Thursday, July 2, 2020

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


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

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


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

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

Monday, June 15, 2020

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


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

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

Monday, June 1, 2020

How to respond if someone notifies you that they got an "Electronic Service Undeliverable" message when trying to e-serve you.


What to do if a filer tells you they tried to e-serve a document to you and got an "Electronic Service Undeliverable" message.

The problem is nearly always due to a problem on the recipient's system, so it is your responsibility to fix it. (When you signed up for an E-Filing account, you agreed to facilitate e-service.) There are three common problems to check. From simplest to most complex, they are:
  1. The email address in your service contact is wrong.
  2. Your email server or client is rejecting the message as spam or suspicious email.
  3. Your email service is imposing a limit on the volume of incoming messages.
If you are a Doxpop customer, just call us when this happens, and we'll help you figure it out. Solving problems is our job.


If your are not a Doxpop customer, or you just like figuring things out on your own, here's how to diagnose the problem:

Ask the filer to provide a copy of the SMTP log for the failed delivery. Their EFSP can help them locate this.
  • At first glance, an SMTP log will look like technical jargon, but it contains many clues that are easy to decipher. Scan the log looking for a phrase indicating failure or rejection of the message. Near that phrase, you'll find an error message:
  • Error messages such as "User not found" "Address not found" "No such user" all indicate the email address in your e-service contact is wrong. 
  • Error messages containing words like as "Rejected" "Spam" "Filtered" indicate that your spam filter or firewall is filtering these messages. Click here to view our previous post on fixing spam filtering problems.
  • Error messages containing words like 'Limit", "Volume", "Exceeded", "Too Many" indicate that your mail server rejected the email either because you have a total limit for the account, or there is a limit placed on the number of emails that can be received from a particular sender. You'll need to contact your IT department or email administrator to solve this problem. (Give her or him the SMTP log.)
If none of the ideas above help, just give us a call! We'll help you figure it out.

Friday, May 22, 2020

Reminder- Doxpop offices will be closed May 25th in observance of Memorial Day


A reminder that the Doxpop offices will be closed on Monday, May 25th 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.


Tuesday, April 28, 2020

A problem with dates for users located outside of the Eastern Time Zone


Update: A fix was released on the evening of April 28th. 

With the release of our detail viewing browser for court records this morning, we made a mistake on the rendering of dates. The Dates are fine for most users, but if your computer's time zone setting is not Eastern Time, dates will render incorrectly.

Our developers are scrambling to fix this and release an update tonight. Until then dates will render as one day early if your computer is set to Central Time. (eg: 4/29 will show as 4/28)

We're sorry and working to fix this right away!

Friday, April 24, 2020

Get ready for the Case Detail Browser!


On Tuesday, April 28th, we released several new tools for viewing and organizing the results of your court case searches. These changes bring the court case section of our web site up to par with the Tax Warrant and Recorded Document sections, which already use these tools.

Here's a quick look at the changes:

Nothing about searching will change. However, when you see the results, they will be displayed in this format:
The key tools are:

  1. The ability to filter your results further and see only rows matching the text you enter.
  2. One click to save a case.
  3. One click to set an alert on a case.

When you click on one of the case numbers in your result list, you will see the results in our details browser, which reduces the number of clicks required to browse through results by letting you click through the details without returning to the result list:


The key tools are:
  1. The ability to browse details without returning to the result list for each case.
  2. A switch to toggle between our enhanced web view and the more traditional "CCS view".
  3. Save cases or set alerts with a single click.
  4. Print a "printer friendly" that doesn't include the navigation headers with one click.
Those of you who already use these tools in the Recorded Document and Tax Warrant section will feel at home right away. Everyone else will find that the new tools really help you do a better job with less effort.

Let us know how you like the new tools! ...Or if we messed something up in the transition, send us a "What were you thinking?" email to support@doxpop.com. If you're really excited, call us at 866-369-7671 to talk to our support staff. They've been socially distanced for weeks, so they are eager to talk to humans and adults.

Friday, April 17, 2020

New! Clinton County Recorder now available on Doxpop



We're delighted to announce that Clinton County land records are now available on Doxpop! We extend our thanks and welcome to Beth Keeney, the Clinton County Recorder, for working to extend this access to online searching during this critical time!

Clinton County is the 45th Recorder to join Doxpop!

Clinton County has validated records and document images beginning January 2003, and is working to validate older data beginning in 1995. Document index information is updated every 10 minutes, and new images are made available once a day.

