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Users Guide

The eFlex Electronic Filing User's Guide provides detailed instructions for filers on using the eFiling system, including account setup, document preparation, and navigating the user interface. It outlines the steps for initiating new cases, filing applications, checking the status of filings, and managing user profiles. The guide also includes information on acceptable document formats and system navigation tips to enhance efficiency for both filers and court personnel.

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0% found this document useful (0 votes)

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Users Guide

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a.smith2688

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You are on page 1/ 38

eFlex Electronic Filing

USER’S GUIDE FOR FILERS

Table of Contents
EFILING BASICS ........................................................................................... 4
Requesting an Account ........................................................................ 4
Image: Selecting an Organization when Requesting an Account ........................... 5
Forgotten username or Resetting forgotten password ........................ 5
Image: Forgot Password or User Name ........................................................ 5
Forgot your Password .......................................................................... 5
Image: Change Password Page .................................................................. 6
Forgot your Username .......................................................................... 6
Document Preparation Prior to eFiling ................................................. 6
Image: Text that Identifies Acceptable Format Type for Document Upload ............... 7
NAVIGATING THE FILER INTERFACE ............................................................ 7
The Home Page ..................................................................................... 7
Image: The Home Page ........................................................................... 8
BUTTONS ON THE HOME PAGE ............................................................ 8
New Case Button: Initiating a New Case............................................... 9
Image: Buttons to add Case Parties ............................................................. 9
Image: Click the Add Button .................................................................... 10
Image: Attorney Search Fields ................................................................. 10
Image: Clicking Search opens a Table if there is a Match ................................. 10
Image: Red text Message will Appear if there is No Match ............................... 11
Image: The Add/Edit New Attorney Details Pop-up Box ................................... 11
Image: The Add a Document Page ............................................................ 12
Image: Top Portion of the Review and Submit Filing Page ................................ 13
2

Filing an Application for Fee Waiver ................................................... 14

Existing Case Button: Filing to an Existing Case .................................. 15
Image: Navigating to the Cases Page ......................................................... 15
Image: Action Buttons on the Cases Page .................................................... 15
Image: The Search Button to Find a Case Inside the Case Data Table ................... 16
Image: The Case Information Table ........................................................... 16
Image: The Case History page displays in a new Browser Tab ............................ 17
Image: The Service List displays in a New Browser Tab .................................... 17
Image: Radio Buttons on the Cases Page .................................................... 18
Filing a Notice of Appearance by the Attorney ................................... 18
Image: Adding an Answer Document Type to the Filing ................................... 18
Image: Summary Administration Page ....................................................... 19
Image: Error Message Denying Access to a Non-Case Participant ....................... 19
Image: Error Message ........................................................................... 20
Filing a Notice of Case Association by the Pro Se Filer ........................ 20
Image: Request Denied Message for a Non-Case Participant ............................. 20
Image: Disabled Browse Button on the Add a Document Page ........................... 21
My Filings Button: Checking the Status of a Filing .............................. 21
Image: Navigating to the My Filings Page ................................................... 22
Image: Overview of the My Filings Page ..................................................... 22
Image: The + sign expands the section to show the documents in the filing ........... 23
Resubmitting a Rejected Filing ............................................................ 24
Image: The Message returned to the Filer on the Filing Status Page .................... 24
Image: The Rejected and Resubmit Buttons ................................................. 24
Image: The Display of the Resubmitted Status .............................................. 25
Accessing the Stamped Documents & Confirmation of Receipt .......... 25
Image: The Hyperlink Status on the Filing Status Page .................................... 25
Image: The Top Portion of the Filing Status Page ........................................... 25
Image: The Bottom Portion of the Filing Status Page ...................................... 26
Image: The Confirmation of Receipt .......................................................... 26
Draft Filings Button: Incomplete Filings ............................................. 27
Image: Navigating to the Draft Filings Page ................................................. 27
Image: The Move to Draft Button at the Bottom of each Filing Page ................... 27
Image: Click the Hyperlink Description to Proceed with the Draft Filing ................ 27
Notifications Button: Notifying the Case Parties ................................ 28
Image: Navigating to the Notifications Page ................................................ 28
Overview of the Notifications Page ..................................................... 29
Image: The Notifications Page ................................................................. 29
Image: The two Search By Fields .............................................................. 29

Image: The NEF – Notice of Electronic Filing ................................................. 30

Image: The Notifications Per Page Field ...................................................... 31
Image: Manually Deleting Notifications ...................................................... 31
TABS ON THE MENU BAR ................................................................... 31
eFile Tab ............................................................................................. 31
Image: The eFile Tab and its Drop-Down Menu ............................................. 31
New Case ............................................................................................ 31
Existing Case ....................................................................................... 32
My Filings ............................................................................................ 32
Draft Filings......................................................................................... 32
Cases Tab............................................................................................ 32
Image: The Cases Tab and its Drop-down Menu ............................................ 32
Cases................................................................................................... 33
Notifications ....................................................................................... 33
Filing Charges ...................................................................................... 33
Overview of the Filings Charges Page ................................................. 33
Image: Left Side of Filing Charges Data Table ............................................... 33
Image: Right Side of Filing Charges Data Table ............................................. 34
Image: Export to File.............................................................................. 34
Image: Options for Exporting File .............................................................. 34
My Profile Tab .................................................................................... 35
Image: The My Profile Tab and its Drop-down Menu ....................................... 35
My Profile ........................................................................................... 35
Overview of the User Profile Page ...................................................... 35
Image Modify User Profile Button .............................................................. 35
Change Password ................................................................................ 36
Image: The Change Password Fields ........................................................... 36
Steps on the Change Password Page................................................... 37
Login History ....................................................................................... 37
Steps on the Login History Page .......................................................... 37
Image: The Login History Page.................................................................. 37
Log Out Tab ........................................................................................ 37
Image: The Log Out Tab.......................................................................... 37
Image: Warning Message to the Filer ......................................................... 38

EFILING BASICS
This user’s guide is intended to instruct filers on the features of the eFlex system.

The eFiling system is designed to make the work associated with initiating and processing a case more
efficient and convenient for both filers and court personnel. Not only does the Interface allow filers
to submit their documents to the court electronically, it also provides means for them to view case
histories, check the status of their submissions, send follow up documents and access service lists.

For court staff, the software routes the filings to the appropriate personnel for review, response,
generation of additional documents, or further action. For most integrations, when documents are
filed in hard copy, once the court personnel have scanned the documents, the filer interface
distributes a courtesy notice to electronic participants on the case and those participants may access
the documents electronically.

In addition to the fields inside the login box: Username, Password, Forgot your password, Forgot
your user name, and Request Account, the login page is also used to post occasional messages from
the system administrator to the filers, such as announcing upcoming system maintenance that will
make the system unavailable for a set period of time. Links to rules may also be posted for the
convenience of the filer.

Located at the bottom of the Login page, and each subsequent page throughout the eFiling process,
are informational hyperlinks which, when clicked, will direct the user to more information to assist
them: eFiling Quick Reference Guide, Terms of Use, Privacy Policy, Payment Policy, Support, and
about Tybera Development Group, Inc.

REQUESTING AN ACCOUNT
1. Click the button Request Account on the Login page.
2. Read the User Agreement. Select the radio button at the bottom of the page that agrees to the
contract. Click the Submit button.
3. Choose the applicable User Role and click Next.
4. Pro Se will be directed to the Request a User Account Page. All other roles will be directed to this
page as well after first visiting the Select an Organization Page before. Scroll though the drop-
down list in the Existing field and click the appropriate organization.

Image: Selecting an Organization when Requesting an Account

5. If the organization is not listed, click the radio button New and type the name in the provided
field.
6. On the Request a User Account Page, create a user profile. Fields marked with an asterisk* are
required. Click Submit.
7. Login is available after notification is received that the account request has been approved.

FORGOTTEN USERNAME OR PASSWORD

Image: Forgot Password or User Name

A. FORGOT PASSWORD
1. If you have forgotten your password, click Forgot Your Password on the Login page. The Request
Password Reset page will appear.
2. Enter your username and click Submit.
3. An email containing a link will be sent to the account listed on your user profile. Upon clicking the
link, you will be directed to a page with a temporary password that you may use to login to the
eFlex system.

4. After login, hover over the My Profile Tab and select Change Password from the dropdown
menu.
5. Enter the temporary password in the Password field.
Image: Change Password Page

6. Create a new password following the password requirements and type it into the New Password
field. Be sure that the password you select is one you will remember, contains eight characters,
including a special character (such as an exclamation point, asterisk, or period), and is different
from your username.
7. In the Confirm New Password field, re-type the password exactly as you entered it in step 6.
8. Click Submit to save your changes.
9. Be sure you notify your legal assistant, or any others who may enter your filings for you, of the
change in password.

B. FORGOT USERNAME
If you have forgotten your username, click Forgot Your User Name on the Login page. A page will
appear asking you to enter the primary email address associated with your account.
1. Fill in your primary email address, and click Submit.
2. Check your email account for a message sent from the eFlex system. It will contain your
username.

DOCUMENT PREPARATION PRIOR TO EFILING

Documents must be submitted in an accepted format. Failure to do so will generate an error
message.
 Documents need to be submitted in a PDF format. (The exception to this rule is for Proposed
Documents which must be submitted as a word document (doc or docx). This enables court
personnel to make appropriate changes to create an order.)

Image: Text that Identifies Acceptable Format Type for Document Upload

 Using only PDF format also applies to exhibits such as copies of contracts, copies of cancelled
checks, etc. Scan and save these items as a PDF instead of jpg or jpeg.

