e-survey Forum

When requesting Manual Copies of unconverted documents, I note that there is no specific provision for selecting a delivery address for posted copies or fax number for faxed copies (relevant when a company has multiple offices). In the past, I have always typed this in to the comments box, but more often than not, this is ignored and the copies are delivered to the office from where the LOL licences are maintained. This introduces one or more days' additional delay until the material is received by those who need it. This is always annoying and sometimes critical.

Today, however, we have had a manual copy turn up at another office - not the requested office, not the office of the primary contact. Why does this happen? It's rather random.

I note that in the LOL Workspace, under My Details, there are fields for both physical and postal addresses, and on the Preferences tab, there is a selection for the destination for notices to go to either the firm or the user. None of this information seems to be used for the delivery of manual copies. Why not? The information is already in the system, so no software amendment is required - unless I'm missing something, it just seems that LINZ needs to change its internal procedure.

This matter seems to be getting worse rather than better. Is there some internal LINZ policy which dictates that manual copy requests be sent to the office where licenses are managed from?

On a slightly related note, we've found that in recent months LINZ has started emailing manual request copies directly to the requester. This is great - combines the speed of fax with the quality of posted copies, and the added convenience of having the original digital copy.

Once again I have found that a Manual Request has been faxed (not posted, as requested) to another office. Upon enquiring, I have been told that I need to use the Update Firm/User Details on the Landonline homepage, rather than the My Details icon of the Workspace. The details that are held by Landonline incorrectly record my fax number and my postal address(showing the office from where our primary contact is). However, the Update Firm/User Details form only allows for a different fax number to be specified. I cannot change my postal address.

It's great to see that with the latest release, that email has now been included as an option for delivery. This would avoid the problem of things being faxed or posted to the wrong office.

So far I have tried this once, but did not receive the email at all, despite Helpdesk confirming that it was sent to the correct email address... So I have had to log another manual request (and asked for it to be delivered by fax!). I look forward to the resolution of this.

Now a slightly different take on this - I have tried the new email-reply option, which never turned up. I have therefore had to request the document again (requesting a reply by fax), and found that the fax (after being sent to our other office) also included the previous request, marked up with the primary contact's email address, not mine! His email address was not stated anywhere on the manual request, so the Search staff must have looked it up somewhere. Why didn't they look up the email address of either the person named in the 'User ID' box or the 'Requested by' box (me in both cases)?

I note that at the bottom of the Request Manual Copy printout, there is a 'Delivery Details' section, which is filled in by the system and not able to be edited by the user. Why is this section not linked to the details of the user (as a default), and preferable also able to be edited (in case the user is searching on behalf of someone else)? I can't think of any reason for this behaviour.

A new Landonline notification system is scheduled to be implemented in May 2009 which will address concerns about delivery addresses.