Florida Court Clerks and Comptrollers (FCCC) E-Filing Portal End User Notes

Transcription

1 Florida Court Clerks and Comptrollers (FCCC) E-Filing Portal Version: 2.0 Date: 8/21/2015 Document Type: Business Notes Author: E-Filing Portal Projects

2 Background This document provides a list of modifications that have been released to the Florida Courts E-Filing TEST Portal site ( for the Florida Courts E-Filing Portal Release. Clerk testing is scheduled for 8/1/2015 9/1/2015. Production implementation is scheduled for 9/18/2015 beginning at 9 PM ET. TABLE OF CONTENTS Filer Updates... 3 Date Added To The News and Information Page... 3 New Filer Roles... 3 Filer Alert Page Notification Preferences... 5 E-Service List Enhancements... 7 Workbench... 9 Metadata Warning Document Dropdowns E-Service Enhancements UCN Added To Notice Of Inclusion New Filer Status Stamped Images Back to SA and PD County Updates Pending Queue Reasons Pending Queue Filing Bulk Update To Filed For Judicial Review Update Created Organizations Accounting Role erecording Outages Docket Code Association Last Updated Time View Pending Queue Filings Review Queue Keystroke Review Queue Party Screen Print Payment Information Filer Role and Bar ID To CCIS DOC Filing For Circuit Civil E-Filing Portal Projects Page 2 of 26

3 FILER UPDATES Title: DATE ADDED TO THE NEWS AND INFORMATION PAGE HEAT Ticket #: Business Need: Users would like to see the dates when news and information was added by the counties. Solution: Dates were added to the News and Information Page. This will show the users when information was added. Title: NEW FILER ROLES HEAT Ticket #: Business Need: State Agencies, Local Agenciea, Insurance Agencies/Agents, Surety Bond Agents, Creditors, Media users need to be able to file to cases. Solution: Creditor and Media roles have been added and users can create accounts on the login page. However, State Agency, Local Agency and Insurance Agencies/Agents and Surety Bond Agents will need to contact the county to have their logins created. E-Filing Portal Projects Page 3 of 26

4 Title: FILER ALERT PAGE HEAT Ticket #: , , Business Need: Filers need alerts on issues that relate to filings moved to the pending queue, E-Service delivery failures, and removals from the E-Service List. Solution: A new page called My Alerts was created to show the filers any alerts that pertain to the issues mentioned above. If a filer has an alert on their account, the system will take them directly to the My Alerts page before taking them to the E-Filing Map Page. This page will show any alerts the filer may have. To clear these alerts the filer must select the alert and hit the Clear Button. If not, the alert will stay active. Filers also have the ability to search within the My Alerts page. This will show any pervious alerts they may have had. My Alerts Page: Search Features E-Filing Portal Projects Page 4 of 26

5 To clear any alerts, select the alert by using the checkbox and hit the Clear Button Title: NOTIFICATION PREFERENCES HEAT Ticket #: Business Need: Allow filers to opt out of receiving notifications. Solution: Filers now have the ability to opt out of receiving notifications back from the portal. Filers can configure their accounts for the following types: Filing Received Corrected Filing Received Processing Completed For Filing # Filing Filed For Judicial Review Filer s login to their account and select My Profile: E-Filing Portal Projects Page 5 of 26

6 Select My Profile: Select Preferences: Configure your preferences using the checkboxes and Update: E-Filing Portal Projects Page 6 of 26

7 Note that all checkboxes will be populated until the user updates their account NOTE: The change in the Preference will be noted and available as part of the Audit Trail when sending out notifications. If a Filer has removed the Filing Received notification from their profile, that preference will be mentioned in the Audit Trail. Title: E-SERVICE LIST ENHANCEMENTS HEAT Ticket #: , Business Need: Filers need to be able to remove themselves for a Service List when they were added as Other Attorney/Interested Parties. The E-Service List under My Cases and the Service List Page also needs to have tabs associated with each different option. Solution: Filers can now remove themselves from an E-Service List they were added to as an Attorney/Interested Party. Tabs were also added to the My Cases Service List as well as the Service List Filing Page. Service List Filing Page Tabs: My Cases Service List Tabs: Select Court Case # hyperlink E-Filing Portal Projects Page 7 of 26

8 New Tabs: To remove yourself from a case when added by someone else as an Other Attorney/Interested Party: Under My Case>Search Options>Check Added as Other Attorney/Interested Party>Search Select the Court Case # hyperlink E-Filing Portal Projects Page 8 of 26

9 Select the red X to delete your account from the E-Service List To change the addresses to which you were added as an Other Attorney/Interested Party, click on your name under the Name/ID column and change the addresses listed for you. Then click on Save. Title: WORKBENCH HEAT Ticket #: Business Need: Filers need the ability to save their work on trial court filings. They also need the ability to process the filing at a later date. Solution: A workbench was created to give filers the ability to save their work and process at a later time. The workbench will save the E-Filing Portal Projects Page 9 of 26

