How to E-file?

What is E-file documents?

E-file documents are documents that are sent directly to the clerk’s office (via FACC) once an attorney has approved a document. By default, E-file is configured to require the attorney in the case to approve the document before it will be sent. If an attorney merges a document they can approve and E-file in one step. However, if a secretary merges the document it is submitted to the attorney on the case to be approved before STAC is able to send the document to FACC. Unless the system administrator has configured STAC to allow secretaries to E-file a document on behalf of an Attorney.

Where can records be E-filed?

Records can be e-filed from the Image Tab and the Pending Document screen. 

What records can be E-filed?

Users are able to e-file documents and images.

It is important to note that only PDF, DOC, and DOCX are allowed to be e-filed.

Linked Files and Files in the Storage are NOT allowed to be e-filed.

When can users E-file?

Users can file any day of the year at any time and FACC will accept it and return a portal filing ID. However, that DOES NOT mean it was accepted by the clerk. The clerk dockets these filings during their business hours. It is important to understand, if STAC is seeing the filing as accepted by FACC but not see the Filing as Filed, that is because the CLERK has not docketed the item yet.

How does STAC communicate with the Clerk?

STAC does NOT communicate directly with the local clerk's office. The data goes from STAC to FACC. FACC then repackages the data and then forwards the data to the clerk’s office. The same process happens to bring the data back from the Clerks. The clerk communicates with FACC and then STAC gets the data from FACC.

FACC knows which circuit is sending the information because they receive the Portal login and password that is set on the Exchanges code table.

Once a document is e-filed, FACC will provide a receipt number that is stored within the document. After that, STAC will periodically be checking in with FACC about the clerk’s acceptance.

Once the document was approved and sent to FACC by E-file, the following information is also sent to FACC along with the merged document:

1. STAC sends case information such as the Case number which is the UCN and the Case Title: “State Vs. Def name”
   
2. STAC sends the Docket Code and description
   
3. STAC sends information on the filer, which will always be the Attorney that approves the document. The attorney information that gets sent is the First name, Last name, Full name, and Bar number of the approving attorney. This information is collected from the Attorneys Directory.

How to check E-file filing once it has been sent to FACC

The agencies can see the UCN of the E-filed document in the log of the Document Tab. Even if a case has its number changed, users can check the exact UCN that STAC used to e-file that document.

When trouble shooting, the XML is not necessary. The user should check the UCN on the log of the Document Tab.

The Portal filing ID number means FACC has received the record. The filing is only completed once the clerk approves it.

If users receive the following error message “FACC Status error: Document cannot be e-filed”. Please contact FACC to find out why they were not able to e-file the document.

If there is a situation where on the Clerk’s end, they are receiving an error stating “Case Not Found”. This issue is typically something that happens on the FACC side. STAC sends FACC the XML file, FACC then performs a search on that UCN and if they don’t find it, they forward that information to the local clerk as a new case.

How to E-file Proposed orders?

The cases that are being submitted as a proposed order require there to be a Judge assigned in the case and the Judges Directory needs to have a Bar number associated to the Judge. That is how FACC knows which judge needs to receive the proposed order.

STAC will NOT allow users to multi-select Proposed Order and Non-proposed order files to be e-filed together, they must be e-filed separately.

Users will only be able to group Proposed order e-files, with other Proposed order records, since they have their own exchange, they go through.

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How to E-file from the Image Tab?

How to E-file a single record?

To e-file an image from the image tab, go to: Image tab > select the image > Right click > E-file Image

The log under the image will show that the record was added to the E-file process, once FACC receives the filing STAC will be able to see the Portal Filing ID returned from FACC, as shown below.

Confirm that there is an E-file type and E-file sub type and select OK. (If there is NOT an e-file type/sub type defined, the user must select one before being able to proceed!

What fields are available when sending an E-file?

Field	Description
Comment	Free text field
E-file type	If the image is configured to be e-filed, the e-file type will pre-populate. If the image sub-type is not configured these options will be blank so the user can add/edit the E-file type
E-file sub type	If the image is configured to be e-filed, the e-file sub type will pre-populate. If the image sub-type is not configured these options will be blank so the user can add/edit the E-file type and sub type
E-service Defense Attorney	This check box indicates if the case has a defense attorney on the case and users would like them to be included in the E-file
E-file Urgent	Flags the record, to indicate to other users that this e-file is urgent. This does not change the way the e-file is sent
Agreed Proposed   Order	When checked, indicates that this e-file is an agreed proposed order.