 Individual document size is limited to 10 MB. Multiple documents can be included in a single
submission. The size limitation for an entire submission is 30 MB.

 To keep the file size down when scanning, use the black and white setting rather than color
(unless the loss of the color degrades the value of the evidence.) Color increases the size of a file.
Another option to reduce file size is to reduce the dpi, as long as the resolution is high enough to
make the document readable.

NAVIGATING THE FILER INTERFACE

THE HOME PAGE
The Home page of the Filer Interface is the first screen upon login. The Home Buttons provide quick
access links to take the user to the screens most often visited. The user may also navigate the
interface using the Menu Bar which is conveniently located across the top of every page. Hover over
each tab to display page options available for the filer. Many of these menu items are replicated as a
Home button.

Image: The Home Page

 Any number in parentheses next to the Buttons indicates the number that has yet to be acted
upon by the filer.
 The username appears in the upper right corner of the screen, based on the user’s profile
information.
 For best results, users are strongly encouraged to use only the navigation buttons that are
displayed on the eFiling interface, rather than using the internet browser back arrow. These
navigation buttons will appear at the bottom of each page and will give the user options such a
Back or Next.
 Another navigation tool is the breadcrumb trail displayed at the top of every page, just under the
menu bar. The active links show the pages the user has visited to get to the current page. Clicking
any of these links will take the user back to the page listed.
 This is a web application. The web session will terminate automatically if there is no activity on
the webpage for 20 minutes. A session is considered active as long as there is interaction with the
web server, such as clicking Next or the Submit button. Typing in a text field does not count as
being “active.”

Buttons on the Home Page

INITIATING A NEW CASE

1. On the Home Page, click the New Case button. Alternately, hover over the eFile Tab and select
New Case from the drop-down selections.
2. Click the appropriate Jurisdiction; click the desired Case Category; click the desired Case Type.
Each page choice filters the available options on the next page.
3. On the Case Initiation page:
a) Click the Add My Parties button to be directed to the Add a Party Page.
Image: Buttons to add Case Parties

4. On the Add a Party page:

a) Select the appropriate radio button for Company or Person and fill out text fields for
information that you have, noting that fields with an asterisk are required in order to add
the party to the case.
b) It is unnecessary to fill out the section Add an Attorney for this Party because the
attorney filing will automatically be added as the attorney on the case since they are the
one initiating the case for their client.
c) Click Next at the bottom of the page to return to the Case Initiation page.
5. On the Case Initiation page:
a) To add additional plaintiffs, click the Add My Parties button again and repeat the listed
steps above.
b) Click the Add Other Parties button.
c) Create the profile following the steps above.
d) If the opposing attorney information is known, click the Add button under the Add an
Attorney for this Party section.

Image: Click the Add Button

e) Choose to fill in either the attorney’s last name, the bar number, or the organization. Click
the Search button to see if this individual is in the system.
Image: Attorney Search Fields

f) The system will display possible matches, especially if an organization field has an entry
and multiple attorneys may appear. Mark the checkbox next to the correct attorney. This
will enable the SAVE button to be clicked. Click to proceed.
Image: Clicking Search opens a Table if there is a Match

g) If there is not a match in the system, a red text message will appear. One may opt to skip
the Add an Attorney for this Party section of the page, or choose to click the Clear button
and proceed by clicking the Add New Attorney button.

Image: Red text Message will Appear if there is No Match

h) The Add/Edit New Attorney Details pop-up box will appear when the Add New Attorney
button is clicked. Fill in the fields will all known information. Be aware that the fields
marked with an asterisk are required. Click the Save button at the bottom.
Image: The Add/Edit New Attorney Details Pop-up Box.

i) Click the Next button at the bottom of the page to continue with the case initiation.
6. View the case participants listed. Click their hyperlink name to make any edits. Click X to remove
them. Click Next to proceed.
7. On the Add a Document Page:

Image: The Add a Document Page

a) Document Category – Select a category from the drop-down list in this Optional Field to
filter the choices that will display in the Document Type field.
b) Document Type - Select the appropriate document type from the drop-down menu. If
the document type you need is not listed, try again by first removing your selection from
the Document Category field. The filtering perhaps removed the document type you are
searching for.
c) Additional Text – Enter text in this optional field to give greater detail to the document
type, if desired. This description will display as part of the document listing in the Case
Summary.
d) Take note of the system acceptable File Format Types when choosing a document to
upload. Choosing the wrong type will result in an error message.
e) Document Location – Click the Browse button to locate the document on your computer.
f) Add – Click to upload the selected document to the filing.
NOTE: Some document types require additional information. When applicable, after
clicking Add, the user will be directed to another screen which will request the additional
information. An example would be a Notice of Case Association for Pro Se filers. Fill out
the requested information and click Next.
Add subsequent documents one at a time. (The total submission size must be less than 30
MB.) To view the listed document, click its hyperlink title. To delete, click the Remove
icon.

