non-appeal, Public Defender of Indiana etc.), you can create the order on the site and add the customer.
The Court Reporters should review the order, and the appropriate court reporter should claim it within 48 hours of receiving the email notification.
Update and validate the order
The Court reporter reviews the order to confirm that it is valid, if no deposit is required and there is an associated Judges Order, it should be uploaded to the message tab.Marion PD orders will have the NOA uploaded by their staff when the order is official.Once the order is deemed valid, the order should be edited to update the following
Due Date (by rule or agreed to with customer)
Status = In Production
Add Appeal Number if applicable
Update per page price and estimated pages count for each hearing/trial date
If a Deposit is required, edit the order to reflect the estimated page count and unit price.Then use the payment tab to request the required deposit.When deposit is paid, and email notification is sent and the Court Reporter will add a due date and move to a status of In Production.
Communicate with the customer by sending any appropriate messages on the message tab.
Final update (auto create the Invoice), deliver and complete the order
When you have completed the transcript, you should upload finished transcripts (PDF) to the Deliverables tab in the “Project”, then edit the project and move it to a status of complete.
Next move to the Order and use the Edit Order to update the final page counts and insert any additional fees that you will charge and save your changes.
Hit the Finalize button, this will automatically generate an accurate invoice for the customer and will send them an email notification that the order is complete.If there was no deposit requested or paid, you can go ahead and deliver the transcript in the “Downloads” tab by hitting deliver.If there was a deposit paid and there is now a balance due, the customer receives email notification and can log in and use the “Pay Now” button to pay the balance.You will get an email notification when they make payment and you can deliver the transcript.
Definitions
NOA – Notice of Appeal
TheRecordXchange = https://marioncounty-in.trxchange.net
This site can be accessed from any computer, laptop, tablet or phone by inserting the URL above.
Order – the order that is placed by the customer to which they have access when they log in.
Project – the project matches the order on the “purple” side.This is where your raw transcripts, audio recordings and other associated materials related to the transcript will reside.The customer does not have access to the project.
Tabs – once you click on an order, it will have 7 tabs.
Details – hearing dates, estimated or final page counts, fees.
Messages – communicate with your customer.
Payments – request and track payments and deposits.
Re-Route – re-assign to another court reporter.
Downloads – where the final transcript will reside for the customer.
People – those other users who have access to view the order.
Resources – for future use.
Status – throughout its life and order will have one or more of the following status
Submitted – the order was placed, it should be moved to another status within 48 hours.
On Hold – there is something being resolved and you have placed the order on hold.
Cancelled – the order was cancelled for some reason.
In Production – the order is valid and is being worked on, it should have a due date.
Deposit Required – an estimate was provided via TRX and the deposit is required.
Once payment is made via CC the order will automatically move to In Production.
Completed – all final payments have been made and transcripts delivered.
Refund Due – transcript is complete, invoice is accurate and customer is due a refund.
Balance Due - transcript is complete, invoice is accurate and customer has a remaining balance to pay.
Detailed Summary of Steps
Review the order. Check the case number, case name, hearing date, and ensure the correct Judge/Court Reporter is on the order. If it’s incorrect, click the “Re-Route” tab and route it to the correct Judge/Court Reporter.
Claim the order. Click the "People" tab on the order.Any users associated to the order are listed on this tab.To claim the order, click the blue "Claim" button. If the order needs to be claimed by different Court Reporter, the current claimant needs to click "Un-Claim" on the “People” tab. This will release the order for the different Court Reporter to claim.
For Private Paid orders, Court Reporter clicks “Edit Order” on “Details” tab.
Change order status to “In Production”. Enter a “Due Date”. Scroll down to the Transcript Hearing Dates and update the “Pages” and “Page Rate” for each hearing date.If you don’t know the “Page Rate”, click the little “?” for a reference. If you do not know the due date, ask your customer on the “Messages” tab their desired due date. Scroll down and click "SAVE" button.
If you prefer to secure a deposit from your Customer, select the “Payments” tab.
Click "Request Deposit" button. Enter “Amount” and a “Description.” Click “Continue”.
Click "Messages" and begin typing where it says, “Enter your message”. If you have an attachment, click the paperclip icon (do not attach your transcripts to this “Message” tab.) Click “Post” when ready to send the message. The “Message” tab is a log of activity on the order and every person on the “People” tab will see this thread of messages.
Once transcript is complete, click “Details” tabs and then click the “View Project”. A pop up box is displayed asking if the system should create turns automatically or they can be manually created later. Click “No”.
Click the “Deliverables” tab in the Project, click the blue “Upload” button, find the completed transcripts, and upload the final transcripts.
Click “Edit Project” and move it to a status of “Complete.” Click “Save”.
Go back to the order, go to “Details” tab, click “Edit Order”. Update the final page count and insert any additional fees you wish to charge. Click “Save”.
Do not change the status to “Complete”. To complete the order, click the green “Finalize Order” button. This will automatically generate an accurate invoice for the customer, email them their order is complete, or if they have a “Balance Due”.
If the Customer has a balance due, your Customer will log in and see a green “Pay Now” button. You will receive an email when they make the final payment. Then you can login to your account & click the “Deliver” button.
To deliver the transcript, click “Downloads” tab and click “Deliver”.
Post a message on the “Message” tab communicating the transcript is complete. If you need an example message, see below:
“Your transcript is complete. You may download the transcript by clicking the “Downloads” tab and if you need anything further, please don’t hesitate to reach out to me here on this Message thread. Thank you!”
Once the Customer has made their final payment, click “View Project” on “Details” tab. Click on the “Financial” tab on the Project. Input your approved amount of money showing under the “Funds Available”. Click “Update Payments”. Click “Approve Payments.”
Money will come through Dwolla. You will receive an email saying “You have money from TheRecordXchange”. If you have not received money through Dwolla before, create your account and add your bank account Routing Number & Account Number. Please be aware, if it is your first time receiving money through Dwolla, it will take a few business days for it to process.
If you ever have any questions or concerns, please reach out to us by clicking the blue circle at the bottom-right hand side of your screen when you are on TheRecordXchange site or you can email us at customersuccess@trxchange.com. Thank you!