Release 2018.02, December 2018
Table of Contents Introduction... 4 Video Tutorials... 4 Videos for the Judicial User... 4 Training Manuals & Materials... 5 Materials... 5 Manuals... 5 Account Registration... 5 Activating Your Account... 6 Portal Navigation using Administrative Links on Judicial Review Side... 8 Account Menu... 8 My Profile... 9 Change Password... 15 Email Log... 16 Submissions... 19 Search Submissions... 19 Submissions by Status... 22 Submission Summary... 22 Filers, Filings/Mail Logs... 22 Organizational Filings... 23 Judicial Filing Options... 24 Pleading on Existing Case... 25 My Cases... 25 My Submissions... 26 Workbench... 27 Search Workbench Items... 27 My Alerts... 27 E-Filing Map... 27 File to Department of Agriculture and Consumer Services... 28 Help... 29 Version... 29 Filing an Order... 30 Using the E-Filing Map... 30 Case Information... 31 Documents... 32 ServiceList... 34 Review and Submit... 42 Filing Received Confirmation... 42 Release 2018.02, December 2018 Page 2
Using My Cases Page... 43 Case Information... 46 Documents... 46 ServiceList... 48 Review and Submit... 56 Filing Received Confirmation... 56 Submitting Risk Protection Orders and Documents... 57 Proposed Orders/Warrants... 60 Judicial Review... 60 Judicial Work Queue... 60 Reviewing a Submission... 61 Moving a Submission to the Correction Queue... 63 Sign and File... 67 Uploading an Edited Signed Order... 71 Web Page that Displays NEF... 75 Release 2018.02, December 2018 Page 3
Introduction The purpose of this User Manual is to provide the information necessary to electronically file your orders via the Florida Courts E-Filing Portal commonly referred to as the Portal. This User Manual will step you through the process of registering as a new E-Filer, managing your User Account, filing your orders and reviewing and accepting proposed orders and proposed VOP warrants submitted through the Portal. As with documentation for any new system being developed, this document will be revised with each new Release to reflect modifications and enhancements to the Portal. Video Tutorials WebEx video tutorials are available on the Florida Courts E-Filing Portal website (https://www.myflcourtaccess.com/authority/trainingvideos.html) covering all common E-Filing tasks. These videos may be used in conjunction with this manual for maximizing E-Filing orientation and education. Videos for the Judicial User Florida Courts E-Filing Portal - The Judicial Filer - 20 mins (6/17/14) Florida Courts E-Filing Portal Judicial Filer - Pending Queue - 10 mins (6/20/14) Florida Courts E-Filing Portal Setting Judicial Preferences - 6 mins (6/20/16) Florida Courts E-Filing Portal Judge Sign and File - 4 mins (6/20/16) A YouTube training video, a link to the User Manual and a FAQ document are also on each page of the Portal. The training video and FAQ document apply only to the page it is on for a quick reference guide. The links are located on the right hand side of the banner as shown below. Quick Links are also found on each page in the upper right hand corner of the banner. Release 2018.02, December 2018 Page 4
Training Manuals & Materials Also available on the Florida Courts E-Filing Portal webpage are Training Materials and Manuals. Materials E-Filing How To Handout E-Service/E-Filing PowerPoint (Flabar.org) Florida Bar letter to Clerks for Pro Hac Vice process Florida Bar Process for Filing Pro Hac Vice (Flabar.org) Clerk Tasks to Complete Criminal E-filing Interface November Conference E-Filing PowerPoint E-Service FAQs Quick Reference Guide to Appellate Drop-Down Options Request for Criminal-Civil Docket Descriptions Florida Courts E-Filing Authority Public Records Requests Policy - 10/2014 Manuals E-Filing Portal Standardization Project- May 7, 2015 Portal Document Submission Standards- June 2017 Portal Organization Administrator User Guide - May 2018 E-Filing Portal User Manual - December 2018 Document Binary File Name Standards AOSC 09-30 Electronic Filing Specifications Florida Supreme Court Standards for Electronic Access to Florida's Courts v. 18 - adopted August 2017 E-Service User Guide - updated October 2017 E-Portal/Electronic Service List Web-Service Operations User Guide Replacing Attorneys on E-Service Lists Clerk Filer User Manual - December 2018 Portal County Administrator User Manual - December 2018 Circuit Administrator User Manual- December 2018 - December 2018 Account Registration Prior to utilizing the Florida Courts E-Filing Portal you will need to contact your Judicial Circuit Administrator and request to have an E-Filing account established. Once your account is created, you may access the Portal s log-in page, by typing the following URL into the web browser: www.myflcourtaccess.com. You will be directed to the Florida Courts E-Filing Portal page. Release 2018.02, December 2018 Page 5
Activating Your Account Once your Circuit Administrator has created your account, you will receive an email notification advising your account has been created and is ready for Activation. In the email it displays your name, your user name and your temporary Portal password. When you are ready to activate your account, click on the link in the email as shown below. Release 2018.02, December 2018 Page 6
That will take you to the Account Activation page in the Florida Courts E-Filing Portal. Type in the Current Password which is provided in the email you received. Then type in a New Password which you will use from this point on along with your user name to log into the Portal. Select a Security Question from the drop down and provide an answer to your Security Question. Make sure your Primary Email address is correct and feel free to add any additional email addresses you wish to have receive any email notifications sent by the Portal. Then click on Activate. Next you will see the Select the Account Activation Complete page at which time you will be able to enter your user name and your new password to sign into the Portal. Release 2018.02, December 2018 Page 7
