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

Monday, May 29, 2017

Make sure that important email doesn't go in the spam can!

Updated 8/6/21

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.

Second, recognize that there are several types of email to make sure you don't classify as spam:
  • Notice of Acceptance: Emails acknowledging receipt or acceptance of e-filing. These always come back to the filer only (not necessarily the attorney).
  • Notice of Service: These go to an attorney's public service contact, which may mean that administrative copies are being sent to an assistant as well as the attorney.
  • Notices of Orders & Judgments: These aren't really part of e-filing, but are equally important. This is how most counties now 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."

In Outlook, you can do this manually by going to [Junk] -> [Junk Email Options] -> [Safe Senders] -> [Add…]

In Google Mail, you can do this manually by [Gear Icon] -> [Settings] -> [Filters and Blocked Addresses] -> [Create New Filter]

Below are the senders you should whitelist. We'll update this as new services or counties are added:

Here's the list of domains that you should always accept email from:
 And some specific addresses:

If you use Google Mail or Outlook, we’ve already created filters for you that do all of this, and you can just download & import them. Here are the instructions:

Google Mail:

  • Download the filter here:
  • Go to [Gear Icon]->[Settings]->[Filters and Blocked Addresses].
  • Near the bottom of the page, just right of center, click on "Import Filters".
  • Click on "Choose File".
  • Browse to where you saved "Doxpop_Gmail_Court_Whitelist" and double-click the file.
  • Click on "Open File"
  • Scroll down to the bottom and click on "Create Filters"


Tuesday, May 23, 2017

E-Filing adoptions and how to pay the special fees.

There has been some confusion about how the various fees are paid when an adoption case is filed.

When you e-file a petition for adoption, the e-filing system will automatically assess the case filing fee. (Usually $156)

In addition, you will need to deliver to the clerk's office two checks made out to the Indiana State Department of Health:

  • A $20 check for the adoption history fee. (Sometimes called a medical history fee.)
  • A $50 check for the putative father registry fee.
The clerk's office in the county where you are filing will attach the checks to the portion of the paperwork that goes to the Health Department and submit the packet for processing.

The confusion is due to the fact that prior to e-filing, some clerks collected these fees along with the filing fees and then disbursed the money to the State agencies themselves. For consistency, it was decided to have the filer supply these fees with separate checks in all counties where e-filing has been implemented.

Thursday, May 18, 2017

Filename length for e-filing extended to 100 characters.

Good news!-

The folks operating the Indiana State E-filing Manager just increased the maximum length for filenames from 50 characters to 100 characters. That will make life easier for folks who use long filenames that include case numbers or party names to organize their PDF documents.

The 100 character limit includes the ".pdf" portion, so effectively you have 96 characters to work with.

Note that the "file" and the "description" are two different fields. More than 1000 characters are allowed in the description. The picture below shows the difference.

This change takes effect immediately.

Monday, May 8, 2017

Kosciusko begins e-filing, here's what you need to know about them.

Kosciusko County started e-filing last Friday (5/8/17), and Clerk Ann Torpy reports that so far everything is running smoothly. E-filing is voluntary for the next couple of months and will become mandatory on July 3rd. (We'll celebrate with fireworks the next day!)

If you are new to e-filing or want a refresher on the rules and process, Doxpop will be doing a training session at Noon on May 17th in Warsaw that qualifies for 1.5 hours of CLE credit for attorneys. If you'd like to attend that session (no cost), contact Kosciusko Co. Bar Association President Robert Bishop to RSVP. (574-372-2421 or

As always, remember that if you already have a doxpop account, you can begin e-filing through our system at no additional cost, and without having to learn a new system. Just give us a call at 866-369-7671 to get started.

Here are a couple of details to help you get started e-filing in Kosciusko:

1) For Sheriff's Service of civil process, pay for the service through the e-filing system when you file the summons, then deliver 3 copies of the documents to the Sheriff's Department. If you are unfamiliar with this method of paying for service, please refer to our earlier blog post for Vanderburgh that explains how to pay for service through the e-filing system and provide proof of payment to the Sheriff. The process is essentially identical for Kosciusko.

2) Orders and Judgments will be sent to you using the county's e-notice system. Since they don't use the Odyssey system, the e-mail address they send these notices to is controlled locally. That means it's worth calling the clerk's office to make sure they have the correct email address for you. Their phone number is (574) 372-2331, and they are very friendly people to work with.

When you receive judgments & orders, they will come from Make sure your email client doesn't put anything from that address in the spam can!

The information above has been added to our general survey of counties found here (for Sheriff's service) and here (for judgment & orders.)

Friday, May 5, 2017

Doxpop lets you order minute entries both ways.

Last week, we responded to numerous suggestions to reverse the chronological order of minute entries in case details, so the most recent events would be easy to find at the top of the list.

Then we heard from a small but important group of people who really liked it the old way.

In the long run, we plan to make the order of minute entries something that each user can set in their personal preferences, but that's part of a project that won't happen until late summer, and in the meantime, we want to serve both groups of people as well as we can manage.

So the short-term solution is that minute entries will continue to be in reverse chronological order on the "Case Details" screen, but anyone who needs chronological ordering can get it using the "CCS" view. There are two ways to get to that view:

You can either go to it directly from your search results...

...Or you can switch to the CCS view from within case details: