Monday, May 20, 2019

Whitley and Sullivan Counties Convert to Odyssey- Your Doxpop Access is Unaffected.

During the weekend of May 18th, the Courts in Whitley & Sullivan Counties converted 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 Whitley and Sulivan 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. This is longer than when this transition typically happens due to the holidays. 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 Whitley or Sullivan 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 June 23rd. 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, May 17, 2019

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


On Friday, May 17th, both Clinton & Pike County joined the list of counties in the Indiana 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 Clinton and/or Pike 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 22, 2019

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


On Monday, April 22nd, Howard County joined the list of counties in the Indiana 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 Howard 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:

Thursday, April 11, 2019

E-filers: A much more friendly and feature packed 'My Electronic Filings' page is here!


The My Electronic Filings (MEF) page has gotten a new look and new features.

If you haven't used this page before, make sure you take a look next time you're logged in! It's the second option down in the e-filing tab. Here's what we changed:

First, a new layout that we feel is much easier to follow and read. Each envelope can be collapsed and expanded to hide or view details, meaning a much less crowded page. The search criteria have not changed, and the 'filter' field at the top right still allows you to quickly locate a filing by entering any word or phrase displayed in the envelope details.

When you first visit the page you'll notice we default to all the envelopes being 'collapsed'. To see the details and documents for an envelope just use the small triangle icon to the left to expand or collapse document details. If you want all envelopes to be expanded or collapsed, use the icon in the header.

In addition to the new look making the page easier to scan visually, we added a few features that our users have requested. Some new features you will find:

  • For new cases, the location (county) the case was submitted to will show in the case number/name field until the envelope is accepted and a case number assigned. We added this because we have found that a regular mistake people make is selecting an adjoining location from the drop-down list during initial filing.
  • In the details, we now display the document's security setting so you can now double check that you marked that filing as confidential. 
  • Color coding highlights filings that may need attention. 


What do you think of this updated page? Have a suggestion of your own? Let us know by emailing support@doxpop.com. 




Friday, March 15, 2019

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


On Friday, March 15th, Miami County joined the list of counties in the Indiana 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 Miami 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, March 13, 2019

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


On Wednesday, March 13th, Putnam County joined the list of counties in the Indiana 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 Putnam 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, March 6, 2019

Name That Debtor! Making sure your lien can be found in the e-filing world. Part 1.


This information is particularly important for anyone filing a Collection, Tort, Plenary or Mortgage Foreclosure case that might result in a lien on property.

Getting a judgment is often easier than collecting it, but with some attention to detail at the time you file, you can significantly increase the chance that your lien is quickly found by title searchers so it will be satisfied during any subsequent sales process.

The problem is that filers often name the defendant in a manner that makes it hard for title searchers to find the case. As an attorney, you are careful to be precise about party names from a legal perspective. However, once you have obtained a judgment, the party names become an index for researchers.

Here's the problem that creates: Let's suppose you are filing a mortgage foreclosure against the estate of Elmer Fudd and the heir he is rumored to have. You carefully enter the defendant as "The Unknown Heirs and Estate of Elmer Fudd, Deceased".

However, when the heir decides to sell the house as part of wrapping up the estate, the title searchers are searching on the name "Elmer Fudd", and since that's not the party name, they can't find the case. Now the sale goes through without the defect being noticed. It may be possible to collect from the buyer or the title insurance company, but it's going to be a mess no matter how it plays out.

This mess can be avoided with about 10 seconds of extra work. Simply add a party to the case during filing with the name "Elmer Fudd" and a role of "Decedent". Now a researcher charged with finding any defects on Elmer Fudd's title will be able to find the case with a single name search.

This is useful in any case where the judgment may become a lien. Regardless of the legal terms you use to precisely describe the defendant, make sure you also create a separate party record for the name of every owner of the property you will be creating a lien on, using only their name, so a complete index for finding the judgment is created.

Note: Any careful title researcher will use the Doxpop system to search for judgments, and if they use our "simple search" feature, a search for "Elmer Fudd" will immediately find a case that refers only to "The unknown heirs of Elmer Fudd". We've solved this problem for any researchers that use our system. However, you can't be sure that they will use our system for doing the research, so this little extra step protects your investment in obtaining the judgment.

