Wednesday, September 12, 2018

New: Clear e-filing forms with just a push of a button!


You asked and we delivered! Now you can clear your e-filing forms with the click of a button on both the new filing and subsequent filing pages.

To do this simply use the [Clear this Form] button at the top of the filing area. 


New Case Page

Existing Case Page

Then just confirm that is what you want to do. 



A quick process will run to clear all of your selections and you can start again. 

Monday, September 10, 2018

The problem with fee calculations is ongoing, but we expect a fix Wednesday evening!


Update: We have been notified that the State is going to release a fix for this problem at 7 PM Wednesday evening (Sept 12th).

Back on September 4th, we learned that an update on the EFM (the State's side of the e-filing system) done over Labor Day weekend broke the fee calculations for all EFSPs.

The first communication from the State about this issue indicated that it might be fixed in the next weekend update, but that time has come and gone with no fix, so at this point, we're in the sad position of having to wait for someone else to finish a repair, with no prediction of when it will happen.

In the meantime, you can still e-file... Just ignore the incorrect fee calculations and file as you normally would. The clerks have been instructed by the State to include a manual step in their process that will correct the fees before the filing goes through.

Some important notes related to this issue:
  • It doesn't happen with every case. Some cases will look fine.
  • If you are paying for Sheriff's service on a civil filing, that payment will still show up in your initial fees. That means you can still use the first "Notice of Electronic Filing" email that you receive as proof of payment when you provide the papers to the Sheriff for Service.
  • You can still access the details of your fees in the "My Electronic Filings" Page on the Doxpop system. The difference will be that the fees will not show up correctly until the case is accepted.  This is important if you need to be able to account for fees billed back to your client.
  • The extra manual step will make processing harder for the Clerk's offices until this problem is resolved, so expect some delays in processing, and please be patient with the Clerks. This isn't their fault, and it is making their work difficult too!
  • Appellate filings are not affected by this issue.
  • If this problem has caused you to miss a deadline and you need to file an Affidavit of Inability to E-file per Trial Rule 86(N), take a look at the bottom of our previous post for a few details on where to find that rule.
As soon as we hear more about a final fix from the folks on the State side of the system, we'll provide an update. Hang in there!

Tuesday, September 4, 2018

Did the fee calculation issue on Tuesday, Sept 4th cause you to miss a filing deadline? Here is what to do.


NOTE: This article will be updated as we learn more 

UPDATE as of 2:45pm 9/5:
Message from Indiana Courts:

"We promised an update today regarding the e-filing issue related to the collection of filing fees. Clerks continue to have the ability to accept new cases. This weekend we plan to make a system upgrade."

So our previous instruction still stands that you can continue to file and the clerks have been instructed to process and accept the filings. When the clerk processes the filing to the proper code, the filing fee should update and your MEF page will then reflect the proper amount. 

Note: We previously noted the accepted email will have the correct amount. This was an error and is not the case as this email does not have payment information. Rather you can reveiw your 'My Electronic Filings' page for the correct charged amount. 


-------

On the morning of Tuesday, September 4th while working on a customer call Doxpop noticed that new case filings in e-file were calculating fees at $0 which is not correct. We quickly worked to verify this was an issue affecting all e-filers regardless of their service provider and then notified the appropriate contacts with the e-file manager and the state trial court helpdesk. 

Not too long after that, the state did send the following message:

"E-filing is currently experiencing intermittent issues related to the collection of filing fees. As a result, new cases may be rejected by the clerk. We are working with Tyler Technologies to correct this issue. We will provide an update. If problems prevent filing, refer to Trial Rule 86(N)."

We will note based on customer reports this may be affecting fee collection on the clerk's side for filings that were done in past days as well. 

As a result of this message we felt it was important to once again communicate our guidance for handling time-sensitive filings during an e-file "outage" under Trial Rule 86(N).

If you missed a deadline due to this issue, take a look at Trial Rule 86(N)(1), which essentially provides for a one-day extension when a lengthy e-filing system outage prevents filers from meeting a deadline.