g) Move to Draft Button – Click if you choose to finish the submission at a later time. All
data will be saved. (To retrieve the Draft later, hover over the eFile tab and select Draft
Filings. Click the hyperlink Description to proceed with the filing.)
h) In the On Behalf of column, click the down arrow to select which case party is associated
to the document listed. Click Add. This will display the individual with a red X next to their
name. This X is for deleting the name if an error has been made.
i) Click Next when all documents have been added.
8. Review and Approve Filing Page – The filer is able to view, edit, add/or remove documents, select
a payment method if applicable to the filing, go back to a previous page in the case initiation,
cancel the filing, move the filing to be a draft in order to act on it at a later time, or submit the
filing to the court.
a) The Client # - This optional field is a convenience for filers with an internal filing system.
b) If there are required fees associated to the filing, the amount due will display as estimated
fees. Click the Add Wallet Item button to create a credit card token for the payment of
the fees for the filing. This will direct the user to the secure site of Heartland, Nevada
Third District’s third-party payment vendor. There you will be prompted to enter credit
card information. Payment of all fees is required before the filing will be submitted to the
court. If applicable to the filing, click the radio button Indigent or Government Agency.
Image: Top Portion of the Review and Submit Filing Page

c) The Change Case Data button enables the filer to return to the Case Initiation page to
edit case participant information.
d) Click the hyperlink document title to view the documents. Click the Add/Remove
Document button to make changes.
e) Use the optional Special Filing Instructions field as a means to communicate with the
court.

f) Click the button Submit the Filing. You may also choose to select Back or Move to Draft
as needed.
NOTE: When you initiate a new case as a case participant, the case number will automatically be
added to your “Cases” list. These may be view by hovering over the Cases Tab in the menu bar and
selecting Cases from the drop-down list. The Cases data table is a useful tool to easily find case-
relevant information.

FILING AN APPLICATION FOR FEE WAIVER

A Pro Se filer, or an attorney filing for his client, may submit documentation to the court to request
fee waiver status, based on financial need, for up to one year. (After one year, it is required to file
another Application, if needed.)
Two documents need to be filed as part of the fee waiver process: the Application for Fee Waiver,
which is a financial form accessed by clicking the District Court Forms link on the Filer Interface login
page, and a Proposed Order to Proceed in Forma Pauperis, which will be generated by the system.
1. For case initiation, on the Add a Document page, in the Document Category field, click the down-
arrow to select Applications.
2. In the Document Type field, select Application for Fee Waiver.
3. Click the Browse button and select the filled-out Application for Fee Waiver form from your
computer.
4. Click Add. The Application for Fee Waiver will now be listed in the Document table.
5. In the Document Category field, click the down-arrow to select Orders.
6. In the Document Type field, select Proposed Order to Proceed in Forma Pauperis.
7. This action will gray out the Browse button and make it inaccessible for clicking. Instead, click the
Add button.
8. This directs the user to a screen that identifies whose name will display on the generated
proposed order and ultimately on the order signed by the judge. As a filer, review the
information, make changes as needed, and click Next to proceed.
9. The proposed order will now display in the Document table. To view the document, click the
hyperlink View Generated Document. Click the down-arrow in the On Behalf of field and select
the appropriate name.
10. Click the Next button to proceed. Do not add a complaint or petition at this time. Wait until after
the judge has issued an Order Denying or an Order Granting the Application.
11. On the Review and Submit Filing page, click the Submit the Filing button.
12. If the Order comes back as DENIED, the filer may proceed by filing their complaint or petition,
knowing that the fee must be paid by them in order to submit the filing.
13. If the Order comes back as Granted, the filer may proceed by filing the complaint or petition. On
the Review and Submit page in the payment section, the filer will select the radio button Indigent
Request. The clerk will be able to verify on their end that this ruling is in place.

FILING TO AN EXISTING CASE

On the Home Page, click the Existing Cases button. Alternately, hover over the eFile Tab on the
Menu Bar and select Existing Case from the drop-down list. This directs the user to the Cases Page.
The Cases page not only allows a filer to efile to an existing case, it also gives the user easy access to
cases, documents filed to the cases, and to the service list information associated to a particular case
at the time of the query.
Image: Navigating to the Cases Page

1. The top portion of the Cases page displays a Case Number text field. Enter a case number and
click one of the three buttons to its right:
Image: Action Buttons on the Cases Page

 The eFile button - This button directs the user to the Add-a-Document page to
proceed with a new filing.
 The History button - This opens a new browser tab and displays the Case History.
 The Service List button - This opens a new browser tab and identifies those case parties
who will receive a filing’s notification electronically or those who
will need to be served in the traditional manner. (This list will
vary moment to moment depending on when new filers request
an efiling account and gain access to electronic notification.)
2. The Search Cases button is also used in conjunction with entering a case number in the Case
number field when the user chooses locate the case within the Case Data Table.

