Printing Access Code Letters

An access code is a unique series of letters and digits that is generated out of GTS and can be provided to a guardian user (non-court staff) to allow them access to any case in which they are a guardian or interested party. The access code is generated in a letter, the access code letter, which is mailed to the participant.

When a person creates a UJS Web Portal account for themselves, or for an organization for which they are proxy, they have the ability to enter the access code. Doing so allows them to see these cases on their Dashboard. If they are the guardian on the case, this allows them to complete the reports in the appropriate domain (person or estate). If they are an interested party on the case, they can see case information (such as filings) and documents associated to the case.

Access code letters are not used for any participant records associated to Pennsylvania Bar attorneys. All Pennsylvania bar attorneys already have secure access to the UJS Web Portal through an interface with the Disciplinary Board of the Supreme Court of PA, so an access code is not required. The function buttons to print or reprint an access code letter are not found in the participant screens for any Pennsylvania Bar attorneys.

Generating the Initial Access Code Letter

GTS makes it easy to produce the letters when needed on a case-by-case basis. When recording an Adjudication of Incapacity case action, printing an access code letter should be done for any new guardian participant records that you create. For more information, see Adjudication of Incapacity Case Action.

 

 

Reprinting Access Code Letters (Proceed with Caution)

A single participant only needs one access code in order to view their cases in GTS. Since they enter this access code as part of their UJS Web Portal account, if another access code is generated, the previous access code will no longer work and they will not be able to access their cases in GTS. Therefore, great care should be exercised when generating access code letters to ensure they are not reprinted inappropriately. An access code letter should only ever be reprinted if there is a concern that the original access code was compromised.

If you do attempt to reprint an access code letter, GTS will provide a warning, offering one last opportunity to cancel the action before the participant's previous access code is disabled.

Access codes can be reprinted either through a participant record or a case.

 

 

Reprinting an Access Code Letter through a Participant Record

As indicated in the warning above, you must be absolutely certain that a participant's previous access code should be disabled before performing this process. If you are certain that the participant's access code has been compromised and needs a new one, generate a new access code letter as follows:

1.	Under General Actions on the Dashboard, click the Manage People and Organizations link. The Participant Search screen opens.
2.	Click on the Search By dropdown and select Person.
3.	Enter the participant's Last Name and First Name. Additionally, you can limit the search to existing guardians by selecting the Guardians Only checkbox.
4.	(Optional) Additional search criteria can be entered to limit the number of records that can be returned in a search.
5.	Click the SEARCH button.
6.	Review the search results and perform one of the following: a.  If the participant is found, click the Edit Record icon that appears to the right of the individual or organization that you need to view or update. The Edit Person/Organization screen displays. b.  If the participant is not found, try entering different search criteria and search again. Sometimes using less search criteria can be more effective.
7.	In the Participant Information section at the top of the screen, click the Print Access Code Letter icon in the far right column.
8.	A confirmation message displays. If you are sure you need to disable the previous access code for the participant, click the OK button to continue.
9.	The access code letter opens in a separate tab in your browser. Print the letter to send to the guardian. When finished printing, close the browser tab displaying the letter to return to the Web Portal tab and the Edit Person/Organization screen.

 

Reprinting an Access Code Letter through a Case

This is an alternate navigation for reprinting an access code letter which is useful if you need to also perform other actions on the case.

1.	Under Find a Case on your Dashboard, enter the case number and press ENTER. Optionally, if the case number is not readily available, click the Advanced Search link to locate the case. The GTS Case screen opens.
2.	Depending on the case participant that needs a new access code, locate them in the grid of either the Guardians or Other Case Participants tab of the screen.
3.	Click the Print Access Code Letter icon in the far right column of the grid.
4.	A confirmation message displays. If you are sure you need to disable the previous access code for the participant, click the OK button to continue.
5.	The access code letter opens in a separate tab in your browser. Print the letter to send to the guardian. When finished printing, close the browser tab displaying the letter to return to the Web Portal tab and the GTS Case screen.