We expect that the Trial Courts will all be aware of the scope and timing of this statewide outage via direct communication from Trial Court Technology. However, if the court you are working with requires a statement from Doxpop to attach as an exhibit to the motion described in TR 86(N)(1)(d), please let us know and we'll be happy to supply documentation in support of your motion. (Simply attaching a screen print of this blog post may be sufficient.)

On the appellate side, take a look at Rule 68(M)(1)(d), which appears to be nearly identical to the Trial Court rule on this topic.

Friday, August 31, 2018

A reminder that Doxpop offices will be closed Monday, September 3rd 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 that 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 27, 2018

Appellate court e-filing becomes mandatory on September 1st.


On September 1, a change to the appellate rules will require that appeals be initiated via e-filing. We’ve posted several times, each focusing on one aspect of appellate filings. This post is intended to consolidate our previous advice into one resource.

The Basics:
Filing a Notice of Appeal is simple and not all that different from filing in the trial courts. The main differences are how you prepare your document, how fees are assessed and having the ability to attach any number of service contacts on your initial filing to comply with the multiple service requirements in rule 24(A)(1).

Preparing your Notice of Appeal:
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:



How fees are shown when you start your filing:
Fees are assigned based on the type of document you are filing instead of the case type. So the fee next to the case type will always show $0 but when you select your filing type when adding the document you will now see the fee associated with the Notice of Appeal filing type. This document-based approach to fee calculation applies to the Court of Appeals, Supreme Court and Tax Court case types. For the Court of Appeals and Supreme Court the fee for a Notice of Appeal is currently $250. For the Tax Court, the fee for filing an Original Tax Appeal is $120.

Guidance on how to handle electronic service when filing an appeal:
When you use the Doxpop system for initiating trial court cases, we limit you to attaching one service contact during that process. However, when initiating an appellate case, you may attach any number of service contacts in order to comply with the appellate rules.

The list of the people/organizations you must serve when initiating an appeal has not changed, and can be found in the Appellate Rule 24. What has changed with e-filing is that you can now serve some of these people or organizations electronically by attaching them to the case when you file the notice of appeal.

When filing a Notice of Appeal, here are some of the people or organizations you may need to serve, and methods of attaching them when it is possible:

  • For represented parties, you will be able to find their counsel using the public service directory and attach them for e-service.
  • You will need to be sure that if required, the parties themselves are notified conventionally, as they will not have public service contacts.
  • The Judge, Clerk and Court Reporter on the original trial court case do not have public service contacts, so these three people will need to be served conventionally. (This also holds true for judges and hearing officers in connection with cases coming from administrative courts.)
  • If the case is criminal, you will always be able to serve the prosecuting attorney via e-service, using the public service contact for the attorney that most recently entered an appearance on behalf of the State. (This may not always be the current prosecuting attorney.)
  • If the case is criminal, you will also be required to serve the Attorney General. To accomplish this, you can attach the public service contact of the currently serving Attorney General. eg: Curtis Hill.
  • For expedited appeals involving children, you have a longer list found in Appellate Rule 14.1. You may find that some of those can be notified via e-service. For instance, county commissioners may have currently retained counsel that will appear on the public service contact list. Some attorneys also serve as a CASA or guardian ad litem and thus may have public service contacts. However, most of the service in this type of appeal will have to be done conventionally.

When you put together your certificate of service, for anyone whose service contact was attached at the time of filing the notice of appeal, note that they were served via "IEFS" with the date of filing.

On rare occasions, an email problem may prevent e-service from occurring, so remember to keep an eye out for any service failure notices, which will arrive via email.

Here's a look at what this section of the filing screen for a Notice of Appeal looks like:




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


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.)

Have Questions?
Give us a call at 866-369-7671, we are happy to help!


Attorney Bar ID searching is here!


We are happy to announce the release of attorney bar ID searching in court cases allowing users to find all cases that an attorney is listed on just by using the Bar ID. 

This is now available on the court case advanced search page.

Here is what to know about this feature:

  • Only available when the party role "attorney" is selected.
  • Entering a name and bar ID will return results that either match the name or have the Bar ID listed or both. Providing you leave the "Include attorneys with no bar id." checkbox selected.
  • When using only a bar ID, uncheck the "Include attorneys with no bar id." checkbox. 
  • If the attorney you are searching has many cases you may need to narrow criteria either by search region, date period or any other option to avoid reaching our search result limit of 1,000. 

If you have any questions about this or any features on Doxpop please give us a call at 866-369-7671!

Thursday, August 23, 2018

Missing court cases for August 23rd


Court case searchers:

UPDATE: This was resolved in the afternoon of Friday, August 24th. 

During the evening hours of  Wednesday, August 22nd our operations team attempted an application upgrade that subsequently failed around 11pm. As a result of that failure, any court cases filed after that time are not displayed.

Our operations team is working to resolve this and we expect to have all new cases loaded and caught up by Friday evening.

This largely only affects new cases filed Thursday, August 23rd. Most updates made on that day to existing cases are not affected but there may be some information not updated until we have fully processed all the data.

There is a separate issue with Warrick County cases. Warrick County has been experiencing technical issues at the county Courthouse since Monday of this week and we have not been receiving updates from them all week. For this reason, we do not have any Warrick county cases for this week. We believe the technical issue on their end is resolved on their end and expect their cases to be caught up by Friday evening as well.

This does NOT affect e-filing, you still may still e-file on any case that you have the case number for via the e-filing tab.

Questions? Give us a call at 866-369-7671 or email support@doxpop.com.


Wednesday, August 22, 2018

Special Judge Cases and E-Filing.


We are frequently asked if the electronic service provided by the e-filing system can (or should) be used to serve special judges with documents as required by Trial Rule 5(A).

The short answer is No. You must continue to serve documents for special judges conventionally.

The longer answer is that the Court has decided that judges will not be included in the public service contact list, and so there is no correct way to use the e-filing system to provide service.

We have heard reports that some law firms have tried to get around this limitation by creating a private service contact in their firm account with the judge's email address and use that contact to transmit all e-filed documents electronically. This is considered improper, so please don't do it.

Thursday, August 16, 2018

Guidance for E-Service on an Initial Appellate Filing



On September 1, a change to the appellate rules will require that appeals be initiated via e-filing. Here is some guidance on how to handle electronic service when filing an appeal:

When you use the Doxpop system for initiating trial court cases, we limit you to attaching one service contact during that process. However when initiating an appellate case, you may attach any number of service contacts in order to comply with the appellate rules.

The list of the people/organizations you must serve when initiating an appeal has not changed, and can be found in the Appellate Rule 24. What has changed with E-Filing is that you can now serve some of these people or organizations electronically by attaching them to the case when you file the notice of appeal.

When filing a Notice of Appeal, here are some of the people or organizations you may need to serve, and methods of attaching them when it is possible:
  • For represented parties, you will be able to find their counsel using the public service directory and attach them for e-service.
  • You will need to be sure that if required, the parties themselves are notified conventionally, as they will not have public service contacts.
  • The Judge, Clerk and Court Reporter on the original trial court case do not have public service contacts, so these three people will need to be served conventionally. (This also holds true for judges and hearing officers in connection with cases coming from administrative courts.)
  • If the case is criminal, you will always be able to serve the prosecuting attorney via e-service, using the public service contact for the attorney that most recently entered an appearance on behalf of the State. (This may not always be the current prosecuting attorney.)
  • If the case is criminal, you will also be required to serve the Attorney General. To accomplish this, you can attach the public service contact of the currently serving Attorney General. eg: Curtis Hill.
  • For expedited appeals involving children, you have a longer list found in Appellate Rule 14.1. You may find that some of those can be notified via e-service. For instance, county commissioners may have currently retained counsel that will appear on the public service contact list. Some attorneys also serve as a CASA or guardian ad litem, and thus may have public service contacts. However, most of the service in this type of appeal will have to be done conventionally.
When you put together your certificate of service, for anyone whose service contact was attached at the time of filing the notice of appeal, note that they were served via "IEFS" with the date of filing.

On rare occasions, an email problem may prevent e-service from occurring, so remember keep an eye out for any service failure notices, which will arrive via email.

Here's a peek at what this section of the filing screen for a Notice of Appeal looks like:




In addition to learning about how service works, you may want to view our Guidance for assembling your Notice of Appeal for e-filing and information about the rule changes that require e-filing of appeals.




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.


Beginning September 1, 2018 all appellate cases in Indiana must be initiated via e-filing. Here's part of the information you need to prepare for that:

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:

Keep an eye out for an upcoming post regarding how to handle electronic service for your notice of appeal.










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 support@doxpop.com 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 support@doxpop.com 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: http://www.whitewatervalleyprobono.org/raceforjustice.html.

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: https://www.in.gov/judiciary/files/order-rules-2018-0726-appellate.pdf.

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:

Monday, July 30, 2018

Did e-filing downtime on Monday, July 30th cause you to miss a deadline? Here's what to do:


Beginning at roughly 9AM on Monday, July 30th, the State's side of the Indiana e-filing system was experiencing sporadic outages and issues, thus preventing users from e-filing on some cases. At the time of this posting, we have received confirmation of the issues from the Office of Judicial Administration and they have told us they are working with the E-file Manager to resolve. We will update this blog when the issue appears resolved. 

If you are reading this before midnight on 7/30 and have a deadline today, the simplest course is to just go ahead and submit your filing now to avoid the need to file a motion for an extension.

If it is now too late, and this situation caused you to miss a deadline, take a look at Trial Rule 86(N)(1), which essentially provides for a one-day extension when a lengthy e-filing system outage prevents filers from meeting a deadline.

We expect that the Trial Courts will all be aware of the scope and timing of this statewide outage via direct communication from Trial Court Technology. However, if the court you are working with requires a statement from Doxpop to attach as an exhibit to the motion described in TR 86(N)(1)(d), please let us know and we'll be happy to supply documentation in support of your motion. (Simply attaching a screen print of this blog post may be sufficient.)

On the appellate side, take a look at Rule 68(M)(1)(d), which appears to be nearly identical to the Trial Court rule on this topic.

Friday, July 27, 2018

Warrick county e-file update to the update: New go live date is now August 10th!


Doxpop has just received the news that Warrick Couty scheduled go-live date have been moved to August 10th.

If you file in Warrick county and are not prepared for e-file yet give us a call at 866-369-7671.

Wednesday, July 25, 2018

Warrick county e-file update: New go live date is July 31st!


Doxpop has just received the news that Warrick Couty is scheduled to go live with e-file on Tuesday,  July 31st. 

If you file in Warrick county and are not prepared for e-file yet give us a call at 866-369-7671.

Sunday, July 15, 2018

What happened to the "Cases" link in person/entity details?

Last week, we eliminated the "cases" link in the details for people or entities associated with a case.

In brief, we removed this link because we decided it was confusing at best and misleading at worst.

Here are the details:

When we receive court information for a party's name, it is always associated with at least one case. However, in some situations, the court will know that the same party is associated with another case. In that situation, they will connect multiple cases to the same party. When they do that, the "Cases" link showed all of the associated cases.

But here's the hitch: Sometimes the court doesn't have enough information to know that two people with the same name are really the same people. It would be a serious mistake to associate the "Jane Smith" who has a traffic infraction case with the "Jane Smith" with a murder case. So, if the court is not absolutely sure these are really the same people, they just enter a new record for Jane Smith, so each case has a separate "person" record. If you search for Jane Smith and find 20 records, they may all be for the same person, or they may be for 20 different people who happen to have the same name.

Entering the extra record is how the court indicates "We don't know that these two Jane Smiths are the same people."

The problem is that when we displayed the "Cases" link for a party record, we could only show the cases the court associated with this party record. However, the people clicking on these links might assume that if only one case shows up, there are no others for the name "Jane Smith". That is often incorrect, so we stopped showing the link to avoid confusion.

If you need to check out every case for a person, the best way to do that is to search for the person's name, which will then show all cases associated with a person who has that name. Then look at the case details for every case and check the details carefully so you can make your own informed decision about whether this case is for the person you are researching. 

There may be situations where there just isn't enough information to tell. In that situation, you should be very careful not to draw a conclusion that isn't supported by the information.

Thursday, July 12, 2018

Warrick E-Filing rollout delayed a couple of weeks.


We just learned that the begin date for e-filing in Warrick County has been put off due to a delay in processing "financial paperwork." (Yes... a paperless system delayed by paperwork. We're chuckling too!)

We are unsure of the new date at this time, but folks near the process said to expect at least a two-week delay, so maybe early August. Of course, if we learn of that new date we'll let you know.

Wednesday, July 11, 2018

We have an appealing new feature that you aren't allowed to use yet. (But you should learn about it anyway.)



In March, several amendments to the appellate rules were proposed to enable (and require) e-filing of the Notice of Appeal that initiates an appellate case.

Doxpop anticipated an order approving these amendments on July 1, but that hasn't happened yet, so it is now possible to initiate appellate cases via Doxpop, but you probably shouldn't use this feature until you see the order that requires it. We have been told to expect this order on or around August 1 and of course, we will let you know as soon as we see that happen.

In the meantime, let's learn how it works:

Filing a Notice of Appeal is simple and not all that different from filing in the trial courts. The main differences are that you will need to enter information about the lower court case and you have the ability to attach any number of service contacts on your initial filing to comply with the multiple service requirements in rule 24(A)(1).

Here's what you need to know:

A) You will be able to attach multiple service contacts:

The most significant difference you will see when filing an appeals case will be the ability to electronically serve multiple public service contacts on the initial filing. Although not all of the people listed in rule 24(A)(1) will have public service contacts, you should attach those that are available at the time of filing.



This is done using a service contact selection tool very similar to the tool you use when doing subsequent filings for trial courts. You may select service contacts from your private contact list and from the public contact list to be served. You may choose to have those contacts be attached to the case once created or just use them to serve this filing only. We automatically default to having them attached, as this is the most likely scenario.


B) Fees will look different:



Since fees are based on the type of document rather than the case type, the fee amount under case type will always say "$0" but the correct fee will be displayed when you select your filing type.












Tuesday, July 3, 2018

Reminder that Doxpop offices will be closed July 4th in observance on Independence 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 that 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 Thursday morning.




Friday, June 29, 2018

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

During the weekend of June 30th - July 1st, the Courts in Wayne 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 Wayne 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 Wayne 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 August 1st. After the first, 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.

Thursday, June 28, 2018

E-Filing in Montgomery, Daviess and Ripley Counties.

In the last week, Montgomery and Daviess counties have both started accepting e-filings. Ripley County will begin tomorrow. In roughly two months, they will all move to mandatory e-filing (Details below.)

That means Doxpop customers can now start filing in those counties. A reminder:

If you already have a paid Doxpop account at any level, you are entitled to unlimited e-filing through our service at no additional cost. Call us at 866-369-7671 to get started.

Training is also available at no cost. If you can gather 5 or more people, we'll provide on-site training anywhere in the State. If you have fewer than 5 but are within a 90-minute drive, we are easily persuaded (call to give it a try.) Worst case: we'll set up individualized remote training. We know that an investment in excellent training & support will repay both you and us in the long run.

If you want to schedule either initial e-file training or "2018 updates to e-filing" training through your bar association, we can provide a seminar that qualifies for CLE credit.

The mandatory e-filing dates for these three new counties are as follows: Montgomery, August 21; Daviess, August 27; Ripley, August 29;

For those keeping score, only a handful of counties remain that are not e-filing. They are:

Warrick (Starts July 18)

Unscheduled as yet:

  • Clinton
  • Howard
  • Lake
  • Miami
  • Pike 
  • Putnam
  • Sullivan
  • Wayne


Thursday, June 21, 2018

Update: Legal descriptions for Dearborn County restored.

We received a batch of updates that include all of the missing legal descriptions for documents filed from 5/2 through today in Dearborn County, and Dearborn is back to normal.

We believe this completely resolves the issue, but we are also planning to do a complete reload of all legal descriptions for Dearborn in the next couple of days. The reason we are taking this extra step is that there is a very slight chance that a legal description from an older document needed to be corrected during this period, and we want to make sure we pick that up. The risk of this occurring is tiny, but better safe...

Tuesday, June 19, 2018

Legal descriptions in Dearborn County Recorded Documents Missing Since May 2.


We just learned that due to a system update at the County, legal descriptions have not been sent for documents filed in Dearborn County since May 2nd.

The resolution of this problem should be fairly quick, but of course we want to make sure you know about the problem immediately in case it affects searches done in the last month.

We'll post an update in this blog as soon as the issue is resolved.

Monday, June 18, 2018

Welcome aboard, Lake County! Doxpop now provides access to court cases for *every* county in Indiana.



Over the last week, Doxpop loaded the historical case data for Lake County into our database. The addition of Lake County completes our quest, started in 2002, to provide public court case information for all Indiana counties.

Case information for Lake County goes back to January 1988.

E-Filing is not currently available in Lake County, but we are told that the current plan is for them to go live with e-filing in late 2018 or early 2019. When that happens, Doxpop will provide e-filing service immediately.

The imperfections:

Like most "complete" systems, there are imperfections that we'll plan to improve on in the coming months. They are:
  1. Juvenile cases. Several counties store their juvenile cases on the "quest" CMS. Although most juvenile cases are confidential, JP cases filed since July 2014 are public. Because we don't have an interface to quest, we can't provide access to the JP cases in Johnson, Madison, Marion, Porter, St. Joseph and Tippecanoe counties. Note: Our E-Filing system will still work for all Juvenile cases, so the gap here is just on public access.
  2. Probate Cases in St Joseph County. Currently, St. Joseph county uses the Quest CMS for their probate cases. That means that we can't provide public access for those cases, but like the juvenile cases, you can use Doxpop to initiate or e-file into existing probate cases in St Joe.
  3. Some municipal courts are missing. Although most municipal courts are on Doxpop, there are a some that either use a CMS we don't interface to or have chosen not to provide access. Those are: 
    • Jamestown Town Court 
    • Thorntown Town Court
    • Whitestown Town Court 
    • Butler City Court 
    • Avon Town Court
    • New Castle City Court
    • DeMotte Town Court
    • Portland City Court
    • Crown Point City Court
    • Whiting City Court
    • East Chicago City Court
    • Hammond City Court
    • Lake Station City Court
    • Hobart City Court
    • Merrillville Town Court 
    • Schererville Town Court 
    • Elwood City Court
    • Mooresville Town Court
    • Martinsville City Court  
    • Winchester City Court
    • Batesville City Court 
    • Fremont Town Court 
    • West Lafayette City Court 
    • Sharpsville Town Court
    • Clinton City Court
    • Wabash City Court
    • Hagerstown Town Court
  4. Older unconverted cases in Marion County. When Marion County converted to Odyssey, they did not do a complete conversion. In particular, many disposed civil cases were not converted. In general, this is not a serious problem, but we've found that many JP cases have had to be manually added when a support order is modified. This also creates an issue for title researchers and background check firms. Of corse, this is less of a problem with every passing year. 

Wednesday, June 6, 2018

Additional refinement to our Document Search Results




Shortly after releasing an update to the recorded document search results to make our quick-search links more apparent, we were contacted by users who were able to explain how they had been using this quick-search feature. It was apparent that the new buttons were making their process more difficult in a few ways:
  • Links are much better at showing where you are in your process by changing color once you've visited or opened that individual link. A search button was not able to clearly indicate where you've left off or which names and descriptions you've already examined.
  • Links also allowed our users to open each search in a new tab, letting you run the additional search without losing your place in your current document results. Buttons are less versatile in that they can only execute your new search in the current tab or window.

With that feedback in mind, we have updated our approach to accommodate these needs. Our apologies to anyone inconvenienced by the prior change, and a big thanks to everyone who contacted us to help identify and resolve this issue!

Specifically, we've replaced the search buttons that were added to the recorded document results with a simple search link:

The newest form of the recorded documents results page.


If you aren't aware of our other great Recorded Document features, please check out our Super Search and Full Text Search options!

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

On Wednesday, June 6th Jay 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:

Friday, June 1, 2018

Recorded Document Users: Does something look different but can't quite put your finger on it?


Users on our recorded documents tab may notice a minor change in our search results.


Please note that we have replaced the magnifying glass image that is used to trigger a search on a specific name or legal description included in document search results. We found many users just didn't realize this feature existed and were missing out on a potentially handy tool! 
Old look

So we've replaced it with something that is more obvious and self-explanatory: a search button!
New Look

Nothing about the functionality or features of the search results has changed, so rest assured that this small improvement shouldn't affect your results. If you aren't aware of our other great Recorded Document features, please check out our Super Search and Full Text Search options!

Friday, May 25, 2018

Doxpop offices will be closed in observance of Memorial Day.


A reminder that the Doxpop offices will be closed on Monday, May 28th in observance of Memorial Day.

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

We will not be monitoring phone lines, so you must use email. One of our managers will be checking email periodically every day. If you have a real emergency, please send an email to support@doxpop.com that 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.



Thursday, May 24, 2018

New! Your Doxpop Alerts are now displayed on the website!

Welcome to the NEW Doxpop Notifications Tab!


We are very excited to be rolling out the latest Doxpop feature to make your work just a little bit easier. 

By now you should be familiar with Doxpop's search watch and alert features for court cases, recorded documents & tax warrants
(If you are not familiar these features now is the time to find out!  These functions are included in every subscription, so give us a call at 866-369-7671 and we will be happy to show you!)

Now we've added to that feature by giving you the ability to review and manage all these alerts within the Doxpop website.

Where to find it? You'll find the notifications tab on the right, next to the help tab.
Notice the count of unread notifications.


Click the notification tab and you should find the interface to be very intuitive, so I'm just going to point a few basic things out:
  • You can open and review your notifications, mark ones you feel are important, and archive them once you are done. This functions very much like most email services.  
  • Use the filter field to find specific notifications using any of the information that would be contained in the notification, such as a case number or a party name. 



Click on an alert for the same details we provide in the emails:

  • You can then navigate between alerts using the previous and next arrows in the upper right.
  • Just as with the alert emails, you will have links within the notification details to take you directly to the related search or item. 



We hope you love this new feature and we think it has the potential for future enhancements. If you have any suggestions for this or any other Doxpop feature, please contact our support team by email at support@doxpop.com or give us a call at 866-369-7671.

Wednesday, May 23, 2018

E-filers- A small change to document descriptions

E-file users:


We made a small change to the way you enter filing and document descriptions to ensure your filings were being handed off to the court with all the information they need.

Here are the details:

The old way to enter the description of what you were filing in the document description field:
The old place to enter a filing description

Now, the required filing description is its own field after you select the filing type.

So when adding a document you will now select lead, then the filing type and then enter the filing description for your filing. i.e. "Motion to Squash". 
This is the information the clerk will see to know what specifically you are filing.  


Then proceed as before with selecting your file and document security. 

The document description field still exists but is no longer required. We will auto-complete it for you using the file name so you never really need to enter anything in there. 
Also, this is not a field the clerk will regularly review so the file name is fine. 


Then you can proceed to file as you always have. 

If you have any questions please feel free to contact support at support@doxpop.com or 866-369-7671

Lake County Court Case Information Begins to Arrive at Doxpop.


During the next few weeks, you may see cases from Lake County appear in your searches.

This is happening because we are receiving active cases from Lake County when they are updated. However, we won't have complete information from Lake County until early June, so please don't depend on the information until we announce the complete load of all history.

Here's the timeline:
  • Over the weekend of May 19-20, Lake County converted to the Odyssey case management system and Doxpop started receiving new and updated court case records.
  • We expect to receive the complete history of Lake County court cases of the weekend of 6/2-6/3. On 6/10, we will load the information into our database and complete history will be available.
  • E-Filing through Doxpop and other systems using the State EFM will not be available until early 2019. (This is a general date prediction- for a project this size, it may be fluid.)
We are very excited to finally be adding the last Indiana County to Doxpop's Court database! Keep an eye on this blog in early June for an announcement that the process is completed.

