Guides/Creating Your First Job

Creating Your First Job

For Firms
5 min read
Creating Your First Job — 3 min walkthrough Video coming soon. Written guide below covers everything.
1

Click "New Job"

From the Jobs page, click the "+ New Job" button in the top-right toolbar. You can also click "New Job" directly from the Command Center — it opens the same creation flow.

The job creation form opens as a full-page panel. You don't lose your place in the job list; the form opens on top and you can cancel at any time without saving.

2

Select job type

The first field is Job Type. This selection sets defaults for everything downstream: priority, diligence window rules, rate tier, and the default affidavit template. Choose carefully — changing the job type after creation will reset some of these.

If you only have one job type configured, it will be pre-selected. Add more job types in Settings → Job Types.

3

Set priority

Priority defaults to the setting on your job type (typically Routine). Override to Rush or Urgent here if needed. Priority affects the diligence clock and the rate tier applied to this specific job.

4

Upload service documents

Drag and drop or click to upload the service documents (summons, complaint, subpoena, etc.). Uploading documents is optional but strongly recommended — it enables AI extraction in the next step.

You can upload multiple files. All uploads are stored on the job and accessible from the Documents tab after saving. Supported formats: PDF, JPG, PNG, DOCX.

✓ Tip: Upload the summons first — AI reads it and fills most fields automatically. Cleaner PDFs produce better extraction results. Scanned documents work but may reduce confidence on some fields.
5

Review AI extraction

If documents were uploaded, Proxiant runs AI extraction automatically. An extraction review popup appears showing every field the AI found, grouped by section (Recipient, Court, Job Details).

Each field has a confidence indicator: HIGH fields are pre-accepted and highlighted green — glance to confirm. MEDIUM fields are highlighted amber — review and confirm each one. LOW fields are flagged red — AI wasn't confident; you'll need to fill these in manually.

If the AI found multiple possible client matches, a disambiguation card appears. Review the options and select the correct client before continuing.

ℹ Note: Nothing is written to the database until you confirm and save the job. You can override any AI-extracted field at this step or after saving.
6

Complete remaining fields

After confirming AI extraction, review the main job form. Fields populated by AI will be pre-filled. Fields AI couldn't extract will be empty and highlighted. Complete:

Client, Client Ref # (their internal reference), Court / Case, Recipient Name & Address, Due Date, and any Special Instructions.

⚠ Important: Due date is required for diligence tracking to work correctly. Without it, the diligence clock cannot calculate whether you're on track or overdue.
7

Optionally assign server and/or case manager

Use the Assign Server and Assign Case Manager fields to route the job immediately. Both are optional at creation time — you can assign later from the job detail view or via bulk actions.

ℹ No server assigned? The job saves as Unassigned. You can assign a server later, or post the job to The Hive to let servers claim it.
8

Save — job number generates

Click Save Job. The job number generates automatically based on your configured counter (e.g., FH-00147 or 25-STD-0023). You're taken to the job detail view.

From here you can view documents, track attempts, generate affidavits, manage billing, and communicate with your server — all from one place.

✓ You're done. The diligence clock starts once a server is assigned. Assigned server receives an in-app and push notification immediately.

Next steps