🆕 Update (October 2025): You can now set Default Job Specifications to automatically apply the requirements you need on every job. You can also toggle specs on or off when creating a job, giving you more flexibility. Learn more below.
Job Specifications are firm-level rules or instructions that apply to jobs based on state and serve speed. Instead of entering custom instructions for the server to follow each time, you can define reusable specs that ensure jobs are completed in line with your firm’s operational standards, jurisdictional requirements, and legal obligations.
✅ Why Use Job Specifications?
Ensure servers follow firm-specific instructions
Avoid repetitive manual input and server notes
Automate compliance with local rules
Streamline job creation and reduce human error
🚀 How to Create Job Specifications
Click Create New Specification
Add a Title (e.g., Florida Rules)
Select a Job Type: Serve or Post
Choose where the rule applies:
All jobs
Specific states
Select “set as default” if you’d like these requirements to automatically apply to all jobs that match the job type (ie Serve vs. Post) and location (ie court state)
Select one or more rules from the list
Click Save
Your spec is now active and will auto-apply when conditions match during job creation.
🔍 Available Specifications by Job Type
Serve Jobs
Serve Jobs |
|
Name | Instructions |
Notarize affidavit | Your server will have the final affidavit notarized. |
Wet ink signature | Your server will physically sign the affidavit. |
Personal Service | Service is affected on the individual listed on the document; Subserve will not be performed. |
No Sunday Service | Your server will not make serve attempts on Sunday. |
No service at a nursing home | Your server will not make serve attempts at a nursing home. |
Evidence of residency | Server will check for vehicles, personal possessions, activity inside, and interview the neighbors. |
Nail and mail | (NY State Only) If proper attempts were made and you cannot get an answer at the door, NAIL AND MAIL service. A second copy of the documents served must be mailed to the defendant within 10 days of service. Personal or substitute service. |
Post on last attempt | If service is unsuccessful after 4 attempts, you may post documents at the dwelling place or usual place of abode on the 4th attempt. |
Server appointment required | Affidavit of Special Process Server" must be completed and forwarded to Proof. The firm will have the order signed by a judge BEFORE service attempts begin. |
Post Jobs
Post Jobs |
|
Name | Instructions |
Folded Notice | Server will fold the notice when posting to the door. |
Confidential Envelope | Server will place the notice in a sealed envelope marked "Confidential". |
Marked Urgent | Server will write "Urgent Legal Document Enclosed. Immediate Attention Required." on the notice. |
Posted Doc Affidavit | Server will use the document posted to the door as the Affidavit. |
Knock Before Posting | Server will knock first to attempt service, and then the server can post. They will provide a photo of the posted documents on the door. |
Server Appointment Required | "Affidavit of Special Process Server" must be completed and forwarded to Proof. The firm will have the order signed by a judge BEFORE service attempts begin. |
Notarize Affidavit | Your server will have the final affidavit notarized. |
Evidence of Residency | Your server will check for vehicles, personal possessions, or activity |
💼 Concierge Client Features
Applying some Specifications (e.g., Notarized Affidavit or Wet Ink Signature) to all jobs when not legally required, is only available to Concierge Clients. Proof will always follow local regulations - if the state requires a notary or wet ink signature, your job will comply with the rules, even if you are not a Concierge Client.
Want to become a Concierge Client? Email support@proofserve.com.
🏗️ Custom Job Specifications
Have a firm-specific instruction that’s not listed under the available options? We’ve got you covered. Reach out to support@proofserve.com, and our team will help create a custom specification tailored to your needs.
🧭 Serve Speed → Job Type Mapping
When creating a job, the Serve Speed you select determines the applicable Job Type, which in turn controls which Job Specifications apply.
Serve Speed | Job Type |
2-day Post | Posting |
4-day Post
| Posting |
Envelope | Posting |
Standard | Serve |
Expedited | Serve |
Same Day | Serve |
Hybrid | Serve |
Garnishment | Serve |
Premium | Serve |
Premium Rush | Serve |
🆕 Defaults
How Defaults Work
New “Apply to this job” column appears in the Job Specifications step of job creation flow (for platform + integration users).
Default specs are toggled on automatically.
Specs not toggled on won’t be sent to your server/Proof.
All specs (including defaults) only display in the table if they match job speed (Serve vs. Post) and service location (e.g. NY, FL, All).
Why it Matters
This update allows for finer controls on applying the right rules to the right job.
Individual Job Specs can be toggled on and off per job, giving you more flexibility.
Best Practices
Most firm-wide specs should be set to Default.
Use non-default only for one-off or conditional requirements (e.g. sheriff-specific).
Managing Existing Specs
All existing specs have been set to Default automatically.
If you’d like to change a job spec to non-default:
Go to Firm Settings
Click the ⋮ (three dots) next to a job spec
Update the answer to “Would you like to apply these specifications by default?”
Impact to Integration, Bulk Upload, and API users
Integration users (Filevine, MyCase, Clio, Litify) will have the same experience as platform users detailed above.
When creating a job via bulk upload, only job specifications marked as default and match the serve speed (serve/post) and location (New York, Florida, All, etc.) will be applied to the job automatically.
No change is needed for API users. You must continue to specify all job specs that should be applied to each job within the API call.
🧪 Walkthrough Example: Florida Serve Rule
Step 1: Create the Spec
Title: Florida Serve Rules
Job Type: Serve
Location: Florida
Would you like to apply these specifications by default: Set as default
Rules: Personal Service, No Sunday Service
Step 2: Create a serve job
Upload documents and select parties to serve.
Step 3: Auto-Selection
If the court state or servee address matches your spec location (Florida), and the serve speed (Standard) maps to a Serve Type (Serve), and the spec is marked default, the spec is auto-applied.
Step 4: Customize (Optional)
You can deselect individual specs by toggling of "apply to this job".
Or disable all by choosing "Do not apply custom specifications".
⚠️ Note - your job specifications will only be passed to the server if they are selected in this step!