Sunday, September 5, 2021

A reminder that Doxpop offices will be closed Monday, September 6th in observance of Labor Day.

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


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

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

 

Wednesday, August 18, 2021

Announcing the new Civil Judgment Search!

 

Doxpop has added an important new feature to our court searching system: Civil Judgment Search! 

As Indiana Courts have made the transition to the Odyssey case management system, one advantage is that civil judgments are entered consistently and in a format that Doxpop can reliably search.

Doxpop's new Judgment Search will identify all civil judgments for a person (or organization) along with the judgment amount and date. We do this by searching the same base data that is used to generate the Judgment Docket, which is the basis for creating a lien against real estate property, as per IC 34-55-9. This makes our Judgment Search a fantastic tool for title searchers or anyone looking to identify liens!

One important limitation of this tool is that each county has reliable judgment information beginning the day they began using the Odyssey system. Check our coverage data at this link for this information. For judgments prior to this transition, you'll still need to search through civil cases to locate any judgments that may have been noted in the minute entries. This means you'll want to take a hybrid approach to be certain that you've identified all judgments, but as time marches forward this new judgment search feature will cover more of the history you need.

You can find judgment searches anywhere you searched for court cases. Just switch over to the Judgment Search tab and perform your search!



We've also applied Doxpop's advanced searching logic to this new feature!

The results list makes it easy to quickly identify records of interest and includes a link to jump directly to the case details.



Whether you use a court case search or a judgment search to locate cases with possible you'll find detailed judgment entries now in the case details for those cases where we have that record. 



If you have any questions or comments about this, or any Doxpop feature, don't hesitate to contact Doxpop support via email, support@doxpop.com, or give us a call at 1-866-369-7671. 

Monday, August 16, 2021

Doxpop is removing all saved searches based on "actor ID". Here's why...

Doxpop used to allow our users to watch a particular record identifying a person or organization involved in a case. This record was identified by an "actor ID". 

This was one of our less brilliant ideas, because as we quickly learned, it is common for judicial staff to create a new record for a person every time they are involved in a court case, which makes such a search almost useless.

For instance, if you're trying to keep an eye on Freddy Krueger so you know when he gets into trouble, you might search for his name and find that he's got several speeding tickets. Then, while looking at his detailed party (actor) record on one of those cases, you used to be able to say "watch this record". The problem is that when Freddy gets new speeding ticket, the clerk enters a new record for him, and it usually doesn't get attached to the existing record, so you miss it.

What you should do instead is just search for the name "Freddy Krueger" every time you wonder whether he's gotten into mischief again. This will return all records matching that name, no matter how many times it has been re-entered. Setting a watch on that name search will give you exactly the results you expect.

We removed the option to create or save searches many years ago, but didn't delete any searches that people had already saved. This week, we're doing the last bit of housecleaning on these searches, and remove any saved searches based on actor ID.

If you're reading this post because we sent you an email warning you that we're about to delete one of your old saved searches based on actor ID, here's what you should do:

  1. If it's an old search that you don't use anymore, do nothing.
  2. If it's a search that you care about and still use, log into your account and create a new search based on the person's name instead of an "actor ID". Call us if you need help doing that.

Monday, August 9, 2021

Switzerland County Recorder now available for searching on Doxpop!

 

Welcome to our newest Indiana County partner, the Switzerland County Recorder's Office! The new Recorder, Dawn Naylor, has worked hard to convert her Land Records to a new management system and allowed Doxpop access to 10-minute updates of index data and images in this office.

The searchable index of Switzerland County's Recorded Document begins at the end of 1998, with document images available beginning in 2003. One important thing to note about this collection of Land Records is that legal description information converted from the previous system is often contained in a single text field. Searching this legal description in the customary fields may not produce complete results, and we suggest that you use the "Document Contains" text search option on our Advanced Search:



The Recorder and her staff are already working to improve the legal description indexes, so we do expect Legal Description fields to be available in Switzerland County over time. Look for Subdivision names and Section-Township-Range searching to be available for recent documents in the near future.

Another helpful option for narrowing by Legal Description information in our search results is to make use of the Filter option. For example, here we have limited recent Deeds (of which there are 20+ results) by the string "3-5-12" for the Section, Township, and Range:



This has limited the result set to only the two documents that display the string "3-5-12" and is a helpful to narrow larger result sets.

Thank you to the Switzerland County Recorder's Office for their work to change systems and update index information! Please contact Doxpop Customer Support with questions or concerns about these search options and how to make them work for you: 866-369-7176 or support@doxpop.com.

Warrick County Courts Convert to Odyssey- Your Doxpop Access is Unaffected!

  


Over the weekend of August 7th, the Courts in Warrick County were converted to the Odyssey case management system, which 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 Warrick County court information or your ability to e-file 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 Warrick County on your calendar. Every event will be available, but the older cases will have a different color from the newer cases. When we complete the merge process, these will go back to being a single color.
  • When you look at our "County Details Page", you will find two entries for each court until the merge is complete.
  • When you are doing searches, you will find two entries for some cases. This is because while we are loading the information from Odyssey, we will also be maintaining the old data until the operation is complete to ensure you don't miss anything. When you see two case entries, please look at both to ensure you have the most current information.
  • If you use any of our "watch" services to keep an eye on cases or people of interest, we will be moving those watches over so they point to the cases and people that are a part of the Odyssey data feed. We run a process to convert these every hour, but it is possible for notification of events to slip through the cracks between conversion runs so you may want to periodically do a manual check between now and September 6th . After then, we'll be back to normal.
Tax warrants will not be affected at all by this transition.

Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that TCT add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that TCT not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell TCT differently so we can get the information back online.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.

Friday, August 6, 2021

Make sure you are getting all that important email. Take two.


Recently the state e-filing manager changed the email domain from which they send e-filing emails. This has caused a significant increase in calls to Doxpop about missing emails so we wanted to revisit a topic we've previously posted about. Below is an updated posting of our guidance on what we think you should take to ensure you, and anyone else at your firm, are receiving all the e-filing and court-related emails you should expect.

We strongly recommend that if you are not the person that manages your firm email, you forward this information to that department or person. 

-- 

In the context of e-filing, it has become especially important that your email from the court makes it through unfettered and in a timely fashion. Here are some tips on how to make that happen:

First, make sure you control the filtering. Some Internet Service Providers "helpfully" remove those messages that they deem to be spam before it even gets to your email client. You should view this practice with caution because it means you aren't in direct control of where your mail ends up.

We also know a number of our users utilize auto-forwarding rules to send some e-filing or court emails to other people in their firm. If that is the case, you should periodically review those rules to make sure they are current. We know some have set them based on the sender domain and since the e-file manager recently updated that domain those rules could be broken. Also, if you use the subject line, this has been known to be updated over time and that could also break the rules set.  

Second, recognize that there are several types of email to make sure you don't classify as spam:
  • Notification of Electronic Filing: Emails confirming you submitted an envelope and when that envelope was submitted. These always come back to the filer only (not necessarily the attorney).
  • Notification of Acceptance/Rejection: Emails acknowledging acceptance or rejection of the submitted envelope. These always come back to the filer only (not necessarily the attorney).
  • Notification of Service: These go to an attorney's service contact attached to the case, which may mean that administrative copies are being sent to an assistant as well as the attorney.
  • Administrative Copy of Service: These are copies sent by the e-file system of the service email sent to an attorney to other people listed based on the service contact set-up. 
  • Notices of Orders & Judgments: These aren't really part of e-filing, but are equally important. This is how most courts deliver documents signed by the judge to you. These always go to a single email address.
  • Doxpop Notifications: If you are a Doxpop subscriber, you may also have configured our service to send you notifications of changes in specific cases or more broadly, notification of any change to your hearing schedule.
Third, configure your email client to never flag emails as spam if they come from any of the known court domains or addresses. This is called "whitelisting." and can be performed by the user if you have an email address not managed by a system administrator or you may need to forward this information to your system administrator 

Below are the senders you should whitelist. This list is current as of 8/6/21 and we'll update this as new services or counties are added:

Here's the list of domains that you should always accept email from:
  • doxpop.com
  • efilingmail.tylertech.cloud
  • tylerhost.cloud
  • tylerhost.net
  • tylertech.com
  • courts.in.gov
 And some specific addresses:
  • enotifications@courts.in.gov
  • notify@switzerlandcountycourthouse.org
  • notify@warrickcounty.gov
  • court.notify@mail.randolph.in.gov

If you have any questions please give support a call at 866-369-7671 or support@doxpop.com

Wednesday, July 14, 2021

State e-file manager updates their sending email address. Here's what you need to know:


We recently learned that the state e-file manager has updated the sending email address for the e-filing emails. The e-file system sending email address was previously 'efilingmail@tylerhost.net' and has been updated to 'no-reply@efilingmail.tylertech.cloud'. 

Generally, this won't affect how you file but you may want to check a few things.

Email sorting: 

If you utilize rules or labels in your inbox, you'll want to check if they look at the sender's email and then update those rules if needed. 

Email forwarding:

We know some of our users use auto email forwarding to send e-file emails to other people in their firm. You'll want to check if those rules look at the sender's email address and update those if needed. 

Email whitelisting:

We've long communicated the importance of making sure your firm's email system has certain domains whitelisted to ensure you don't miss these important emails by spam protection services. On that list, you will now want to make sure your email system includes the 'efilingmail.tylertech.cloud' domain. 

If you have any questions please feel free to give us a call at 866-369-7671


Friday, July 2, 2021

Doxpop offices will be closed July 5th in observance of Independence day.