Anyone wishing to look up recorded documents on-line may visit http://www.doxpop.com to use the service. A low-volume search plan is available for free, with higher-volume subscriptions available to commercial users for a fee. Access to document pages may be viewed and purchased through our system, and $1 per page will be remitted to the Recorder for each copy obtained.

Friday, April 10, 2020

Please vote now to avoid having to decide whether it is safe to vote later.


This is way outside of our usual purview, but important enough to take a moment for...

Indiana has rescheduled the primary election this year to June 2nd in an effort to get well past the peak of COVID-19 danger. There is still some uncertainty around what the procedures will be for in-person voting, and of course no way to know what the pandemic situation will be.

However, in the meantime, there is no reason you can't go ahead and cast an absentee ballot now so you know your vote will be counted even if the situation on June 2nd makes it difficult to safely vote in person.

To obtain an absentee ballot, you must fill out an application and mail it to your local Clerk's election office. The election office must receive this form on or before May 21, 2020, so don't wait. Do it now.

 This special form for the June 2020 election does not require that you state a reason for needing to vote absentee. Fill out the first page carefully, and then look on the second page to find the address of your county election office.

You can download the form at this link: ABS-MAIL PRIMARY 2020

Wednesday, April 8, 2020

Welcome to the Newton County Recorder!


Doxpop is happy to celebrate our newest partner, and announce that the Newton County Recorder's Office is now available online!

Newton County is the 44th Recorder to join Doxpop

Land records in Newton County begin with images in 1989, but are fully indexed beginning in 2003. Many name indexes are available and full document text search will help accessing older records as they are being indexed by the county.

Please extend your thanks to Janice Wilson, the Newton County Recorder, and to the county for their assistance to make this important public access available during these new and uncertain times.

Anyone wishing to look up recorded documents on-line may visit http://www.doxpop.com to use the service. A low-volume search plan is available for free, with higher-volume subscriptions available to commercial users for a fee. Access to document pages may be viewed and purchased through our system, and $1 per page will be remitted to the Recorder for each copy obtained.

Wednesday, March 25, 2020

New Tax Warrants Paused by the State


**
UPDATE 4/13/2020: We notice that new tax warrants and satisfactions have not stopped completely, but have slowed to a trickle in most counties. The Indiana DOR has indicated that they are continuing to take action in situations facing statutes of limitation. Please check for new warrants and satisfactions if your business depends on it. Doxpop continues to make new information available as soon as we receive it from the state.

More details about what the Indiana Department of Revenue is doing to assist Hoosiers with COVID-19 relief can be found here: https://calendar.in.gov/site/dor/event/dor-announces-helping-hoosiers-covid-19-relief-services
**

Original Post 3/25/2020:

Doxpop was notified this morning that given the current situation with COVID-19, the Indiana Department of Revenue has temporarily paused the sending of new tax warrants to be processed by County Circuit Court Clerks. This means we'll all see a drop-off in new tax warrants almost immediately across all counties until further notice. Once the Indiana DOR decides to resume sending tax warrants, we'll be notified and Doxpop's system will begin receiving new tax warrants as soon as they are available.

Researchers: Note that until a warrant is sent to the Circuit Court Clerk for recording, it does not become a judgment/lien. [ See IC 6-8.1-8-2(e) ]

For more information from the DOR, please visit https://www.in.gov/dor/ and check back here for updates.

For warrant-related questions or payments where county offices are unavailable, the DOR can be reached by phone at 317-232-2240 or through payment options at https://dorpay.dor.in.govIf you have questions or concerns about Doxpop's tax warrant services, please contact us at 866-369-7671 or support@doxpop.com.

Tuesday, March 24, 2020

New e-filing pages are here! All the training resources are linked in this post.


On Tuesday, March 24th we released our updated e-filing pages!

We know change can be challenging at first so we've prepared a whole group of various resources to help you navigate the new pages.

Videos:

Updated Help Pages:

Other Resources:

Rest assured that our support team is and will be here, ready to help you through the transition even with the other challenges facing the world.

  • phone: 866-369-7671
  • email: support@doxpop.com
  • live chat: Click here
We're and also happy to offer remote or in-person training sessions free of charge. Just contact a member of our support team for more details. 


Tuesday, March 17, 2020

E-filing pages are about to get a whole new look and many improvements! Prepare now.