Portal Navigation using Administrative Links on Judicial Review Side Once the account is activated, you can return to the Portal home/log-in page at www.myflcourtaccess.com. There you will enter your User Name and Password and click Sign In to enter the Portal. Below the banner is the Portal Menu Bar. This will help you to navigate the Portal to submit filings and to do Judicial Review of proposed orders. There are four tabs on the left hand side of the Menu Bar: 1. Account 2. Submissions 3. Judicial Filing Options 4. Help There are quick links located on the right hand side of the Menu Bar. The icons will take you to your give you access to the, YouTube video about the page you are on in the Portal, the Workbench, the E-Filing Map and allow you to Sign out. This icon will open the in PDF This icon will open a YouTube video that explains the page you are on in the Portal This is your Workbench icon This is the E-Filing Map icon This is the Sign Out icon Account Menu From the Account Menu tab you have four options: 1. My Profile 2. Change Password 3. Email Log 4. Log out Release 2018.02, December 2018 Page 8
My Profile Choosing My Profile, from the drop down provides E-Filers with the ability to manage their account information using User Details, Preferences and Division Association. User Details The User Details option provides you with the ability to update your profile information. You are able to update any profile information present with the exception of Status, Role, Florida Bar Information and Organization. When finished updating click on the Save button at the bottom of the page to save changes and then Close. Release 2018.02, December 2018 Page 9
The Portal allows for you to enter up to three [3] Email Addresses. Electronic Notifications are sent to all email addresses on the account. Preferences The Preferences tab allows you customize the Portal to appear the way you want it to when you log into the Portal. The options you are able to set are: 1. Whether to collapse the Work Queues when Submission is opened [Judicial Review] 2. Maximum # Filing to show in Reviewer List [100 up to All] 3. Home Page a. File Notice of Appeal b. My Cases c. My Submissions d. My Workbench e. E-Filing Map f. Work Queues i. Filings [the default work queue] ii. Proposed Order [if accepting through the Portal] iii. Proposed Warrants [if accepting through the Portal] iv. Proposed Orders Correction v. Proposed Warrants Correction 4. Filing Path a. Trial Courts Case Initiation b. Trial Courts Pleading on Existing Case c. Trial Courts Proposed Order d. Appellate Courts Case Number Pending e. Appellate Courts - Case Initiation f. Appellate Courts Pleading on Existing Case g. Appellate Courts Notice of Appeal 5. Last Jurisdiction Filed to a. Any County or DCA in the Portal 6. # Rows Per Page in Document Selection Grid 7. Launch Spell Check a. On right mouse click b. Using CTRL + SHIFT + Q If you select a Home Page, a Filing Path and the Jurisdiction, when you log into the Portal unless you have an alert pending you will be immediately taken to that page. Below is an example of a Home Page set to the E-Filing Map, the Filing Path to Trial Courts Pleading on Existing Case and the Jurisdiction to Orange County. Now you are ready to file Orders on existing cases in Orange County by simply clicking on the File Now button. Release 2018.02, December 2018 Page 10
If you have an alert pending, the Portal will automatically bypass your Preferences and take you to the My Alerts page. That page is where the Portal will land when you log in until you rectify or clear the pending Alert. There are three reasons why you might receive an Alert. 1. Filing Moved to Correction Queue 2. E-service Email Delivery Failure 3. Removal from E-service List Request Once the Alert has been cleared, you will then land on your designated Home Page when you log into the Portal. Email Preferences You may also select which email notifications you wish to receive in your email provider. If you do not wish to receive any of the email notifications on the list, simply remove the check from the box and click on Save at the bottom of the page. You will no longer receive that email notification in your email provider. Release 2018.02, December 2018 Page 11
// Proposed Order and Proposed Warrant Preferences Your proposed order and proposed warrant preferences will establish the way you wish to receive proposed orders and warrants submitted through the Portal. We will discuss the various options below. If you wish to have your Judicial Assistant notified when a proposed order/warrant is submitted, place a check in the box and type in the email address you wish to be notified. Release 2018.02, December 2018 Page 12
If you wish to have the proposed order/warrant automatically emailed to you or an email address of your choice when it is submitted, place a check in the appropriate box and select to use either your profile email addresses to receive the submitted proposed order/warrant or an email address of your choice. If you want the submission removed from your Judicial Work Queue when the proposed order/warrant is emailed to either your or your JA, select the box that says Mark Submission as complete when emailed to Judicial Officer/Division/Judicial Assistant. If you wish to have the submission marked as complete which removes it from your Judicial Work Queue when downloaded, mark the appropriate box. If you wish to have the submission marked as complete which removes it from your Judicial Work Queue when the proposed order/warrant is printed, mark the appropriate box. If you wish to be able to download a submitted proposed order/warrant and edit that order/warrant and file it back through the Portal using the same submission, be sure to place a check in the box next to Allow uploading of signed orders in Judicial Review. You may also upload a wet ink or signature image to be used on the proposed orders when the Portal adds your signature block to the Order/Warrant. If you do not upload a signature image, the s/judges NAME will be used instead. If you wish to have the required Cover Letter made a part of the official Court file and filed with the Clerk, place a check in the box next to Submit Cover Letter to Court Clerk with Signed Orders. If you wish to add your Judicial Assistant information to the Certificate of Service, type in the information you wish to have shown at the bottom of the signed Order. To add a carriage return to the Judicial Assistant information, add \r\n between the name and the title. That will make the signature appear like this: s\shirley WashingtonLisa Shorten Judicial Assistant to Circuit Judge Frederick J. Lauten Release 2018.02, December 2018 Page 13