When E-filing a single record, STAC will show the E-File Type, E-file Sub Type on the screen and it will be prepopulated with the information configured on the Image Sub Type.

How to E-file multiple records in bulk?

STAC users are able to multi-select records that need to be e-filed individually. This is STAC’s default behavior!

This allows users to multi-select records and select all of the files from the image tab that need to be e-filed for a case, then go to the right click menu

 > E-file image.

When selecting Save, this will send all the selected records to be e-filed with the E-file type/Sub type that is defined in the code tables and each individual record will receive its own individual portal filing ID.

When E-filing multiple records, STAC will NOT show the E-file Type, E-file Sub Type on the dialog. STAC will use the E-file Type/Sub Type from the Image Sub Type. If it is not defined, then STAC will throw an error.

How to E-file multiple records from the Image tab together under one filing ID?

Users can select multiple records that need to be e-filed together under one portal filing ID.

Even though the files are sent under one filing ID, FACC will still see each file's individual E-type/sub type.

This allows users to multi-select the files from the image tab that need to be e-filed together, then go to Right click menu > E-file image. Then, on the E-file screen the users must select the option E-file documents together. This will send all of the records selected in one filing and the files will be under one portal filing ID.

STAC will NOT allow users to multi-select Proposed Orders and Non-proposed orders files to be sent together, they must be e-filed separately!

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How to E-file from the My Pending Document screen?

How to E-file a single record from the Pending Document?

Once there are records in the Pending Review, the user has the ability to Approve or Reject it. 

There are different type of documents E-documents, email, E-service, E-file, etc. This section is specifically addressing E-file Documents!

If the E-file records are configured for the Secretary to e-file on behalf of the Attorney, the secretary can select Submit the file and they will get a confirmation that they are e-filing on behalf of the Attorney.

If the records are configured to only be e-filed by the Attorney, but the records were merged/grouped by the secretary, then when the Secretary submits the record, it goes to the Attorney Pending document screen, and if the Attorney Approves it, then the file is sent to FACC via E-file.

If the record that is configured for the Attorney to approve was merged by a secretary and the record is Rejected by the Attorney. Then, the record is sent back to the Secretaries Pending document screen where they can make corrections and resubmit the record to the Attorney’s que to be e-filed.

Criteria for STAC to know the User is an Attorney and can E-file the document once it is approved:

1. Directory Bar No is not null
   
2. Directory must be a relationship in any case that the internal relationship on the relationship type code table is either ASA (when agency is a SA) or APD (when agency is a PD)
   

How to E-file multiple records with one filing ID from the Pending Document Screen?

Once there are records in the Pending Document screen, the user has the ability to group the documents before Approving or Rejecting them.

To group records, the user will select the Main document > Group > Select the records that need to be e-filed together under one portal filing ID > Approve

The Group button will show all of the merged files from the same Case that was highlighted that are configured to be e-filed and have not yet been e-filed AND records from the Image tab that are configured to be e-filed, that have also not yet been e-filed. This allows users to group all of the supplemental documentation together in one place.

Once we save, the pending document screen can be sorted by group ID to see which files are grouped together.

Once the user goes to submit the records, they are shown the number of records that are going to be e-filed together.

If the user needs to add or remove a record from the group, the user can simply select the “Group” button again, and select new records, or unselect unwanted records.

To add more records or remove records from a “Group”, the user must have the Main document of the group highlighted before selecting the “group” button!

By unselecting a record, users are not deleting it, users are simply removing it from the Group of records to be e-filed together! The unselected record will remain in the Pending document screen and will have a group ID of 0 again.

Once the grouped records have been submitted for E-file, there is not a way to ungroup the records, the user would need to remerge their documents and create a new group to be e-filed.

If the records are configured to only be e-filed by the Attorney, but the records were merged/grouped by the secretary, then when the Secretary submits the grouped records, it goes to the Attorney Pending document screen, and if they Approve it, then the entire group of records are sent to FACC via E-file under one Portal Filing ID.

If the group of records that is configured for the Attorney to approve was merged by a secretary and the group of records are Rejected by the Attorney, then the entire group of records is sent back to the Secretaries Pending document screen where they can make corrections and resubmit the group of records to the Attorney’s que again.

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