Doxpop’s focus has always been on making your work efficient and user-friendly, especially when it comes to e-filing. After over a year of hard work by our developers and testing teams, we are nearing the release of major updates that will incorporate a number of improvements you’ve suggested over the past three years of e-filing.

We know change can be challenging, so we wanted to give you some advance notice and a look at those changes before we released them. Also, rest assured that our support team is and will be here, ready to help you through the transition even with the other challenges facing the world.

This release is scheduled for Tuesday, March 24th. We strongly encourage you to check the video before that date to familiarize yourself with the new pages. We'll have more in-depth training videos posted soon.

Introduction to Doxpop's New E-Filing Process

Updated: Click here for a list of all our training resources. 

These updates will include new looks, new layout and added features in both initial filing and subsequent filing pages. Below is a list of some of the features we’ve added along with some screenshots of the new pages.
  • Clearer listing of required roles in new cases
  • Streamlined service contact attachment
  • Document uploading is streamlined
  • Document previews
  • Add attachments at the same time as lead documents. 
  • We added more logic to provide defaults for fields based on previous behavior
  • Easier to read pages 
Providing default values for repetitive fields is one of the biggest improvements, however, we couldn't do this for every field. For instance, many users suggested that we default the document security to "public". After some thought, we decided that while speed is important so is your client's privacy. We know that inadvertently submitting a confidential document as public to the court can end up being more harmful than the small amount of time to confirm that each document is public or confidential. The result is that this is one field we did not create a default for.


Filing into an existing case
Filing a new case


Adding a document/filing

Monday, March 16, 2020

Pulaski & White Counties Convert to Odyssey- Your Doxpop Access is Unaffected!

On March 16th, the Courts in Pulaski & White Counties converted to the Odyssey case management system, this means their Case Management System is now administered by Indiana Trial Court Technology.

This move does not affect Doxpop users because Doxpop buys access to a real-time feed of court data from the Odyssey system from the Division of State Court Administration. Your access to Pulaski and White Counties court information through Doxpop will not be interrupted during this transition.

A few of the services we provide will look odd during the transition because there will be a four-six week period when both the old data and the new data are available. In particular:
  • If you use the personal calendar feature to keep track of hearings connected to your Bar ID, you will see two colors for Decatur 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 April 25th. 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.

Wednesday, March 11, 2020

Getting support from Doxpop as we all take steps to stay healthy.


Like all responsible businesses, Doxpop is planning for continuity of excellent service while taking appropriate measures to protect our employees and their families from COVID-19.

We are pleased to report that currently, we are all healthy and just joining the rest of the world by being cautious and planning ahead.

If we have a community outbreak of COVID-19 in our area, or become aware that any employees have been exposed, we will have our staff begin working from home until the outbreak has run its course.

In the event that we have to start working from home you will probably notice no difference in our support except for the occasional dog barking in the background. We are privileged to be in a business that allows us to work remotely when the need arises, so we'll do our best to make sure Doxpop is not a part of the problem.

If we do adjust anything about our support procedures, it will be noted in the yellow banner area at the top of our web site that we use for important announcements.

Update on 3/14/20:

As of today, we have taken preemptive measures to slow the spread in our community by encouraging most of our employees to work from home beginning on Monday, 3/16.

That means that beginning Monday most of our support staff will be answering phone calls, emails and chat requests from home. We tested this plan out on Friday and it seems to be working well, but please let us know via email if you are having any trouble reaching our phone support.

Don't hesitate to provide feedback if you have any thoughts on how this affects the quality of the support you receive. We are committed to our employee's health and supporting our public health officials, but as long as those two commitments aren't compromised, we're open to ideas about fine-tuning our support plan.

Friday, February 14, 2020

Here is what you need to know about the Odyssey downtime that affected e-filing on Thursday, Feb. 13th.


Update 4:20pm Feb 14th: The state has confirmed all connection issues between Odyssey and the E-file system have been fixed.

Original Post Below:

Beginning at roughly 10:45am on Thursday, February 13th, the Odyssey Case Management system began experiencing sporadic outages and issues, thus preventing the e-file system from being able to retrieve some cases. We have received confirmation of the issues from the Office of Judicial Administration that the issue extended through the end of the working day. At the time of this posting, it appears that the issue has been resolved overnight but we still await confirmation. 


If you are reading this and missed a deadline yesterday, please note that Trial Rule 86(N)(1), 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 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.

Monday, February 10, 2020

Decatur County Converts to Odyssey- Your Doxpop Access is Unaffected!

