Probation Department Policy/Procedure Manual
1.9 Saving Electronic Adult Division Monthly Report Forms into Monitor
| Location |
Clerical |
| Section |
N/A |
| Subject |
1.9 Saving Electronic Adult Division Monthly Report Forms into Monitor |
| Purpose |
Procedure for how to save emailed Adult Division monthly report forms into Monitor by select AA IIIs. |
| Effective Date |
6/22/2021 |
| Previous Effective Date |
|
Monthly Report Forms received through email will be divided alphabetically by the Adult Division front desk staff as follows:
A-G
H-O
P-Z
If one of the front desk staff is on vacation or extended leave, the two remaining staff will divide the workload as follows:
A-M
N-Z
The front desk staff is responsible for updating changes in the offender’s information i.e., address changes, phone number changes, etc., into Monitor.
HOW TO UPLOAD MONTHLY REPORT FORMS ONLINE
An email from Web Notifications will appear in your inbox to PR_CASA_FrontDesk. If you have not already, create a rule that moves the email into a folder, in your favorites bar, naming it Monthly Report Forms. You will begin to receive emails in that folder of the Monthly Report Forms, as well as other important emails, so please check it daily.
1. If you created the rule, click on your Monthly Report Forms folder, scroll down to the earliest dated email, and click it open. If not, you will find them in your regular email.
2. Open Monitor, enter Probationers first and last name and check DOB.
3. Once you have verified all information, double click the MRF email and a new window will open.
4. Hover over the MRF, right click and hit print. The destination should be set to Save as PDF. Click on More Settings and scale the paper to 80. Uncheck Headers and Footers and Background graphics. Hit Save.
5. Using any Temp file, make sure to not use one that is already in use by another AAIII, you will rename the file name as, File name: MRF. Hit Save.
6. Exit out of the MRF, open your Temp file and your MRF file should appear.
7. Having monitor documents tab up on another screen, click open LETTERS/CORRESPONDENCE and drag and drop the MRF under Monthly Report English, click Upload and click OK.
8. Delete the MRF in your Temp file, as well as deleting the email.
9. Continue with this process for uploading each MRF online until you are finished.