This help article was crafted for the 10th Judicial District of Georgia Court users. It details the overall process for managing Transcript Requests in TheRecordXchange. When possible, we have included screenshots, screen recordings, etc.
Login to TRX Site
Follow link in email notifications or navigate directly to https://10thjudicial-ga.trxchange.net/
Login using previously provided credentials. Contact support@trxchange.com with any questions or trouble with your credentials.
Open / View Request
Once logged into your TRX account, a list of active Requests is displayed.
The request type is identified In the last column of the Request listing page
In the example above, the DOCUMENT icon indicates the Request is an TRANSCRIPT Request
If this request was for AUDIO, the icon displayed would be a speaker instead of the document.
The GAVEL icon is highlighted when the Request is for an APPEAL
The FOLDER icon is a Transcript Request and is highlighted when a Transcript is available for download
Click the Request # or Case Name field to open the Request
Viewing the Request displays all the following information / tabs
Details -- Request / case details
Messages -- Post, reply, review
Payments -- Electronic payment details and history
Routing -- Not used at this time
Downloads-- Transcripts, if enabled and delivered through the TRX site, available to the customer to download.
Share -- Share request with others
Content -- Upload and publish audio / video
Notes -- Public and Private notes
Claim Request
In order to edit / update the Request, it must be CLAIMED. To do so, navigate to the Share tab and click the CLAIM button next to your name.
If you need to UNCLAIM a Request, you can return to the Share tab and select "Unclaim" next to your name.
Request Routing
Audio and Transcript Requests are Routed to the Appropriate users based on information provided by the Court to TRX. These groups are customizable and in many cases, different Circuits / Divisions may have their own routing strategy. This is true for 10th GA Augusta Circuit Court.
Edit Request / Update page estimate
Once the Request has been CLAIMED it can be edited / updated. From the Details subtab, click "Edit Order" to go into edit mode.
Edit mode allows you to update information about the Case / Request.
Order Status
Date Due
Case Name
Case Number
Judge
Appeal #
Confidential? Yes / No
Hearing Dates
Page estimates / rates
Additional Line items (if needed)
Off-Platform Requests
If the payment for your Requests are being handled outside of TheRecordXchange, you have the ability to switch the Request to "Off-Platform". This removes all the financial processes associated to the Request. This includes state-paid transcripts in which you are paid in another manner, outside of TheRecordXchange.
To change a Request to "Off Platform", open the Payments subtab, you should see an option in blue at the bottom of the subtab. Click the text for "Change to take payment off-platform only".
The Request will now have a header in red showing the request has been taken off-platform. You can switch back to on-platform in the same way. Just click "Change to accept payments on-platform only"
Request Deposit
Once the amounts and pages have been updated, a deposit request can be sent to the Customer via the TRX site.
Click the Payments Subtab:
Then click the Request Deposit button:
This will bring up the Request Deposit Screen. From here the amount and / or notes for the customer can be updated.
Default text:
A deposit payment has been requested in the amount of $(Deposit Amount)
The estimated cost does not represent the final cost of the transcript. These estimated costs are based on the length of the proceeding(s), the requested turnaround time and other factors.
The transcript due date will be determined after the requested deposit is paid. When the transcript is completed, the final page count will determine the actual cost, which may be higher or lower than the estimated cost.
You can log in and pay by credit card or we accept checks sent to TheRecordXchange (P.O. Box 5437 Scottsdale, AZ 85261).
If you have any questions or wish to modify the turnaround time, please post message on the message tab.
Thank you, we look forward to working with you!
Click the Continue button at the bottom of the page to complete the Deposit Request. This will send an email to the Customer alerting them of the Deposit Request.
When the Customer logs into the Request, they will see a "Make Payment" button and they can make their Deposit using a Credit Card #.
Post Messages
The TRX Request includes messaging capabilities as well. Rather than providing a Customer with you direct contact information, you can post messages to the Messages tab of the Request. These messages are then delivered to ALL users on the SHARE tab via email.
The messages tab also keeps a log of any and all messages sent.
Update Final Page Counts
The TRX Request should be updated with the FINAL page counts on the transcript when it's completed. Click "Edit Order" and then enter the updated page count for EACH hearing date if needed.
Create the Project
In order to be Paid for your transcript from TRX, you MUST create a project. TRX Accounting will issue payments to Transcript Providers in TRX based on a Project being created.
Without a project, you will NOT be paid on these Requests.
The Project is created from the Request information via via the "View Project" button.
If you don't see the "View Project" button, you have most likely NOT claimed the Request yet. Claim the Request and you should then see the "View Project" button.
Clicking the "View Project" button will generate the pop-up message below. Click the "Create Project" button to create the Project.
It may take a moment for the project creation to complete.
Once the Project is in place, you won't need to take any action until you're ready to deliver the transcripts. The project is now created and when the Request is completed (All Balances paid so there is no Balance Due) that will trigger TRX Accounting to issue a payment to your specified bank account. If you have any questions about this payment or payment account settings, reach out to accounting@trxchange.com
Deliver Transcripts
When transcription is complete and the Transcripts are ready to be delivered to the Customer, TheRecordXchange has the capability to deliver Transcripts right through the TRX system if you'd like.
Here is a link to a more detailed article that discusses, step-by-step, the transcript delivery process.
Alternatively, you have the option to deliver transcripts as you have in the past. Email, etc.
Finalize Request
The last step is to Complete / FINALIZE the request
When you're ready to complete your order, click the "Finalize" button.
This will display the following pop-up box with several user options:
Preview Invoice
Action: Display invoice to be created once order is finalized
Edit Order
Action: Make changes to order prior to finalizing
Finalize
Action: Finalize Order
Cancel:
Action: Cancel Finalize / Go back to Order
Finalized Order Status
The status of an order after Finalizing depends on the balance at the time of Completion.
Balance Due = Balance $ still due on Order
The customer still owes a balance on their Request because the total was higher than estimated. You can still deliver the transcripts if you'd like but our best practice is generally to obtain all payments / balances prior to delivering the transcripts to the customer
No balance: Status = Completed
No action needed. The final amount was exactly the same as the estimated pages / cost.
Refund Due to Customer: STATUS = Refund Due
The customer is owed a refund on their Request because the total was lower than estimated. Once a Request moves into a status of Refund Due, it will trigger the TRX Accounting department to issue a refund to the original Credit Card used to make the payment.
**If the payment was made via check TRX Accounting will have to issue and mail a check, which takes additional time for mail, processing, etc.
Archiving
Help with Archiving -- http://help.trxchange.com/en/articles/1187881-archive-orders