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eFiling: A Guide for AttorneyseFiling: A Guide for Attorneys
Table of Contents
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Welcome to eFiling
Welcome!
Electronic filing of court documents (eFiling) is a pivotal point in Palm Beach County’s transition to a completely “paperless court.” Filing cases electronically is expected to reduce the cost of filing, eliminate much of the paper handling and allow more efficient court operations. Attorneys and other filers will be able to submit court documents electronically 24 hours a day, seven days a week from any location with Internet access.
Palm Beach County Clerk & Comptroller’s Office is accepting eFiled documents from registered attorneys for both new and existing cases. E‐filed documents are accepted via the Florida Association of Clerk Courts’ (FACC’s) statewide eFiling Portal per Supreme Court Order (AOSC 09‐30). This guide will help you understand the eFiling Process and navigate the FACC eFiling Portal.g g g
What is the ePortal?
The ePortal web site provides eFiling capability to users with a single statewide interface. Users may utilize the ePortal web interface to submit documents to any l k’ ff h h l /f l lClerk’s Office in the state. The ePortal supports transmissions to/from local case
management/recording systems based on national XML standards and provides electronic notifications and service on behalf of filer and the Clerk’s office.
Should Original Documents be Sent?
Pursuant to Supreme Court Order (AOSC 09‐30), “Original documents (Death Certificates, etc. ) or those that contain original signatures such as affidavits, deeds, mortgages, and wills must be filed manually until the court has determined the digital format acceptable for these types of filings.”
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For more information regarding the ePortal, see Frequently Asked Questions at the end of this document.
eFiling Process Flow
Attorney
Start
E d
Edit & Resubmit
Attorney submits eFileDocument ePortal sends
Receipt of Filing Notice to Attorney
ePortal sends Pending Noticeto Attorney
ePortal sends Acceptance Notice
to Attorney
End
to Attorney
The ePortal receives eFile
The ePortal is notified of eFile acceptance
The ePortal Pending Queue receives eFile
Clerk’s Office receives eFile Clerk reviews
Document is validated,
Return to Filer
Document eFile redacted, released to CMS
Accept
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Accessing the ePortal
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Accessing the ePortal
Type the web address for the State of Florida’s eFiling portal
in your computer’s internet browser:
fl twww.myflcourtaccess.com
*Save the website to your Favorites or create a shortcut on your desktop for easy access.
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y p f y
Log In / Create Account
To create a new account for eFiling:
Click Register Now!
Follow the on‐screen instructions to set up your
account.
If you are a registered user:
Type your assigned User Name and Password.
Click .
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Filing Options
Click the menu or the quick access buttons on the upper right:
My Filings – View a list of your e‐filings on the ePortal. This is the
default display after a successful log on.
Existing – File subsequent pleadings on an existing case.g q p g g
New Case – File pleadings for a new case.
Email Log – View a list of status emails received from the ePortal
in date order.
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eFiling a New Case
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New Case – Case Information
Enter these values accurately to ensure filing acceptance.
Enter the New Case Information:
Each Division has a unique Information
form.
Select Type Of Court, County and Division from drop down menus.
Select Case Type and Sub Type.
Complete the information form for the selected Division (page 11)
Check the for Emergency Filing , if applicable. (Per AO 11 108 matters
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Check the for Emergency Filing , if applicable. (Per AO 11.108, matters
of extreme urgency… matters of life and death or instances of irreparable harm.)
Click to enter the case parties.
New Case – Forms by Division
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New Case – Add Parties
Tip: Use “Copy from Current Filer” to auto‐fill Attorney
Party information if you are the filer.
Note: There system has a 50 character limit. However, the Clerk will record the full Party
Under Service Options, you may elect to copy the eFile to another party.
yname as shown in the body of the document.
The Parties screen displays. Enter the case Parties:
Click .
Enter party details and click . Repeat for as many parties as necessary.
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Click after all parties have been entered.
