Odyssey File & Serve HTML5

OFS-FS-220-3314 v.1 February 2015

Odyssey File & Serve™ HTML5Firm AdministratorGuide – Release 3.9

Copyright and Confidentiality

Copyright © 2015 Tyler Technologies, Inc. All rights reserved.

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This notification constitutes part of the documentation and must not be removed.

All other brands and product names are trademarks or registered trademarks of their respective owners.

PublishingHistory

Document PublicationNumber

Revision Date Changes Made

OFS-FS-220-3314 v.1 Initial February2015

ii February 2015 OFS-FS-220-3314 v.1

Contents

Contents

Copyright and Confidentiality ........................................................................................................ iiPublishing History........................................................................................................................ iiList of Figures............................................................................................................................. iv1 System Overview ...................................................................................................................1

Before You Begin ..................................................................................................................1System Requirements ....................................................................................................1Page Navigation.............................................................................................................1Error Messages..............................................................................................................2

2 E-Filing Overview ...................................................................................................................3Filing Queue Status...............................................................................................................3

3 Home Page............................................................................................................................64 File & Serve Registration.........................................................................................................8

Registering as a Firm Administrator and Creating a New Firm...................................................8Resetting Your Password..................................................................................................... 11

5 Log On and Log Off ..............................................................................................................13Logging On ........................................................................................................................13Logging Off.........................................................................................................................14

6 Orientation...........................................................................................................................167 Profile Preferences...............................................................................................................18

Changing the User Password...............................................................................................18Changing the Security Question ...........................................................................................19Updating User Information ...................................................................................................20Managing Notifications ........................................................................................................21

8 Firm Administrator Functions.................................................................................................23Manage Firm User Accounts................................................................................................23

Approving and Removing New Users.............................................................................23Inviting Firm Users to Create an Account........................................................................24Firm Users Create Account ...........................................................................................25Editing Firm User Accounts ...........................................................................................29Removing a Firm User ..................................................................................................30Resending the Activation Email .....................................................................................31

Manage Attorney Accounts..................................................................................................31Adding Attorney Accounts.............................................................................................31Removing an Attorney’s Account ...................................................................................33

Manage Payment Accounts .................................................................................................34Adding Payment Accounts ............................................................................................34Deleting a Payment Account .........................................................................................36Editing Payment Accounts ............................................................................................37

Manage Firm Information.....................................................................................................39Updating Firm Information.............................................................................................39

9 Case Initiation ......................................................................................................................41Filing a New Case...............................................................................................................41Entering Party Details..........................................................................................................42Entering Filing Details..........................................................................................................43Viewing the Envelope Summary...........................................................................................45

10 Subsequent Filing...............................................................................................................47Filing into an Existing Case..................................................................................................47

Viewing the Envelope Details ........................................................................................4911 Filings................................................................................................................................51

Filtering the Filings Queue ...................................................................................................52Resuming the Filing Process................................................................................................55Canceling a Filing ...............................................................................................................56

12 Service Contacts ................................................................................................................58Adding Service Contacts to a Case.......................................................................................58

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List of Figures

Keyboard Shortcuts Window...........................................................................................2Actions Filings Drop-Down List........................................................................................2The E-Filing Process......................................................................................................3File & Serve Home Page ................................................................................................6Register Page................................................................................................................9Register Page with Registration Agreement ...................................................................10Register Page with Confirmation ...................................................................................10Logon Page................................................................................................................. 11Change Password Page............................................................................................... 11Logon Page.................................................................................................................14Log Off Option on the Drop-Down List............................................................................14Sign Out Page .............................................................................................................15Case Actions Toolbar ...................................................................................................16Actions Drop-Down List ................................................................................................16My Filings Page ...........................................................................................................17Drop-Down List............................................................................................................18Change Password Page...............................................................................................19Drop-Down List............................................................................................................19Change Password Page...............................................................................................20My Information Page ....................................................................................................21Manage Notifications Page ...........................................................................................22Firm Users Page..........................................................................................................24Actions Drop-Down List for Firm Administrator................................................................24Firm Users Page..........................................................................................................25Register Page for Firm User..........................................................................................26Registration Agreement with Firm Information ................................................................27Registration Agreement for Firm User ............................................................................28Confirmation for Invited Firm User .................................................................................29Firm Users Page..........................................................................................................30Actions Drop-Down List ................................................................................................30Actions Drop-Down List ................................................................................................31Actions Drop-Down List ................................................................................................32Attorney Page..............................................................................................................32Actions Drop-Down List ................................................................................................33Attorney Page..............................................................................................................34Attorney Actions Drop-Down List ...................................................................................34Payment Accounts Page ..............................................................................................35Payment Accounts Page – Add a Payment Account .......................................................36Payment Accounts Page ..............................................................................................37Actions Drop-Down List ................................................................................................37Payment Accounts Page ..............................................................................................38Payment Account Name Field.....................................................................................39Edit Contact Info Page..................................................................................................40New Case Toolbar........................................................................................................41New Case Toolbar........................................................................................................41Filings Page ................................................................................................................43Select Lead Document on Filings Page..........................................................................44Envelope # 3078 Page .................................................................................................46My Filings Page ...........................................................................................................47File Into Existing Case Link...........................................................................................48Case Search Page.......................................................................................................48My Filings Page ...........................................................................................................49My Filings Page ...........................................................................................................52