10 filer entered information. Filings can be saved to the workbench from any page. Located at the bottom of each page is a Save to Workbench button. Once that button is selected the filing will be saved to the workbench. If a filing is saved to the workbench, the filer will have 5 days to complete the filing before it is deleted. Save to Workbench at the bottom of each page: Filers will have the ability to select the workbench at any time while in the application: The top right corner of the E-Filing Map page and filing pages will contain a link to their workbench: E-Filing Map Page: Filing Pages: It can also be reached by going to Filing Options>Workbench on each page: E-Filing Portal Projects Page 10 of 26

11 Once the workbench has been opened, the filer will need to select the filing they wish to finish processing by selecting the link under the Resume Filing column. Title: METADATA WARNING HEAT Ticket #: Business Need: Add a warning to alert filers they need to remove any metadata from their document. Solution: A warning was add stating filer need to remove the metadata from the document they are filing. This warning lets the filer know it is their responsibility to remove the metadata or it could become public record. Metadata Warning: Note that there is also a video link to help filer remove metadata from a Word document. E-Filing Portal Projects Page 11 of 26

12 Title: DOCUMENT DROPDOWNS HEAT Ticket #: Business Need: Remove the document group and document type dropdowns from the documents page. Solution: The document group and type dropdowns have been removed. The filer will have to search for their documents by using the search or page functionality. Search or Page Functionality: Title: E-SERVICE ENHANCEMENTS HEAT Ticket #: , , Business Need: Display the complete address of the user on the E-Service Page. Break out the E-Service Page into tabs. Add Search criteria on the My Cases Page for Added as Other Attorney/interested Party. Solution: Word wrap was used to display the complete address of the users on the service list. Tabs were added to the E-Service Page. Now Added as Other Attorney/Interested Party and My Addresses for this Case have their own tabs. Search criteria for Added as Other Attorney/Interested Party was added to the My Cases Page. This gives the filer the ability to see what cases they were added to by other filers. E-Filing Portal Projects Page 12 of 26

13 E-Service Page Word Wrap: New Tabs on E-Service Page: Search Criteria on My Cases Page: E-Filing Portal Projects Page 13 of 26

14 Title: UCN ADDED TO NOTICE OF INCLUSION HEAT Ticket #: Business Need: Add the UCN to the subject line on Notice of Inclusion on E- Service Recipient List to be able to route the to specific filer. Solution: The UCN was added to the Notice of Inclusion on E-Service Recipient List . UCN Added to Subject Line: Title: NEW FILER STATUS HEAT Ticket #: Business Need: Add new updatable filer statuses. Solution: Filer statuses of Disbarred and Suspended. These statuses can only be updated by System Administrators. These statuses will stop the filer from logging into the portal. Title: STAMPED IMAGES BACK TO SA AND PD HEAT Ticket #: E-Filing Portal Projects Page 14 of 26

15 Business Need: The State Attorney and Public Defender need the stamped image returned once the timestamp has been placed on the document they submitted. Solution: Images can be returned to the State Attorney and Public Defender with the filing timestamp. Note this is only for filings that have been batch filed. Also note that if the XML has been purged, the stamped image cannot be returned. COUNTY UPDATES Title: PENDING QUEUE REASONS HEAT Ticket #: Business Need: County Administrators need the ability to setup pending queue reasons so County Reviewers can input messages to the filer. Solution: County Administrators now have the ability to create pending queue reasons for County Reviewers to input on filings with issues. These reasons will be in a dropdown on the review queue. As a County Administrator, select Administration>Pending Queue Reasons: Pending Queue reasons can be created, updated, deleted, refreshed, printed, and saved: E-Filing Portal Projects Page 15 of 26

16 County Reviewers will see the dropdown when moving a filing to the pending queue: Select the message you wish to use and it will be ed to the filer: E-Filing Portal Projects Page 16 of 26

17 Title: PENDING QUEUE FILING BULK UPDATE TO FILED FOR JUDICIAL REVIEW HEAT Ticket #: Business Need: Counties need the ability to update their Pending Queue filings to Filed For Judicial Review on filings that are over 5 business days old. Solution: An automated task has been created to move filings from the Pending Queue to Filed For Juridical Review. This task will take all filings in the Pending Queue and update them to Filed For Judicial Review. The task will only update the ones that are older than 5 business days. This task is setup to run 7 days a week at 1AM. The task will also send out the Filed For Judicial Review . However, each county is responsible for setting up the response. Please note that this is configurable by county. Each county will need to contact the Service Desk to turn this feature on. Setting up Filed For Judicial Responses: As a County Administrator, select Administration>Pending Queue Reasons: Select New: E-Filing Portal Projects Page 17 of 26