Then be sure to click on Save to keep your selected options and then click on OK. Division Association Using the Division Association tab on the My Profile page allows you to link yourself to a specific County and Division. Select the County and the Divisions you wish to receive proposed order/warrants in and click on Add Selected to move the selected Counties and Divisions to the Selected side. Then click on Save, OK and then Close. Release 2018.02, December 2018 Page 14
E-Service Favorites As you add E-service recipients using the Other Attorney/Interested Party tab to the E-service List you are now able to add them to your E-Service Favorites. This will allow you to quickly add E-service recipients by using the E-service Favorites link. You can add as many people as you need to to your E-service Favorites tab during the E-Filing process. More information is available in the E-service section of this User Manual. Change Password The Change Password menu option provides E-Filers with the ability to manage / change their password. New passwords must meet the criteria for passwords stated on the page under the New Password input box which is Password must be between 6 and 16 characters, with at least 1 number. You will receive an email notification if your password has been changed. Release 2018.02, December 2018 Page 15
Be sure to write down your new password someplace for safe keeping as there is no way to recover a saved password. If you forget your password you will have to reset your password from the front page of the Portal. Email Log Any email that you the receive via your email provider will also be logged in the Email Log. To access the Email Log go to the Account tab and from the drop down select Email Log. The Email Log will default to the last seven days however you can adjust the dates to reflect a larger period of time if you are searching for a specific email. Either type in the From date or use the calendar fly out to select a date. Then select Refresh. Release 2018.02, December 2018 Page 16
You can also search for the type of email by selecting your search criteria from the dropdown. Set the number of records to show per page by selecting the number from the drop down. Release 2018.02, December 2018 Page 17
To view the results of your search, scroll down the page. To view the contents of the email, click on the email you wish to view. Scroll down the page and you will see the body of the email that you also received in your email provider [i.e. yahoo, Gmail, outlook, etc.]. These emails will be available for 90 days. Release 2018.02, December 2018 Page 18
Submissions The Submissions tab will be a tool you can use if you are set up in the Portal to receive Proposed Orders. This will help you to search for specific Submissions. The Submissions option provides you with the following search options for Submissions that have been submitted to you. Search Submissions Search for an E-Filing Submissions by Status E-Filings by Status Submissions Summary Counts of E-Filings and documents by type Filers, Filings/Mail Logs Organizational Filings Search Submissions When this option is selected you will be presented with a search criteria screen. Submissions can be searched by: Date range for received date and/or completion date Filing # Filing Type [New Case or Existing Case] Filing Status Emergency Filing Filer Type Payment Method Filing Organization Filer Case # Division Sub Case Type Release 2018.02, December 2018 Page 19
Filings that match the criteria are returned in the result set. You may return the filing to your common work queue, move it to another work queue, print the list or view the details of the submission. You can also remove the filing from the Correction Queue and mark the filing Filed for Judicial Review. Submissions can also be filtered by Submissions corrected and resubmitted by filer Judicial submissions Emergency Submissions Submissions that contain a payment Release 2018.02, December 2018 Page 20
As a Judicial Officer, the only filter you would use would be those that contain a corrected document. To filter those filings corrected and resubmitted by the Filer, click on the CF funnel and select True. That will filter out and present a list of all submissions that were once in the Correction Queue and have been corrected and resubmitted by the Filer. You can then work the list of filings and quickly accept and process them. Release 2018.02, December 2018 Page 21
Submissions by Status This option provides you a quick look at activity in the Portal. Three status listings are available. 1. Checked-Out filings selected by reviewers for processing 2. Over 24 Hours filings that are over 24 hours old and still in pending or being reviewed status 3. Over 7 Days and Paid with Credit/Debit filings over 7 days old, still in pending or being reviewed status and fees were paid by credit or debit card. This option does not apply to your Submissions. These would not be applicable to the Judicial Officer. Submission Summary Using this option presents you with an initial search screen. You can search by date range for received or completed dates. The search results include the Type, Status, number of submissions and number of documents. Filers, Filings/Mail Logs This report gives you the ability to search for users. It shows user information, such as email address, organization, id s, etc. Release 2018.02, December 2018 Page 22
This allows you to search for filers to see the audit trail of the Submission, view the email log of that filer and check the Notification of Electronic Filing (NEF) to see if the filer was selected for service on a specific submission. You may save to an Excel spreadsheet or print the results of the search as well. Organizational Filings To see all of the filings of the Users in your Circuit, go to the Organizational Submissions selection on the Submission Menu. Complete the Search Criteria and perform your search to see the results. Your Search Options include: Submission # Type Status UCN Court Case # Court Division Submission Date From/To Completion Date From/To Case Style Matter # Filer Release 2018.02, December 2018 Page 23