New Case – Add Documents
Link to:Notice of
Confidential Filing(See page 10)
Certain document
The Documents screen displays. Attach the Pleadings/Documents:
types require an additional filing fee
The Documents screen displays. Attach the Pleadings/Documents:
Click .
Choose the applicable Document Group and Type from the drop down menus.
Enter the # Pages in the documentEnter the # Pages in the document.
Click to select the document from your computer. (Use only MS Word 97 or higher, Word Perfect, or Adobe PDF format. Also, attach only 1 file per pleading. For example, if filing a Complaint, a Lis Pendens, and a Civil Cover Sheet; attach three separate files.)
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Click .
Repeat for as many documents as necessary.
New Case – Add Documents
If the new case is a foreclosure, please follow the order belowIf the new case is a foreclosure, please follow the order below when attaching documents:
Complaint
Lis Pendens
Civil Cover SheetCivil Cover Sheet
Value Sheet
Additional Documents
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Notice of Confidential Information
If any document in your eFile is confidential, edit, print and
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save the above to attach as part of your filing.
eFiling a Summons
eFiling a Summons:
A Summons can also be eFiled using the ePortal.
On receipt of the filing confirmation, send a courier/ representative to the Clerk’s Office to retrieve the executed, original Summons In lieu of sending a representative youoriginal Summons. In lieu of sending a representative, you may send a self‐ addressed, stamped envelope with request for return of the original summons). Be sure to reference the case number listed on the filing confirmation.
Note: The Deputy Clerk will provide one original and oneNote: The Deputy Clerk will provide one original and onecopy of each summons issued; copies of the initial pleadings for service are not supplied by the Clerk’s office.
Full eFile capability for summons will be implemented soon eliminating the requirement to dispatch a courier.
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soo e at g t e equ e e t to d spatc a cou e .
New Case – Payments
The Payments screen displays. Pay the new case filing fees:
Select/enter the desired method of payment (Saved Credit Card, Saved Account, or enter new credit card/bank account information).
Click to continue.
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New Case – Review & Submit
The Review And Submit screen displays. Submit the eFiling:
Review the new case summary at the screen.
Click when the verification is complete.
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Confirmations
A filer receives a total of three (3) Confirmations during theA filer receives a total of three (3) Confirmations during the filing process:
1. Confirmation Screen. Immediately upon submission, a confirmation notice displays on the ePortal screen This notice provides the filing referencethe ePortal screen. This notice provides the filing reference number. This is the number to use prior to a case number being assigned by the Clerk.
2. Email confirming receipt. The filer also receives an email regarding the filing in their emailThe filer also receives an email regarding the filing in their email account registered to their ePortal profile. This email is also listed in the Email Log/Notifications on the ePortal.
3. Email confirming filing was accepted/processed. After the Clerk completes the review, the filer receives an email
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p ,confirming acceptance by the Clerk or notification of return of the eFile to the filer. An accepted eFile is assigned a case number.
eFiling for Existing Cases
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Subsequent eFiling
Enter these values accurately to ensure filing
acceptance.
To eFile a subsequent document for an existing case:
acceptance.
To eFile a subsequent document for an existing case:
Click
Select Type Of Court, County and Division from drop down menus.
Enter the 12 digit case number as indicated : Year, Sequence #,
Court Type, Party Identifier & Branch (optional). Click .
The Case Type, Case Title, Case Status and fees Amount display.
Enter the # of defendants.
Check the for Emergency Filing , if applicable. (Per AO 11.108, matters
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of extreme urgency… matters of life and death or instances of irreparable harm.)
Click to proceed to the Parties screen.
Existing Case – Add Parties
Tip: Use “Copy from Current Filer” to auto‐fill Attorney
Party information if you are the filer.
Note: There system has a 50 character limit. However, the Clerk will record the full Party name as
The Parties screen displays the existing parties. To add ddi i l i h
full Party name as shown in the body of
the document.
