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How To Use the Queue to File Preliminary Notices

Posted by Antoinette Abboud

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1/2/15 1:29 PM



For many zlien users, filing a preliminary notice is the first step to securing lien rights on a project. This post will outline the steps to successfully file a preliminary notice using the queue. This includes creating workflow settings that will drive your projects' actions.



Before you can get started, please log in to your account. Your user name will always be your email address.

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Set your workflow settings

From your navigation panel, hover over the "Your Queue" tab at the top of your screen. From the drop down bar, click on "Workflow Settings". If you would like a more in-depth overview, please see our post on "How to Set Custom Workflows." You will only be able to add workflow settings to an existing project. You can find additional information on how to add a new project here


From there, click on "Prelim Notices", which is located on the left hand side of your screen.


Click on "Add New" in the upper right hand side of your screen.


Now you will enter your workflow preferences. Under Step 1: Basics, first add the name of the preference set. If you only have one workflow setting, you can name this "default". If you will have multiple workflow settings, you may want to name it based on location (ie: "Texas", "Arkansas", etc). Once you have chosen a name, you will decide how you would like your items processed. You will have 3 options:

  • Automatically Process Items: As soon as your job is entered, the preliminary notices will be sent.
  • Automatically Process Items Unless We Manually Remove Them: If you do not cancel the preliminary notice, it will be sent.
  • Process Items That We Manually Approve Only: This method allows you to manually opt-in for the preliminary notice, processing items that you manually approve. 


If you chose "Automatically Process Items Unless We Manually Remove from the Queue or "Process Items That We Manually Approve Only", you will  notice that an additional option called "Queue Turnover Period" will appear. For example, you will see that we currently have "5 days" entered in the "Queue Turnover Period" field. If we have selected option 2, "Automatically Process Items Unless We Manually Remove from the Queue", if no action is taken in the 5 day period, the document will be processed automatically after 5 days. If you chose to "Process Items that We Manually Approve Only", and enter 5 days into the "Queue Turnover Period" field, the item will be removed from your Queue after 5 days.

After choosing your preference, click "Next".


Now you will assign filters in your project. This allows you to choose which State, Line of Business or Location will be included in your workflow. You can set up multiple workflows based on State, Line of Business, or Location. Once you have completed your filter settings, press "Next".


Now you will add conditions to your workflow setting. This allows you to specify when you would like your preliminary notices sent, and the specific amount which you would like to trigger the action. You are welcome to submit other restrictions as well, though they are not required. If you would like, you can check the box to send preliminary notices to projects with expired deadlines, or to file preliminary notices on a project even if they are not required. Once you have established your conditions, press "Save Changes". 


Approving Preliminary Notices

Now that you have set your workflow settings, you can easily go in and approve notices from your queue. To do that, go to the navigation panel at the top of your screen and hover over "Your Queue". Select "Prelim Notices".


The page will now display your existing projects. To process queue items:

  • Approve: To approve an item, click the green check
  • Cancel: To cancel an item, click the red X and provide a reason.  Once canceled, the item will no longer be processed.
  • Pause: If you are not ready to cancel or approve, click the "Pause" icon and snooze for a desired amount of days
  • Rush: If you would like to rush an item, click "Rush" prior to approving the item. 


Now you have ordered your Preliminary Notice using the Queue, and you can track your next actions, filed documents, and edit certain details. To order additional Preliminary Notices, log in to your zlien account:

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Topics: training