If you have any questions or feedback give our support team a call at 866-396-7671 or email us at support@doxpop.com

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Friday, March 1, 2019

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


On Friday, March 1st Wayne County joined the list of counties in the Indiana 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 Wayne 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, February 15, 2019

Clinton and Pike Counties Convert to Odyssey- Your Doxpop Access is Unaffected.


During the weekend of February 16th, the Courts in Clinton & Pike Counties 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 Clinton and Pike 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. This is longer than when this transition typically happens due to the holidays. 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 Clinton or Pike 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 March 19th. 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.

Tuesday, February 5, 2019

E-filing: E-service 101- Learn the basics of how e-service in Indiana works.


This week in our e-filing administration series we are going to dive into the murky world of e-service and try to help clear up the waters a little bit. This will be a two-part post with us focusing on the basics this week and then going through all the more complicated areas next week. In each topic section, you will find links to the various help pages that can walk you through technically making these settings.

If you’ve missed our previous articles here are links to them:


Let’s cover the first confusion that arises, the two types of service contacts, Firm or Public?

Firm Service Contact:
  • Contact created within your firm’s e-filing account for anyone wishing to receive e-service in a case.
  • Does not have to be an attorney.
  • Only accessible to e-file users within your firm’s e-file account.  
  • May have administrative copies for assistants or paralegals to receive a copy of any service sent to this service contact. 

Public Service List Contact:
  • Only Indiana attorneys registered in the e-file system.
  • Only Indiana attorneys will appear on the Public Service Contact.
  • Anyone e-filing has access to this list.
  • Contact information is based on settings in the roll of attornys.
  • This contact does NOT have the ability for administrative copies.  
A good way to think of it is that the Firm Service Contact list is like your personal address book and the Public Service List is like the yellow pages (does anyone remember those)?.

One very important note regarding the private list: You are only permitted to add yourself or your firm's attorneys to the firm’s service contact list. You may NOT add an attorney from another firm or a case party as a firm service contact in your e-file account.

Now let’s cover some important things to remember about e-service:
  • You should have yourself attached to all your cases in e-file as soon as make your appearance in a case, active or not. We have tools to help with this! This way you have control over which service contact you use. This includes making sure you use the auto-attach feature for new case filings. 
  • E-service is completed through the e-filing system. It is not handled by Doxpop or the court case management system. Keep in mind when you have questions about e-service that we are not able to see what was sent and neither can the clerk offices but Doxpop will always help you find what you need.   
  • Sending a filing to another party by e-mail outside of the e-service system is not a valid form of e-service. 
  • Only those attached as service contacts are served via e-service. Case parties are not automatically served without being attached as a service contact. 
  • If a party you need to serve is not already attached to a case and their contact can’t be located in the public service list, you will need to serve them conventionally. 
When filing into a case it's very important you review the list of attached service contacts every time! This becomes even more important if your filing should include confidential information.

Here are the things you want to look for when filing into an existing case:
  1. Review the list to ensure the proper service contact for your attorney is attached. To tell a public list contact from a firm contact look to see if the attorney’s bar ID is listed after their name. That would indicate that is the public list contact, which would not include any administrative copies. Doing this each time ensures you will get service in the way you want.  
  2. Now ensure that opposing counsel(s) service contacts are attached. If they are not attached already search the public service list and attach their public service contact. If you can not locate them in the public list you will need to serve them conventionally until they attach themselves to the case. If they are attached already with a firm service contact (no bar ID after the name) do not attach the public service contact for them. They have chosen to be served using their firm service contact and likely will not appreciate getting twice the emails.  
  3.  Lastly, ensure there is no one attached that shouldn't be served. Anyone can create and attach service contacts in the e-file system so when e-filing documents its important that you ensure that copies are only sent to those that should have them. This becomes crucial when filing confidential documents. Anyone e-served a confidential document can still see the contents of the document. Think of that confidential setting as putting the document on green paper (which is no longer required) and still mailing it to an unknown party. Just because it's on green paper doesn’t mean they can’t read the content. If you find someone attached that you do not need to serve you can uncheck them in the contacts to serve section for that specific filing. 