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Publishing History

My Filings Page ...........................................................................................................53My Filings Filter Page ...................................................................................................54Select the Dates by Using the Calendar .........................................................................54My Filings Page ...........................................................................................................55My Filings Page ...........................................................................................................56My Filings Page – Canceling a Filing .............................................................................57Service Contacts Page.................................................................................................59

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1 System Overview

Topics Covered in this Chapter♦ Before You Begin

The File & Serve system enables registered users to file documents with the court anytime, anywhere, 24hours a day, seven days a week. This highly automated, scalable system provides customers theopportunity to transition from an inefficient, paper-based process to a streamlined, technology-basedelectronic filing (e-filing) system.

Before You BeginThis guide is intended for Firm Administrators.

Before you begin, there are several items you should be aware of to assist you with the successfuloperation of your software.

Note: Depending on your setup, all featuresmay not be available. As a result, your screen mayvary from what is shown in the document.

System RequirementsThis section describes the recommended system requirements to successfully use the system:

• Browser Requirements – The system supports current versions of the Windows operating systemusing Internet Explorer 10 or 11, Chrome, or Firefox. If your browser does not meet these minimumrequirements, please contact your network administrator.

• Connection Requirements – A high-speed Internet connection is recommended.

• Minimum Screen Resolution – For best results, a setting of 1024x768 or better is highlyrecommended. If necessary, users can set their monitors to 800x600 pixels, but doing so maycompromise the graphic display.

• Document Format – PDF is the only format allowed for attaching documents when using thesystem.

Page NavigationThe following sections describe how to navigate the system and populate data fields throughout the filingprocess.

Keyboard ShortcutsAt any time while you are in the File & Serve system, you can use keyboard shortcuts for assistance. PressSHIFT+? to display the following window.

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Odyssey File & Serve™ HTML5

Figure 1.1 – Keyboard ShortcutsWindow

Press any shortcut key, and it will initiate an action depending on the key you pressed. The keyboardshortcuts are designed to make your experience flow more smoothly and to help you to gain efficiency inusing the system.

Resume FilingDuring the filing process, the system automatically saves a draft of each page on which you havecompleted all required fields. This feature allows you to stop work on a filing and resume at a later time. Toresume filing of a saved draft, navigate to theMy Filings page, and find the draft you want to complete. Clickthe Actions drop-down list, and select Resume Draft Envelope.

Figure 1.2 – Actions Filings Drop-Down List

Error MessagesThe system displays several error messages to alert you when either required information is not entered orinvalid information is provided.

Enter Data in Required FieldsRequired fields are outlined in red on your form. If the information is not entered in the required fields, youwill receive error messages when you try to advance to the next page.

Note: Required fields may vary in different sections.

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2 E-FilingOverview

Topics Covered in this Chapter♦ Filing Queue Status

This section describes the e-filing process.

Figure 2.1 – The E-Filing Process

Once a user has registered to use Odyssey File & Serve™, a filer can electronically file documents to thecourt. When the filing is submitted, the filing is electronically delivered to the clerk's inbox. The clerk thenreviews the filing and either accepts or rejects the filing.

If the clerk accepts the filing, the case is docketed and set to appear in the clerk’s case managementsystem. An email is sent to the filer with the case status along with any pertinent information regarding thecase. If the option for service was selected during the filing, service is electronically sent to the contacts onthe case.

If the filing is rejected, the envelope is sent back to the filer with a reason for rejection, and the filer is given atime line in which to make the correction and resubmit the filing.

If the filer has questions regarding the filing or case, it is recommended that the filer contact the local court.

Filing Queue StatusThe filing queue status lets you know where you are in the e-filing process. The key represents the statuslisted for your filing.

The following filing status key table describes the status associated with each filing type.



Status Filing Type Definition

Draft EFO, EFS, SO The filer has entered full orpartial filing data, but has notyet submitted the filing.

Submitting EFO, EFS, SO The filer has submitted thefiling, but the document fileformat and payment informationhave not been verified on theback end.

Submitted EFO, EFS, SO The document file format andpayment information have beenverified and accepted, but thefiling has not yet entered theReview Queue/WorkflowProcess.

