Teams must be created for an organization before routing information can be set-up. Refer to the Create a Team wizard to learn how to set up a team.

Routing information determines how work items are assigned to a team. Routing Information must be set-up for each work item in CCMS. Setting-up routing information in CCMS must be done before an organization can begin to use CCMS.

Routing options include:

  • Alphanumeric: Route work items by an alphanumeric range
  • County: Route work items by county. Work items associated with selected counties are routed to a specific team.
  • Provider: Route work items by Provider Name. Work items associated with selected providers are routed to a specific team.
  • Provider Type: Route work items by Provider Type. Work items associated with selected provider types are routed to a specific team.

Once alphanumeric, county, provider, and provider type routing information is entered, you can select the order of priority on the Manage Order page.

Example: On the Manage Order page, it is specified that an Application work item should be routed first by county, and second by Alphanumeric. In this example, CCMS will route the information to a team according to their county information. Only if county information is not available will the work item be routed to teams based on alphanumeric information.

Alphanumeric Routing - Process Steps:

  1. On the Manage Routing page, select the Alphanumeric sub-tab.
  2. Select the correct Organization from the drop-down list.
  3. Select the desired Work Item Type from the drop-down list.
  4. All the teams who are assigned to the selected work item type for the chosen organization appear in the Team column.
    • Remember! You can navigate to the Manage Team page to search for and edit the Work Item Type assigned to a team. Refer to the "Search for and Update a Team" wizard for additional information on how to update a team.
  5. Click the desired team to record the alphanumeric information.
  6. Type a letter in the Start Range and End Range fields in the Update Alphanumeric Ranges section of the page.
    • Teams can be left off certain work items. However, be sure to account for all letters with the teams you decide to use.
  7. Click [Update View] to save the changes. The selected Work Item can now be routed by the alphanumeric range documented for each Team.

County Routing - Process Steps:

  1. On the Manage Routing page, select the County sub-tab.
  2. Select the correct Organization from the drop-down list.
  3. Select the desired Work Item Type from the drop-down list.
  4. Select the desired Team from the drop-down list.
  5. All Illinois counties will be listed in the Illinois Counties column.
  6. Select the checkbox of the desired county and click [==>].The highlighted county will display in the Selected Counties column.
  7. Click [Save]. The selected Work Item can now be routed by the county documented for each Team.

To remove a county from the routing rule:

  1. Select the checkbox of the desired county in the Selected Counties column.
  2. Click [<==]. The selected county now displays in the Illinois Counties column.
  3. Click [Save].

Provider Routing - Process Steps:

  1. On the Manage Routing page, select the Provider sub-tab.
  2. Select the correct Organization from the drop-down list.
  3. Select the desired Work Item Type from the drop-down list.
  4. Select the desired Team from the drop-down list.
  5. All Providers assigned to your CCR&R/Site will be listed in the Provider Names column.
  6. Select the checkbox next to the desired Provider and click [==>].The highlighted county will display in the Selected Providers column.
  7. Click [Save]. The selected provider will now be routed to the chosen Team and Work Item.

To remove a provider from the routing rule:

  1. Select the checkbox next to the desired provider in the Selected Providers column.
  2. Click [<==]. The selected provider now displays in the Provider Names column.
  3. Click [Save].

Provider Type Routing - Process Steps:

  1. On the Manage Routing page, select the Provider Types sub-tab.
  2. Select the correct Organization from the drop-down list.
  3. Select the desired Work Item Type from the drop-down list.
  4. Select the desired Team from the drop-down list.
  5. All Provider Types assigned to your CCR&R/Site will be listed in the Provider Types column.
  6. Select the checkbox next to the desired Provider Type and click [==>]. The highlighted Provider Type displays in the Selected Types column.
  7. Click [Save]. The selected provider type will now be routed to the chosen Team and Work Item.

To remove a provider from the routing rule:

  1. Select the checkbox next to the desired provider type in the Selected Types column.
  2. Click [<==]. The selected provider type now displays in the Provider Types column.
  3. Click [Save].

Manage Order - Process Steps:

Once routing rules are set-up for a Work Item, navigate to the Manage Order page to define the priority in which the routing rules are applied. This is the last step in setting-up routing information for a Work Item Type.

  1. On the Manage Routing page, select the Manage Order sub-tab.
  2. Select the correct Organization from the drop-down list.
  3. Select the desired Work Item Type from the drop-down list.
  4. Scroll to the Routing Configuration section of the page.
  5. Select the routing option to Route first by: from the drop-down list. Options include: Alphanumeric, County, Provider, and Provider Type.
  6. Repeat the above step for all four "Route by" fields.
  7. Click [Save]. Work Items created after this will now be routed according to the selected order to the appropriate teams.
    • Although it is only required to select one routing rule, it is a best practice to define a routing priority for all four options.
    • Example: In the above example, the Work Item would first be routed to teams by the Work Item's assigned county. If county information is not documented in the Work Item, it is routed by Provider. If provider information is not available, it is routed according to the documented alphanumeric rules, etc.

Results of the Procedure:

Alphanumeric, County, Provider, and Provider Type Routing information is defined for a Work Item Type. The Work Item will now be routed in the priority defined order.

Frequently Asked Questions

  1. On the Alphanumeric sub-tab, do all teams require a range start and end date?
    1. In CCMS, you can conduct a document search to view the date a document was scanned into CCMS. You can also view the document in CCMS to locate the imprint record that was added to the document during scanning.
    2. After the scan date and imprint number are located, conduct a Box Tracking Search, entering a date range in the From and To fields to locate box records created around the date of the scan. Review the search results to learn the start and end imprint information for each box to locate the correct box which holds the desired paper copy.
  2. When routing according to Alphanumeric, what name is used when determining routing?
    1. The last name of the person associated with the form on the Validate Documents page will be used for Alphanumeric routing.