Doxpop - Tools for Attorneys and Public Information Researchers: April 2017

Friday, April 28, 2017

CCS (minute entries) now displayed in reverse chronological order.

Last night we made a little tweak to the court record system that is simple, but will make your life easier by saving you a couple of seconds on each case you look at.

Minute entries for cases are now listed in reverse chronological order, so you will see the most recent entry at the top, and oldest at the bottom.

For attorneys, this means what's happening now is the first thing you see.

For researchers, this means the judgment information you seek should be near the top instead of requiring you to scroll to the bottom.

No solution is perfect for everyone, so many of you will still need to navigate quickly through the entries. When you do this, remember that all web browsers have nice shortcuts you can use to quickly move to the desired entry:

  • The [Home] key (above the arrows on most keyboards) will position you at the top of the page.  On mini-keyboards, [fn]-[up-arrow] is used instead.
  • The [End] key (above the arrows on most keyboards) will position you at the bottom of the page.  On mini-keyboards, [fn]-[down-arrow] is used.
  • The [PgUp] and [PgDn] keys (above the arrows on most keyboards) will scroll up or down one screenful at a time.
  • To quickly find entries containing a particular word, press [Ctrl]-[F] and then start typing the word. You will be positioned on the first occurrence and all occurrences will be highlighted.

Wednesday, April 19, 2017

"Super Search" comes to the Recorder/Register tabs.

For just a little over a month now, "Super Search" has been available to folks searching under the Court Record and Tax Warrant tabs. On Monday (4/24), we are adding Super Search to the tools available in the Recorded Document & Register of Deeds tab.

For people who are used to using the traditional search, it is important to know that you can turn the super search on or off using the check box. Your search setting is "sticky", meaning it stays on whichever type of search you selected until you change the setting. 

If you have several rush orders to do today and don't want to learn a new search tool, just leave the box un-checked and get on with your day. However, if you've got a few free minutes, give it a try. Super Search can make your job a lot easier once you get used to it.

For complete details about how super search behaves, take a look at this blog post from February 28.

Coming Soon: Keep an eye out for an announcement about "Full Text Search" soon. This new feature will allow you to find documents by searching for keywords found in the document- even if they aren't part of the index!

Thursday, April 13, 2017

Change in e-filing subject lines: "Filing Submitted" becomes "Notice of electronic filing"

A few people have called us in confusion today, because the subject line for notification that a submitted filing was received has changed (again).

These emails now have a subject line beginning "Notice of electronic filing...", and in the upper right corner of the email, the big bold title says "Notice of Electronic Filing" as well.

Don't worry, it's the same thing as the emails that used to say "Filing Submitted".

This is the second time the subject line of these emails has changed, but we really like this change, because now the subject line matches up perfectly with the terminology used in trial rule 86(E), which says you should retain "each Notice of Electronic Filing".

We're sorry we didn't give you warning about this! The folks at the State forgot to tell us it was about to happen, so we were surprised as well. 😉

Vanderburgh service payments, and how to make sure the Sheriff knows you paid for service in any county.

How to pay the fee:
First, for those of you who have been frustrated when trying to pay Sheriff service fees in Vanderburgh, the problem has been solved. This was due to a minor configuration error in the State's system, and they just took care of it for us a couple of days ago. (Thanks!)

This means that when you file a summons in Vanderburgh County, at the bottom of the window where you upload your summons, you now have the option to add Sheriff's service:

How to prove to the Sheriff that you paid the fee.
This question has come up several times in Vanderburgh County, but this approach works for any county: When you submit an initial filing for a case, you will receive a "Notice of electronic filing" for each document. The first one of these you receive, (which is not necessarily the one for the summons) will show the fee details. Print that email, highlight the part that shows the Sheriff's fee, and attach it to the front of  three copies of the paperwork to be served, and send or hand-deliver it to the Sheriff's office.  [Update: on 7/11, we learned that you should also include the Notice of Acceptance. Details here.]

As always, please feel free to give us a call if you have any questions about this or any other aspect of e-filing. Call 866-369-7671 or email We are here to help. 

Tuesday, April 11, 2017

Resources for E-Filers. Forms and Local Procedures

There are a couple of support requests that we receive regularly now that e-filing is well under way. The first is help with locating sample forms. The second is what the local rules and processes are when they vary from the basic rules outlined at the state level.

We'll list the resources we've found for both of these below. To find what you need quickly, user your browser's "search in page" function (usually Control-F) to search for a county or keyword for a document.

We'll update this post as we come across new resources, so bookmark it as a reference moving forward, and please let us know if there's a resource we should add.


As a general rule, remember to never combine more than one document in a single PDF file. Many older forms combined several documents, and that makes it hard for the e-filing system to route them correctly.

Collections of forms:


Certificate of Issuance of Summons

Notice of Exclusion from Public Access

Return of Service of Summons 

(Note- Trial Rule 86(G)(2)(d)(i) allows you to direct the return receipt for certified or registered mail directly to the clerk, avoiding the need to file this form. However, if you should opt to have the receipt come to your office, this is a form you may use to identify the scanned receipt.)

Local Rules/Procedure

Thursday, April 6, 2017

Searching by Government Lot now available in Michigan

Our searchers in Iosco County, Michigan have been using a field as part of their title research called Government Lot that designates a legal description as being waterfront property. When the Register of Deeds switched to CSI and Doxpop for their county, the field was entirely new to our systems.

We're happy to have this field available now, both as a searchable field and as part of the legal description we display to make sorting parcels of land easier for those users.

Thank you to all of our new partners for your patience in getting this added, and please let us know what else we can do to make your research process work more efficiently!