Updates on timing of the Indiana E-Filing Transition. (Merry Christmas?!)

We'll preface this by saying that these are still tentative, but it's the best we can provide, as we're dependent on the folks at the State for this information. (Not casting blame... We believe the folks at the State are doing their best, and working hard to meet deadlines. We appreciate the efforts of the OCT development team, even as we groan about shifting timeframes. They are great to work with.)

So:

The optimistic schedule is that the transition will occur on Friday, December 19th with a brief filing hiatus in the morning to allow the clerks to clear out their pending envelopes, and go-live on the new system in the afternoon.

The worst-case (but becoming likely) schedule is that the transition will occur on Friday, December 26th with a brief filing hiatus in the morning to allow the clerks to clear out their pending envelopes, and go-live on the new system in the afternoon.

If your law firm won't be open on the 26th, that's not a problem. We'll be there for you on Monday, December 29th, through Wednesday, December 30th to help with the transition whenever you reopen after the Christmas holiday.

If your law firm will be open on December 26th, but you will be out, please get in touch with us so we can help out. If you've done all of the preparation in advance, we can work with someone else in the the firm to walk them through the process of firm setup.

We're all adjusting our own schedules here at Doxpop, and will let you know as soon as we have a real commitment on timing from the State.

Step one in preparing for the transition to Indiana's New EFM: Financial History

This is the first in a series of posts for Admins preparing for Indiana's transition to an EFM. All of these posts are long, but don't worry! They are long because we're going into extensive detail to make sure the instructions are easy to follow. The actual work is easy (This one will take most people about 10 minutes do the work, and a short wait for the report to be delivered via email.)

The second step can be found here:

https://blog.doxpop.com/2025/12/step-two-in-preparing-for-transition-to.html

We suggest doing downloading the last year's worth of financial information as soon as possible. Then, just before the transition occurs, download the rest. When you receive these files, you don't need to send them to us. These records are for you to have saved just in case you need them later.  And of course, if you run into any problems, we're here to help. Call us at 866-369-7671 or email support@doxpop.com.

The financial information takes a long time to retrieve and loads the server heavily, so we'll retrieve your information for the past year now, and then the day before the transition, run a final, small, report to retrieve the last couple of weeks. 

Some of you don't have to do this:

• If you already routinely retrieve and process your financial information every month, there's no need to duplicate that effort- We just want to make sure the people who don't regularly retrieve and keep these reports are retrieving at least a year's worth of transactions in case they are needed to identify an expense later.

• If you are with a government office that never does an initial filing, or an office that always uses a fee waiver, there's no need to do this. The financial information is only important to firms that pay initial court filing or civil process fees via credit card.

To retrieve the financial information, login and click on the "e-filing" tab. Then click on "Create a Financial Report":

In the "Date of Filing" line, choose "In the last 12 months" from the drop-down menu. Leave the "Location" and "Submitter" lines at the default values of "All". Then click on the green [Create Report] button.

You will receive a confirmation message that says "Your report is being created and will be emailed to you within the next hour."

When the report arrives, it will be attached to an email with the subject line "E-Filing financial report". The filename of the attachment will be "FinancialReport.csv". 

Files with the ".csv" filename extension can be loaded into spreadsheets like MS Excel or Google Sheets. Open this file in one of those programs to make sure all of your data was captured. (Usually, just double-clicking on the file will accomplish this.) After you've confirmed that all is well, make a backup of the file, and you're done with this step.

Note: Some larger firms may need to break this process up & retrieve smaller chunks of information to avoid having the server timeout. If you get an error message in your email indicating failure for this reason, please give us a call (866-369-7671) and we'll help!

Your basic preparation for financial information is now complete. The next step will be the day before the transition, when you'll run a second financial report to pick up the last couple of weeks.

E-filing account maintenance: Have a new employee? Here's what to do.

It’s easy to forget that Doxpop and E-file are actually two separate systems. We work hard to make them seamless for your efficiency. This though can cause some confusion when it comes time to manage users on these accounts, whether that's getting a new employee setup or ensuring you made the appropriate modifications when someone leaves the firm.
In the next few blog posts, we’ll elaborate and document the steps you'll want to follow in common situations in the hope to make things a little clearer.

Have a new employee? Here are the steps to get them added to Doxpop & E-file-

First, let's get them their own Doxpop user.

You can add an unlimited number of users on your Doxpop account at no additional cost, so why not give everyone their own login. The following steps will need to be done by the Doxpop account administrator.

• Navigate to the ‘my doxpop’ tab.
• Then on the blue menu to the left, click the ‘add a user’ link
• Enter the new employee's information and assign them a password (they can change this later). 
• Click [Done]. They are not sent an email from Doxpop so you'll want to provide that information to the new user. 

Now that they are set for Doxpop, let's get them added to your firm's e-file account.

This will need to be done by an e-file account administrator, that may or may not be the same as the Doxpop account administrator.

• Navigate to the ‘e-filing’ tab
• Then on the links to the left, click on the ‘E-filing Account Administration’ link
• In the lower left box is the users for e-file. 
• To add a user click the [New User] button
• Enter their information and select if you would like them to be an Admin on the e-file account.
• Click [Save & Send Activation Email] 

The new user will then be sent an activation email from tylerhost.net. We’ll cover the steps they need to follow at the end of this post, but as an account admin, there are a couple other things you may need to check or set up while we are here.

Is the new user a paralegal or assistant that needs to get a copy of service emails for the attorney(s) they work for?

• If yes, you will want to add that in the service contact under that attorney's name.
• This is done by clicking on the appropriate service contact name in the Service Contact section. 
• Then you can add multiple email addresses to get copied anytime that service contact is served in the 'administrative copy' field.
• If you need multiple people copied just separate the multiple emails by a comma. 

Is the new user also a firm attorney?

• If yes, you will want to add them to the firm service contacts by clicking the [New Service Contact] button.
• Then you will also need to add them as a firm attorney by clicking the [New Attorney] button. 
• Then, if they are bringing cases with them to the firm you will want to make sure you get their service contact attached to all their cases and we have a tool that will help with that!
• In the 'Service Contacts' section, click on [Additional Tools] button.
• Here you can use the first tool to attach the service contact to all the public cases the new attorney’s bar ID is a party of record on.
• Once that process completes you will get an email that lists all the cases that were found and that they were attached to. 

This wraps up the administrator's steps to be done. Now the new user is ready to finish their setup.

New User actions-

Here are the steps the new user will need to follow:

• Click the validation email in the tylerhost.net email for e-file.
• Log into Doxpop with the Doxpop credentials you supplied them. 
• If they wish to change the Doxpop password, have them visit the ‘my doxpop’ tab and use the [change password] button to change that.
• Navigate to the ‘e-filing’ tab.
• Click the ‘Log Into E-filing’ link on the left side.
• Enter the password provided in the tylerhost.net email. Note: it's probably best to copy & paste this.
• Ensure the ‘Remember my e-filing credentials’ checkbox is checked. This will allow us to store their e-file credentials and have them always logged into e-file anytime they are logged into Doxpop.

That's it! Your new user should be all set to start filing on your firm’s behalf!

If you run into any issues during this process always feel free to pick up the phone and give our support team a call at 866-396-7671. A real human will answer the phone and help walk you through the process!

Make sure and sign up to follow us by email over to your left to get notifications in your email each time we post a new blog entry. Next time we’ll cover what to do when someone leaves the firm.