Florida Court Clerks and Comptrollers (FCCC) Circuit Administrator User Manual Prepared by: Florida Court Clerks and Comptrollers October 2017
Table of Contents Introduction... 4 Logging in to the Portal... 4 Account... 5 My Profile... 6 User Details... 6 Preferences... 6 Division Association... 8 Changing your Password... 8 Email Log... 9 Security... 9 Manage Users... 9 Administration... 10 Judicial Circuit Profile... 11 Profile... 11 Administrators... 12 Users... 12 New User... 13 Enabling a Judicial Officer to Accept Proposed Orders or Proposed Warrants through the Portal 15 News... 17 Divisions... 19 Work Queues... 19 Information... 20 Case Type Criteria... 21 Docket Code Criteria... 21 Filer Role Criteria... 21 Filer Criteria... 21 User Association... 21 Security Roles... 21 Rejection Reasons... 23 Correction Queue Reasons... 23 Moving to Correction Queue... 24 Contact Information to Correction Queue Email... 26 Release 2017.02 October 2017 Page 2
Abandoned Filing Queue... 27 Submissions... 27 Search Submissions... 28 Submissions by Status... 30 Submission Summary... 31 Filers, Filings/Mail Logs... 32 Organizational Filings... 32 Sorting and Filtering Lists... 33 Judicial Filing Options... 34 Pleading on Existing Case... 35 My Cases... 36 My Submissions... 36 My Workbench... 37 Search Workbench Items... 37 My Alerts... 37 E-Filing Map... 37 Help... 39 Version... 39 Web Page to Query NEF on a Submission... 40 Release 2017.02 October 2017 Page 3
CIRCUIT ADMINISTRATOR DOCUMENTATION Introduction The purpose of this document is to provide you with information necessary to manage your user s access, rejection reasons, correction queue reasons, and work queues. Circuit Administrators can add users, add new news and information, manage users, establish work queues, and reset passwords. Circuit Administrators also have access to reports. FCCC is responsible for branding pages for the circuit and enabling divisions for acceptance of proposed orders/warrants when advised to do so by the County. Administration roles require Silverlight be installed on the PC so the use of Firefox and Chrome is not recommended. Internet Explorer 11 will support the Silverlight plug-in. We are working to remove this requirement completely from the Portal but that will not be accomplished until the end of 2017. As with documentation for any new system being deployed, this document will be revised as necessary to reflect modifications and enhancements to the Portal. If you need assistance, please contact the Service Desk at (850) 577-4650. Logging in to the Portal Circuit Administrators can access the Portal s log-in page, by typing the following URL into their web browser: www.myflcourtaccess.com. Circuit Administrators do not register on the web site. Their initial profiles are created by FCCC. The new administrator must enter their User Name and Password and change their password on initial entry. Additional Circuit Administrators can be added by the initial Circuit Administrator at any time. Release 2017.02 October 2017 Page 4
Account The initial page displays the options available to the administrator: Account, Security, Administration Submissions, Judicial Filing Options, and Help. Selecting the Account option provides the user with four submenu options: My Profile, Change Password, Email Log, and Logout. Release 2017.02 October 2017 Page 5
My Profile User Details In User Details, under My Profile, users can update all information except, Status, Role, and Organization. Click Save to save any changes. If you do not Save before your Close, your changes will not be retained. The profile allows for three email addresses. The primary email address is required. Additional email addresses may be other email accounts for the user or the email account of the user s backup or assistant. Email notifications will be sent to all email addresses listed. Preferences In Preferences, under My Profile, users can set their own preferences so that the next time they log in to the Portal, it is set up as they wish to view it. The options available to be customized are: 1. Whether or not to collapse Work Queues when a submission is opened during Judicial Review 2. Maximum number of submissions to show in the Reviewer list a. 100 b. 200 c. 500 d. 1000 e. 2000 f. 5000 g. All 3. Which page you wish to be set as your Home Page Release 2017.02 October 2017 Page 6
a. File Notice of Appeal b. My Cases c. My Submissions d. My Workbench e. E-Filing Map f. Work Queues i. Filings Court Administrator 4. Filing Path 5. Last Jurisdiction Filed To 6. # Rows Per Page in Document Selection Grid a. 3 b. 4 c. 5 d. 10 e. 20 7. Launch Spell Check a. On right mouse click b. CTRL + SHIFT + Q 8. Email Preferences Make your designations and be sure to click on Save before you Close, to retain your changes. If you have any Alerts that are pending, the My Alerts page will always open when you log into the Portal. Once you have resolved or cleared all of your pending Alerts, you Home Page will become you log in stopping point. Release 2017.02 October 2017 Page 7
Division Association In the Division Association tab, it will allow the Administrator to connect the User to a specific County within the Circuit and to the appropriate Division. Highlight in the Available column the County and Division that applies to the User and then click on Add Selected in the middle to move those highlighted selections to the Selected column. This Division Association selection is not necessary for the Portal Administrator. This would only be required for the Judicial Users. Changing your Password The Change Password menu option provides users with the ability to manage/change their password. New passwords must meet the password criteria posted immediately below the New Password box: between 6 and 16 characters with at least one number. Release 2017.02 October 2017 Page 8
Email Log Your Email Log will take you to the E-Filer s side of the Portal and it will house all the email you receive if you are filing to the Portal. There are Search Options available to refine your search. These emails will remain in the Email Log for 90 days. The Types of Email are: 1. Corrected Filing Received 2. E-Service 3. E-Service Email Delivery Failure 4. Filing Filed for Judicial Review 5. Filing Moved to Pending Queue 6. Filing Received 7. Processing Completed 8. Removal from E-Service List They will also be received by you in your email provider unless you have selected not to receive a specific email in your Preferences. Security Manage Users The Circuit Administrator will be able to use the Security menu to manage their already created users. Release 2017.02 October 2017 Page 9
When you select Manage Users, the Search for users dialog box opens so that you may enter in the name of the person you are searching from the list of users set up in your Circuit. The Portal will provide the user information for the party searched allowing the Circuit Administrator the option to Edit, Deactivate/Delete, or to Reset Password for that user. Administration The Administration tab contains four menus: Release 2017.02 October 2017 Page 10
1. Judicial Circuit Profile 2. Work Queues 3. Rejection Reasons 4. Correction Queue Reasons Judicial Circuit Profile Under the Judicial Circuit Profile, there are five tabs: 1. Profile 2. Administrators 3. Users 4. News 5. Divisions Profile The title of this option appears as the circuit name (First Judicial Circuit, Second Judicial Circuit, etc.). The Profile is created by the Portal when the Judicial Circuits were added to the Portal. The rest of the tabs on the Circuit Profile provide the Circuit Administrator with the ability to activate and deactivate accounts, update the organization profile, add and update Circuit Administrators and Users and enter Circuit news items to be displayed on the Circuit s Portal pages. The Divisions tab is shown but should not be changed. Release 2017.02 October 2017 Page 11
The Circuit Portal Administrator cannot change the profile number or organization type. Within the Profile update screen the Administrator can change addresses and phone numbers. Administrators Click on the tab Administrators to view list of Portal Administrators for the Circuit. The Circuit may have one or multiple Administrators. FCCC establishes the initial Administrator for the Circuit. That Circuit Portal Administrator is encouraged to establish at least one other Administrator as a backup to provide coverage for the Circuit. Once the Circuit s Administrator is active, they are responsible for the Circuit s account and user management. Users This tab provides a list of Circuit Users, their Filer Role, their Status, their Florida Bar Number, their Primary Email address, and Primary phone number, if included. From this tab, the Circuit Administrator can add new users or edit user information. They can also deactivate a user or reset their password. From this tab, the Circuit Administrator will manage the Circuit Users in the Portal. Release 2017.02 October 2017 Page 12
An Unaffiliated user is one who has registered online and the organization affiliation has not been established. For instance, if a lawyer registered online and now has been elected or appointment a Judge who belongs to this organization (Judicial Circuit), then the Circuit Administrator can search for the user name and affiliate them with the Judicial Circuit. This negates the need to create another User Account. New User Next, select the Users tab and click on New. Release 2017.02 October 2017 Page 13
Complete the required fields as noted by a red asterisk. Release 2017.02 October 2017 Page 14
Be sure to add the Judicial Officer using the name exactly as it is registered with The Florida Bar. Also, be sure to include the Florida Bar number of the Judicial Officer. Then click on Add and then Close. To add a Judicial Assistant for that Judicial Officer, use the Judicial Officer s name and Florida Bar Number to create a second account. You may use the Judicial Assistant s email addresses and physical location for the account. This will allow the JA to file Orders electronically on behalf of the Judge. NOTE: If a Judicial Assistant is reassigned to a new Judicial Officer, you may now change The Florida Bar number assigned to the Judicial Assistant s account to match the new assignment. You no longer need to create a new JA account when the Judge Assignment is changed. The Florida Bar Number is now an active field that can be changed on a JA Account. Enabling a Judicial Officer to Accept Proposed Orders or Proposed Warrants through the Portal When the Judicial Officer is ready to accept Proposed Orders or Warrants through the Portal, from the Users screen highlight the name of the Judicial Officer. Then click on Edit. Release 2017.02 October 2017 Page 15
Then select the Security Roles tab. Place a check in the Can Receive Proposed Orders box and/or Can Receive Proposed Warrants and then click on Save and then Close. To help the Judicial Officer set up their User Preferences for receiving Proposed Orders or Proposed Warrants, please see the Judge Filer User Manual as it is explained in detail in that document. Release 2017.02 October 2017 Page 16
Then contact the Service Desk or the County to let them know the Judge and the Divisions that will be accepting Proposed Orders and/or Proposed Warrants. The Service Desk or the County Admin will be able to enable those Divisions to be able to receive Proposed Order and/or Proposed Warrants. It s a two-step process. The Circuit Admin enables the Judge and the Service Desk or County Admin enables the County by Division. Then the Judicial Officer will be able to receive and review Proposed Orders/Warrants through the Portal. News A Judicial Circuit may post news items to the Portal. This is limited to the Circuit Administrators and to FCCC Services Group. The news item is displayed in the Portal for the filers when to are filing to your Circuit. The Administrator can add news items, edit an existing news item, or delete an item. The date the item was created or edited will appear next to the news item. Release 2017.02 October 2017 Page 17
To create a new news item, click on New and complete the required fields. Then click on Save and then Close. To change a news item, click on Edit and make the necessary changes. Then click on Save and Close. Where the news items display in the Portal is governed by the Category assigned to the item. The subject is the brief message that is displayed on the Portal page. The summary is more in-depth information and is displayed when the user clicks on the news item. A document can be attached to the news item. The release date is the date the news item will be displayed on the Portal. The news item will continue to display on the Portal until it is deleted. FCCC news items are displayed for all filers to read. The Circuit news items are displayed only on the Circuit pages. Release 2017.02 October 2017 Page 18
Category types Electronic Filing Related News -- Displayed in the Portal on pages related to Electronic Filing Electronic Recording Related News -- Displayed in the Portal on pages related to Electronic Recording General Information Items -- Displayed in the Portal on all pages Divisions The Can E-File checkbox is checked by default and the Enabled? check box must also be checked. Work Queues Work queues are created in the Work Queues section under the Administration tab. By default, a Judicial Work Queue is created for each Judicial Officer and available when they log into the Portal. A Proposed Order and Proposed Warrant Work Queue is also created when the Judicial Officer Security Roles include Can Receive Proposed Orders and Can Receive Proposed Warrants. Each Judicial Release 2017.02 October 2017 Page 19
Officer will have access to both their default Work Queue and their Proposed Order/Warrant Work Queues. Work Queues can be created, edited, or deleted from this tab. If a new Work Queue is created, you will be able to add the following information: 1. Information 2. Case Type Criteria 3. Docket Code Criteria 4. Filer Role Criteria 5. User Association 6. Security Roles This option would be used if the Judge wants to create a Work Queue that would house Proposed Orders/Warrants submitted by a specific filer. For example, the Judge has a high profile case and wants to receive all Proposed Orders submitted by attorneys in that case in a specific Work Queue. He could call that Work Queue Smith Case and select the names of the attorneys connected to the case in the Filer Criteria tab. This would route all submitted Proposed Orders in that case by those listed attorneys to that Work Queue. Information Select the type of Work Queue you are creating. As a Circuit Administrator, you may wish to set up a Judicial Work Queue for a Judge that would like all the Proposed Orders filed by a Self-Represented Litigant to go to a different Self-Represented Litigant Work Queue. Then select the Division you are Release 2017.02 October 2017 Page 20
creating the Work Queue for which would be All. Then name the Work Queue and provide a brief description. If you do not want all of the submissions to go to this new Work Queue, do NOT select Default Queue. Leave that option blank. This click on Save and Close. Case Type Criteria There is nothing to select on this tab. Docket Code Criteria This tab also does not have to be touched. Filer Role Criteria Allows the County Portal Administrator to select the filer roles associated with the specific Work Queue. If you would like to set up a Work Queue for the Self-Represented Litigant submissions, you can do so by associating only the filer role of Self-Represented Litigant to a Work Queue created to handle Proposed Orders filed only by a Self-Represented Litigant. Filer Criteria If there are specific attorneys or Portal users that are to be assigned to a Work Queue, use the Filer Criteria to search the Portal Users and add them to that Work Queue. User Association Allows the County Portal Administrator to select Users that will be able to work a specific Work Queue. The Judge requested the Work Queue would be selected under this tab. Security Roles Select the Security Roles that control access to Work Queue items. Users that are granted the security roles selected will be able to access work items from this queue. Release 2017.02 October 2017 Page 21
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Rejection Reasons Rejection Reasons are only used for Official Records and does not apply to the Circuit Administrator and Proposed Orders. Correction Queue Reasons As a Circuit Administrator, you can create customized reasons why a Proposed Order has been moved to the Correction Queue. These reasons will appear in a drop down and allow the Reviewer to select the appropriate reason and edit that reason if necessary. To create a new Correction Queue reason click on New on the menu bar. Complete the Description and if the reason is for changing the status to Abandoned Filing Queue place a check in the box. If it is for the Correction Queue, do not check the box. Release 2017.02 October 2017 Page 23
Then click on Save and then Close. Those customized Correction Queue reasons will be available to the Clerk Reviewers for selection from a drop down when they return a submission to the Correction Queue. They simply highlight the reason from the drop down and it will populate the Message box. Moving to Correction Queue When the submission needs to be moved to a Correction Queue, click on Move to Correction Queue and then from the Reason drop down select why this submission is being moved to the Correction Queue. This information will be sent to the filer in the Correction Queue notification email. Release 2017.02 October 2017 Page 24
Message box is populated with the customized reason. Release 2017.02 October 2017 Page 25
Contact Information to Correction Queue Email You can now add Contact Information to the Correction Queue message. Type in your message in the Contact Information field and it will be added to the Correction Queue email. Once the Clerk Reviewer moves this submission to the appropriate Correction Queue the email notification will go out to the filer and the E-service Recipient List for that submission. All the above information will be included in that email notification. Release 2017.02 October 2017 Page 26
Abandoned Filing Queue If the Judge wants to delete a submission from the Correction Queue, they can move the submission to the Abandoned Filing Queue. This is a Security Role that should be added to the Judge User to enable them to see the Abandoned Filing Queue link. Once moved to the Abandoned Filing Queue that submission is no longer available for processing in the Portal. The Judge would use this Abandoned Filing Queue to delete submissions that have been abandoned by the filing attorney. Submissions The Submissions option provides the Circuit Administrator with the following options: 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 Release 2017.02 October 2017 Page 27
Search Submissions When this option is selected, the Circuit Administrator is 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 2017.02 October 2017 Page 28
Filings that match the criteria are returned in the result set. The Circuit Administrator may return the filing to the common work queue, move it to another work queue, print the list, or view the details of the filing. They can also remove the filing from the pending queue and mark the filing Filed for Judicial Review. Filings can also be filtered by Filing corrected and resubmitted by filer Judicial submissions Emergency Filings Filing that contain a payment Submission that contains a correct document As a Judicial Circuit, the only filer you would use would be those marked as Emergency Filings and those that contain a corrected document. Release 2017.02 October 2017 Page 29
To filter those filings corrected and resubmitted by the Filer, click on the CF funnel and select Visible That will filter out and present a list of all submissions that were once in the Pending Queue and have been corrected and resubmitted by the Filer. You can then work the list of filings and quickly accept and process them. Submissions by Status This option provides the Circuit Administrator a quick look at activity in the Portal. Three status listings are available. Release 2017.02 October 2017 Page 30
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. These would not be applicable to the Judicial Circuit Administrator. Submission Summary Using this option presents the Circuit Administrator with an initial search screen. The Circuit Administrator can search by date range for received or completed dates. The search results include the Type, Status, number of submissions and number of documents. Release 2017.02 October 2017 Page 31
Filers, Filings/Mail Logs This report gives the Portal administrator the ability to search for users. It shows user information, such as email address, organization, id s, etc. This allows the Circuit Portal Administrator 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. The Circuit Administrator has the ability to 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 Release 2017.02 October 2017 Page 32
Case Style Matter # Filer 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. Sorting and Filtering Lists The Portal allows for the sorting of listing by clicking on the heading row of the return grid. Results can be grouped by selecting the heading to be use for the grouping and dragging the heading above the grid. To remove the grouping, select the group heading and move it back down into the heading row. Clicking on the arrow next to the grouping displays the list of records within the group. Release 2017.02 October 2017 Page 33
The results can also be filtered. Click the Filter icon to see the filtering options. Select the column to be filtered then click on the Filter icon. The rows can be filtered by the listing under Select All check box. This listing is all of the values in the column. The remaining filters are based on that column. You can repeat this process on additional columns to further filter the listing. Judicial Filing Options Circuit Users have the option to file directly to cases in their county and to other courts. Release 2017.02 October 2017 Page 34
Pleading on Existing Case Selecting this option from the drop down take you to the Pleading on Existing Case filing path on the Filer s side of the Portal. Release 2017.02 October 2017 Page 35
My Cases The Circuit Administrator will also be able to view the cases they have filed to and file directly from this page if they have already filed on a case. The user has the ability to search and filter for particular filings if needed. I doubt that the Circuit Administrator will use these Judicial Filing Options. However, they are explained below. My Submissions The My Submissions page shows a list of all the Circuit Administrator s or the Circuit User s submissions and their status. The users have the ability to search and filter for particular filings if needed. Release 2017.02 October 2017 Page 36
My Workbench My Workbench stores filings for the user in case they need to stop and come back and finish the filing at a different later time. Users have the ability to resume a filing or delete the filing if necessary. The submissions will remain on the Workbench for five (5) days. Search Workbench Items Allows the Circuit Administrator 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 User the ability to file to a case. Release 2017.02 October 2017 Page 37
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. Release 2017.02 October 2017 Page 38
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. By selecting the Support link the Portal will open your default email provider and address an email to the Service Desk. Release 2017.02 October 2017 Page 39
Web Page to Query NEF on a Submission We have created a new web page that does not require the user to be logged into the Portal which will display the Notification of Electronic Filing [NEF] for a submission. The address to this new Web Page is: https://www.myflcourtaccess.com/common/uipages/viewnefbysubmissionnumber.aspx?rid=xxxxxx Where XXXXXX is Submission # This can be bookmarked on your browser or added to the Judicial Viewer to be able to pull up the NEF on a submission. Release 2017.02 October 2017 Page 40