Tuesday, October 6, 2020

Delivery by Doxpop: FAQ

 
We developed Delivery by Doxpop striving to make service as easy as it was before e-filing started but there are some circumstances we've learned of that as of right now we can't handle as smoothly as we'd like. 

So in this blog, we'll look at those situations and how to still utilize Deliver by Doxpop. Plus, we'll answer some frequent questions we've gotten as we've launched this new feature. 


What is actually sent when I select Delivery by Doxpop?

Initial filings: When filing a new case, the documents sent via the Delivery by Doxpop method you choose will be the file stamped version returned by the Clerk after the filing is accepted. The same version you receive back via the "filing accepted" email from the e-file manager. 

Subsequent filings: When filing in an existing case, the documents sent via the Delivery by Doxpop method you choose are the exact same document you uploaded. We immediately send those documents for processing. This is very similiar to the e-service that is send on subsequent filings.

Service Only Filings: Just like the e-service and subsequent filings, the documents sent via the Delivery by Doxpop method you choose are the exact same document you uploaded.


How can I use Delivery by Doxpop to serve documents that need a clerk, or judge signature, or when I need to wait for information from the court, such as a court date, to include in the service?

As mentioned in the details in the first question we can not automatically send version of documents that come for the clerk or court. Those documents are send outside the e-file system and therefore at this time we do not have access to them. That does not mean you can't use Delivery by Doxpop, it just means a small extra step once you have those documents or information from the clerk.

Sheriffs Service (new case): If you intend to use Delivery by Doxpop to send civil process service via the sheriff for your filing but need to wait on court documents/information there are just a few steps to follow.

    • In your initial filing make sure to add the optional $28 sheriff service fee to one document so the clerk can collect that fee for the case.
    • Do not select Delivery by Doxpop at this time for any parties that you will need additional information from the court. 
    • Submit your new case filing
    • Once the new case is accepted and you have received the signed documents or information to include in the served documents you will want to do a 'service only' filing on the case. 
    • Pull up the case like you typically would to e-file into. 
    • Above the Case Parties section use the button to "Switch to Service Only"
    • In the Envelope Contents section choose the files you want to send and complete the required fields and save. Note: that while filing type is required, it is not sent with the service information so you can just choose motion here.
    • In the Contacts to E-Serve at least one service contact must be selected. This can be your own firm/attorney. 
    • In the Delivery by Doxpop section, you can select the sheriff service for the parties you wish to service. 
    • Then just complete the required payment account and checklist and submit your service only envelope. This will send the documents you uploaded for Delivery by Doxpop. 


Certified Mail or First Class (new or existing cases)If you intend to use Delivery by Doxpop to send service via Certified or First Class mail for your filing but need to wait on court documents/information there are just a few steps to follow.
    • Do not select Delivery by Doxpop at the time of filing to the court for any parties that you will need additional information from the court. 
    • Submit your filing as you normally would. 
    • Once the filing is accepted and you have received the needed signed documents or information to include in the documents you wish to serve, you will want to do a 'service only' filing on the case. 
    • Pull up the case like you typically would to e-file into. 
    • Above the Case Parties section use the button to "Switch to Service Only"
    • In the Envelope Contents section choose the files you want to send and complete the required fields and save. Note: that while filing type is required, it is not sent with the service information so you can just choose motion here.
    • In the Contacts to E-Serve at least one service contact must be selected. This can be your own firm/attorney. 
    • In the Delivery by Doxpop section, you can select the service information for the parties you wish to send physical service to. 
    • Then just complete the required payment account and checklist and submit your service only envelope. This will send the documents you uploaded for Delivery by Doxpop. 
Sheriff's Service (existing case)If you intend to use Delivery by Doxpop to send service via the sheriff for a case that already exists but need to wait on court documents/information just follow the steps for initial case. As long as the $28 sheriffs service court fee has been paid on the case through doxpop you can use a service only filing to send documents to the sheriff. 


What exactly does Doxpop send to the Sheriff?

Doxpop worked with several county civil process departments to built a packet that makes it easier on them to execute your service. We print and send the Sheriff's Department the following:

  • Cover page for Sheriff including: the name and address for the Sheriff, the name and address of the filer, the clerk’s address, any delivery notes/instructions provided by user, and a brief description of the content, and proof of payment for the $28 sheriff's fee. 
  •  An Affidavit of Service with as much filled as we know in advance for the Sheriff to complete and return to the Clerk.. 
  • Three copies of the documents with separator sheets that denote what each copy is for. 


 Will my USPS service be mailed or postmarked the same day I filed?