E-notice vs. E-service
  • E-notices are sent from the court to a single email address for each attorney maintained through the court's case management system(CMS). 
  • E-service is a sent from the litigant through an e-filing service provider and is delivered to the service contact attached to the case. 

  • E-notice is sent from the CMS, not through e-file. Changing contact information in one does not affect the other.
  • The CMS is limited to one email address per party and all e-notices go to only that email address. There is no ability for the court to add administrative copies.
  • E-notice from the Appellate Court is a separate procedure from the trial courts. If you practice in both you will need to update your information with both. 

Now let's take a moment and talk about serving government agencies. 

For many of you, it may be necessary to serve specific government agencies rather than a specific person. Departments such as the prosecutor's office, probation, community corrections, and other agencies involved in the legal process may need to be served but may not have an attorney or a public list service contact.

In many of these cases, the basic rule still applies: You must service them conventionally if they are not already attached the case and they are not listed in the public list. 

That said, here are some finer details that are good to know. 
  • The State Court Administration maintains the public service contact list and does attempt to remove those attorneys that are serving in government roles from the public list. Judges and prosecutors for example typically will not be found in the public contact list since it's almost certain their office needs the service rather than them directly.
  • For this reason, it's the responsibility of those offices to ensure they have attached a 'firm service contact' to all the cases they are part of to ensure that e-service is directed to the person that needs to actually act on it. 
  • When you go to file into a case and you don’t find a service contact attached for one of these agencies and you need to serve them you may want to take a moment to contact the agency and see if they can attach a service contact before submitting your filing. If not you must serve them conventionally. 
  • Even if you do find an attorney in the public list for that agency (say the county prosecutor) it may be better to notify the agency and let them attach the contact they want to use. This will help ensure they can process that service quickly and help your case to keep moving along efficiently. 


So this covers the basics of how e-service works. Our next post will focus on tips for larger firms and the complicated situations that can arise such as managing multiple service contacts for the same person and other complicating sceneries.

If you have any questions or feedback give our support team a call at 866-396-7671 or email us at support@doxpop.com

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Monday, January 28, 2019

E-filing account maintenance: Let's talk payment accounts.


So in our last article, we gave you plenty to read, so this week I’m going to try and keep it simple. This week we’ll talk about payment accounts which is probably the number one subject we get calls about.

If you’ve missed our previous articles here are links to them:
      Have a new employee? Here's what to do.
      Did someone leave your firm? Here's what to do.

The key thing to remember is you two places that payment account information is stored. Remembering that e-file is a separate system that you log in to through Doxpop is an important thing to keep in mind.

Doxpop Payment Information-

Doxpop payment information is accessible to any Doxpop account admin on the ‘my doxpop’ tab. The payment information stored here is just for your Doxpop monthly service and recorded document purchases.

E-file payment information-

E-file payment accounts are managed on the e-file account administration page. This is accessible to any e-file user that has been granted administrative rights on the e-file account. An e-file account admin does not necessarily have to be a doxpop admin.

To access the e-file account administration page follow these steps:

  • Click on the ‘e-filing’ tab
  • Then on the left side of the page, in the links under our welcome message, you should find a link titled “E-filing Account Administration”. If you do not have this link, you are not an e-file account admin. 

With that understood, here is the top tip we suggest:

If you have multiple e-file users, have more than one account administrator. This way, if your normal account administrator is unavailable and a payment account, or other information, needs to be updated in order to make that critical filing, you can do so. Note that since the e-file account is really with the state e-file system, Doxpop support does not have direct access to users e-file accounts. Click here to learn how to grant administrative rights to an e-file user.

Now, lets actually talk about e-file payment accounts:

Once on the e-filing account administration page, you’ll see the payment accounts in the upper right corner. Here you will see the name (or nickname) of the payment account(s) saved on the account. Currently, in Indiana, there are two types of payments accounts- Credit Card and Waiver.

Credit Card:

This is a credit card that is used to pay for your filing fees. Filing fees include the actual filing fee, sheriff service fees, and the state “convenience fee”. These are charged by the state’s credit card processor, not Doxpop.

Its also good to know that the credit card is not actually charged until a filing is accepted by the clerk. When a filing is submitted the e-file credit card processor will do a pre-authorization and place a hold on the amount of the filing. Should the filing be canceled or rejected that hold will be released after a few days. 

