How to setup E-file?
How to setup STAC to E-file documents?
There are several required fields to e-file a document with the FACC. The admin should have the following areas configured:
- E-file type code table
- Document configured in the Document Maintenance
- Image Sub-type code table
E-file Type Code table
The E-file Type code table is where STAC allows each agency to configure the fields that indicate what document is being e-filed: Docket Code and Docket Description.
Most clerk offices have decided on universal codes. These codes have been internally added into the E-file type code table and also populated the E-file Sub-types. We have added a default value of these codes but there may come a time that a specific county has a different code that their clerk’s office requires.
E-file types can be configured: Setup > Codes > E-file Types
Next, for each E-file type, users can define E-file sub-types. To do this go to Setup > Codes > E-file Type > Sub-types
The last step is to configure the actual code for each county. Thankfully most clerk’s offices agreed to use the same codes, but there are a few clerks that use different codes. In this screen users can define the actual Docket Code and Docket Description that will be sent when a document or image is e-filed. To do this go to Setup > Codes > E-file Type > Sub-types > Counties
Document configured in the Document Maintenance
To update the documents, go to: Setup > Configurations > Document Maintenance > Edit detail > E-file tab
If an Administrator updates or adds codes to the E-file type table. They will need to remember to update their codes for their Documents and image Sub types that use that e-filing code.
This screen below contains all the settings for the automatic E-filing of documents. Documents can be configured to be E-Filed and E-Serviced or just E-Filed or just E-Serviced. The E-service is also a good option to email documents to opposing attorneys.
To edit the e-filing process of a document, go to: Setup > Configuration > Document maintenance > Edit Detail > E-file
The fields available for E-filing:
| Field | Description |
|---|---|
| E-File | Indicates if this document will be E-file via FACC portal |
| Proposed Order | Indicates if this document is a Proposed Order. Those are filed via the FACC portal, but they are being submitted to a different workflow at FACC |
| Agreed Proposed Order | Indicates that the proposed order was approved and both parties agree on the order, this is filed via the FACC portal |
| Rel. E-File | This Is the relationship of the attorney E-filing this document. Regardless of the content of the document, STAC will list the information of the attorney in the case as the filing attorney |
| OR Internal Rel. E-File | Instead of specifying a relationship, an agency that uses multiple relationship types for attorneys can choose to use the Internal relationship type instead, so the system will read the most recent relationship with the specified internal relationship type. |
| Only an attorney in the case can approve a document | The E-file process allows for other attorneys to approve a document on the behalf of another attorney. However, if this flag is set, only another attorney listed in the same case can approve a document |
| E-file Type | The E-File type for this document. There is a code table that was pre-loaded with the standard codes used by FACC |
| E-file Sub Type | The E-File subtype for this document. There is a code table that was pre-loaded with the standard codes used by FACC |
| Urgent | Automatically sets the urgent flag for an E-filing document. Note the urgent flag can be turned on and off during the approval process |
| Warn Attorneys when doc being approved was not created on the same day | When secretaries merge a document, the system will send it to the attorney for approval. When this field is set, the system will display a reminder to the attorney if the document was not merged the same day it is being approved |
| Allow Secretaries to E-file | When this field is set to true, the system will automatically E-file a document on behalf of the attorney after the secretary submits the document |
It is not recommended to have multiple relationships flagged as ASA. If a circuit has 2 relationships on the case such as a TASA and a FASA that are both assigned an Internal relationship of ASA. When a document is merged it will select a single ASA with the lowest sort order (which would indicate its importance) to receive the pending review.Image Sub Type Code table
The Image Subtype code table has settings to allow E-filing documents and images directly from the image tab.
The Image Subtype code table has similar settings to allow E-Filing documents and send proposed orders from the image tab
To setup E-filing from the image tab, go to: Setup > Codes > Image Sub types > Add
Fields available in Image Sub-Type:
| Field | Description |
|---|---|
| Image Sub-type | This indicates the image sub type that will be E-filed |
| Image Type | This indicates the image type that will be E-filed |
| Description | Allows users to add a description |
| E-file relationship | This Is the relationship of the attorney E-filing this document. Regardless of the content of the document, STAC will list the information of the attorney in the case as the filing attorney |
| E-file type | The E-File type for the image or document. There is a code table that was pre-loaded with the standard codes used by FACC |
| E-file Sub-type | The E-File subtype for this document. There is a code table that was pre-loaded with the standard codes used by FACC |
| E-file Proposed Order | Indicates if this document is a Proposed Order. Those are filed via the FACC portal, but they are being submitted to a different workflow at FACC |
| E-file Urgent | Automatically sets the urgent flag for an E-filing document |
| Allow secretary to e-file | When this field is checked, the system will automatically E-file a document on behalf of the attorney after the secretary submits the document |
| E-file - Warn Attorneys when doc being approved was not created today | When secretaries merge a document, the system will send it to the attorney for approval. When this field is checked, the system will display a reminder to the attorney if the document was not merged the same day, it is being approved |
| E-service - Warn Secretaries when Relationships are invalid | When this field is checked, the system displays a warning to the user merging the document when the relationships being E-Serviced does not have a valid email address |
| E-service most current DAT | This setting only applies to SA’s office who has two or more relationships with the defense attorney. This setting will use the Defense Attorney field in the relationship code table and use the most recent as the current defense attorney |
| E-service - Email Template | The email template that will be used to create the email |
| Document | Free-text space to add documentation |
| Email Word file when available | When this field is checked, it will email a word file of the document if it is available |
| Inactive |
Exchanges used for E-filing and testing E-filing
Users are able to test e-filing in their test database. They will need to verify they have a username and password for the E-file exchange. They will also want to verify the exchange is enabled. To verify the username and to check if the exchange is setup, go to: Setup > Configuration > Exchanges
Circuits will need to get their username and password for the e-file and proposed order exchanges by contacting FACC.
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