Technical Schematic - Step #1
This article outlines the system logic and automated workflow for processing new violations and preparing them for collections. Its primary purpose is to help OPS-COM administrators understand how the platform evaluates user contact information to issue notices and automatically flags eligible violations for the collections pipeline.
Setup and Configuration
The initial phase of the collections process relies on automated system logic triggered by the age of the violation and the user's profile data. This workflow requires no daily manual setup, but administrators should understand the underlying conditions that drive the automation.
When a violation reaches an age greater than the configured AutoNoticeDays, the system evaluates the primary driver's profile to determine the appropriate notification method and sets the corresponding flags:
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Primary Driver with Email Address: The system automatically dispatches an email notification to the user. It then flags the record appropriately by updating the database value Violation.AutoNotice to 1.
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Primary Driver without Email Address: The system flags the violation to be manually printed and mailed by adding it to the Letter Report. It updates the database value Violation.AutoNotice to 2.
The initial ticket should generally be issued in the system on the same day the physical violation occurred to ensure the AutoNoticeDays calculation remains accurate.
Using this Feature
Administrators interact with this automated workflow primarily through the reporting modules when finalizing which items move to formal collections.
Access the Send to Collections report to review flagged items. Review the populated list of violations. Items will only appear on this report if they have an associated Violation Notice, carry a Violation.AutoNotice flag of 1 or 2, and have aged exactly 30 days past the date they were initially flagged. Select the specific items or users from the generated list that require escalation. Process the selected items to officially send them to collections.
Warning: Items will not appear on the Send to Collections report until the full 30-day waiting period has elapsed following the initial AutoNotice flagging. Administrators must account for this buffer period in their collections schedule.
Best Practices and Considerations
- Establish clear business rules regarding the timely entry of violations into the system to prevent delays in the automated notification and collections pipeline.
- Encourage users to maintain an active email address on their profiles. This maximizes the use of automated email notices (AutoNotice 1) and minimizes administrative overhead associated with printing and mailing items from the Letter Report (AutoNotice 2).