Monday, August 13, 2018

Howard County Converts to Odyssey- Your Doxpop Access is Unaffected.

During the weekend of August 11th - August 12th, the Courts in Howard County will convert to the Odyssey case tracking system, this means their Case Management System is now administered by Indiana Trial Court Technology.

This move does not affect Doxpop users because Doxpop buys access to a real-time feed of court data from the Odyssey system from the Division of State Court Administration. Your access to Howard County court information through Doxpop will not be interrupted during this transition.

A few of the services we provide will look odd during the transition, because there will be a four week period when both the old data and the new data are available. In particular:
  • If you use the personal calendar feature to keep track of hearings connected to your Bar ID, you will see two colors for Howard County on your calendar. Every event will be available, but the older cases will have a different color from the newer cases. When we complete the merge process, these will go back to being a single color.
  • When you look at our "County Details Page", you will find two entries for each court until the merge is complete.
  • When you are doing searches, you will find two entries for some cases. This is because while we are loading the information from Odyssey, we will also be maintaining the old data until the operation is complete to ensure you don't miss anything. When you see two case entries, please look at both to ensure you have the most current information.
  • If you use any of our "watch" services to keep an eye on cases or people of interest, we will be moving those watches over so they point to the cases and people that are a part of the Odyssey data feed. We run a process to convert these every hour, but it is possible for notification of events to slip through the cracks between conversion runs so you may want to periodically do a manual check between now and September 3rd. After then, we'll be back to normal.
Tax warrants will not be affected at all by this transition.

Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that TCT add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that TCT not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell TCT differently so we can get the information back online.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.

Friday, August 10, 2018

Welcome Warrick County to e-filing! Now is the time to get your service contact attached to your cases.

On Friday, August 10th Warrick County joined the list of counties in the e-file system. 

This is just a reminder that if you have open cases in any of these courts now is the time to use our batch service contact attachment feature to get your preferred service contact attached to all your cases. In addition to finding your Lawrence county cases, this will catch any other open cases you may not have your private service contact attached to yet in any e-filing county.

We have a quick video showing you how it works if you click on this link.
Note: Public service contacts are now available in your service contact tools as well!

For more information about how private and public service contacts may affect you, visit our initial and follow up blog posts linked below:

Monday, August 6, 2018

Guidance for Assembling the Documents Used to Initiate an Appeal via E-Filing.

When you are assembling a Notice of Appeal or Motion for Interlocutory Appeal, there are several documents that should be combined into a single PDF file to initiate the appeal. They are:
  1. The Notice of Appeal or Motion for Interlocutory Appeal.
  2. A copy of the judgment or order being appealed.
  3. If you are a public defender, your proof of appointment.
  4. If this is an interlocutory appeal, a copy of the order accepting jurisdiction.
  5. Any other required documents.
Number 5 sounds a bit open-ended, but the underlying concept here is simply that every document that you would be required to file when initiating the appeal conventionally should be combined into a single PDF file when e-filing. This will then be filed as a single lead document. This differs significantly from the process for trial courts, where each document must be a separate PDF file.

From a practical standpoint, this means that if you don't already have software for editing PDF files, it's time to purchase something so you can assemble documents from multiple sources into a single PDF file. We've been working with attorneys who are assembling PDF files for a couple of years now, and here are the PDF editors we've heard good things about:

Friday, August 3, 2018

New feature added to recorded documents: See and select county specific document types.

Allowing our users to be specific about what they search for is an important part of the tools Doxpop offers, so we've now added more specific criteria to the way users can search for recorded documents.

Users may now select the local, or county document type as specified in the recorder's/register's office software as one of your search criteria. Our more general type codes remain available for those who prefer them or are searching across counties.

Also, as part of introducing this new feature, you will notice we have updated and streamlined the layout of the advanced search page.

The details: 

What is a 'County Document Type'?

Each county that we partner with has their own set of document type codes that are defined locally in their office's indexing system. These document type codes are often abbreviated so much that most of us can't guess what they mean. Because of this, we haven't allowed searches on them because some codes only make sense to people who know that county well. But lately, we have been hearing from our users that they have an interest in being able to search on these codes. So as we always do, we listened and challenged our team to add this feature in a way that makes sense.

Okay, so where did the general type codes already used on Doxpop come from?