Court Processing EFO, EFS, SO Some additional action needs tobe taken by the court.

Under Review EFO, EFS A clerk reviewer has selected afiling from a queue.

Note: Once a filing reachesthe Under Review status, itcannot return to theSubmitted status. Selectingthe End Review retains theUnder Review status andreturns the filing to thequeue.

Receipted EFO, EFS The reviewer has received thedocument, but some additionalaction needs to be taken by thecourt.Example: In a proposed order,the proposed order is receipted,and then the document isrouted to the judge for reviewand signing.

Accepted EFO, EFS The reviewer has reviewed thefiling and accepted it.

Rejected EFO, EFS The reviewer has reviewed thefiling and rejected it.

Served SO Service Only filings arecompleted.

Service Incomplete (ServiceOnly filings)

SO One or more servings failed; theservice was incomplete.Example: The email or domainwas rejected.


Status Filing Type Definition

Canceled EFO, EFS, SO The filer has canceled the filing.The filer can only cancel draftand submitted filings.

Submission Failed EFO, EFS A file format or billing error hasoccurred when the filersubmitted the filing. Failurespecifics are available on theDetails page, and the filer isnotified of specifics throughemail.


Filing Queue Status

3 Home PageThe home page serves as the gateway to the system. From this page, you can register, log on, view trainingsessions, and get contact information for Technical Support.

Figure 3.1 – File & Serve Home Page

Court Links and InformationThe Court Links and Information section provides links to the courts in your area. Click those links toaccess detailed information about the courts, including their location and general information about eachcourt.

ActionsThe Actions section is where you log on to the system or register as a user.

The Login area is where you log on to and use the File & Serve system. Type your email address andpassword to log on to File & Serve.

The Register link takes you to the page where you can register users in the system by using their namesand contact information. File & Serve requires all users – whether Firm Administrators, attorneys, orindividuals representing themselves – to be registered in the system.


Self HelpThe Self Help section contains links to online training sessions as well as answers to questions regardinge-filing.


Home Page

4 File & Serve Registration

Topics Covered in this Chapter♦ Registering as a Firm Administrator and Creating a New Firm♦ Resetting Your Password

Registering as a Firm Administrator and Creatinga New FirmIf your firm has not been registered yet, you can register your firm and create a Firm Administrator accountfor yourself.Note: If you are unsure whether your firm already exists in the File & Serve system, ask your firm

associates. If a firm account already exists, request to be invited to join the firm in the File & Servesystem (as opposed to attempting to create a new account and creating a new firm).Perform the following steps to register as a Firm Administrator and create a new firm:

1. From the home page, click .

Note: There is no fee to sign up for e-filing.2. Complete the required fields outlined in red font: First Name, Last Name, Email Address, Password,

Security Question, and Security Answer.

3. Click .4. On the next page, select I am an attorney or I work for a law firm. I want to register a new firm.


Figure 4.1 – Register Page

5. Complete the required fields.

6. Click to continue with your registration, or click to return to the previous page.7. If you chose to continue with your registration, the Registration Agreement page opens. Read the

agreement before proceeding.


Registering as a Firm Administrator and Creating a New Firm


Figure 4.2 – Register Page with RegistrationAgreement

8. Select to accept and agree to the terms listed on your page. If you do not

want to continue with your registration, click to return to the previous page.9. If you continue with your registration, a confirmation page opens, and a verification email is sent to the

email address you provided.

Figure 4.3 – Register Page with Confirmation

Note: You must verify your email address to complete the registration process. A verificationemail (from [email protected]) will be sent to you. Open the email and click the link to

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confirm your email address. If you do not see the email in your inbox, check your junk mail folderfor the email.

Your registration is complete. Navigate to your home page to log on.

Resetting Your PasswordIf you have forgotten your password, reset it by entering the email address that you provided during

registration and clicking .Note: Your password is case sensitive. Ensure that Caps Lock is not on.

Figure 4.4 – Logon Page

To reset your password, perform the following steps:

1. Click on the logon page.

A page opens requesting you to type your email address.

Figure 4.5 – Change Password Page

2. Type the email address that you provided during the registration process in the Email Address field.

3. Click to continue.4. Type your answer in the Security Answer field.

5. Click .

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Resetting Your Password


The system displays this message: A password reset link has been sent to the email addressassociated with your account. If you do not see the password reset email in yourInbox, please check to see if it was delivered to your spam folder.

6. Check your email inbox.7. Locate the email from [email protected]. Click the link labeled (click) here to reset your password.

You will be prompted to choose a new password.9. Enter a new password in the New Password field.10.Re-enter your new password in the Repeat New Password field.11. Click Change Password.

A confirmation page displays the following message: Your password has been changedsuccessfully.

