> For the complete documentation index, see [llms.txt](https://docs.cottfile.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cottfile.com/admin-guide/queues-and-routing.md).

# Queues and Routing

Queues and routing rules work together to organize how incoming filings reach clerks for review. Queues are the columns clerks see on their filing queue board. Routing rules automatically assign filings to the right queue or clerk when they are submitted.

## Review Queues

### Viewing Queues

Navigate to **Admin > Queues** and select a parish from the **Parish** dropdown at the top. You must select a parish before you can view or edit queues. Each parish has its own set of queues displayed in a card.

Each queue shows:

* **Display order** -- The position of the queue on the filing queue board (lower numbers appear first)
* **Name and code** -- Display name and short identifier
* **Default badge** -- Indicates the court's default queue for filings that do not match any routing rule
* **Assignment method** -- How filings in this queue are assigned to clerks
* **Auto-assign toggle** -- Whether filings are automatically assigned to a clerk when they enter the queue

### Adding a Queue

1. Click **Add Queue** on the court card.
2. Fill in the queue details:

| Field                 | Required | Description                                                               |
| --------------------- | -------- | ------------------------------------------------------------------------- |
| **Name**              | Yes      | Display name shown on the filing queue board (e.g., "New Filings")        |
| **Code**              | Yes      | Short identifier (e.g., "NEW")                                            |
| **Description**       | No       | Optional description                                                      |
| **Display Order**     | Yes      | Numeric position on the board. Lower numbers appear further left          |
| **Assignment Method** | Yes      | How clerks are assigned to items in this queue (see below)                |
| **Default Queue**     | No       | Toggle on to make this the fallback queue for the court                   |
| **Auto-Assign**       | No       | Toggle on to automatically assign a clerk when a filing enters this queue |

3. Click **Create**.

### Assignment Methods

| Method          | Description                                                             |
| --------------- | ----------------------------------------------------------------------- |
| **Manual**      | Clerks manually pick up filings from the queue. No automatic assignment |
| **Round Robin** | Filings are assigned to clerks in rotation, distributing work evenly    |
| **Rules Based** | Filings are assigned based on routing rules (see below)                 |

### Queue Display Order

Queues appear as columns on the clerk's filing queue board from left to right in order of their display order number. Filings move forward through queues -- they can only be moved to a queue with a higher display order, never backward.

### Moving Filings Between Queues

Clerks can manually move a filing to a different queue by dragging it to a column with a higher display order on the queue board. Filings cannot be moved backward to a lower-order queue. If a filing needs to return to an earlier stage, a clerk must reject it and have the filer resubmit, or a court admin can adjust the queue configuration.

{% hint style="info" %}
A typical queue setup might be: **New Filings** (order 1) > **Under Review** (order 2) > **Ready to Record** (order 3).
{% endhint %}

{% hint style="info" %}
**📹 GIF:** Creating a review queue -- clicking "Add Queue" on the court card, filling in the name, code, and display order, selecting "Round Robin" as the assignment method, toggling Auto-Assign on, and clicking Create.
{% endhint %}

### Editing and Deleting Queues

* Click the **pencil icon** to edit a queue's name, code, order, or assignment method
* Use the **Auto-assign** toggle directly on the queue row to enable or disable auto-assignment
* Click the **trash icon** to delete a queue

## Routing Rules

Routing rules automatically assign filings to queues, users, or priorities when they are submitted. Rules are evaluated in priority order -- the first matching rule wins.

### Viewing Rules

Navigate to **Admin > Routing Rules** and select a parish from the **Parish** dropdown at the top. You must select a parish before you can view or edit routing rules.

Each rule shows its priority, name, court, condition, action, and active status.

### Adding a Routing Rule

1. Click **Add Rule**.
2. Fill in the rule details:

**General settings:**

| Field         | Required | Description                                          |
| ------------- | -------- | ---------------------------------------------------- |
| **Rule Name** | Yes      | Descriptive name (e.g., "Route Civil to Queue A")    |
| **Priority**  | Yes      | Numeric priority. Lower numbers are evaluated first  |
| **Court**     | Yes      | The court this rule applies to                       |
| **Active**    | No       | Toggle to enable or disable the rule. Defaults to on |

**Condition** -- defines when the rule matches:

| Field        | Options                                                                                           |
| ------------ | ------------------------------------------------------------------------------------------------- |
| **Field**    | Filing Type, Docket Entry, Filer Type, Fee Status                                                 |
| **Operator** | Equals, Not Equals, Contains, In                                                                  |
| **Value**    | The value to match against (e.g., a filing type code like "CIV", or a filer type like "ATTORNEY") |

**Action** -- defines what happens when the rule matches:

| Action Type                   | Description                                              | Example Value              |
| ----------------------------- | -------------------------------------------------------- | -------------------------- |
| **Assign to Queue**           | Route the filing to a specific queue                     | Queue code (e.g., "CIVIL") |
| **Assign to User**            | Assign the filing directly to a clerk                    | User email address         |
| **Set Priority**              | Set the filing's priority level                          | HIGH, URGENT, LOW          |
| **Trigger Notification**      | Send a notification when the rule matches                | Notification type          |
| **Require Judicial Approval** | Flag the filing for judge review before clerk processing | Judge email or "true"      |

3. Click **Create**.

{% hint style="info" %}
**📹 GIF:** Adding a routing rule -- clicking "Add Rule," entering a rule name and priority, selecting a court, setting the condition (Filing Type equals CIV), choosing the action (Assign to Queue: CIVIL), and clicking Create.
{% endhint %}

### How Routing Works

When a filing is submitted:

1. The system evaluates all active routing rules for the filing's court, ordered by priority (lowest number first).
2. For each rule, it checks whether the filing's attributes match the condition.
3. The first matching rule's action is applied.
4. If no rules match, the filing goes to the court's default queue.

### Example Rules

| Rule Name                    | Condition                           | Action                                  |
| ---------------------------- | ----------------------------------- | --------------------------------------- |
| Route Civil Filings          | Filing Type equals CIV              | Assign to Queue: CIVIL                  |
| Prioritize Government Filers | Filer Type equals GOVERNMENT        | Set Priority: HIGH                      |
| Fee Waiver Review            | Fee Status equals WAIVER\_REQUESTED | Require Judicial Approval: true         |
| Criminal to Judge Smith      | Filing Type equals CRIM             | Assign to User: <judge.smith@court.gov> |

### Activating and Deactivating Rules

Use the **Active** toggle on each rule row to enable or disable it without deleting it. Deactivated rules are skipped during evaluation.

### Editing and Deleting Rules

* Click the **pencil icon** to edit any field on a rule
* Click the **trash icon** to permanently delete a rule


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