If you perform a search by the Filer in your Circuit, you will see all the submissions made by that Circuit User with the corresponding information as shown above. Judicial Filing Options Circuit Users have the option to file directly to cases in their county and to other courts. You may use the Judicial Filing Options tab to get to the Filer s side of the Portal to file Orders through the Portal. Release 2018.02, December 2018 Page 24
Pleading on Existing Case Selecting this filing path will take you to the Case Information page and allow you to select the Division you are filing to, enter the Year of the case along with the Sequence # and a Court Type if applicable. My Cases Judicial Officers will be able to view the cases they have filed to and file directly from the My Cases page. The user has the ability to search and filter for particular filings if needed. To Submit another Order to a case you have already filed to, click on the Submit button and you will be taken to the Case Information page of the Filing Path. You may also pull up the official court file from this page by selecting the Case # link. This is county specific however so if your Court file is not available from this link, check with your County Administration. Release 2018.02, December 2018 Page 25
My Submissions The My Submissions page shows a list of all the Judicial Officer s submissions and the status. The users have the ability to search and filter for particular submissions if needed. You may also file another Order with a case by using the Submit button under the Pleading column. Release 2018.02, December 2018 Page 26
Workbench Workbench stores submissions for the filer in case they need to stop and come back and finish the submission at a later time. Users have the ability to resume a submission or delete the submission if necessary. The submissions will remain on the Workbench for five (5) days from the Date Last Updated. Search Workbench Items Allows the Judicial Officer to search the Workbench for a specific submission by Workbench Item Number. My Alerts If there are any Alerts pending for the User, they will appear on their My Alerts page. E-Filing Map The E-Filing Map will take you back to the map. This will give the Judge User the ability to file to a case for the first time. Release 2018.02, December 2018 Page 27
File to Department of Agriculture and Consumer Services Risk Protection Orders and related documents can be submitted to the Department of Agriculure and Consumer Service through the Portal. A Security Role must be added to your user account. To have that Security Role added, please contact your Judicial Circuit Administrator. Instructions on how to submit those document will follow later in this manual. To get back to the Judicial Review side you can use either the Quick Links in the upper right hand corner of the page or the Filing Options menu on the Menu Bar on the Filers side. Or the Filing Options tab on the Filer s side of the Portal. Either option will take you to the same place. Release 2018.02, December 2018 Page 28
Help Version This tab shows the user the Application, Assembly, Version, Source, Runtime Version, and System Version. It also will allow you to contact support by opening your email provider and creating a new message with the address already filled in. Release 2018.02, December 2018 Page 29
Filing an Order Using the E-Filing Map The Portal Filing Management Links are located under the Filing Options Menu. In addition, for ease of use these links are also located in the upper right corner of the page. You may file an Order from either the E-Filing Map [if filing to a case for the first time] or your My Cases page if you have already filed an Order to an existing case. Once you file an Order to an existing case, it is automatically added to your My Cases page for quick access through the Submit button when you are ready to file again to that same case. When filing to a case for the first time, select the E-Filing Map. If you have set your Preferences to display the E-Filing Map as your Home Page then that is where you will land when you log into the Portal unless you have Alerts pending. Select Pleading on an Existing Case and click on the County name in the E-Filing Map or select the County Name from the drop down. These two selections can also be set as a Preference when you log into the Portal. To set up your Preferences, see the My Account section above. Select File Documents to Multiple Cases if you wish to submit documents to many cases in one session. Complete the Case Information, Parties, Documents, ServiceList, Review tabs and then Add another Case or Submit Now. Select File Documnt to Multiple Cases if you wish to file the same document [Trial Order] to multiple cases. Complete the Case Information, Parties, Documents, ServiceList, Review tabs and then Add another Case or Submit Now. Release 2018.02, December 2018 Page 30
Then click on File Now. Case Information From the Division drop down select the Division of the case you are filing to, then type in the Year and the Sequence # and select a Court Type [if necessary] from the drop down and then click on Search. Release 2018.02, December 2018 Page 31
This will pull back the Case Information from your CMS and disply that information in the section at the top of the page. Documents Now you are ready to go to the Documents tab. You may get there by selecting Documents on the Tab Bar Or by selecting Next or Save to Workbench at the bottom of the Case Information page. If you Save to Workbench you can resume this submission at a later date by going to your Workbench page and clicking on Resume. If, however, you go to the Documents page you are now ready to upload and submit your Order. Release 2018.02, December 2018 Page 32