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5 Log On and Log Off

Topics Covered in this Chapter♦ Logging On♦ Logging Off

All users are required to log on to e-file and serve a document or to check the status of an existing filing. It isalso a best practice for users to log off after they have completed their transactions.

Logging OnLog on by using the email address and password that you provided during the registration process. Youmust log on to be able to e-file or e-serve documents.

Note: Click to register if you have not registered before.Perform the following steps to log on:

1. Navigate to your home page.

2. Click .3. Type your email address and password (case sensitive) in the fields provided.

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Figure 5.1 – Logon Page

Note: After several failed attempts to log on to the system, your account is locked. You canunlock your account by selecting Forgot Password?.

Once you have successfully logged on, you can begin to e-file and e-serve documents.

Logging OffThis section describes how to properly log off from File & Serve.Perform the following steps to log off:

1. From the drop-down list on the top right corner of the page, click Log Off.

Figure 5.2 – Log Off Option on the Drop-Down List

The Sign Out page is displayed.

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Figure 5.3 – Sign Out Page

2. Return to the home page to log on to the system.

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Logging Off

6 OrientationWhen you log on to File & Serve, theMy Filings page is displayed. From here, drop-down lists provide youwith various filing options.

Case Actions Toolbar and Actions Drop-Down ListStart a new case or add a filing to an existing case by using one of two methods:

• The case actions toolbar

Figure 6.1 – Case Actions Toolbar

• The Actions drop-down list

Figure 6.2 – Actions Drop-Down List

The Actions drop-down list can also be used for other case actions.

New CaseClick Start a New Case at the top of your page to open a new case and enter the required information. Youcan also select Start a New Case from the Actions drop-down list.

File Into Existing CaseClick File Into Existing Case at the top of your page to locate an existing case and add a filing to the case.You can also select File Into Existing Case from the Actions drop-down list.

My FilingsAfter you have uploaded and submitted your filing, the filing is displayed on theMy Filings page. From here,you can view the status of your filing, check the filing type, get a document description, see the numberassigned to your case, review the details of the case, and cancel a filing.

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Figure 6.3 – My Filings Page

Firm UserClick Firm User from the Actions drop-down list to view a list of users associated with your firm. The listincludes users who were approved by the Firm Administrator as well as users who were not approved. Firmusers can be added or removed from the Firm Users page.

Firm AttorneyClick Firm Attorney from the Actions drop-down list to view a list of attorneys who are registered with yourfirm. Attorneys can be added or removed from the Attorney page.

Edit Firm InfoClick Edit Firm Info from the Actions drop-down list to change the contact information that you previouslyentered into the system. Change the address or phone number of your firm from the Edit Contact Info page.

Payment AccountsClick Payment Accounts from the Actions drop-down list to view the Payment Accounts page. From here,you can view the existing payment accounts or add a new payment account.

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Orientation

7 Profile PreferencesTopics Covered in this Chapter♦ Changing the User Password♦ Changing the Security Question♦ Updating User Information♦ Managing Notifications

The drop-down list on the right side of theMy Filings page provides options for changing your password andmanaging your notifications.

Changing the User PasswordYou can change your password by selecting the Change Password option from the drop-down list on theright side of the page.

Figure 7.1 – Drop-Down List

Note: Your password is case sensitive and must be at least eight characters in length with at leastone lowercase letter, one uppercase letter, and one number or symbol.

Perform the following steps to change the user password:

1. From the drop-down list at the top of the page, click Change Password.

The Change Password page opens.

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2. Type your old password, followed by your new password. Re-enter your new password. Type a securityquestion and a security answer.

Note: You can unlock your account by selecting Forgot Password?.

3. Click to change your password or to exit without changing your password.

Changing the Security QuestionYou can change your security question.

Figure 7.3 – Drop-Down List

Perform the following steps to change your security question:

1. From the drop-down list at the top of the page, click Change Password.

The Change Password page opens.

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Changing the Security Question



2. Change your security question and answer by typing your new information in the Security Questionand Security Answer fields.

3. Click to change your security information or to exit without changing yoursecurity information.

Updating User InformationUsers can update their personal information.Perform the following steps to update your personal information:

1. From the drop-down list at the top of theMy Filings page, clickMy Information.

TheMy Information page opens.

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Figure 7.5 – My Information Page

2. Update any information as needed. Click to save your changes or todiscard your changes.

Managing NotificationsYou can set your notification preferences for receiving filing information.Perform the following steps to set your email notifications:

1. From the drop-down list at the top of theMy Filings page, clickManage Notifications.

TheManage Notifications page opens.