In observance of Independence Day, our offices will be closed Monday, July 5th.


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 Tuesday morning.

Thursday, June 10, 2021

Priority Mail, Priority Mail Express, and USPS Address Verification now available with Delivery by Doxpop!

Doxpop's mail and sheriff's service feature, Delivery by Doxpop, is quickly becoming a favorite among our users and we're committed to making the feature even better with the addition of USPS Priority and Priority Express mail as well as USPS address validation!

Priority Mail and Priority Mail Express are perfect for those times when certified mail isn’t necessary but you'd still like the ability to track and verify the delivery of your package. Priority Mail services have several benefits:

  • Provides tracking, often at less cost than certified mail.
  • Provides a faster delivery window compared to first-class mail.
  • Accommodates larger packages, allowing up to 2,498 pages.
  • And yes, you can also send sheriff's service packets via priority mail giving you tracking and the ability for much larger filings, up to 828 pages, to be sent.
  • If you need a signed return receipt for proof of service, that can be added so you get the equivalent of certified mail, but fast.


USPS Address Validation allows you to validate the mailing address you're sending service to with the USPS address database. This allows more reliable (faster) routing of your mail through the postal system and ensures your mailing meets the requirements for guaranteed delivery time via the priority USPS services. Scroll down to find some quick tips on these new features. Not already familiar with our Delivery by Doxpop features? Take a look at our previous posts about the service and how it can help your firm at the links below:


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

Delivery by Doxpop: FAQ 

As always, we want your feedback! So if you have any comments or questions please don't hesitate to give us a call at 866-369-7671 or email us at support@doxpop.com



What you need to know to mail Priority Mail services:

When you select the Delivery by Doxpop option for a case party, you will now see Priority Mail and Priority Mail Express in the available options. If you select Priority Mail the available options will open and then you can select between having delivery confirmation or signature confirmation.

The USPS does require a validated address for all Priority Mail services so the address will automatically be placed in an editable state. Take a moment to verify the address is correct, and the most complete address you have. Then click the [Validate Mailing Address] button to run address validation. A pop-up will appear displaying the original address alongside the version of that address the USPS has in their database. Simply click the [Use USPS Address] button to update the address and get your green checkmark.

 

Using USPS Address Validation for other mailing types:

Since address validation is currently not required by the USPS on first-class or certified mail, we don’t require that you use the validation tool on those mailings. However, we still make it available for you and encourage you to use it to prevent delivery delays. If you select a service where it is not required you can access the tool by clicking on the pencil icon to edit the address. Then the [Validate Mailing Address] button will appear and you can use it to verify the mailing address.



Friday, May 28, 2021

Reminder- Doxpop offices will be closed May 31st in observance of Memorial Day

A reminder that the Doxpop offices will be closed on Monday, May 31st 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.


Monday, May 24, 2021

Jefferson County Courts Convert to Odyssey- Your Doxpop Access is Unaffected!

 


Over the weekend of May 22nd, the Courts in Jefferson County were converted to the Odyssey case management system, which 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 Jefferson County court information or your ability to e-file 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 Jefferson 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 28th . After then, we'll be back to normal.
Tax warrants will not be affected at all by this transition.

Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that TCT add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that TCT not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell TCT differently so we can get the information back online.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.

Monday, April 26, 2021

Vermillion County Courts Convert to Odyssey- Your Doxpop Access is Unaffected!


Over the weekend of April 24th, the Courts in Vermillion County were converted to the Odyssey case management system, which 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 Vermillion County court information or your ability to e-file 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 Vermillion 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 May 24th . After then, we'll be back to normal.
Tax warrants will not be affected at all by this transition.

Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that TCT add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that TCT not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell TCT differently so we can get the information back online.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.

Monday, March 1, 2021

LaGrange and Noble County Courts Convert to Odyssey- Your Doxpop Access is Unaffected!

  


Over the weekend of February 27th, the Courts in LaGrange and Noble Counties were 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 LaGrange and Noble 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 LaGrange or Noble 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 29th. 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 2, 2021

Did the intermittent e-file outage on Monday cause you to miss a deadline?


Beginning at roughly 10:10 AM on Monday, February 1st, we started to receive reports and noticed an increasing number of unexpected errors being returned by the State's E-Filing Manager, which is the central system that routes E-Filing submissions to each court. 

Doxpop promptly reported the issue to the State's vendor for this system, and  received confirmation they were "experiencing intermittent issues with filing submissions". We were notified at approximately 3:45 PM that they had resolved the issue and filings should be going through as normal. However, we have continued to see occasional problems.  


If these issues caused you to miss a deadline, please note that Trial Rule 87(J)(1)(c), essentially provides for a one-day extension when a lengthy e-filing system outage or issue 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 an affidavit from Doxpop to attach as an exhibit to the motion described in TR 86(J)(1)(c), 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.