Click on the Add button to select the document you will be submitting. The list of Orders is created by the Clerk. You may search this list of documents by typing in part of the title of your Order and use the tab or Enter key. This should pull up a list of Orders that contain that word. You may also use the page numbers at the bottom of the screen to search for your Order if you need to. If there is an Order that you need to file that is not in the list of documents, you may either contact the Clerk or select the Order document and the Clerk will make the necessary changes when they do their Clerk Review. Then click on Browse to browse out to your Computer to find the document you created, signed and is ready to be filed and then click on Save. Release 2018.02, December 2018 Page 33
Your Order will be displayed on your Document list. You may add as many Orders to this submission as you need to file to this one case. Then either click on Next or select the ServiceList tab from the menu bar. ServiceList From the ServiceList tab you may select the parties to whom you wish to provide service of your Order. Attorneys that have filed electronically to the case are automatically added to the E-service List and they may specify which email addresses they wish to use for E-service as to each case. You as the filer are also added to the E-service List but if you do not wish to receive an email copy of the Order you may de-select yourself from the E-service List. You will not be automatically added to the E- service List for the case but you do have the option to receive service of the Orders you file. If you wish to Serve All simply place a check in the box at the top of the column. Release 2018.02, December 2018 Page 34
My Added Attorney/Interested Parties You may also add Other Attorneys or Interested Parties to this E-service List for serving your Order. To add other Attorneys or Parties use the My Added Attorney/Interested Parties tab. Then click on the Add Other Attorney/Interested Party link. You may type in the name and email address or you may Search Active E-Filing Portal Users or Search Florida Bar. Release 2018.02, December 2018 Page 35
Search Active E-Filing Portal Users From the Other Attorneys/Interested Party screen select Search Active E-Filing Portal Users. From the Search Registered Users screen type in the last name of the user you wish to add. Then click on Search. It will pull up a list of Portal User that match the Last Name and allow you to select which User you wish to add to the E-service List. Release 2018.02, December 2018 Page 36
Once you select the User you wish to add to the E-service List, click on Select and that User s information will populate the Other Attorneys/Interested Party screen and validate the information. Next you will have to select their role in this case by invoking the Case Role drop down and making a selection. You can also add this Attorney to your E-service Favorites list which will make adding Other Attorneys/Interested Parties easier as your E-service Favorites list grows. Release 2018.02, December 2018 Page 37
Then click on Save. Your User is now added to the E-service List for this case. And when you return to the Electronic Service Recipients list you will see the User you added on the Service List with the appropriate email addresses displayed and already selected for E-service. E-service Favorites Your E-service Favorites list will continue to grow as you add Other Attorneys/Interested Parties to your cases as long as you select the person you are adding to be added to your E-service Favorites List. Then, you will be able to select the Add from E-service Favorites tab from the My Added Attorney/Interested Parties tab. Release 2018.02, December 2018 Page 38
Select from your E-service Favorites list the people you would like to add to the E-service List for this case and then click on Add Selected. That will add those people selected from your E-service Favorites list to the E-service List for this case. You are now ready to move to the Review and Submit page by selecting the tab in the Tab Bar or Next at the bottom of the ServiceList page. Search Florida Bar You may also search The Florida Bar list of attorneys by name or Florida Bar Number to use the email address provided to The Florida Bar on the E-service List. Release 2018.02, December 2018 Page 39
Type in The Florida Bar number of the person you are adding to the E-service List. The Portal will search The Florida Bar list of attorneys and pull up the person with that Florida Bar number with their Florida Bar registered email address. Place a check in the box under the Select column and click on Select. That person will be added to the E-service List after their account information validates, you select the Case Role of the party added and you click on Save. You can also add this person to your E-service Favorites List as well by placing a check in the box in the upper right hand corner of the screen. Release 2018.02, December 2018 Page 40
When you click on Save Your User is now added to the E-service List for this case. And when you return to the Electronic Service Recipients list you will see the User you added on the Service List with the appropriate email addresses displayed and already selected for E-service. Release 2018.02, December 2018 Page 41
You are now ready to move to the Review and Submit page by selecting the tab in the Tab Bar or Next at the bottom of the ServiceList page. Review and Submit This page is a recap of the previous four tabs you have gone through. If you have failed to select anyone from the E-service List a message will appear advising you that Service will not be provided on this submission. To make any corrections to this page that are necessary, click on the corresponding tab in the Tab Bar or use the Back button on the Review and Submit page. When you are ready to submit your Order click on the Submit button. Filing Received Confirmation Once you have submitted an Order, you will see the Filing Received Confirmation page. This will give you access to all the filing information and provide you a link to Submit another Order to this same case. You will also have access to the Notification of Electronic Filing [NEF] that shows you was served with this submission. Release 2018.02, December 2018 Page 42
To see the NEF click on the icon in the Submission/NEF column. Your Order is now with the Clerk pending Review. Using My Cases Page To go to the My Cases page, select Filing Options from the menu bar and then highlight and select My Cases or use the My Cases menu in the Quick Links section of the page. Release 2018.02, December 2018 Page 43
This will take you to your My Cases page where you have access to the court file and the documents therein by selecting the hyperlinked case number in the Case # column and the E-service List by selecting the hyperlinked case number in the Court Case # column. You can update the E-service List from this page. You do not have to file a document to access the E-service page. Also available from the My Cases page is the Submit button. Once you have electronically filed to a case, it is automatically added to your My Cases page. From then on, you have the option to file Release 2018.02, December 2018 Page 44
directly to that case from the My Cases page by selecting the Submit button. That will eliminate the need to select the county, division, enter the sequence number on the Case Information page and click on Search to pull up your case. The Portal will retrieve that information based on the case you select and take you to the bottom of the Case Information page. When a County and the Judicial Officers are ready to accept Proposed Orders electronically through the Portal, you will also see a Submit button in the Proposed Order column. Until that time, there will be no way to submit a Proposed Order through the Portal to that county. Release 2018.02, December 2018 Page 45
Case Information All the Case Information is filled in when you file using the Submit button on the My Cases page. Verify you have selected the correct case by reviewing the Case Information section of the page. Documents Now you are ready to go to the Documents tab. You may get there by selecting Documents on the Tab Bar Or by selecting Next or Save to Workbench at the bottom of the Case Information page. If you Save to Workbench you can resume this submission at a later date by going to your Workbench page and clicking on Resume. If, however, you go to the Documents page you are now ready to upload and submit your Order. Release 2018.02, December 2018 Page 46
Click on the Add button to select the document you will be submitting. The list of Orders is created by the Clerk. You may search this list of documents by typing in part of the title of your Order and use the tab or Enter key. This should pull up a list of Orders that contain that word. You may also use the page numbers at the bottom of the screen to search for your Order if you need to. If there is an Order that you need to file that is not in the list of documents, you may either contact the Clerk or select the Order document and the Clerk will make the necessary changes when they do their Clerk Review. Then click on Browse to browse out to your Computer to find the document you created, signed and is ready to be filed and then click on Save. Your Order will be displayed on your Document list. Release 2018.02, December 2018 Page 47
You may add as many Orders to this submission as you need to file to this one case. Then either click on Next or select the ServiceList tab from the menu bar. ServiceList From the ServiceList tab you may select the parties to whom you wish to provide service of your Order. Attorneys that have filed electronically to the case are automatically added to the E-service List and they may specify which email addresses they wish to use for E-service as to each case. You as the filer are also added to the E-service List but if you do not wish to receive an email copy of the Order you may de-select yourself from the E-service List. You will not be automatically added to the E- service List for the case but you do have the option to receive service of the Orders you file. If you wish to Serve All simply place a check in the box at the top of the column. My Added Attorney/Interested Parties You may also add Other Attorneys or Interested Parties to this E-service List for serving your Order. To add other Attorneys or Parties use the My Added Attorney/Interested Parties tab. Release 2018.02, December 2018 Page 48
Then click on the Add Other Attorney/Interested Party link. You may type in the name and email address or you may Search Active E-Filing Portal Users or Search Florida Bar. Search Active E-Filing Portal Users From the Other Attorneys/Interested Party screen select Search Active E-Filing Portal Users. From the Search Registered Users screen type in the last name of the user you wish to add. Then click on Search. Release 2018.02, December 2018 Page 49
It will pull up a list of Portal User that match the Last Name and allow you to select which User you wish to add to the E-service List. Once you select the User you wish to add to the E-service List, click on Select and that User s information will populate the Other Attorneys/Interested Party screen and validate the information. Release 2018.02, December 2018 Page 50
Next you will have to select their role in this case by invoking the Case Role drop down and making a selection. You can also add this Attorney to your E-service Favorites list which will make adding Other Attorneys/Interested Parties easier as your E-service Favorites list grows. Then click on Save. Your User is now added to the E-service List for this case. And when you return to the Electronic Service Recipients list you will see the User you added on the Service List with the appropriate email addresses displayed and already selected for E-service. Release 2018.02, December 2018 Page 51
E-service Favorites Your E-service Favorites list will continue to grow as you add Other Attorneys/Interested Parties to your cases as long as you select the person you are adding to be added to your E-service Favorites List. Then, you will be able to select the Add from E-service Favorites tab from the My Added Attorney/Interested Parties tab. Select from your E-service Favorites list the people you would like to add to the E-service List for this case and then click on Add Selected. Release 2018.02, December 2018 Page 52