On February 9th, the Courts in Decatur County converted to the Odyssey case management system, this means their Case Management System is now administered by Indiana Trial Court Technology.

This move does not affect Doxpop users because Doxpop buys access to a real-time feed of court data from the Odyssey system from the Division of State Court Administration. Your access to Decatur County court information through Doxpop will not be interrupted during this transition.

A few of the services we provide will look odd during the transition because there will be a four-six week period when both the old data and the new data are available. In particular:
  • If you use the personal calendar feature to keep track of hearings connected to your Bar ID, you will see two colors for Decatur 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 9th. 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.

Wednesday, February 5, 2020

Congratulations to the Whitewater Valley Pro Bono Commission!


Doxpop is proud to be a part of the local community that supports the Whitewater Valley Pro Bono Commission. In 2019, Doxpop provided a challenge to our friends: Through the Doxpop Charitable Giving Fund, we would match all donations made during the Pro Bono Commission's year-end fund drive up to $7,500.

The Whitewater Valley Pro Bono Commission met and significantly exceeded that challenge by bringing in $14,305. Doxpop will add $7,500 to that amount, bringing the total for this fund drive to  $21,805.

Congratulations to Shane Eddington, the Attorney Administrator of WWVPBC, and its distinguished board members. Writing a check is gratifying, but being actively involved in directing this organization is the greater contribution. Thanks to all of you for making WWVPBC an organization we can trust and support without hesitation.

If you know one of the board members, please take a moment to thank them for their service to our community. They are:

John Maley, President,  Barnes and Thornburg
A.J. Sickmann, Vice-President, Boston, Bever, Klinge, Cross and Chidester
Donald Hawk, Treasurer, US Bank Trust Department 

Beth Bell of DeFur Voran
Bill Engle retired from Palladium Item
Ann Holzer of Meridian Services
Amy Jarecki of Indiana University 
D.Bruce Kehoe of Wilson, Kehoe, and Winningham LLC
Mark Maddox of Maddox, Hargett and Caruso, P.C.
Doug Masson of Hoffman, Luhman and Masson, P.C.
Craig C. Parker of Parker Law Office
Phil Quinn of 101.7 FM
Kevin Schiferl of Frost, Brown and Todd
Judge P. Thomas Snow, Senior Judge
Jennifer Struck of Unity Healthcare
Becky Studebaker of Genesis
Brian Swiger of Williams and Keckler
Jim Thompson of Lynch Thompson LLP
Nancy Wissel of Wissel Law Office 

Wednesday, January 29, 2020

NEW! Improved Super Search now allows Wildcard Searching!

Many of you have enjoyed our Super Search feature, which allows the search terms you enter, along with any relevant similar terms, to appear anywhere in the name, case title, or party string. This has been a really helpful feature in searching court information where E-Filing has introduced more uncertainty in name indexes. The next step to improving our Super Search is to allow a wildcard to end any word.


If you customarily search using last name, first initial (or partial first name) then this feature is for you!


You may now use this approach with the super search. For example, if we're searching the name "Connie Smith-Jones" we can start with the search string: "Smith Jones, Con%"

Searching for "Smith Jones, Con%" brings back 4 results without the Super Search

You can see there are 4 case results, and we've accounted for the hyphenated name by adding some technology that ignores punctuation and other formatting characters. We also see that "Connie" has been spelled differently, and each case has a slightly different name. This has been a fruitful search! Previously, if your search requirements included the use of wildcards, this is as far as you might search. With this improvement, you may now run this same search through Doxpop's Super Search:

Super Search with Wildcards

Here, we have not changed the search string at all, but have added the Super Search by clicking the checkbox. You can see that there are now 6 case results. The super search is breaking our search down into words that be located anywhere in the case party field, as well as allowing any of those words to be open-ended. So not only are we able to see the various spellings of "Connie," we are also able to tackle situations where the names have been entered in a different order or combination.


Searching for "Smith Jones, Con%" brings back 6 results with the Super Search

Please give this improvement a try and let us know how it works. This feature is now available for searching Court Cases, and will be added to our Tax Warrant and Recorded Document search tools very soon. Super Search with Wildcards is a winning combination!

Wednesday, January 22, 2020

File size limits increased for E-Filers


The size limits for documents and envelopes submitted to trial courts has been increased to 75MB per envelope, with no single document withing the envelope exceeding 50MB.

This change means the size limits are now consistent for all Indiana Courts. (Trial Courts and Appellate Courts.)