The short answer: Yes, if you file before 5pm EST most mailings will be postmarked the same day but we can't guarantee that 100% of the time. 

The long answer: We can't guarantee the same day. Equipment can break down, Sudden demands can slow processing. All we can do is certify that we've put together a system that, if nothing goes wrong, will typically get your documents into the mail on the same day, and more importantly, that an irrevocable hand-off from you to that service has already occurred. 

We note the time of that hand-off in case there's ever any question about when that happened. Both you and Doxpop can tell the court that we are both making a good faith effort to get all postal envelopes into the hands of the USPS on the same day filing occurs. As it turns out, this isn't strictly required by the rules as the folks at the state interpret them. However, we feel more comfortable being able to tell you that it is unusual for a delay to occur.

Does this service meet the rules in regards to the mailing date I put on the Certificate of Issuance of Service?

Yes

We ran this service past several members of the State's E-Filing Business Steering Committee and we specifically asked about timing because we were concerned about whether it was safe for Doxpop filers to attach a Certificate of Issuance of Service to a document that certifies that you have mailed the document, when in fact, you've just handed off the document to the system that mails it for you.

Their answer was that it isn't a problem, because in practice, it is already implicitly understood that filers submit their documents to the court and then someone in the office puts them in the outbox to be mailed at the next opportunity. Therefore, they all interpreted the date on the Certificate of Issuance of Service to mean delivery was commenced "contemporaneously" with submission to the court. It means you started the process and certify that the "hand-off" to a third party agent for delivery happened. 

To make sure we're making a good-faith effort to follow both the spirit and the letter of the rule in this regard, we've written our program to hand off delivery to our printing/mailing service before submitting the filing to the court. It's a matter of milliseconds, but we really do that hand-off first.

So the answer from that perspective is that handing it off to Doxpop for processing is the equivalent of handing it to the person who runs envelopes down to the mailroom or nearest mailbox under your existing procedures.


 

 



Friday, September 4, 2020

A reminder that Doxpop offices will be closed Monday, September 7th in observance of Labor Day.

We understand that sometimes you have to deal with an emergency situation during a holiday so here's how to get help over the holiday:

We will not be monitoring phone lines, so you must use email. One of our managers will be checking email periodically throughout the day. If you have a real emergency, please send an email to support@doxpop.com which contains a brief description of the problem and phone number we can call to reach you.

Please be respectful when using this option. It's for real emergencies that can't wait until Tuesday morning.

 

Monday, August 24, 2020

Spencer and Jay County Courts Convert to Odyssey- Your Doxpop Access is Unaffected!


On August 23rd, the Courts in Spencer and Jay Counties converted to the Odyssey case management 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 Spencer and Jay 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-six 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 Spencer or Jay 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 13th. 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.

Monday, July 27, 2020

Delivery by Doxpop makes service as easy as it used to be.


On Tuesday, July 28th, Doxpop will release a pilot of our Delivery by Doxpop service in Wayne, Madison, and Hamilton counties.

This means that when you are e-filing on a case in one of these counties, you will see a new section in both the initial and subsequent filing page labeled "Delivery by Doxpop". We think you will want to start using it immediately. Here is why:


If you are doing a subsequent filing and one of the parties can't be served via e-service, you can use Delivery by Doxpop to initiate service via first-class postal mail with as few as three mouse clicks- A huge savings in labor. Take a look at this short video (2:33)  to see how it works:
https://www.youtube.com/watch?v=rUl_hSlGtfA


If you are doing an initial filing and want to provide service via Sheriff's Service, Delivery by Doxpop lets you initiate that in less than a minute during the e-filing process. Doxpop will print three copies of the required documents, and deliver them to the Sheriff you specify along with a cover sheet providing personal and mail delivery addresses. Take a look at this short demonstration (3:29) of how this service works:
https://www.youtube.com/watch?v=2Sfto9p9U_c


If you are doing an initial filing and want to provide Certified Mail Service,  you can do that with a few mouse clicks during the e-filing process using Delivery by Doxpop. Doxpop will print the required documents, and send them via Certified Mail for you. When the recipient signs for the documents, you will receive an image of the signed receipt. we've made a brief video (2:40) that shows how this works:
https://www.youtube.com/watch?v=sSN3Mzd_1qU


Finally, it is important to be able to track the progress of delivery and download your return receipt to prove delivery occurred. This video (3:00) shows you how to quickly get to USPS tracking and how to download your return:
https://www.youtube.com/watch?v=JGtxmVzdr3Q


There is more to this feature than you see in the videos! We have kept the videos short so you can see how simple the typical service process is. However, that doesn't mean you don't have full control over the process. Some of the additional features you may end up using are:

  • Specifying a subset of documents in an envelope for service.
  • Changing the order in which documents are printed.
  • Changing any of the addresses used for service.
  • providing service for any number of parties.
  • Specifying more than one type of service for a single recipient: eg: Both first-class and certified.