When it comes time to update your payment account you’ll need to open the existing “old” information and delete that account, then you can click the ‘new payment account’ button and add the updated card. The e-file system doesn’t permit credit cards to be edited.

When adding a new payment account. The “name” field that comes up first is a free form place for you to assign a “nickname” for that card. This is the name that your e-file users will see when they need to select a payment account.

Waiver:

Just as the name implies, a waiver account is used when you have a situation that filing fees are to be waived. We suggest adding a waiver account when you set-up the e-file account so that if it becomes needed, you already have it set-up and another user doesn’t have to scramble to find someone to add it.

That just about covers it. If you have any questions, always feel free to pick up the phone and give our support team a call at 866-396-7671. A real human will answer the phone and help walk you through the process!

Subscribe today to get notifications in your email each time we post a new blog entry. Next time we’ll start covering service and service contacts for E-file.

Friday, January 25, 2019

Added search capabilities are here!


We’re happy to be able to announce that new search ability for Recorded Documents and Tax Warrants will be released on January 24th towards the end of the day!

We find the vast majority of our users perform their searches from the welcome tab and for some time we only had searching available by name. Last year we released a pilot on the court search that allowed a user from the welcome tab to select which of multiple search fields they wanted to search by and this went over well so we’ve now expanded that feature to recorded documents and tax warrants.

Here is what the previous search options look like:

Now, you’ll find a drop down and you can select the primary field you would like to search by:
You’ll also notice as you navigate around our site that we’ve made this consistent on all these simple search ‘widgets’ as we call them. Remember you can always get the advanced search just by clicking the ‘advance search’ link in that widget.

If you have and questions or feedback give our support team a call at 866-396-7671 or email us at support@doxpop.com

Subscribe today to get notifications in your email each time we post a new blog entry. Next time we’ll cover payment accounts for E-file and Doxpop.







Monday, January 21, 2019

E-filing account maintenance: Did someone leave your firm? Here's what to do.


In the second of our e-file account maintenance series, we’ll cover what steps you will want to take when an employee leaves your firm. Hang in there, this one is a long one but important if you run into this situation. Did you miss part one of the series? If so click here to learn what needs to be done when you have a new user. 

Let's talk about Doxpop changes that will be needed first. 

First, you’ll want to remove any saved alerts so that none of them are being counted against your account limits.
  • Go to the ‘my doxpop’ tab.
  • Then in the blue menu to the left click on the ‘View Users’ link.
  • Locate the user that has left your firm and click the ‘Details’ link.
  • Remove any bar ID alerts by clicking ‘View user ID list’ and disable notifications on any saved bar IDs.
  • Use your browser's back button to navigate back to the user information screen.
  • Remove scheduled searches or search watches by clicking on ‘View user's searches and notifications’ link. 
  • Here you can then delete or modify any of the user’s saved searches. 
With that done, you will now want to inactivate that user by using the browser’s back button to get back to the Doxpop account user list. Then, just click the ‘Inactivate’ link for that user. This will remove them from your firm's list of active Doxpop users and prevent them from accessing your firm’s account.

Note that if the person leaving is an admin, you may want to make sure you grant admin rights to another user that will be replacing their duties. If you need a user reactivated, give us call and our support team has the ability to reactivate a user if needed. 

Now, let's dive into e-file.

This can get complicated depending on the situation, so we’ll cover the basics, but if you have a more complicated situation, give us a call and we can help you through it. What you need to do first depends on the role the person served in your firm so just scroll down to the section that applies to your situation.

Paralegal, assistant or another user that files on behalf of an attorney but is not an attorney-

This is pretty simple, the e-file account administrator needs to take the following steps:
  • Navigate to the ‘e-filing’ tab.
  • Click the ‘E-filing Account Administration’ link.
  • In the Users box click on the name of the user that has left.
  • Click [Delete User] button.
  • Confirm by clicking [Yes, delete it].
That's it! You’ve removed that e-file user from your firm but will still be able to see filings that user made on behalf of the firm in the My Electronic Filings area.

You may want to check if this person was listed to get administrative copies of service in the service contacts. This is done by just clicking on a service contact name, then just remove their email from the Administrative Copy field. Make sure to replace it with someone else if needed.