Doxpop has always taken on the task to review these county document types in each county along with the recorder's/register's office to associate each of them with a simple and more general document type category such as deed, mortgage and so forth. So when you searched for a "Deed" for example we actually return any document with a 'county document type' that has been determined to be related to a deed. This grouping will still be available using the 'Document Type Group' and we have not changed the way this works, we've just added some more transparency when searching in a specific county.

The important part: How does it work?

On the advanced search page for document types, you will now find two document type options:
  1. Document Type Group
  2. County Document Type

When you have All Doxpop Counties selected or a custom search region with multiple counties, you will only be able to select 'Document Type Group'.

But!... If you do select a single county the system will then allow you to search using the 'County Document Type' 
  • If you select the 'Document Type Group' first you will see that we automatically select all the County Document Types that are associated with that category. (as shown in the screenshot above)
  • If you do choose to select one or more specific county document types, you may do so in that drop down using the checkboxes.
  • Plus, if you have selected a 'Document Type Group' and then want to refine what local types from that you may do so. Note that if you change the 'County Document Type' selections after selecting the group, the group will show "all" just indicating that the search will use the County Document Type that you have custom selected. 

If you have any question or just would like general help with your searching techniques we invite you to contact support at or call at 1-866-369-7671.

Enhancements made to court case searching and party roles.

In the past, if you ran a name search using the search widget found on the upper right corner of most pages, the welcome tab, or the court cases tab the results returned all cases matching that name, regardless of the role of the person with that name in the case.

That made it hard to sort through the results if the name of a party you are searching for is also the name of an attorney or another officer of the court that may be involved in hundreds or even thousands of cases. In brief, there was too much clutter.

To address that problem, we looked at the types of searches that are most commonly done:
  1. The most common use of the name search is to look for people who are a party to a case, for instance, a Defendant, Plaintiff, Respondent, etc...
  2. The second most common use is to search for all cases for an attorney.
Searches for people in other roles are done occasionally, but make up a tiny part of the searching.

Using that information, we streamlined the simple searching widget that appears at the top right of most pages, the welcome tab, and the court cases tab to search for either a party or an attorney (but not both at the same time). That means you'll start getting less cluttered results for the most common types of name searches.

In the search widgets, you will have the option to search using the role of "Case Party" or "Attorney":
Header Widget

Court Tab

Welcome Tab
When you choose "Case Party" your results will include any person involved in the case with one of these roles:
  • Defendant/Respondent
  • Plaintiff/Petitioner
  • Alias Name
  • Executor
  • Subject
Choosing "Attorney" only returns results where the named person is an attorney of record on the case.

Should you wish to do a search for other case roles, use the advanced search. There, you can select less common roles, or do a broad search for all case roles using the "Party Role" drop-down menu:

In addition to these changes, we've removed the way we group results when you search for particular party types. Through trying to improve that grouping process we realized there is just not a way given the data we have to reasonably group cases together by a particular party without possibly associating two people with the same name that are not the same person.

If you have any question or just would like general help with your searching techniques we invite you to contact support at or call at 1-866-369-7671.

Thursday, August 2, 2018

Of interest to Richmond-area attorneys: Whitewater Valley Pro Bono "Race for Justice" is next Saturday

Doxpop is located in Richmond, and we appreciate the efforts of our local Whitewater Valley Pro Bono Commission to provide justice for those in our community who can't afford to hire an attorney.

This Saturday, (August 4th, 2018) the Pro Bono Commission's sixth annual Race for Justice fundraiser will be held at Glen Miller park in Richmond.

You can find details here:

Thanks also to the folks who sponsor this event:

John Maley, Esq.
Barnes and Thornburg
Burton and Simkin

Wednesday, August 1, 2018

Appeals must be initiated via e-filing beginning September 1st

On July 26, an order amending the rules for appellate procedure effective September 1, 2018 was filed.

You can view the order here:

The quick summary is that previously, the words "conventionally", and in two places "electronically" were used to specify the method of filing the documents initiating an appeal. Those modifiers have now been removed so this section no longer specifies any exception from the general rules for filing.

Rule 68(C)(1) says "Unless otherwise permitted by these rules, all documents submitted for filing in the Indiana Supreme Court or Court of Appeals by an attorney must be filed electronically using the IEFS." (Bolding added by this blogger.)

Doxpop is prepared for this, and you will find the details of how to initiate an appeal via e-filing in a previous post found here: