Portal Change Advisory Board Report. Recommendations Approved by the Florida Courts E- Filing Portal Authority Board for Release 2017.

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1 Portal Change Advisory Board Report Recommendations Approved by the Florida Courts E- Filing Portal Authority Board for Release /23/2017

2 Document Organization and Contents Florida Courts E-Filing Portal Spreadsheet contents Column Heading HEAT # Description Scope Description The reference number for each portal change request. Click HEAT # to display the supporting documentation that describes the request. This number is also used in subsequent release notes when the software is implemented. More detailed description of the enhancement request Either affects the Portal for the filers or Portal Review for the counties Release Schedule Month Activity 4/28/ Portal Release 6/13 6/15/17 FCCC Summer Conference 7/28/2017 Maintenance Release 8/3 8/4/17 FCTC 10/20/ Portal Release 12/29/2017 Maintenance Release Release HEAT# DESCRIPTION SCOPE Inactivate a Pro Se filer for one case only Filer Interface Allow the FL Bar Number association between a Judge and JA to be changed Filer Interface Integrate with DOC to save documents to their imaging system Portal Review Add 'Favorites' to the E-service List for a filer Filer Interface Create a service for Clerks/Judges to query to display NEF sent on a submission Filer Interface

3 Software Release Document Version 1/22/2015 HEAT Ticket Supplemental Agreement Short Description: Counties would like to be able to de-active a Pro Se filer on a case by case basis Business Need/Problem: Counties need a way to be able to de-active a filer on a case by case basis. Currently they are only able to de-active a filer from filing any case. Requested Solution: Add the ability for a Clerk to de-active a pro se filer on a case by case basis. Current Situation In Portal Review, the County Admin has the ability to manage the pro se filers. Figure 1 Portal Review Admin View You can search for the pro se filer and pull up a list from the Portal Users.

4 It returns a list of pro se filers Figure 2 Search for Users Screen Figure 3 Search Result Set You now have the ability to Deactivate/Delete that pro se account from the Portal. E-Portal Modifications Add to the Search for users screen an additional field entitled Case Number but do not make it a required field. That would allow the Clerk to deactivate the pro se account for a specific case only and not prohibit her from filing to additional cases or creating a new case.

5 Software Release Document Version 5/7/2015 HEAT Ticket Supplemental Agreement Short Description: For Judicial Filers allow the Florida Bar number association between a Judge and JA to be changed Business Need/Problem: JAs change judges and their Florida Bar association needs to be changed to the new judge Requested Solution: Allow the Florida Bar number field to be edited on the Judicial Filer role Current Situation The Portal requires The Florida Bar number for the Judge filer role. However, the Portal does not display The Florida Bar number for the Judicial Filer in the Manage Users page for the Circuit Administrator.

6 Portal Modification Florida Courts E-Filing Portal Display The Florida Bar number as an editable field for the Judge Filer role so that when a Judicial Assistant moves from one Judge to another The Florida Bar number can be changed to the new Judge.

7 Software Release TBD Document Version 4/26/2016 HEAT Ticket Supplemental Agreement Short Description: Request Favorites be added to the E-service List Business Need/Problem: Attorney serves same people all the time and would like to have a Favorites list to select from instead of searching through all users every time. Request for Change Would it be possible to send an enhancement request for the Portal to allow a filer to add favorites to their E-service options so the user doesn t have to perform a full search for all interested parties every time they are the first filer on a case? We serve the same people all the time and it would be nice to have a condensed list to select from instead of searching through all users every time. Current Situation Filer receives a list of attorneys that have filed electronically to the case. If no one has filed to the case yet, only the filer s name will appear on the Electronic Service Recipients list. To add someone to the E-service list, the filer must use the My Added Attorney/Interested Parties link and then the Add Other Attorney/Interested Party link.

8 Then they have three ways to add an Other Attorney/Interested Party. 1. Search Active E-Filing Portal Users 2. Search Florida Bar list 3. Free text in the name and address If you Search Registered Filers by the Last Name field, you will then see, a list of Registered Portal Users that match the Last Name entered. You would then make a selection from the list to add that person to the E-service List.

9 That takes the attorney Portal profile information and populates the fields. So that when you click on Save, the information as added to the E-service List.

10 Portal Modification Filer is requesting a Favorites listing on the E-service page similar to the Favorite Documents enhancement we made to the Portal to display the recently selected documents on the Add/Edit Documents tab for easy selection.

11 Software Release TBD Document Version 9/20/2016 HEAT Ticket Supplemental Agreement Short Description: Include Eservice names and addresses in envelope sent to the Clerk Business Need/Problem: Counties would like a faster way to determine the E-service Recipients on a submission Request for Change Include the E-service addresses selected for each filing within the packet sent to the Clerk, or maybe a service for Clerks to query for that document's specific E-service list from the Portal? We need the service list for specific documents so that when the attorney says in open court that they didn't receive service, we can produce the service list for the Judge. Current Situation To process to research whether a person was added to the E-service List or not is as follows: 1. As a County Clerk, go to the Filings menu and select Search Filings 2. Select a date range from the Options menu or type in the Submission/Filing # and click on Search

12 3. From the result set highlight the Submission/Filing # and click on View NEF 4. That will then display the Notice of Electronic Filing [NEF] which shows the Service List for that submission

13 Portal Modification Create a service for Clerks/Judges to query to display the E-service List for a submission from the Portal. We need the service list for specific documents so that when the attorney says in open court that they didn't receive the service, that we can produce the service list for the Judge.