Okay, that's the easy situation, now let's go over steps if an attorney is leaving your firm. There can be quite a few scenarios here, but we’ll cover the easy ones.

An attorney is leaving and taking all of their cases with them.

Service Contacts- You will want to remove the service contact from your firm from their cases:
  • On the ‘E-filing Account Administration’ page click the [Additional Tools] button in Service Contacts
  • Use the second tool to detach your firm’s service contact from all the cases it is attached to.
  • Choose the firm service contact from the drop down. (The “firm” service contact, is the one without the globe symbol).
  • Click [Detach]
  • This will run a process detaching that service contact from all of the cases it's attached to. 
  • We suggest re-running this process on the public service contact also (the one with the globe)*. 
  • With each of these, you will get an email that lists what actions were taken on what cases. 
  • Click on the [< Account Administration] button above the service contact tools
  • Click on the attorney’s name in the Service Contacts box 
  • Click [Delete]
  • Confirm by clicking [Yes, delete it]
*While the public service contact will update with their new information when they update the roll of attorneys, it can only be detached by the firm that attached it to a case originally. This way the parting attorney can then decided once at their new firm which service contact they wish to use and attach it appropriately to all their cases.

Now, remove the attorney from the firm’s e-file account. Again, on the E-filing Account Administration page follow these steps:
  • In the Attorney's box, click on the attorney’s name
  • Click [Delete]
  • Confirm by clicking [Yes, delete it]
Next, if they have an e-file user, you'll want to go and remove that user from the e-file account following the steps in above in the paralegal/assistant section to remove the e-file user for them. 
You are done! You may want to coordinate this process with the attorney once they are set-up at their new firm. If you detach your firm’s service contact on all the cases before the attorney (or their new firm admin) has the ability to get a new service contact attached to their cases it’s quite possible for them to miss electronic service on an active case. 

An attorney is leaving but ALL of their cases stay with the firm. 

Before making changes on the e-file account you will want to ensure that you have taken care of the legal process to replace the attorney of record on the case. This entails filing an appearance for the attorney that is taking over the case and adding them as an attorney of record during that filing as well as filing the withdrawal for the departing attorney. Once you've completed that on all the cases you can take the following administrative steps in e-file.

Service Contacts- You will want to replace the service contact for that attorney with that of one that is not leaving your firm.
  • On the ‘E-filing Account Administration’ page click the [Additional Tools] button in Service Contacts
  • Use the third tool to replace that attorney’s firm’s service contact on all the cases it is attached to with someone else at your firm. 
  • Choose the firm service contact to be replaced from the drop down. (The “firm” service contact, is the one without the globe symbol).
  • Choose the firm preferred service contact you want that one to be replaced with
  • Click [Replace]
  • This will run a process that detaches the outgoing attorney’s service contact on any cases its attached to and then attaches the specified replacement service contact. 
  • We suggest re-running this process on the outgoing attorney’s public service contact also as this will catch any cases that the public service contact was attached to. 
  • With each of these, you will get an email that lists what actions were taken on what cases. 
  • Click on the [< Account Administration] button above the service contact tools
  • Click on the attorney’s name in the Service Contacts box 
  • Click [Delete]
  • Confirm by clicking [Yes, delete it]
Now, remove the attorney from the firm’s e-file account. Again, on the E-filing Account Administration page follow these steps:
  • In the Attorney's box, click on the attorney’s name
  • Click [Delete]
  • Confirm by clicking [Yes, delete it]
Next, if they have an e-file user, you'll want to go and remove that user from the e-file account following the steps in above in the paralegal/assistant section to remove the e-file user for them. 
And that's it, you’ve replaced and then removed that attorney from the firm’s e-file account. Don’t forget that this will only modify the attorney as it related to the e-file system itself and not the official case record. Your firm will need to act appropriately with each case through the court system to replace the attorney of record on any affected cases.

An attorney is leaving but some cases stay and some cases go with them. 

This gets a bit more complicated and is where we’d advise you to just give us a call.

Essentially, depending on the volume of cases that are staying or leaving, you are going to follow one of the two instructions above for service contacts and then manually correct any cases changed that didn’t need to be. Also, depending on the volume of cases you may find it will be easier to just manually update the service contacts on affected cases one by one. We can help you decide the more efficient route. Once you have worked out service contacts you will still end up removing the attorney from the firm’s listed attorneys.