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Managing Notifications


Figure 7.6 – Manage NotificationsPage

2. Select the check boxes that correspond to the methods by which you want to be notified of filinginformation. The options that you can select include Filing Accepted, Filing Rejected, FilingSubmitted,Service Undeliverable, Filing Submission Failed, and Filing Receipted.

3. Click to save your notification selection or to exit without changing yournotification information.

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8 Firm Administrator FunctionsTopics Covered in this Chapter♦ Manage Firm User Accounts♦ Manage Attorney Accounts♦ Manage Payment Accounts♦ Manage Firm Information

Firm Administrators are responsible for managing users, attorneys, and payments along with updating firminformation.

Manage Firm User AccountsThe Firm Administrator is responsible for inviting and approving new users, as well as removing users.

Approving and Removing New UsersThe Firm Administrator approves and removes new users for the firm.Perform the following steps to approve or remove new users for your firm:

1. Select the Actions drop-down list from the top of theMy Filings page, and select the Firm User option.

The Firm Users page opens. The page shows the list of users who are in your firm. The Firm Statuscolumn shows the user’s firm approval status. One user in the following list has not been approved bythe Firm Administrator.

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Figure 8.1 – Firm Users Page

2. Select the user from the list to approve or remove.3. Verify that the user information is correct.4. From the Actions drop-down list to the right of the user name, click the Approve User option to approve

the new user, or click the Remove Firm User option to remove the new user.

Figure 8.2 – Actions Drop-Down List for Firm Administrator

Inviting Firm Users to Create an AccountThe Firm Administrator is responsible for inviting firm users to create an account and join the firm.Perform the following steps to invite firm users to create an account and join the firm:

1. From the Firm Users page, click either the Copy icon ( ) or the Email icon ( ) at the bottom tothe right of Join My Firm.

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2. If you clicked the Copy icon, paste the invitation link in the body of an email. If you clicked the Emailicon, a new email message opens from your email client with the invitation link included in the body ofthe email. From here, type the email address of the recipient, and then click Send.

The invitation email will be sent to the specified recipient. The URL in the email is specific to the FirmAdministrator’s law firm.

Firm Users Create AccountUsers can create an account with a firm after being invited to join the firm. This section describes what firmusers experience when they create an account.

When a user is invited to join a firm, he or she receives that invitation in an email. After clicking the link inthe email, the user is directed to the following page.

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Firm Users Create Account


Figure 8.4 – Register Page for Firm User

Next, the user is directed to a page that shows the law firm name, address, and phone number.

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Figure 8.5 – Registration Agreement with Firm Information

The user then must read and agree to the following registration agreement.

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Firm Users Create Account


Figure 8.6 – Registration Agreement for Firm User

The user then sees a confirmation page that displays the law firm name and email address.

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Figure 8.7 – Confirmation for Invited Firm User

Editing Firm User AccountsThe Firm Administrator can edit firm user accounts.Perform the following steps to edit firm user account information:

1. From the Firm Users page, select from the list the name of the user you want to edit.

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Editing Firm User Accounts



2. Edit the user information as desired.

3. Click to save the changes, or click to cancel the action.

Removing a Firm UserThe Firm Administrator can remove a firm user.Perform the following steps to remove a firm user:

1. From the Firm Users page, click the Actions drop-down list to the right of the user you want to remove.


2. Select the Remove Firm User option.

A verification message is displayed indicating that the user was successfully removed from your firm.

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Resending the ActivationEmailThis feature allows the Firm Administrator to resend the activation email for the selected account. Use thisfeature in situations where the user did not receive the initial activation email or the email address must becorrected to activate the user account. This feature is only available if the account status is “Unverified.”Complete the following steps to resend the activation email to the user:

1. From the Firm Users page, click the Actions drop-down list to the right of the user to whom theactivation email must be resent.


2. Select the Resend Activation option.

The initial activation email that was sent to the user when the Firm Administrator created the new useraccount is resent.

3. Instruct the user to check the email account for an email with the account activation information.

Manage Attorney AccountsThe Firm Administrator is responsible for managing attorney accounts.

Adding Attorney AccountsThe Firm Administrator can add attorneys to the firm’s attorney list.Perform the following steps to add an attorney to the list:

1. From theMy Filings page, select Firm Attorney from the Actions drop-down list.

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Resending the Activation Email



The Attorney page opens.

Figure 8.12 – Attorney Page

2. Click .3. Type the attorney’s number in the Attorney Number field, along with the attorney’s name in the First

Name and Last Name fields.

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4. Click to save the changes or to cancel the action.

If you saved your changes, the system sends a verification message that the attorney was added to yourfirm.

Removing an Attorney’s AccountThe Firm Administrator can remove an attorney’s account from the Attorney page.Perform the following steps to remove an attorney’s account:

1. From theMy Filings page, select Firm Attorney from the Actions drop-down list.


The Attorney page opens.