Image: The Search Button to Find a Case inside the Case Data Table

3. The bottom portion of the page displays the Case Information Table.
Image: The Case Information Table

 The data in each column has an ascending/descending sort feature that sorts
alphabetically or numerically. Click the column header of choice to cause the table display
to be organized according to the header selected. Clicking the column header a second
time reverses the order of the displayed information.
 Hovering and pausing over any blue text hyperlink will pop-up a help guide for the user
explaining what action will happen if you click on it.
 Clicking the +sign next to any listing in the Case Title column will expand the section and
display the case documents. Clicking the hyperlink Document Title will open the
document for viewing, printing, or saving. Clicking the – sign will collapse the section.
a) Clicking the hyperlink case number in the Case Number column on the line of the
intended case, will open a new browser tab and display the Case History, which includes
case participant information as well as links to open, view, and print court-stamped
documents in their final state as they are recorded permanently in the CMS (case
management system).

Image: The Case History Page Displays in a New Browser Tab

b) Clicking the eFile hyperlink on the Case History page will direct the filer to the Add a
Document page to proceed with a new filing to the existing case.
c) Clicking the hyperlink Service List in the Service List Column opens a new browser tab and
identifies those case parties who received a filing’s notification electronically or by
traditional means. (This list will vary moment to moment depending on when new filers
request an efiling account and gain access to electronic notification.)
Image: The Service List Displays in a New Browser Tab

d) Marking the checkbox in the Inactive column gives the user the option to hide the case
from view by clicking their choice of radio buttons: Show Active, Show Inactive and Show
Both.
Image: Radio buttons on the Cases Page

NOTE: Any user with a correct case number can efile on a case; however, users will not be to view
a case history unless they are a party on the case or counsel of record. Self- Represented filers
will need to file a Notice of Association to be electronically connected to their case. This will
permit them to view the case history.

FILING A NOTICE OF APPEARANCE BY AN ATTORNEY

1. When an attorney files a case initiation, the system will automatically add them to the case as
counsel of record. Through the system they will be able to access all case records (other than
sealed documents), receive notifications of activity on the case, and view all filed documents to
the case.
2. When an attorney is counsel for the opposing party, after uploading their Answer or Response
document, the system will direct them to a page where they enter in a text field the name(s) of
the case participant(s) for whom they are filing and will be representing. This will associate the
attorney to the case and through the system they will be able to access all case records (other
than sealed documents), receive notifications of activity on the case, and view all filed documents
to the case.
a) On the Add a Document Page, browse and select the appropriate Answer or Response
document from your files.
b) Click the Add button to include the document as part of the submission.
Image: Adding an Answer document type to the filing

c) This action will direct the user to the Summary Administration page where the user will
type the name(s) of the case participant(s) for whom he/she is representing.
Image: Summary Administration Page

d) Click the Next button to be directed back to the Add a Document page. Add additional
documents to the filing, if desired, and click the Next button to proceed.
e) Select the appropriate radio button for payment.
f) Complete the filing by clicking the Submit the filing button on the Review and Submit
Filing page.
3. When an attorney who is not on a case, clicks the Existing Cases button on the Home page,
enters a case number in the provided field on the Cases page, and clicks the History button, they
will see the following message:
Image: Error message denying access to a non-case participant

The Attorney needs to enter his appearance on the case in order to access the case records,
receive notifications of activity on the case, and view all filed documents to the case.
a) On the Add a Document page, click the down-arrow in the Document Category field and
select Notices from the menu.
b) In the Document Type field, select Notice of Appearance from the drop-down menu.
c) Click the Browse button to select the prepared document from your files.
d) Click the Add button to include the document as part of the submission. This will direct
the attorney to the Summary Administration page where the attorney will type the
name(s) of the case participant(s) for whom he/she is representing.

Image: Error message

e) Click the Next button to be directed back to the Add a Document page. Add additional
documents to the filing, if desired, and click the Next button to proceed.
f) Select the appropriate radio button for payment.
g) Complete the filing by clicking the Submit the filing button on the Review and Submit
Filing page.