That will add those people selected from your E-service Favorites list to the E-service List for this case. You are now ready to move to the Review and Submit page by selecting the tab in the Tab Bar or Next at the bottom of the ServiceList page. Search Florida Bar You may also search The Florida Bar list of attorneys by name or Florida Bar Number to use the email address provided to The Florida Bar on the E-service List. Type in The Florida Bar number of the person you are adding to the E-service List. Release 2018.02, December 2018 Page 53
The Portal will search The Florida Bar list of attorneys and pull up the person with that Florida Bar number with their Florida Bar registered email address. Place a check in the box under the Select column and click on Select. That person will be added to the E-service List after their account information validates, you select the Case Role of the party added and you click on Save. You can also add this person to your E-service Favorites List as well by placing a check in the box in the upper right hand corner of the screen. Release 2018.02, December 2018 Page 54
When you click on Save Your User is now added to the E-service List for this case. And when you return to the Electronic Service Recipients list you will see the User you added on the Service List with the appropriate email addresses displayed and already selected for E-service. Release 2018.02, December 2018 Page 55
You are now ready to move to the Review and Submit page by selecting the tab in the Tab Bar or Next at the bottom of the ServiceList page. Review and Submit This page is a recap of the previous four tabs you have gone through. If you have failed to select anyone from the E-service List a message will appear advising you that Service will not be provided on this submission. To make any corrections to this page that are necessary, click on the appropriate tab in the Tab Bar or use the Back button on the Review and Submit page. When you are ready to submit your Order click on the Submit button. Filing Received Confirmation Once you have submitted an Order, you will see the Filing Received Confirmation page. This will give you access to all the filing information and provide you a link to Submit another Order to this same case. Release 2018.02, December 2018 Page 56
You will also have access to the Notification of Electronic Filing [NEF] that shows you who was served with this submission. To see the NEF click on the icon in the Submission/NEF column. Your Order is now with the Clerk pending Review. Submitting Risk Protection Orders and Documents From the Filing Options menu select File to Department of Agriculture or the Quick Links select File RPO. Release 2018.02, December 2018 Page 57
That will take you to the Case Information page where you will select the Division, Year, Sequence # and Court Type. The case information will return so that you can verify you are filing to the right case. Release 2018.02, December 2018 Page 58
From the Documents tab click on Add. Select the documents you will be sending to the Department of Agriculture. Add them to the submission one at a time. After you have added all the documents you wish to send to the Department of Agriculture, move to the ServiceList tab. Select the E-service recipients, if any. Then move to the Review and Submit tab. Click on Submit and your documents will be sent to the Department of Agriculture. Release 2018.02, December 2018 Page 59
Proposed Orders/Warrants Judicial Review If you are set up to receive Proposed Orders electronically through the Portal, you will need to use a Browser that supports Silverlight at least until the end of 2016. Silverlight is a plug-in and is available in Explorer 11. Firefox and Chrome do not support Silverlight so you will not be able to perform Judicial Review in those two browsers. If you are not set up to received Proposed Orders/Warrants, the Judicial Review side of the Portal will look like this. If you are set up to received and review your Proposed Orders or Warrants through the Portal, you will have the ability to review those submissions in Judicial Review on the Portal. Judicial Work Queue When a Judicial Officer elects to receive Proposed Orders/Warrants electronically through the Portal, the Portal will automatically set up a Judicial Officer named work queue in Judicial Review. All of the submitted Proposed Orders and Warrants will go directly to that Judicial Officer work queue. Once a submissions has been opened and reviewed by the Judge, it will move to the Common Queue and remain there until reviewed and completed. Release 2018.02, December 2018 Page 60
If you review a Proposed Order/Warrant submission and find a deficiency with the document, you can send that submission to the Correction Queue which sends a note back to the filer letting them know that the Proposed Order/Warrant has a deficiency that needs to be corrected and resubmitted. You also will see that you have a Proposed Orders Correction and Proposed Warrants - Correction work queue which are your submissions that have been returned to the filer for correction. Reviewing a Submission To review a Proposed Order/Warrant submission, select/highlight the submission and then select Open from the Judicial Review Tool Bar. That will open the submission and allow you to review the submitted Proposed Order/Warrant. Release 2018.02, December 2018 Page 61
From this screen you can Download the proposed order/warrant in Word, Email the proposed order/warrant to you or to your Judicial Assistant or whomever you wish to email the proposed order/warrant to and you may Print the proposed order/warrant to your printer to have a hard copy of the document. Whatever your choice, select that function from the Judicial Review Menu Bar. You will then be able to process the proposed order/warrant and file it through the Portal or however you currently file your Orders. To remove that submission from your Judicial Review queue, Click on Accept and then OK. Release 2018.02, December 2018 Page 62