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Removing an Attorney’s Account


Figure 8.14 – Attorney Page

2. From the Attorney page, locate the attorney you want to remove from the list.3. From the Actions drop-down list to the right of the attorney’s name, click Remove Attorney.

Figure 8.15 – Attorney Actions Drop-Down List

The system sends a verification message that the attorney was removed from your firm.

Manage Payment AccountsThe Firm Administrator is responsible for managing payment accounts. Firms can have multiple paymentaccounts if needed. Credit cards and waivers are valid forms of payment for filing fees.

Adding Payment AccountsThe system requires all firms to have a payment account. The Firm Administrator adds payment accountsfor the firm.Perform the following steps to add payment accounts for your firm:

1. From the Actions drop-down list, select Payment Accounts.

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The Payment Accounts page opens.

Figure 8.16 – Payment Accounts Page

2. Click .3. Type a name for the payment account in the Payment Account Name field.4. Select a payment account from the drop-down list in the Payment Account Type field.5. Complete the required fields, which will differ depending on the type of account you selected.

If you select Credit Card or Draw Down, you will be prompted for additional information.

6. When you are done, click to save your payment account information or toexit without adding a payment account.

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Adding Payment Accounts


Figure 8.17 – Payment Accounts Page – Add a Payment Account

Deleting a Payment AccountThe Firm Administrator is responsible for deleting payment accounts.Perform the following steps to delete a firm payment account:



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2. Select the firm payment account that you want to delete.3. From the Actions drop-down list to the right of the payment account, click Delete.


The system sends a verification message that the payment account was successfully deleted.

Editing Payment AccountsOnce a payment account has been entered, only the payment account name can be changed. You cannotedit credit card information after it has been entered. Instead, delete the payment account and add a newone.

Perform the following steps to edit firm payment accounts:



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Editing Payment Accounts



2. Select the firm payment account that you want to edit.

The payment account information is displayed in the bottom of the page. Only the Payment AccountName field is available for editing.

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Figure 8.21 – Payment Account Name Field

3. Change the payment account name in the Payment Account Name field.

4. Click to save the changes and continue, or click to cancel the action.

Manage Firm InformationThe Firm Administrator can update the contact information for the firm.

Updating Firm InformationPerform the following steps to update firm information:

1. Click Edit Firm Info from the Actions drop-down list at the top of theMy Filings page.

The Edit Contact Info page opens.

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Manage Firm Information


Figure 8.22 – Edit Contact Info Page

2. Make any changes to the firm information.

Note: If the Require administrator approval of new user registration check box is selected,then you or another Firm Administrator must approve or remove all new firm users. This featureacts as an added layer of security for users you have invited to join your firm. You can specifywhether you want to approve each invited user after he or she has registered.

3. When you are done, click either to save your modifications or to exitwithout changing your contact information.

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9 Case InitiationTopics Covered in this Chapter♦ Filing a New Case♦ Entering Party Details♦ Entering Filing Details♦ Viewing the Envelope Summary

You can initiate a case from the Actions drop-down list or the new case toolbar located at the top of thepage.

Figure 9.1 – New Case Toolbar

Filing a New CaseFile a new case from theMy Filings page.Perform the following steps to file a new case:

1. Click Start a New Case from the Actions drop-down list, or click Start a New Case from the toolbar atthe top of theMy Filings page.

Figure 9.2 – New Case Toolbar

The Add Filing page opens.2. Complete the details for the new case by using the drop-down lists in the required fields in the Case

Information section.

Note: A red box around the field indicates that it is required.

a. Select your location (i.e., the court where you will be doing the filing).

b. Select your category. This field is determined by the location you selected.

c. Select your case type. This field is determined by the category you selected.

d. Select your filing attorney. Only the attorneys you have already entered into the system are availablefor selection.

Note: If you are an individual filer, Pro Se is the only option for the Attorney field.

3. After completing the required fields, click .Note: If you decide to save the draft, you can stop working on the filing and resume work at a later

time. To resume filing a saved draft, navigate to theMy Filings page. From the Actions drop-downlist on the right side of the draft listing, click Resume Draft Envelope to continue with your filing.

OFS-FS-220-3314 v.1 February 2015 41


Entering Party DetailsEach case requires a party type.

Note: Required fields are shown with a red outline around the field.You must complete all required information for the party types in the fields provided.Perform the following steps to enter the details for the parties involved in the case:

1. Complete the fields in the Party Information section. If you want to add another party to the filing, click

, and enter the party information in the required fields.

a. Enter the party type (for example, Defendant/Plaintiff). Indicate whether the party is a business by

selecting .

b. Select an attorney from the drop-down list.

c. Complete the First Name,Middle Name (if applicable), and Last Name fields.d. Select the country from the drop-down list.

