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How to Use the OAH Workflow System: Caseworker Edition

Follow this link to view the Office of Administrative Hearings (OAH) Workflow system: http://imageretrieval/oahcasemanager/wfmain.aspx

When you go to the link you should see the Workflow Main Menu. Your U# appears above your inbox and rejected box on the left, and the items appear on the right, broken out by identifying ID and case information fields. There will only be documents in your inbox if you have dropped something in the OAH eFile Polling folder or if someone has routed something to you.

Completing Case Information

If you have items in your inbox, they will likely have an ID number and the other fields will be blank. As the caseworker, you must open each document to complete the rest of the case information.

If you have just dropped something in the OAH eFile Polling folder, wait approximately 2 minutes and hit refresh to see it appear in your inbox.

workflow inbox showing items

Click the ID # on the left end of the inbox information to open a document. The page will open to the Work Item Detail Case Worker Review screen.

workflow item detail page

Enter the FGN on the FGN line and click save fields to populate the rest of the case information. Make sure the case information to the left matches the case information on the document.

workflow item detail with fields filled out

You next will index the document by selecting the Doc Type using the dropdown menu. Then select Save Fields on the far left end of the page toolbar.

workflow item detail choose document type

Inserting New Pages or Documents

Caseworkers can tab through pages to read the document and insert guidelines or other PDF documents where appropriate. In this case, we will insert a set of guidelines already saved as a PDF.

We use the toolbar buttons at the top of the right side of the screen to edit documents. There are two rows of buttons. The top row deals with the document as a whole, such as ways to change how it is displayed. The bottom row deals with annotations and signing —essentially, changes to single pages of the document.

To insert new pages, find the page arrow buttons about mid-way across the top row of buttons, and use them to scroll to the desired page.

Click the Page Menu button, which is the last button on the right on the top row. On the fly-out menu that appears, click New Page, then Import Page, and then choose the necessary option —insert before, after, or append.

workflow item toolbar closeup

The Import File menu will pop up. You can navigate to the file you want to insert —in this case, we are finding the PDF guidelines we have previously saved.
Select the folder on your computer where you have your other document saved as a PDF. Select your PDF Guidelines and click OPEN.

import file dialogue box

The guidelines should now appear in the desired location of your document on Workflow.

workitem detail showing page added

Signing Documents

When all of the pages are in place, the caseworker should go through and sign any pages that require the caseworker’s signature (in some offices this is the subpoena).

This is done using the Rubber Stamp button to the farthest right on the second row of the toolbar. Select the desired page using the page arrow buttons, and then click the rubber stamp button.

toolbar closeup

The Rubber stamp list dialog box should appear. Select your signature in the list and click OK. This will activate your signature stamp, but only for the current document. You will have to repeat these steps for each document you open. Your signature stamp will also deactivate itself if you take other actions on the page, such as annotation.

rubber stamp list of signatures

With your rubber stamp activated, position the cursor, which now looks like a rubber stamp, above the signature line, and click. If you don’t like the positioning, you can click the eraser tool (midway on the lower row of buttons) to remove the signature, or you can click the Move Arrow button (on the far left end of the bottom row of toolbar buttons) and reposition your signature.

NOTE: The Workflow application requires you to save your changes on each page before allowing you to move to the next page. Do so by clicking the Save button on the right end of the second row of the document toolbar, or the Save Fields button on the top left toolbar.

signature inserted into document page

Annotating the Document

You may also need to input some information by annotating the document. Click the Text button, which is the second one from the left on the second line of buttons on the toolbar. Insert the cursor at the area in need of changing or filling out.

This will trigger a dialog box to open. Type in the new information and it will overlay the document. When you are finished, click OK.

annotation text editor box, showing a child support payment amount

Use the mouse or keyboard arrows to position the new text, and then click Save Fields in the top left part of the screen.

Submitting to the Attorney

Now that the packet is ready to send to the attorney for review and signature, click the drop-down menu under Actions on the lower left side of the screen. Select Route to Attorney from the list, and then click Submit Item (the second button from the left on the top menu).
The Actions menu also gives the option to Route to Other, File Document, or Delete the Document. You could first submit your packet to your supervisor, trainer, or coworker depending on needs and the instruction you have been given.

Choosing Submit Item opens the Route Item screen.

route item screen

This menu allows you to search for the recipient of the document by U number, name, or role. Fill out some of the known information and click Search. Select the person you want and click Submit Item. The document will no longer appear in your inbox and you will move on to the next document.

After Attorney Review

When the attorney has reviewed the packet it will either reappear in your Inbox (if the attorney signed and completed it) or it will appear in the Rejected folder if the attorney rejected it for some reason.

Caseworkers should do a last check to make sure a document has been signed by the attorney before filing it, and also check for notes the attorney left to be addressed. Open the document with the ID number and scroll through it with the page arrow buttons on the toolbar, as before.

Filing a Document/Setting a Hearing with Office of Administrative Hearings

To file a document with OAH, select File Document under the Actions menu on the lower left side of the screen. Then click the Submit Item button on the top toolbar on the upper left.

file document chosen under document actions menu

The caseworker has the option of setting their hearing with OAH at the same time as filing. Clicking the Submit Item button will change the top menu to Yes and No buttons. By clicking Yes, the caseworker will be taken to the OAH Case Management System to select a hearing date.

rejected items box, showing no rejected items

The hearing information will already be filled out, so all that is needed is for the caseworker to make a date selection on the calendar (click the date wanted).

choose hearing date screen

Finish by clicking Save on the far left on the top toolbar, then click the Done button (same toolbar) to be taken back to the OAH Workflow Inbox.

Correcting Rejected Items

Items that have been rejected by the Attorney will appear in a caseworker’s Rejected folder with comments explaining what was wrong or needs to be changed. It is also possible OAH will reject a document that was sent to be filed and it will appear in the Rejected folder.

If something appears in this folder, open it as you did with your inbox items and make the necessary changes before resubmitting.

rejected items box, showing no rejected items

For More Information:

Download a printable copy of How to Use the OAH Workflow System: Caseworker Edition

You might also want to read the articles about OAH Hearing Requests and the OAH Pro Se Packet.

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