Under Service Options, you may elect to copy eFile to another party.
additional Parties to the case:
Click .
Enter party details and click . Repeat for as many parties as necessary.
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Click after all parties have been entered.
Existing Case – Add Document
Link to:Notice of
Confidential Filing(See page 10)
Certain document
The Documents screen displays previously eFiled documents To
Certain document types require an
additional filing fee
The Documents screen displays previously eFiled documents. To add Documents to a case:
Click .
Choose the Document Group and Type from the dropdown menus.
E t th # P f th d tEnter the # Pages of the document.
Click to select the document to be filed. (Documents should be MS Word 97 or higher, Word Perfect or Adobe PDF format. Also, attach only one file per pleading. For example, if filing a Complaint, a Lis Pendens, and a Civil Cover Sheet; attach three separate files.)
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Click .
Repeat for each document being eFiled.
Reopen Fee Required
As of July 1, 2012, a reopen fee is assessed on all motions filed 90 days or more after a case has been disposed with the exceptionof the pleadings listed below. p g
The reopen fee is $50 (or $25 for some case types in County Civil).
If the document is not exempt, the fil h ld l t th d t t
A party is exempt from paying the reopen fee for any of the following pleadings/motions:
filer should select the document type “w/ Reopen Fee.”
1. A writ of garnishment; 2. A writ of replevin; 3. A distress writ; 4. A writ of attachment; 5. A motion for rehearing filed within 10 days; 6. A motion for attorney's fees filed within 30 days after entry of a judgment or final order; 7. A motion for dismissal filed after a mediation agreement has been filed; 8. A disposition of personal property without administration; 9. Any probate case prior to the discharge of a personal representative; 10. Any guardianship pleading prior to discharge; 11. Any mental health pleading; 12. Motions to withdraw by attorneys;
i l i l f h f f hild d13. Motions exclusively for the enforcement of child support orders; 14. A petition for credit of child support;15. A Notice of Intent to Relocate and any order issuing as a result of an uncontested relocation16. Stipulations and motions to enforce stipulations; 17. Responsive pleadings; or 18. Cases in which there is no initial filing fee; or 19 Motions for contempt19. Motions for contempt.
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Existing Case – Payments
The Payments screen displays the total filing fees. To pay filing fees:
Select the desired method of payment (Saved Credit Card, Saved Account, or enter new credit card or bank information).Account, or enter new credit card or bank information).
Click to continue.
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Existing Case – Review & Submit
The Review And Submit screen displays. b i h ilSubmit the new eFile:
Review the new eFile summary at the screen.
Click when the verification is complete.
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Resubmissions
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Resubmissions
A Pending Notice is sent to the filer’s email address if the eFiledoes not pass the Clerk’s review. A file with Pending Queue status indicates a deficiency with the e‐file. Resubmission of an eFile may be required for the following reasons:
― Document format is invalid― Duplicate filing― Filing Fees incorrect
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― Incorrect case number
Resubmissions
If a filing is not accepted by the Clerk’s office, edit and resubmit your filing:
Login to www.myflcourtaccess.com
Under My Filings, identify the case with the status of Pending Queue. Notate the Case #.
Click .
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Resubmissions
Resubmit (continued):
Enter the case number and click to load the Pending Case.
When the case loads, the case information, Parties and Documents previously entered display.
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Resubmissions
Resubmit (continued):
Tab through the screens (Case Information, Parties, Documents, and Payments) and make the required edits. For example, if a document requires editing remove the document and re add the amendedrequires editing, remove the document and re‐add the amended document on the Documents screen.
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Resubmissions
Resubmit (continued):
Verify the payment information and proceed to the Review & Submit screen.
Note: even though the payment information was previously entered, payment is never processed when an eFile is placed in the Pending Queue. Charges are not applied twice.
Click Submit to resubmit the revised filing.
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Frequently Asked Questions
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Log in /Access
Q: Where do I file documents electronically?