FILING A NOTICE OF CASE ASSOCIATION BY THE PRO SE FILER

A Notice of Association is a document type that is filed by a Pro Se (a self-represented filer) to enable
them to gain electronic access to a case initiated by another, where they are listed as a case
participant. All case documents, notifications, orders, and other pertinent case information will
become available to the pro se filer through the system once the Notice of Case Association has been
filed and approved by the court. For added ease and convenience, the Third Judicial District Court
has configured this document type to be submitted without requiring an actual document to be
prepared and uploaded to the system. If the Pro Se Filer fails to follow these steps, they will be met
with this message when they try to access their case’s Case History:
Image: Request Denied message for a non-case participant

1. On the Home page click the button Existing Cases.

2. On the Cases page, enter the case number in the provided field. Click the button eFile.
3. On the Add a Document page, in the Document Category field, click the down-arrow to select
Notices.
4. In the Document Type field, select Notice of Association from the filtered list.
5. For this document type, the Browse button is purposely disabled because there is no document
to upload. Instead, proceed by clicking the Add button underneath the Browse button. This will
direct the filer to the Pro Se Notice of Case Association page.

Image: Disabled Browse Button on the Add a Document Page

6. This page identifies you as the Filer, filing a Pro Se Notice of Case Association. (The case is
marked “Sealed” at this point because the details of the case are not yet available to the Pro Se
until after the Notice of Association has been filed and approved.)
7. Click Next.
8. You will be returned to the Add a Document page where you can see that the document type
Notice of Association has been added to the filing. Click the down arrow in the On Behalf of field
and select your name. Click the Add button. Your name will display with a red X next to it in case
you need to cancel this action.
9. Click the Next button.
10. On the Review and Submit Filing page, click the Submit the Filing button.
11. A message will appear that your filing has been submitted. Click OK. Click the Filing Status
button.
12. This directs you to the My Filings page. Here the status of your submission may be watched in
the Status column. To return to this page later, hover over the eFile tab in the menu bar and click
My Filings.

CHECKING THE STATUS OF A FILING

On the Home Page, click the My Filings button to be directed to the My Filings page. Alternately,
hover over the eFile Tab on the Menu Bar and select My Filings from the drop-down list.

Image: Navigating to the My Filings Page

Image: Overview of the My Filings Page

1. Use the filtering fields at the top of the page to narrow your search: Filing ID, Court Case #, Status,
or Client # (This number corresponds to the optional client # field on the Review and Submit
page. It is offered as a convenience to the filer if they have an internal filing system related to
their clients. It is not a number used by the efiling system.) For the fields View Filings Between,
set the date to include the date of submission. Click Go to refresh the page and locate the
submission listing.

2. Column headers in the data table have an ascending/descending sort feature that sorts
alphabetically or numerically. Click the column header of choice to cause the table display to be
organized according to the header selected. Clicking the column header a second time reverses
the order of the displayed information.

3. The default column for the data table is the Date Submitted column, which means the most
recent filings will be at the top. This is recognized by the block color difference of the column
header that is controlling the data display. If another column is selected for filtering, this will
become the new default setting for the session. If you leave the page and return again in the
same time session, it will stay as the default setting. However, if you logout or the session

terminates because of inactivity, when you log back in, the setting will refresh and the Date
Submitted will once again resume as the default column header.

4. Clicking the + sign in the Filing ID column expands the section and displays the documents in the
filing. Click the – sign to collapse the section. To view the documents, click their hyperlink name.
Image: The + sign expands the section to view the documents in the filing

5. When viewing the expanded section after clicking the + sign, if Receipt is one of the documents
displayed, this means the filing has been processed and its status is Filed. The Receipt document
is the Confirmation of Receipt document sent to the filer from the court. Click its hyperlink to
open a new browser tab to view or print this document.

6. The right column is the Status column. This column allows the filer to follow the progress of the
filing through its various stages of processing. Some statuses happen so quickly that each stage
may not visibly be tracked. Clicking the Go button will refresh the page view and post any
changes in the status. Once it has been completely processed, the Final state is Filed.
Other statuses include:
 Received - The submission has received a time stamp and will be placed in a queue for further
processing.
 Awaiting Approval - The submission is in a queue for further processing.
 Receipt Pending - An error occurred in communications. Call the e-Filing administrator.
 Rejected - Submission was denied. See the note from the clerk for an explanation. To start the
resubmission process, click Resubmit.
 Filed – The final status of the filing. No further action. The filer should look at their case
history or receipt of the submission to download signed documents and check for notes from
the Clerk.

 Accepted-Presented to Judge –Accepted and routed to a Judicial Queue for a judge to review.
This means that even though the submission has been filed, the proposed document may not
have been reviewed at this time, but it has been presented to a judge.
 Resubmitted - This submission was “Rejected,” and the filer used the old submission to create
a new submission. The status of this submission has no future value, and the filer needs to
look at the new submission status.
7. Click the status hyperlink to be directed to the Filing Status Page. (see pg X for the section:
Accessing the stamped documents and Confirmation of Receipt.)

RESUBMITTING A REJECTED FILING

1. If a clerk rejects a filing, they are instructed to enter a note for the filer to explain the reason why.
With these instructions, the filer can correct the filing and resubmit it. The system flags the filer
of the note using an exclamation point inside a yellow rectangle. Clicking the hyperlink status of
the Rejected, listed under the Status Column, the user will be directed to the Filing Status page
where they may read the note written by the clerk or in some instances, the message generated
by the system.
Image: The Message returned to the Filer on the Filing Status page

2. The system will also generate a “one-time-use” Resubmit button which will display to the right of
the status column.
Image: The Rejected and Resubmit Buttons

3. Click the Resubmit button. This will cause the eFlex system to clone the information from the
rejected submission and route the user to the Add a Document page where the user can make
the necessary corrections to the filing and proceed to resubmit the filing back to the court.
4. After the corrections have been made, click Next.
5. On the Review and Approve Filing page click Submit.
6. The Filing Status page will now display a Resubmitted status for the first filing and will create a
new line for the resubmitted filing.
Image: The Display of the Resubmitted Status

ACCESSING THE STAMPED DOCUMENTS & CONFIRMATION OF RECEIPT

The Filing Status Page allows you to access documents that were filed with your case for either
viewing or printing purposes.
1. On the My Filings page, click the submission’s hyperlink status inside the Status Column.
Image: The Hyperlink Status on the Filing Status Page

Image: Top Portion of the Filing Status Page

2. The Documents, as filed in the original submission, will display in the section with the column
headings Document Name and View Document. These documents do not have the court’s time
and date stamp.
Image: Bottom Portion of the Filing Status Page

3. Below the horizontal line is the Response section. This section displays the documents after they
have been processed with the court’s time and date stamp on them. When applicable to the
document type, it will also have the court’s electronic signature. Click the documents’ hyperlink
listings to display the document in a newly opened browser tab. Any document that is listed as
generated.pdf is a system-generated document. Do not open the form.xml link as this is simply
computer code that the system administrator can use for information should troubleshooting be
necessary.
4. The Confirmation of Receipt is the Court’s official notification that the submission was received.
Click the hyperlink receipt.html to open a new browser tab to display the Receipt. It is
recommended that you print or save a copy for your records because documents will be removed
from your Filer Interface after 90 days. (The time is directed by the court and may be more or less
than this default time.)
Image: The Confirmation of Receipt

INCOMPLETE FILINGS
On the Home Page, click the My Filings button to be directed to the My Filings page. Alternately,
hover over the eFile Tab on the Menu Bar and select My Filings from the drop-down list.
Image: Navigating to the Draft Filings page

During the process of creating a filing, a filer may need to stop their work, save it, and continue their
filing at a later time. The Save to Draft button, located at the bottom of each filing page, is used for
this purpose. Additionally, eFlex uses the Draft feature as a backup should the internet connection
unexpectedly go down
Image: The Move to Draft Button at the Bottom of each Filing Page

To retrieve the Draft later, click the Draft Filings Button or select from the Menu Bar. A list of any
partially completed submissions will display. To proceed, click the hyperlink Description on the line of
the filing you intend to complete. Most submissions will default to the Add a Document page. If you
need to back up to the Case Initiation page, press the Back button on the Add a Document page.
Image: Click the Hyperlink to Proceed with the Draft Filing

NOTIFYING THE CASE PARTIES

On the Home Page, click the Notifications Button to be directed to the Notifications page.
Alternately, hover over the Cases Tab on the Menu Bar and select Notifications from the drop-down
list. If there is a number in parentheses next to the Notifications button, this indicates how many
“unread” notifications currently exist.
Image: Navigating to the Notifications Page

The eFlex system generates emails, or courtesy notifications, to communicate with the efiling account
user when filings are submitted on their cases. All email addresses entered in their profile will
receive the email messages. There are 3 types of email notifications sent:
 Received Notice – This states that their submission was received by the court.
 Accepted Notice – This states that their submission was accepted, or approved and recorded
by the court.
 Courtesy NEF – The “NEF,” which means Notice of Electronic Filing, identifies document(s) that
were filed to the court and which case participants received electronic notification through
the eFiling system and which participants need to be served in the traditional
manner. Addresses for the latter are included for mailing purposes. A link inside the NEF
email is provided to direct the filer to the login page and then on to the Notifications page
where the official notification, along with the documents, may be viewed.
NOTE: Once you have efiled on a case and have been added as a party to that case by the clerk of
court, your username will be associated with that case. When someone else sends a follow-up
submission on any case on which you have been indexed as a participant, you will receive a courtesy
email of this action and an official notification on your Notification page.
NOTE: For participants on the case that do not have an efiling account, it is required of the efiling user
to continue the practice of service to those participants via paper and to include the Certificate of
Service as part of the documents in the filings.