If you run into any issues during this process always feel free to pick up the phone and give our support team a call at 866-396-7671. A real human will answer the phone and help walk you through the process!

Subscribe today to get notifications in your email each time we post a new blog entry. Next time we’ll cover payment accounts for E-file and Doxpop.

Thursday, January 10, 2019

E-filing account maintenance: Have a new employee? Here's what to do.


It’s easy to forget that Doxpop and E-file are actually two separate systems. We work hard to make them seamless for your efficiency. This though can cause some confusion when it comes time to manage users on these accounts, whether that's getting a new employee setup or ensuring you made the appropriate modifications when someone leaves the firm.
In the next few blog posts, we’ll elaborate and document the steps you'll want to follow in common situations in the hope to make things a little clearer.

Have a new employee? Here are the steps to get them added to Doxpop & E-file-

First, let's get them their own Doxpop user.

You can add an unlimited number of users on your Doxpop account at no additional cost, so why not give everyone their own login. The following steps will need to be done by the Doxpop account administrator.

  • Navigate to the ‘my doxpop’ tab.
  • Then on the blue menu to the left, click the ‘add a user’ link
  • Enter the new employee's information and assign them a password (they can change this later). 
  • Click [Done]. They are not sent an email from Doxpop so you'll want to provide that information to the new user. 

Now that they are set for Doxpop, let's get them added to your firm's e-file account.

This will need to be done by an e-file account administrator, that may or may not be the same as the Doxpop account administrator.

  • Navigate to the ‘e-filing’ tab
  • Then on the links to the left, click on the ‘E-filing Account Administration’ link
  • In the lower left box is the users for e-file. 
  • To add a user click the [New User] button
  • Enter their information and select if you would like them to be an Admin on the e-file account.
  • Click [Save & Send Activation Email] 

The new user will then be sent an activation email from tylerhost.net. We’ll cover the steps they need to follow at the end of this post, but as an account admin, there are a couple other things you may need to check or set up while we are here.


Is the new user a paralegal or assistant that needs to get a copy of service emails for the attorney(s) they work for?
  • If yes, you will want to add that in the service contact under that attorney's name.
  • This is done by clicking on the appropriate service contact name in the Service Contact section. 
  • Then you can add multiple email addresses to get copied anytime that service contact is served in the 'administrative copy' field.
  • If you need multiple people copied just separate the multiple emails by a comma. 

Is the new user also a firm attorney?
  • If yes, you will want to add them to the firm service contacts by clicking the [New Service Contact] button.
  • Then you will also need to add them as a firm attorney by clicking the [New Attorney] button. 
  • Then, if they are bringing cases with them to the firm you will want to make sure you get their service contact attached to all their cases and we have a tool that will help with that!
    • In the 'Service Contacts' section, click on [Additional Tools] button.
    • Here you can use the first tool to attach the service contact to all the public cases the new attorney’s bar ID is a party of record on.
    • Once that process completes you will get an email that lists all the cases that were found and that they were attached to. 

This wraps up the administrator's steps to be done. Now the new user is ready to finish their setup.

New User actions-


Here are the steps the new user will need to follow:
  • Click the validation email in the tylerhost.net email for e-file.
  • Log into Doxpop with the Doxpop credentials you supplied them. 
    • If they wish to change the Doxpop password, have them visit the ‘my doxpop’ tab and use the [change password] button to change that.
  • Navigate to the ‘e-filing’ tab.
  • Click the ‘Log Into E-filing’ link on the left side.
  • Enter the password provided in the tylerhost.net email. Note: it's probably best to copy & paste this.
  • Ensure the ‘Remember my e-filing credentials’ checkbox is checked. This will allow us to store their e-file credentials and have them always logged into e-file anytime they are logged into Doxpop.
That's it! Your new user should be all set to start filing on your firm’s behalf!

If you run into any issues during this process always feel free to pick up the phone and give our support team a call at 866-396-7671. A real human will answer the phone and help walk you through the process!

Make sure and sign up to follow us by email over to your left to get notifications in your email each time we post a new blog entry. Next time we’ll cover what to do when someone leaves the firm.