This help article was crafted for TRX users who need to process Transcript Requests within TheRecordXchange. It details the overall process for managing Transcript Requests in TheRecordXchange. When possible, we have included screenshots, screen recordings, etc.
*The Screen recordings in this article are not specific to a Court / Jurisdiction*
Login to TRX Site
Follow link in email notifications or navigate directly to the dedicated
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 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
Player-- Published content available to customer
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.
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)
In this example, I updated the estimated pages to 50 pages and the per page rate to $3.00. Note below the system automatically calculates the total amount due ($171.00)
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 $171.00.
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 available. Click "Edit Order" button and then enter the updated page count(s).
In the screen recording above, the amount of pages is updated from 50 to 53.
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.
Complete Request
The last step is to COMPLETE the request
When you're ready to complete your order, click the "Create Invoice" button.
This will display the following pop-up box with several user options:
👁️ Preview Invoice
Action: Display invoice to be created for review
✏️ Edit Order
Action: Make changes to order prior to Creating the Invoice
✅ Create Invoice
Action: Complete Order
❌ Cancel:
Action: Cancel Create Invoice Process / Go back to Order
Completed Request Status
The status of a Request after Finalizing depends on the balance at the time of Completion.
Balance Due on Order: Status = Balance Due
No balance: Status = Completed
Refund Due to Customer: STATUS = Refund Due