The statewide eFiling portal, https://www.myflcourtaccess.com/. Once your registration is accepted, you will be able to log in, select theOnce your registration is accepted, you will be able to log in, select the county, and access a customized portal for Palm Beach County’s Clerk.
Q: Will anyone be able to eFile, or will only attorneys have access?
Attorneys will be able to register to eFile using their Florida Bar numbers. The statewide eFiling portal is currently unable to accommodate pro se filers, but will be able to in the future.
Q H ill f th P t l b th ti t d?Q: How will users of the ePortal be authenticated?
Individual Florida Bar members will register to use this system and receive authentication credentials (login ID, password) once their online registration is validated. Upon receipt of the completed Online Electronic Filing Registration the system verifies that the attorney is admitted toFiling Registration, the system verifies that the attorney is admitted to practice and in good standing with The Florida Bar. A combination including, but not limited to: name, email, and Florida Bar Number obtained during registration, will be validated against an electronic list provided by the Florida Bar. The attorney will be able to designate their user name and password. Email notification will be sent to the attorney at the email address on file with approval or denial of the account. The selected user name and password will enable the attorney to retrieve and file documents electronically and to receive the Notices of Electronic Filing. The person to whom the user name and password is assigned is
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g p p gresponsible for any documents filed using that user name and password.
Software & Hardware
Q: Do I need any special hardware or software?
No. Filers should be able to use the eFiling portal as long as they have a computer with an Internet connection and browser.computer with an Internet connection and browser.
Q: What document types does the ePortal support?
The ePortal will accept filings in Microsoft Word 97 (or higher) and Adobe PDF formats. All documents will be converted to PDF format by th P t l B d f lt th P t l ill id th PDF f t t ththe ePortal. By default, the ePortal will provide the PDF format to the local record system. Each county will also have the option to receive the original Word document if available. Word Perfect files are not accepted at this time. However, Word‐Perfect files can be converted easily into PDF documents without printing and scanning.
Q: Are there size limitations on eFiled documents?
Yes. The ePortal can accommodate files up to 25 MB in size. Larger files cannot be uploaded. Note: The ePortal will only allow documents to be uploaded to one case at a time You may load multiple documents touploaded to one case at a time. You may load multiple documents to each case; however, use oneWord or PDF file per pleading. For example, if filing a Complaint, a Lis Pendens, and a Civil Cover Sheet; attach three separate files.
Q: Will the Clerk’s office only accept eFiled documents?Q: Will the Clerk s office only accept eFiled documents?
No. Paper documents will still be accepted at any of our courthouse locations in Palm Beach County. However, the Florida Supreme Court has mandated that all attorneys will be required to eFile all court documents (with very limited exceptions including where original
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( y p g gdocuments are otherwise required by law) starting April 1, 2013 in civil courts and October 1, 2013 in criminal courts.
Payment of Fees
Q: How do I pay fees for the document I have filed?
The regular filing fees established by Florida law are required to be paid to file cases with Florida’s courts In addition to the filing fees there areto file cases with Florida s courts. In addition to the filing fees, there are also convenience fees established to offset the use of electronic funds transfer, whether using a credit, charge or debit card, or an Automated Clearing House (ACH) transaction. The portal accepts MasterCard, Discover and American Express cards with a 3 percent service charge. Th f f ACH t ti i $3 00 fl t fThe fee for an ACH transaction is a $3.00 flat fee.
Q: Why doesn’t the ePortal accept Visa?
Visa required a service charge that was out of line with charges by the th dit d dother credit card vendors.
Q: What if I don’t want to pay by credit card?
The eFiling system accepts electronic checks, for those who don’t want to pay by credit cardto pay by credit card.
Q: What if I have an escrow account? Will I be able to use the escrow account when eFiling?
Si th Fl id A i ti f C t Cl k d C t ll illSince the Florida Association of Court Clerks and Comptrollers will collect the eFiling fees for all 67 counties, attorneys will not be able to use escrow accounts to cover filing fees and other costs.