Doxpop's goal is to eliminate repetitive and time-consuming tasks, so you can focus on great legal work. Delivery by Doxpop is a significant step along that path.





Wednesday, July 15, 2020

A brief explanation of how to get started filing PO cases in Indiana.


This isn't really a new topic, but there's still some confusion about it, so here are the basics if this is your first time e-filing on a PO case:

On October 1, 2019, the Court began requiring that PO cases be filed electronically. The Court also requires that all filings on PO cases occur through a portal created just for this case type. You will find the portal at:



There is an abundance of documentation on this website, but we still get a few regular questions about it:
  1. This looks like a site for pro se filers and advocates... Do attorneys have to use it too?  Yes, without exception, both initial and subsequent filings on protection orders must occur through this site.
  2. Will my regular e-filing username & password work for this site? No, the PO portal requires that you register separately. You will also use your existing e-filing username & password later on, so keep those handy, but step one is to register, using the "Create Account" link in the lower left corner of the home page.
  3. How do I know if my filings went through? You will receive an email upon successful submission, and a second email for acceptance. These look a little different from the E-Filing emails you're used to. These emails have a return address in the courts.in.gov domain, so if you have set up email rules to sort out regular e-filing emails, they may not catch these. You can also log in and look in the lower right corner of the home screen to see your "Active Petitions/Cases".
  4. Are there any special rules for e-filing PO cases? Yes, take a look at Trial Rule 86(Q) In particular, notice that "service must be accomplished by the Clerk, a Sheriff, court official, or other person appointed by a Court to complete service of process."
  5. When I click on the link, it doesn't load! What do I do? We've had reports of this happening periodically. If it happens to you, clear your browser cache, and then try the link again. Here's an article that has instructions for clearing the cache in every major browser: https://www.digitaltrends.com/computing/how-to-clear-your-browser-cache/
Other questions? The State Court has an extensive self-help area here: https://www.in.gov/judiciary/5538.htm. If you can't find the answers there, and you are a Doxpop customer, give us a call or email and we'll try to help. However, bear in mind that this is not our web site, so we can't be as helpful as usual and may end up referring you to the State Court's desk if you ask us a hard question!

Thursday, July 2, 2020

Reminder that Doxpop offices will be closed July 3rd in observance of Independence day.


In observance of Independence Day our offices will be closed Friday, July 3rd.

Even though we are closed we understand that sometimes you have to deal with an emergency situation during a holiday so here's how to get help over the holiday:


We will not be monitoring phone lines, so you must use email. One of our managers will be checking email periodically throughout the day. If you have a real emergency, please send an email to support@doxpop.com which contains a brief description of the problem and phone number we can call to reach you.

Please be respectful when using this option. It's for real emergencies that can't wait until Monday morning.

Monday, June 15, 2020

How to respond if you just received an "Electronic Service Undeliverable" message.


If you filed a document and soon thereafter, get an email that has "Electronic Service Undeliverable" in the subject line, that means there is a problem with the recipient's e-service contact or mail system. You didn't cause the problem, but you will have to resolve it for this filing. Here's how to do it:
  1. Start by contacting the intended recipient to see if they had a temporary problem with their email server. If that was the case, you can do a “Service Only” filing to retry e-service & avoid having to resort to paper.
  2. If you are a Doxpop customer, and the first suggestion didn't help, contact us right away for help determining what the problem was.
  3. The last resort is to print & mail or fax a copy… but that’s time consuming because, in addition to the time required to mail, you now have to file an amended certificate of service
SMTP Logs

When the recipient can't figure out what the problem is, you can help them by providing their IT support staff with a copy of your SMTP Log.
To access that log in Doxpop, do this:
  1. Click on the E-Filing tab and select “My Electronic Filings”
  2. Locate the affected filing, and click on the arrow to the left of the envelope number to expand details.
  3. Click on the green “Service Info” button next to the document that was undeliverable.
  4. A list of service contacts will appear. Next to the recipient that didn’t receive service, click on the green “View SMTP Log” Button.
  5. Click anywhere within the log listing and press [CTRL]-[A] then [CTRL]-[C] to select all text and copy it to your clipboard.
  6. Paste the copied text into your message to the intended recipient’s IT support staff.
Note: Should the question ever arise, this log is also proof that timely service was attempted, and was undeliverable due to a problem with the recipient’s email server.