That will mark the document as accepted. Next click on Review Complete and then say OK. That will complete the review process of that submitted proposed order/warrant and it will be removed from your Work Queue. The Portal will automatically take you back to the Work Queue and present the list of remaining proposed orders/warrants that are to be reviewed. The Work Queue will reflect the remaining number of submission that still need to be reviewed. Moving a Submission to the Correction Queue While reviewing a submission, if you find that a correction needs to be made to the submitted Proposed Order/Warrant, you may send a note back to the filer and advise them of the deficiency and return that submission to the Correction Queue which will allow them to make the necessary corrections to the document and resubmit. To move a submission to the Correction Queue select the submission from the Work Queue and click on Open. Release 2018.02, December 2018 Page 63
From the Judicial Review Menu Bar select Correction Queue. This will open the Correction Queue message box and allow you to send a message back to the filer advising them of the document deficiency. If your Circuit Administrator has created a list of standard reasons, you may select one from the Reason drop down or type in your reason in the Message box. Release 2018.02, December 2018 Page 64
Then select Proposed Orders Correction or Proposed Warrant - Correction as the Queue to send this submission to and click on Move. That will move your submission to the Correction Queue and send out an email to the filer. Now when you go back to your Judicial Review work queue you will see the submission in the Proposed Orders Correction queue. Release 2018.02, December 2018 Page 65
Once the filer has corrected the submission and sent it back for review, it will appear in your Work Queue with an icon showing in the Corrected Filing [CF] column. It is ready for your review. Highlight the item in the list and select Open. The resubmitted Proposed Order/Warrant is ready for your review. You may Download, Email, or Print the Proposed Order/Warrant. Then click on Accept and when you are done with the document Release 2018.02, December 2018 Page 66
and ready to move on click on Review Complete and it will be removed from your list and an email will go out to the filer indicating the Proposed Order/Warrant has been Reviewed with the Completion Date and Time. Sign and File To use the Sign and File feature, you must accept the proposed order/warrant exactly as it was submitted. If you need to add any information or make any changes to the proposed order/warrant, you cannot use the Sign and File signature block. To make changes to the proposed order/warrant you must download and then add any additional information to the order/warrant, add your signature and then save. If, however, you accept the proposed order/warrant exactly as submitted, you may use the signature block feature in the Portal. A Cover Letter is a required document when submitting a Proposed Order. It is not required for submitting a Proposed VOP Warrant. The Portal will automatically Accept the submitted Cover Letter so that you do not have to. Click on Next to move to the submitted proposed order. That will move you to the next document, the proposed order. The proposed order will be displayed in the area on the right so that you can view the entire docoument. Release 2018.02, December 2018 Page 67
As you can see above, the DONE and ORDERED section is added to this submitted proposed order along with the copies furnished to section. The Portal will remove that information from DONE and ORDERED down and allow you to add your signature block. The Portal will also allow you to add any E-service recipients that will be provided service by U.S. Mail. The Portal will then generate a Certificate of Service for both the E-service recipients and the U.S. Mail recipients. The E-service Recipients will be the same E-service Recipients that were selected by the Attorney filer when they submitted the Proposed Order. A Judicial Assistant s signature may also be added to the bottom of the Order if provided in the Judge Account Preferences. To sign and fille this proposed order, click on Accept from the menu bar. That will open the Accept Document Submission dialog box and allow you to either Add Signature block to the uploaded document and generate signed order or Select Signed order to upload. If you are using the proposed order exactly as submitted, select the Add Signature check box. Release 2018.02, December 2018 Page 68
If you wish to add a Certificate of Service for those served by U.S. Mail, click on the Copied via US Mail tab at the top of the Accept Document Submission dialog box. Then click on Add on the menu bar and type in the name and address of those being served by U.S Mail. Click Add as many times as you need to add those being served by U.S. Mail. Then click on Accept and then OK to complete signing the Order. Release 2018.02, December 2018 Page 69
That will place a gavel icon next to the proposed order so that you may view the signed order before submitting it to the Clerk and sending out E-service on the signed order. Once you are ready to file your Order, click on Review Complete in the menu bar And then Review Complete File All signed orders. Release 2018.02, December 2018 Page 70
Then click on OK Your order will be E-served to the same E-service Recipient List that received service of the submitted Proposed Order and will be sent to the Clerk Review work queue to be accepted by the Clerk. Uploading an Edited Signed Order Open the submission you wish to review in the Judicial Review work queue and click on Next to move to the submitted proposed order. If you wish to make any changes to this proposed order, click on Download to download the proposed order into your Word application and then select Open. Release 2018.02, December 2018 Page 71
This will open your proposed order in Word and allow you to edit the document however your choose to do so. Once you have made your changes to the submitted proposed order, add your signature and save the Order on your computer as a PDF document. Now go back to your submission in the Portal and click on Accept. From the Accept Document Submission dialog box, you want to select the Select Signed Order to Upload link. This will open Windows Explorer so you can browse out and find the proposed order you just downloaded and edited, signed and saved as a PDF order. Click on that Order and select Open in Windows Explorer. That will upload that Order into the submission. Release 2018.02, December 2018 Page 72