Tuesday, October 15, 2019

Recorded Document Searching: It's fixed and has new abilities!

Most of our Recorder and Register of Deeds users are aware of some issues with the default sorting since we rolled out a number of new features to those portions of our site. We apologize for the inconvenience these couple of issues caused and wanted to let everyone know we've gone ahead and released some fixes and an enhanced sorting feature.

Introducing the "secondary" sorting feature, allowing you to sort the results by multiple levels.

The big difference you will notice is column headings that are involved in the sort will be colored indicating the columns used to sort the list.

Default Sort:
When you perform a search we will now sort the results in the same order we did prior to the main update.

Party name search:
- Full name
- Document Recorded Date
- Document Public ID

Other search criteria:
- Document Recorded Date
- Document Public ID

Name Search default sort

Custom Sorting
You can use this feature to create your own custom sort of search results by clicking on the first column you want to search by, then hold the shift key and click on the next column you want to sort by.
Custom sort (legal, type, date)

We hope this helps you work more efficiently and if you have any questions or feedback feel free to contact us at support@doxpop.com or call us at 866-369-7671. 

Monday, September 30, 2019

An addition to Trial Rule 86 paves the way for e-filing protection orders and workplace violence restraining orders.

Many of you have inquired about why Protection Orders cannot be e-filed.

The answer is complex and has to do with a federal regulation that prohibits posting some parts of protective order cases on the Internet. That rule creates some conflict with the Indiana rule that Protection Orders are public. In addition, Protection Orders are often filed pro se by the protected person on their own, or with the assistance of an advocate who is not an attorney, so there is a good reason to set up a guided filing process for cases of these types.

The State Court has now come up with a solution in the form of an e-filing portal that is only used for protection orders and workplace violence restraining orders. The new e-filing portal for protection orders will be available statewide on October 1, 2019. This portal is located at https://public.courts.in.gov/porefsp

In preparation for e-filing, the court has also recently added Trial Rule 86(Q) which covers filing and service for these cases. This rule becomes effective on October 1, 2019:

(Q) Protection Order Cases, Workplace Violence Restraining Order Cases, and Child Protection Orders: Issuance of Summons and Service of Petition and Ex Parte Order or Equivalent Proceeding.
(1) The Protection Order Registry E-Filing Service Provider (POR EFSP) is the only provider for e-filing of all initial complaints or equivalent subsequent pleadings and all subsequent filings for civil protection orders and workplace violence restraining orders (PO case types) and for requests for child protection orders (JQ case types).
(2) Where service of process is required by Trial Rule 4.1 through 4.16, for any document filed in or issued by the Court in a civil protection order or workplace violence restraining order case (PO case types) and in a child protection order case (JQ case type), that service must be accomplished by the Clerk, a Sheriff, court official, or other person appointed by a Court to complete service of process.

Sunday, September 29, 2019

A new look and new features for Recorder and Register of Deeds services!

Doxpop is proud to announce a new look and added features for our Recorded Document and Register of Deeds services. We are posting this “Sneak Preview” on Monday, 9/30 to prepare you, and we will release the changes on Wednesday, 10/2. (Update: The changes have now been released.)

If you already use our tax warrant service, you will find these updates very familiar. There is no change to the data that is available or how your searches function, we’ve just made the system a little easier to use.

We have made changes in three areas:

  • The search criteria on the advanced search page have been rearranged for ease of use.
  • New tools have been added to the result list and document detail screens. 
  • You can now browse through the detail pages of your search results without returning to the search results page between each detail view.

First, let’s take a look at the streamlined advanced search page:

  • The layout is changed to make it easier to locate fields.
  • Since land can be platted or unplatted,  but never both, when you start entering information in Lot/Block/Subdivision the non-platted land fields become inactive and the reverse occurs if you enter information in the Township/Section/Range.
  • Michigan users will notice that we changed the order on a few of the less common fields towards the bottom.

Indiana Searchers (click to enlarge):
Indiana Advanced Search
Michigan Searchers (click to enlarge):
Michigan Advanced Search

Search results have several improvements:

  • A [reset sorting] button has been added that resets the column sorting to default.
  • A  “Filter” box has been added to quickly locate items in large result sets. To use the filter, just start typing in the filter box and the result set will narrow to only entries containing the text you entered.
  • Finally, there’s a simpler way to save or set email alerts on documents! Click on the star to save a document. Click on the bell to set an alert on the document. A second click turns each of these off.

Search Results

Here’s what we changed in the document detail area:

  • At the top left of the details page, there is a back arrow that will return you to your search results. In the center are navigation buttons that will walk you through the details of each document in your result set without requiring you to return to the search results.
  • The top right has the star to save a document and bell to set an alert.
  • The image preview link is now more prominently displayed right under the document heading to the left.

Document Details

Our goal with these features is to make your work more pleasant and productive. Please explore these features when they are released on Wednesday and let us know how we did! If you have any questions about the changes or need help, please contact our support team at 866-369-7671 or support@doxpop.com.

Sunday, September 1, 2019

About that lengthy outage on Saturday, August 31.

On Saturday (8/31/19) Doxpop had an extended outage of all of our services from roughly 9:00AM to 10:30 PM.

The root cause was an outage in Amazon's cloud computing service that affected many of their customers. However, after Amazon restored their service, we found that our database files had been corrupted, which meant a busy day for our operations team as they worked to restore our services.

For the most part, everything is back to normal now. All of the public records information for Court, Land Records and Tax Warrants are in good shape. E-filing is also functioning fine. The only loss of data was for some of our customer transactions that occurred between 5AM and 9AM on Saturday morning. We'll be following up with a few customers on Tuesday about that, but the damage was minor. Let us know if you see anything we ought to check out on your account that happened during the window from 5AM-9AM Saturday.

Since the courts were closed and it was a holiday weekend, we don't anticipate any issues with e-filers missing deadlines. However, if we're wrong, and if you missed a filing deadline on Saturday, remember that Trial Rule 86(N) provides a remedy for inability to e-file, and don't hesitate to contact us if you need an affidavit to back up your claim under that rule.

Our apologies to anyone who was inconvenienced by this outage! We know you have come to depend on us for reliable service and we work hard to never let you down, but every once in a while we have a really bad day, and Saturday was one of those days.

Tuesday, August 20, 2019

Subsequent e-filing on JC case types not available on Tuesday, 8/20.

Update: On Wednesday, 8/21 we have confirmed that the fix for this problem is in place, and JC cases are back to normal.

Several E-filers have reported problems with filing on JC case types today (Tuesday, 8/20.) 

Doxpop was not able to locate a problem in our system. We then inquired with Indiana Trial Court Technology and the vendor that maintains the State's part of the e-filing system. They responded that this issue is due to a misconfiguration in their system at the State level and have promised it will be fixed tomorrow morning. 

If this delay will cause you to miss a deadline, please take a look at Trial Rule 86(N)(1) "Indiana E-Filing System Failures". Specifically, 86(N)(1)(c). The quote (with highlighting added by us) from the State's vendor below should give you reasonable substantiation:

"Case #7230829has been updated.
Status: Open

Description of Issue: IN-PROD Getting case type error on subsequent filing

Support Notes: We have diagnosed as related to configuration. We have escalated to our development or implementation team to take corrective action.You should see the change by tomorrow after the nightly cache flush. This affects all JC case types.

Thank you,
Online Support Case: 7230829"

Monday, August 19, 2019

Welcome to the Fayette County Recorder's Office!

Please join us in celebrating some big changes in Fayette County, Indiana!

Fayette County is the 43rd Recorder to join Doxpop

The Fayette County Recorder's Office, led by Recorder Ruth Nutty, has transitioned to a new, local software package that allows us to add them to the Doxpop Public Access System. Having completed that technical conversion last week, they are ready to increase their public access offerings by making these land records available 24/7.

Scanned images are available to view and purchase, along with a searchable index for all documents filed since January 1994. Anyone wishing to look up recorded documents on-line may visit http://www.doxpop.com to use the service. A low-volume search plan is available for free, with higher-volume subscriptions available to commercial users for a fee.

Friday, August 9, 2019

We welcome Sullivan County to e-file! The final county to join e-filing.

UPDATE: Sullivan will not go live in e-file until Saturday, August 10th due to an unexpected issue. Here is the update we received from the state e-file manager:

"We have identified an issue which is preventing e-filing in Sullivan County. We are working to correct the issue, and e-filing into Sullivan County courts will be available tomorrow.  We apologize for the delay."

On Friday, August 9th, Sullivan County was the final Indiana county to join the rest of the of counties in the Indiana e-file system. 

This is a reminder that if you have open cases in Sullivan County 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 Sullivan 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.

Important for ALL e-filers: E-filing is now available for ALL Indiana county courts!

Now that all counties are in the Indiana e-file system we highly recommend you take time to run this batch attach again, regardless of where you typically practice in the state. Doing so will ensure that your preferred service contact is the one attached to any case you (or your attorney) is an attorney of record on.

We hear from users on a regular basis that have not done this and we can tell you it's a headache to deal with cases someone else attached you on.

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 ended up working this way, visit our initial and follow up blog posts linked below: