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.

Monday, April 9, 2018

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

On Wednesday, April 6th Lawrence 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:

Wednesday, April 4, 2018

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

On Wednesday, April 4th Vermillion 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 Vermillion 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, April 2, 2018

E-Filing Required in Brown County Beginning Today


Beginning today (Monday, April 2). E-filing is required in Brown County, with the usual exceptions:

PO (Protective Order) filings are still conventional. 
For the following types, initial filings must still be filed conventionally, but subsequent filings must be e-filed:
  • AH (Adoption History)
  • JC (Child in Need of Services)
  • JD (Juvenile Delinquency)
  • JM (Juvenile Miscellaneous)
  • JS (Juvenile Status)
Criminal and Infraction cases may be filed conventionally, but the prosecutor's office has the option to file these electronically in this county.


Tuesday, March 27, 2018

IN Supremes post proposed rule changes, some affecting technology.



The Indiana Supreme Court has just posted a batch of seven proposed rule changes. Doxpop is taking note of them because four of them touch on technology or document formatting issues and may affect the e-filers we work with. At first glance, this all makes sense to us. We thought you'd be interested as well:

The first proposed change requires that an email address and cell phone number be provided when an attorney or a pro se litigant files an appearance in a case. Note that the Court is piloting a text notification program in several counties. Presumably this rule anticipates more widespread use of that system if the pilot goes well.

Another proposed change  applies similar rules about email and cell numbers to the commencement of a small claim.

A proposal for changes to the appellate rules cleans up some stray terminology left over from the transition to e-filing, specifies how to provide exhibits on electronic media to the court, and adds a couple of non-technical rules about appendices.

Another proposed appellate rule change specifies some formatting rules:

  • Courier is removed from the list of allowed fonts for briefs/petitions and Calisto MT is added.
  • Line spacing on transcripts goes from double-spaced to 25 points in height.
In addition, language implying that malware scanning is done by the Clerk has been removed. (It is still done as an automated process, so this appears to be just for clarity.)


In addition to the proposals noted above that we're tracking as a technology firm, there are three other proposals that don't affect our work significantly, but will certainly be of interest to attorneys. You can find those three here:












Thursday, March 22, 2018

Public service contacts are now available in your service contact tools!


We've made your public service contact information more visible to account administrators. 

You will now find that we display the public service contact information (red box) for each attorney in your firm (blue box) on the e-file account administration page. Remember this is the service contact that e-file users outside of your firm may attach to a case in order to serve one of your attorneys if they find that the attorney is not already listed as a service contact for a particular case.

Where does this information come from?
We query the e-file public service contact list using the Bar ID of each of the attorneys registered on your account (blue box) and display the public service contact information for each of them (red box).

What if something listed here is wrong?
Since the public service contact list is based on the Roll of Attorneys information, you will need to correct that via the Roll of Attorneys. We've made that a little easier by providing a link to the Roll of Attorneys site within the Public Service Contacts box.

You can now attach/detach/replace public service contacts using Doxpop's batch attachment tools.

Navigate to these tools by clicking the [Additional Tools] button under Service Contacts.

Attaching a public service contact to all of an attorney's cases:


1) Enter the Bar ID for the attorney you want to find cases for. (blue box)
2) If that bar ID matches a registered attorney on your firm, we will place the attorney's public service contact along with your firm's private service contacts in the Service Contact drop-down (red box). Public contacts are noted by the globe symbol to the left. The private contacts, created within the firm account, have no symbol.
3) If you only want this to affect cases of a specific status, choose that status. (green box)
4) Click [Attach]. The process will run and you will receive a summary email showing which cases were affected. (This process may take a while, but you can leave this screen and do other work while you wait for the summary to arrive.)


Using the detach and replace features with public service contacts:

First, in either section, you will want to find the public service contact you want to work with. Do this by selecting "Find a Public Service Contact" in the Service contact drop-down.
A window will open allowing you to search the public service contact list. Enter your search criteria and click [Search]. A list of matching results will show below. Click [Select] next to the contact you want to work with.
In the service contact drop-down you will see the public service contact and you can now run either the Detach or Replace process for it. This service contact will remain in those drop-down lists from this point forward.

It important to remember that you will only be able to detach or replace public service contacts on cases where someone within your firm originally attached them. If they were attached by someone from another firm you will not be able to detach them. Contact Doxpop Support for help in that case. 


If you are not already familiar with the changes made to public service contacts at the first of the year catch up here:
State Court is doing away with the public service contacts that each attorney sets up and maintains for themselves.

Haven't seen our batch attachment tools? Catch up here.
E-file Reminder: Make sure you control your service contact!

Wednesday, March 14, 2018

Randolph County just started e-filing, and we're here to help you work with them!


E-Filing is now available for the county courts in Randolph county. (No city courts yet.)

E-Filing will be mandatory for the county courts on May 14th.

Remember that if you've got a Doxpop account, you can begin e-filing through us at no additional cost, so give us a call at 866-369-7671 to learn how to get started with your Randolph cases and set up your service contact information so you won't miss any new filings by opposing parties.


If you are already using Doxpop to e-file, and have cases in Randolph, it is important to use our "batch attach" features to make sure your preferred service contact is attached to all of your existing cases in Randolph. If you need help with that process, give us a call for friendly help, or view this video:


Satisfaction/Expungement information missing for 55 Tax Warrants.

Due to a processing error, we were not displaying complete satisfaction information or expungement for a total of 55 tax warrants spread over the following counties:
  • Clay 
  • Clinton 
  • Daviess 
  • Decatur 
  • Howard 
  • Jefferson 
  • Kosciusko 
  • LaGrange 
  • Miami 
  • Noble 
  • Putnam 
  • Randolph 
  • Spencer 
  • Warrick 
  • Whitley 
Note that no warrants were missing, just information that might have led you to disregard the warrant. If this problem may have affected searches you did, and you’d like to receive a complete list of the affected warrants, please email us at support@doxpop.com. We’ll send the complete list for your review.

The underlying problem that resulted in these omissions has been resolved. Sorry about any inconvenience this may have caused!

Tuesday, February 27, 2018

Clarksville Town Court and several Marion County Small Claims Courts join e-file!

Welcome Clarksville Town Court and the Marion County Small Claims Courts for Franklin, Perry, and Wayne Townships to the list of counties in the e-file system. 

As part of our continuing effort to remind you when new courts go live in e-file, we now welcome Clarksville Town Court and the Marion County Small Claims Courts for Franklin, Perry, and Wayne Townships to e-file!

This is just a reminder that if you have open cases in any of these courts now is the time to use our mass service contact attachment feature to get your private firm service contact attached to all your open cases. In addition to finding your open cases in these new counties, 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.

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

Wednesday, February 21, 2018

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

On Wednesday, February 21st Spencer County joined the list of counties in the e-file system. 

We also welcomed  Lawrence Township and Washington Township Small Claims Courts in Marion County on Friday, February 16th.

This is just a reminder that if you have open cases in any of these courts now is the time to use our mass service contact attachment feature to get your private firm service contact attached to all your open cases. In addition to finding your open cases in these new counties, 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.

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

Thursday, February 8, 2018

You can now attach your firm service contact to closed, as well as opened, cases in our batch attachment tool!

When we first introduced the batch service contact attachment feature you could only attach to open cases. Now you have the option to attach to open and/or closed cases!

We added the option to attach the contact of your choice to closed (disposed) cases because that may be even more important than attaching yourself to your open (pending) cases. 

When someone makes a filing on a previously disposed case where you are the attorney of record, there are typically two situations:
  1. You are still involved in this case and you want to ensure you get prompt notification of new filings.
  2. This is a case you are no longer involved in, but the clerk didn't process your motion to withdraw when it was approved.
In the second case, there is a danger that the new filer will attach your public service contact. Then, even if the clerk later removes you from the case, you won't be able to detach your service contact. Making sure you attach your chosen service contact to any case where you are the attorney of record ensures that you can also detach it later.

If you would like to know why life is easier when you control your service contact, take a look at this previous blog post: E-file Reminder: Make sure you control your service contact!

How to get there:

The batch attachment tool is still located in the 'E-filing Account Administration" on the e-filing tab:



Then click on additional tools in the Service Contacts section:


Now you can choose which case status you would like the process to attach your service contacts to:
Of course, if you happen to have a large caseload and choose closed or all cases this process may take some time. 

Monday, February 5, 2018

Brown County is now available in e-file! Get your service contact attached now.


On Wednesday, January 31st we welcomed Brown County to the list of counties in the e-file system. 


We also welcomed Beech Grove City Court (Marion County) on Friday, February 2nd.

This is just a reminder that if you have open cases in either of these courts now is the time to use our mass service contact attachment feature to get your private firm service contact attached to all your open cases. In addition to finding your open cases in these new counties, 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.

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


Wednesday, January 31, 2018

New Search Option in Advanced Court Case Search

We've added an option to search by Case Title to our Advanced Court Case search:




This option should help when searching for guardianship cases. Often the Case Caption includes the name but the person is not listed as a Party on the case.

For example, "In Re. the Guardianship of John Doe" where John isn't listed as a case party. Our case search for John Doe won't return that case. Searching John Doe in the new Case Title Contains field will.

We hope you'll find many more uses for this new tool. Please don't hesitate to call us at 866-369-7671 with any questions. We also like to hear your suggestions, so feel free to offer those as well!
 

Monday, January 29, 2018

Montgomery County Courts move to Odyssey. Access to Court Records through Doxpop unaffected.

Over the weekend of January 27th/28th, the Montgomery County Courts converted to the Odyssey case tracking system, thus moving their data storage and administration to Indianapolis. 

This move does not significantly affect Doxpop users because Doxpop buys access from the State Court Administration to a real-time feed of court data from the Odyssey system. Our customers' access to court information 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 short 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 each 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" for Montgomery County Courts you will find two entries for each court until the merge is complete.
  • When you are doing searches, you will find two entries for active 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 twice each day, 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 the first week of February, after that, we'll be back to normal.
Finally, one deficiency in the Odyssey system from our perspective 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 Court Technology add this to the Odyssey data feed. If this information is important to you, please encourage the clerks you work with to tell the Indiana Office of Judicial Administration of your needs 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.

Sunday, January 28, 2018

Two new features available for e-filers!


This weekend, Doxpop added two new features for e-filers:

  1. Courtesy copies for documents, allowing you to send a copy of any document you file to any person with an email. A common use for this would be to send a copy of the document you are filing to your client or any other interested party who is not a service contact.
  2. Service contact history allows you to see when each service contact was attached to or detached from a case. This is useful when a question about service arises and you need to know whether a particular person was attached when a document was filed. 

Courtesy Copies:

Courtesy copies may be sent for any document. Specify email addresses for as many people as you wish in the area just below where you specify the party filing the document. By default, these people will receive the file-stamped copy when the document is accepted. If you also want them to receive the un-stamped document immediately when you file it, check the box next to "Also receive a Preliminary Copy."


Service Contact History:

To view the service contact history for a case, click on the button in the service contact area at the upper right corner of the subsequent filing screen:


The history will show you every service contact that was ever attached to the case, and when each was attached or detached:



Wednesday, January 24, 2018

E-file Reminder: Make sure you control your service contact!


It has now been a few weeks since the State Court Administration made the changes to service contacts we first told you about in December. (Click here to see that post)

Doxpop's support team has fielded many calls on the topic and we have some suggestions as well as additional tips to share with you.

MOST IMPORTANT- Avoid a headache by making sure you are in control of how you get service. 

While we go in depth in our previous blog post about your options, here are a few key points:

Get ahead of the game and attach the service contact you want to use before anyone else decides for you. 
  • If you choose to use your public service contact, you'll want to attach that service contact so you have the ability to remove it later if needed.
  • If you choose to use your private service contact, you (or someone else in your firm) are the only ones that can attach that so be sure to get it attached to the case before someone else attaches the public service contact. 

For new cases use our 'new case auto attach' to ensure the private contact is attached the moment the case is created. 

When filing an appearance on an existing case make sure you attach your preferred service contact at that time.

For cases that are already opened, you will want to get yourself attached to them now by using our batch service contact feature.

Here is a helpful how-to video!
Also, run this process each time a new county goes live

Need to remove your public service contact from a case and it won't let you?


The only people allowed to remove a public service contact are:
  • The user that attached the public contact originally.
  • The company that runs the E-Filing manager.

If you need a public service contact removed from a case, email our support team at support@doxpop.com with the case number and the contact to be removed. We will then provide you with instructions and a form that you will need to forward to the e-file manager via email for them to remove that contact.

How do I know the service contact attached on a case is a public service contact?


This is pretty easy: A public service contact will show the attorney's bar ID after the name. 

And lastly-

If you have any questions about service contacts or any other e-filing process we encourage you to first contact Doxpop support via email at support@doxpop.com or call us at 1-866-369-7671. Chances are you're not the first person to ask and if we don't know the answer we'll help find it. 

Tuesday, January 9, 2018

Please join us in welcoming the Pulaski County Courts to the Doxpop network.

Pulaski County Circuit and Superior Courts recently joined 90 other counties in making their case information available online. (We waited until after the holidays to announce this exciting news so we could have your undivided attention!)

With the addition of Pulaski Courts, you can now access current court case information from every county except Lake on Doxpop. The Pulaski Recorder's office also uses Doxpop for public access, so the services available for Pulaski now include:
  • Court E-filing.
  • Access to Public Court Case Information.
  • Access to Recorded Documents.
  • Access to Tax Warrants.
On the court side, the features of interest that this move enables are:
  • Integrated criminal e-filing for the Prosecutor, which will bring added efficiency for several offices. Case information can now flow automatically back to the Prosecutor's case management system for e-filed cases.
  • Online access to case information for attorneys, which includes the ability to set watches on cases, have their court appointments automatically sent to their office and personal calendar systems, and generally be more quickly aware of events occurring on cases of interest.
  • Online access to case information for citizens of Pulaski County at no cost. For those who are interested in following six or fewer cases, Doxpop provides free access at a limited level that includes the same research features available to attorneys.
  • Online access for County offices. Being able to quickly look up cases from anywhere is a boon to offices like the Sheriff, Probation, Community Corrections and other local justice agencies.
  • Online access for State agencies. The State Police, Department of Corrections,  Department of Child Services and many other agencies use Doxpop to look up information that helps them coordinate with county offices. This reduces the burden on those responding to requests for information from State agencies and makes their interaction more effective. 
All of this was made possible by the recent efforts of several county officials. In particular, we thank Judge Crystal Kocher and First Deputy Clerk Neena Weaver for all of the time they've put into this project during the last few months.

Clerk Christi Hoffa has been working to make this project possible for years. Health problems have kept her from being part of these last few steps, but we want to make sure everyone knows how much we appreciate the effort she put into getting us started. We look forward to her speedy recovery and return!

Information is available for all public Pulaski court cases from January 1996 forward. 

To start looking up information, go to http://www.doxpop.com and click on the "Sign up now!" link or call our offices at 866-369-7671 to learn more.