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Case Specific Information
Q: What format should I use on the ePortal for case number ?
In order to search and find a case on the ePortal, your case number must be in the following format:be in the following format:— 4‐digit year (2008, 2009, 2010, 2011, etc…)— 6‐digit case sequence (000123)— 2‐digit case type (For example: CP, GA, CA)
Q: Why does my document type not show in the system?
Each County determines the documents they will accept via eFiling. The documents listed in the dropdown are currently accepted by Palm Beach C tCounty.
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Security & Privacy
Q: Will the ePortal provide access to filings once they are accepted by the Clerk?
No Once the filing is accepted and released to the Clerk’s caseNo. Once the filing is accepted and released to the Clerk s case management system (CMS), it becomes the official court record just like it does with the current paper process. However, you may view a listing of all your filings at the My filings screen on the ePortal.
Q: What about Rules 2.420 and 2.425?
All filers must comply with the privacy/confidentiality provisions of Rules 2.420 and 2.425, Florida Rules of Judicial Administration. These requirements apply to all documents, including attachments. dh h l ill h i f i h h ld bAdherence to these rules will ensure that information that should be
protected will not become public.
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eSignature & Time Stamp
Q: Describe if and how electronic signatures will be utilized.
The ePortal system operates in accordance with the Supreme Courts’ Administrative Order (AO09‐30) for the use of “/s” in lieu of electronicAdministrative Order (AO09 30) for the use of /s in lieu of electronic signatures. A pleading or other document is not required to bear the electronic image of the handwritten signature or an encrypted signature of the attorney, but may be signed in the following manner when electronically filed through an attorney’s login and password:
s/ John Doe John Doe (e‐mail address) Bar Number 12345 Attorney for (Plaintiff/Defendant) XYZ Company ABC Law Firm 123 South Street123 South Street Orlando, FL 32800 Telephone: (407) 123‐4567
Q: How will the ePortal store the filing time/time stamp?Q g / p
An electronic filing may be submitted to the portal at any time of the day or night, twenty four (24) hours a day, seven days a week. For purposes of determining the initial filing date, a document shall be deemed to be filed on the date and time when the electronic filing is received at the ePortal. See Florida Supreme Court Standards for Electronic Access to the Courts (adopted June 2009, adopted modifications February 2012). The file received date and time will be electronically stamped as a watermark at the top right of all document images
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images.
Notifications
Q: What electronic notifications will be sent by the ePortal? Registration Notices— Receipt of subscriber application — Acceptance/activation of subscriber account — Change of subscriber profile including login credentials
Filing Notices— Receipt of filing (including filing id # )Receipt of filing (including filing id # )— Acceptance of filing (including filing id # and case # )— Rejection of filing (including filing id #, case # , and rejection
reason
Q: Is the Clerk providing training for this transition to eFiling?
We will coordinate training and promotional efforts with the Palm Beach County Bar Association, as well as send notification by press releases to publications such as the Daily Business Review We willreleases to publications such as the Daily Business Review. We will publicize any eFiling training or events on our website, as well as through our Twitter and Facebook accounts.
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Contacts
Q: I received an email that my registration was pending approval. Who can assist me in getting my account activated?
Contact an administrator who can activate your ePortal registration at:Contact an administrator who can activate your ePortal registration at: support@flclerks.com
Resources:
Clerk & Comptroller of Palm Beach County:
Email: efile@mypalmbeachclerk.comPh (561) 355 2986Phone: (561) 355‐2986
Florida Courts eFiling Portal : https://www.myflcourtaccess.comFlorida Supreme Court: http://www.floridasupremecourt.orgFlorida State Courts: http://www.flcourts.orgThe Florida Bar: http://www.floridabar.orgFlorida Association of Court Clerks: http://www.flclerks.comMy Florida Clerks: http://myfloridaclerks.com
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