Note: Canada is the other country option when the address is outside the United States.e. Complete the Address,City, State, and Zip Code fields.f. Complete the Phone Number field.g. Type the filer ID in the Filer ID field.

The following applies when the country listed is Canada:

• The State field is displayed as Province.• If Provinces are configured, the Province field consists of a drop-down list of Canadian codes.

Otherwise, the Province field consists of a free-form text box.

• The City field is displayed asMunicipality.• The Zip Code field is displayed as Postal Code.

2. After completing the required fields, click .3. Complete the same party information for the other party. If you entered the defendant’s information first,

enter the information for the plaintiff.

4. After completing the required fields, click .Note: If you decide to save the draft, you can stop working on the filing and resume work at a later


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Entering Filing DetailsThe Filings section allows you to enter the filing details and calculate the fees associated with the filing.

Figure 9.3 – Filings Page

Enter the filing details for the case in the Filings section:

1. Select a filing type in the Select Filing Type field. (EFile is the default and only option.)2. Select a filing code from the drop-down list in the Select Filing Code field.3. Type the document title in the Filing Description field.4. Type a reference number in the Reference Number field.

Note: A reference number is a customer-created number and is for internal purposes only.Most courts do not see or refer to the Reference Number field for the filing. This is an optionalfield.

5. Type any filing comments, if applicable, in the Filing Comments field.6. If you want to send any courtesy copies of the filing to another party, type the recipient’s email address in

the Courtesy Copies field.7. Select the Lead Document for this filing.

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Entering Filing Details


Figure 9.4 – Select Lead Document on Filings Page

8. Upload your document for e-filing.

Note: Only one document can be uploaded as a lead document.9. Select the Attachments to upload for this filing.

Note: Not all court locations accept attachments.

Note: The system provides a way to upload a file type that is not converted into a PDF. Userscan download and view the files externally as RTF documents.

The Auxiliary Filing feature enables filers to upload an editable RTF version of a document to thecourt. For example, many courts require documents to be PDF versions. However, a judicialofficer may want an editable version of the document sent to the court to be able to modify thedocument in the Proposed Orders. As a result, the filer would submit both PDF and RTF versionsof the same document. The RTF version is used only if the judge is making changes to the filing.

10.After completing the required fields, click .11. Complete the fields in the Fees section:

Note: Your credit card is authorized when submitted. However, the transaction fees are notposted to the credit card account until the court accepts the filing. Once the filing is accepted,the total filing fee to be submitted for the filing is displayed.

a. Select a payment account from the drop-down list in the Payment Account field.b. Select the party responsible for fees from the drop-down list in the Party Responsible for Fees field.

12.After completing the required fields, click .

13.After completing the fields in all of the sections on the page, click either or .

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14. If you click , a page is displayed that reflects your filing. Review the page, and then click

.

You will see a new Envelope of your filing on yourMy Filings page.Note: If you decide to save the draft, you can stop working on the filing and resume work at a later


Viewing the Envelope SummaryThe envelope summary provides you with a summary of case information such as the location of the filing,the parties involved in the case, filing details, fees, and payments for the case.The party, filings, and fees informationmust be complete before you can view the envelope summary. Apayment account must be assigned to the case to complete the filing process.

Perform the following steps to view the envelope summary:

1. From theMy Filings page, locate the envelope for which you want to view the summary. Select ViewFiling Details from the Actions drop-down list to the right side of the envelope.

The Envelope # xxxx page opens.

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Viewing the Envelope Summary


Figure 9.5 – Envelope # 3078 Page

2. To return to theMy Filings page, either selectMy Filings from the Actions drop-down list, or click

in the lower right corner of the page.

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10 Subsequent Filing

Topics Covered in this Chapter♦ Filing into an Existing Case

Filing into an Existing CaseOnce a new case has been created by the courts, you can file into the existing case. Filing into an existingcase is also called subsequent filing.Perform the following steps to access your case to begin a subsequent filing:

1. From the Actions drop-down list at the top of theMy Filings page, click My Filings.

TheMy Filings page opens.


2. Locate your case on theMy Filings page.3. Click File Into Existing Case from the toolbar at the top of the page or from the Actions drop-down list

on the right side of the page.

OFS-FS-220-3314 v.1 February 2015 47


Figure 10.2 – File Into Existing Case Link

4. Type the case details, and click Search.

Cases that match the search criteria you entered are displayed on the Case Search page.

Figure 10.3 – Case Search Page

5. From the Actions drop-down list on the right side of the case, click Start File Into to file into the case.

Note: The Case Information and Party Information fields are already populated since this is anexisting case. You can add additional parties if you want.

