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. 

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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

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