Monday, May 14, 2018

E-filers: A Change to Service Contact Attachment- We can rebuild it, we have the technology.


A slightly new approach to service contacts.


Since the State Court made changes to how private and public service contacts are managed we have strived to make things easier for our users. With this latest design release, we have made a big leap forward! The changes are slight but mighty as we will now automatically show your firm's private and public service contacts in one drop down saving you time-consuming mouse clicks.

You will see the biggest change when filing into an existing case:


Service Contacts when filing in an existing case.
First- 
One less pop-up window to open when you are attaching a service contact for your firm. We now present you with the service contact list right on the filing page.





Second-
You will now see all the service contacts associated with your firm, private and public.
Your private service contacts will list at the top and then below, indicated by the globe icon, your firm's public service contacts will be shown.
In addition, as we learn which service contact you use most, it will float to the top of the list.
Third-
When you do need to attach a public service contact that is not within your firm (i.e. opposing counsel) just select the 'Find a Public Service Contact' option and the Public Service Contact search window will appear.







You'll also see we now provide you with your firm's public service contacts in addition to the private contacts both when filing a new case and in our service contact tools section. 


New Case

Service Contact Tools

Friday, April 20, 2018

How to view electronic filings for a particular submitter and group by submitter.

Earlier this week we posted that an update to the e-filing system now allowed all firm users to see all firm filings on their My Electronic Filings page, and promised to get an enhancement out so you can opt to view only your own filings. That has been completed.

All users will now see a "Submitter" search option in the upper left, and a column that shows the submitter. If you're an administrator on your e-filing account, this will not be new to you. For all our other users, we think this will help you manage the list of filings when it seems too much to look at!





SEARCH: Use the Submitter drop down menu at the top left to select your name. Click the Search button and it will return only filings you've submitted in the time frame selected in Date of Filing. When/if you need to see filings from other submitters, just return the drop down option to "Choose" and search again.

FILTER: With the Filter Results field on the right, you can select which filings you want displayed out of the total results for your search parameters. The addition of the Submitter column allows you to enter the name of any e-filing user on your firm account, and only their filings will be displayed. Just clear the Filter field to return to showing all the filings.

SORT: You can sort filings in ascending or descending alpha order by clicking the arrow next to the word submitter. This will keep all the filings available in the results list, but group the filings by the submitter's name.

This will make it easier to track your own filings while retaining the new option to view the filings of others in your firm when you are working together on a case or filling in for a coworker who is out of the office. If you have any trouble with it please don't hesitate to contact our support team. We also love feedback, so if you have suggestions about how to make this even better, please be free with those as well!



Monday, April 16, 2018

E-filing System Updates - My Electronic Filings

Some of you may have already noticed changes on your My Electronic Filings page. The state's e-filing manager released an update to the system last Friday evening, part of which included enabling all firm users to view all filings submitted by the firm. Prior to this update, all filings were only available to firm administrators.

For many of you, this may mean you have an abundance of filings on this page that you don't necessarily want to sift through to find what you need. We are working on an enhancement that will allow you to filter the list by the name of the submitter. The enhancement will also include a Submitter column, so you'll be able to sort the filings in the list using that column as well. This will make the list much more manageable and allow you to limit the filings that appear to your own.

Until we're able to get this enhancement released, you might try using the Filter Results field at the top of the page to find the filings you need.



Entering the Attorney's name will filter results to only filings submitted on behalf of that attorney, or if you're looking for a specific filing and you have the Envelope number, you can enter that as well. You can also filter by the submitted date if you only need to see filings submitted on a particular day.

As soon as we get the enhancement released we'll notify you with another blog post and a message of the day on the site. As always, if you have any questions or problems please contact our support team. We can be reached by phone at 866-369-7671, email at support@doxpop.com, or through our live chat from 8:00 am to 6:00 pm Monday-Friday.