6. Complete the filing details in the Filings section:

a. Select the filing type from the drop-down list in the Filing Type field.b. Select the filing code from the drop-down list in the Select Filing Code field.c. Type the document title in the Filing Description field.d. If applicable, complete the information in the Reference Number, Filing Comments, and Courtesy

Copies fields.

e. After completing the required fields, click .

7. Complete the fields in the Fees section.

8. Click either or .

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9. If you click , a page is displayed that reflects your filing. Review the page, and then click

.

A new Envelope of your filing is included on yourMy Filings page.Note: If you decide to save the draft, you can stop working on the filing and resume work at a later


Viewing the Envelope DetailsFrom theMy Filings page, you can see the information entered for the envelope, the filing details, and thedocuments submitted.

Perform the following steps to view the envelope details:

1. From the Actions drop-down list at the top of theMy Filings page, click My Filings.

TheMy Filings page opens.


2. Locate your case on theMy Filings page.3. From the Actions drop-down list on the right side of the Envelope, click View Filing Details to see the

details of the envelope.

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Viewing the Envelope Details


The Envelope page opens. Here, you can view the Case Information, the Party Information, theFilings, and the Fees information.

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11 Filings

Topics Covered in this Chapter♦ Filtering the Filings Queue♦ Resuming the Filing Process♦ Canceling a Filing

After you have uploaded and submitted your filing, the filing is displayed on theMy Filings page. From here,you can view the status of your filing, check the filing type, get a document description, see your numberassigned to the case, review the details of the case, and cancel a filing.

View FilingsYou can access theMy Filings page after initiating a case, by filing into a subsequent case, or by going totheMy Filings page directly.

Use theMy Filings page to performmany of the tasks associated with e-filing. From theMy Filings page,you can manage your firm’s service contacts on a case, view the details of the case, add subsequent filingsto a case, resume (continue) the filing process of a case saved as a draft, and cancel a filing.

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Filtering the Filings QueueTheMy Filings page displays the status of each filing. The status information is located in the Filing Statuscolumn.Note: You will only see the status for the filings that you or your firm have submitted, not all

filings related to a case.To filter information in the filings queue, perform the following steps:

1. SelectMy Filings from the drop-down list.

All relevant information concerning your filings is displayed on theMy Filings page.

52 February 2015 OFS-FS-220-3314 v.1


2. Click Search ( ) to filter the search.

The filter page is displayed.

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Filtering the Filings Queue


Figure 11.3 – My Filings Filter Page

Note: To clear the filter, click in the upper right corner of the page.3. Enter more criteria to refine your search.

Note: For the From date or the To date, click to select dates from a calendar. Or, you cantype the dates manually (for example, 1/31/2015).

Figure 11.4 – Select the Dates by Using the Calendar

A list of cases meeting your search criteria is displayed.

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Resuming the Filing ProcessYou can resume drafts after logging off from the system or exiting the filing process by accessing your caseon theMy Filings page.


Perform the following steps to resume the filing process on the case:

1. Select the draft on theMy Filings page for which you want to resume a filing.2. From the Actions drop-down list on the right side of the draft, click Resume Draft Envelope.

The envelope opens at the location where you left off.3. Continue completing the fields for this filing.

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Resuming the Filing Process


Canceling a FilingYou can cancel a filing that you have submitted before it is accepted by the courts. Once the filing statuschanges to “Under Review” or “Accepted,” a filing cannot be canceled.


Perform the following steps to cancel the filing:

1. On theMy Filings page, select the envelope that you want to cancel.2. From the Actions drop-downmenu to the right of the envelope, select Cancel.

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Figure 11.7 – My Filings Page – Canceling a Filing

Note: Ensure that you want to cancel the envelope before you select Cancel. Once youperform the cancellation action, the envelope is canceled immediately, and you cannot undo theaction.

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Canceling a Filing

12 Service ContactsTopics Covered in this Chapter♦ Adding Service Contacts to a Case

You can view the current service contacts and add service contacts to a case.

Adding Service Contacts to a CaseYou can add service contacts to an existing case by using a two-step approach.

Perform the following steps to add a service contact to a case:

1. From theMy Filings page, locate the case to which you want to add a service contact. Click the Actionsdrop-down list to the right of the case name, and select View Service Contacts.

The Service Contacts page opens.

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Figure 12.1 – Service Contacts Page

2. Locate the party to which you want to add a service contact. From the Actions drop-down list, click Addnew contact.

Note: If the new contact is not associated with one of the existing parties, you can also selectOther Service Contacts from the Service Contacts page.

3. Complete the required fields by providing the applicable information.

Note: Required fields are shown with a red box around the field.4. Type an email address in the Email field.

5. Click to save the contact or to remove the contact.

6. Click to return to theMy Filings page.

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Adding Service Contacts to a Case

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