18 Update the Description with your reason and check the Reason for changing the status to Filed For Judicial Review box: Title: UPDATE CREATED ORGANIZATIONS HEAT Ticket #: Business Need: Counties need the ability to modify the Law Firm Organizations they have created. Solution: Functionality was created for the County Administrator to update the Law Firm Organizations they created. As a County Administrator, select Administration>Manage Organization Created: E-Filing Portal Projects Page 18 of 26

19 The Administrator can select an organization to edit. They have the ability to edit or change the status of the organization. Title: ACCOUNTING ROLE HEAT Ticket #: Business Need: Counties need the ability to give some of their user reporting capabilities but not full admin privileges. Solution: An Accounting Role was added to the give user the ability to pull financial reports without having full administrative rights. Under Administration>County Profile: E-Filing Portal Projects Page 19 of 26

20 Select Users>Highlight and double click or edit the user you want to update: Under Security Role>Check Accounting Role and save E-Filing Portal Projects Page 20 of 26

21 Title: ERECORDING OUTAGES HEAT Ticket #: Business Need: Give counties the ability to turn off erecording processes during network outages. Solution: County Administrators can turn off erecordings. This will stop erecordings from being sent to the county s local erecording Application. This functionality can be used for when counties are having network or application issues. Select Administration>County Profile: Select Divisions: Depending on the type of review queue, check the Official Records checkbox: E-Filing Portal Projects Page 21 of 26

22 Title: DOCKET CODE ASSOCIATION LAST UPDATED TIME HEAT Ticket #: Business Need: Display the timestamp a docket code was associated to case type. Solution: The last updated time was added to the docket code association screen. Docket Code last updated time was added to the Case Type Association screen: Last Updated Time: Title: VIEW PENDING QUEUE FILINGS HEAT Ticket #: Business Need: Counties would like the ability to view filings that have been moved to the pending queue. E-Filing Portal Projects Page 22 of 26

23 Solution: Counties now have the ability to view filings that have been moved to the pending. Note these filings will only be viewable in a read-only mode. In this update the corrected filings will be moved to their appropriate Queue but an indicator will be added to designate that the filing is a corrected filing. Those doing Portal Review will be able to sort out by the special indicator those corrected filings and then be able to complete processing. In the queue, double click or open the highlighted filing to complete the process. Title: REVIEW QUEUE KEYSTROKE HEAT Ticket #: Business Need: Add a keystroke method to the review queue. Solution: A keystroke method was added to the review queue. This gives the county reviewer the ability to navigate and process a filing with their keyboard. Keystroke Table: Title: REVIEW QUEUE PARTY SCREEN HEAT Ticket #: Business Need: Add a column on review queue party screen that denotes if party is an individual or business. Solution: A checkbox was added to the review queue party screen that denotes if party is an individual or business. Review Queue Party Screen: E-Filing Portal Projects Page 23 of 26

24 Title: PRINT PAYMENT INFORMATION HEAT Ticket #: Business Need: Add a print function to payment information piece on the Portal Review screen. Solution: A print button was added to the payment details screen on the portal review screen. Payment Information: E-Filing Portal Projects Page 24 of 26

25 Title: FILER ROLE AND BAR ID TO CCIS HEAT Ticket #: Business Need: CCIS needs to the Filer Role and Bar ID to comply with AOSC Solution: The Filer Role and Bar ID is not being sent and captured by CCIS. When a filer selects the link to CCIS, a security token will be passed to CCIS for validation. CCIS runs its verification to make sure the token is valid before displaying the users information. Code Values for ID Type: 1 Florida Bar Number 4 Other 5 CMS UserId 6 Badge # 7 License # - PMH397 8 Certification # Code Values for Filer Type: 1 Attorney Florida Bar 2 Attorney - Pro Hac Vice 3 Attorney Prosecuting / County 4 Attorney Internal Counsel for a State Agency 5 Self-Represented Litigant 6 Pro Se - Agent for a Pro-Se Litigant E-Filing Portal Projects Page 25 of 26

26 7 Clerk 8 Judge 9 Mediator 10 System Support 11 Other 12 Law Firm Administrator 14 Process Server 15 Court Reporter 16 Mental Health Professional 17 Attorney Assistant US Attorney 18 Law Enforcement 19 State Agency 20 Court Clerk - DCO 21 General Magistrate 22 Hearing Officer Title: DOC FILING FOR CIRCUIT CIVIL HEAT Ticket #: Business Need: Counties need the ability to file Circuit Civil filings to the DOC. Solution: The DOC can now accept filings from the Clerk. Circuit Civil has been added to the dropdown. Dropdown: Information on the Report Web Service will be available prior to September 18 but was unable to be included in these Updated Release Notes. E-Filing Portal Projects Page 26 of 26