OVERVIEW OF THE NOTIFICATIONS PAGE

Image: The Notifications Page

1. Use the two Search By fields at the top of the page to filter the display of information in the
Notifications Data Table. In the left field, select a search category from the drop-down menu:
Notification ID, Description, Case Title, Case Number, or Court Division. In the right field, enter
the corresponding information. Click Go to initiate the Search. Clear the filtering fields by clicking
the Clear Search button.
Image: The two Search By fields

2. The data in each column has an ascending/descending sort feature that sorts alphabetically or
numerically. Click the column header of choice to cause the table display to be organized
according to the header selected. Clicking the column header a second time reverses the order of
the displayed information. This is a useful tool when searching through a lengthy data table.
3. Notifications that have not been read will have a bolded heading in the Document(s) filed by
column and a closed envelope to the left of the Notification ID.
4. Clicking the hyperlink Document Title will open a new browser tab to display the official NEF, or
Notice of Electronic Filing.
a) The top of the NEF contains case-related information, including document(s) filed.

b) The bottom portion of the NEF indicates the service requirements at the time the listed
document was submitted. (Future or past submissions may have different service
requirements.)
c) Persons with eFiling accounts being served electronically are listed first on the NEF.
d) Persons still requiring service by traditional means are listed under the second heading.
Image: The NEF – Notice of Electronic Filing

5. Notifications that have been read will have an unbolded title with an opened envelope.
6. Users may use the buttons Mark as Read and Mark as Unread to manually change the display of
the envelope.
7. To view the document(s) within the filing, click the hyperlink document title listed under the
8. NEF title in the Documents(s) filed by column. The time-stamped document will display as a pdf.
It is recommended that users download hard copies for their records.
9. The number of notifications shown per page can be adjusted by selecting another menu option
from the Notifications per page drop-down field. It is located on the right above the Data Table.

Image: The Notifications per Page field

10. The system is coded to auto-clean the notifications after a set period of time as determined by
the court. Users can manually clean the page by using the checkbox in combination with the
delete button.
Image: Manually Deleting Notifications

Tabs on the Menu Bar

Image: The eFile Tab and its Drop-Down Menu

The selections available to the Filer under the efile Tab are:
NEW CASE – Selecting New Case from the drop-down menu under the eFile Tab takes the
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user to the same page as if they had clicked the New Case button on the Home
Page. It directs the user through the process of selecting Court, Division, Case
Category, Case Type, Case Initiation, Adding Parties, Adding Documents and
ending with the Review & Submit Page before sending the case initiation filing
to the court. Because the Menu Bar is available on every page, it is not
necessary to return to the Home Page to click the New Case Button.
EXISTING CASE - Selecting Existing Case from the drop-down menu under the eFile Tab
takes the user to the same page as if they had clicked the Existing Cases button
on the Home Page. It directs the user to the Cases page, where they can
choose to efile, view a Case History, or view the current Service List which
identifies which case parties will receive an NEF and which ones must be
notified by a traditional method of service.
MY FILINGS - Selecting My Filings from the drop-down menu under the eFile Tab takes
the user to the same page as if they had clicked the MY FILINGS
Button on the Home Page. It directs the user to the My Filings page where
they can get an overview of all their filings. This includes checking the current
status of their filings, viewing and printing the court-stamped documents that
were submitted with their filings, and viewing and printing the Confirmation of
Receipt.
DRAFT FILINGS - Selecting Draft Filings from the drop-down menu under the eFile Tab
takes the user to the same page as if they had clicked the Draft Filings Button
on the Home Page. It directs the user to the Draft Filings page where a table of
partially completed filings may be viewed. To proceed with any one of them,
click the hyperlink Description and it will direct you to the Add a Document
page. If edits need to be made on the Case Initiation page, press the Back
button to be directed there. Continue with the usual steps for filing to a new or
existing case and submit the filing to the court.

Image 38: The Cases Tab and its Drop-down Menu

The selections available to the Filer under the Cases Tab are:

CASES – Selecting Cases from the drop-down menu under the Cases Tab
takes the user to the same page as if they had clicked the Existing Cases Button
on the Home Page. It directs the user to the Case page where a case data
table, made up of the user’s own cases, can be searched to view individual
cases in greater detail. Here they can efile to one of their own cases or any
other existing case, view case histories and documents on cases in which they
are council of record, or see the service list information associated to one of
their cases at the time of the query.

NOTIFICATIONS – Selecting Notifications from the drop-down menu under the Cases Tab takes
the user to the same page as if they had clicked the Notifications Button on the
Home Page. It directs the user to the Notifications page where they can view
the official NEF’s received from the court as well as see all the court-stamped
documents of filings that any party of their cases have made.

FILING CHARGES – Some documents filed to the court require the payment of fees. The total amount
owing will show on the final page before submission (Review and Submit Filing page).
After submission, the filer is directed to the secure site of PayGov.US, Stark County’s
third-party payment vendor, to enter their payment information. The eFlex system
records the payments and keeps track of payment information going back twelve
months.
NOTE: If the filer goes to the court and makes a direct payment to the clerk,
these payments will not appear in eFlex.

OVERVIEW OF THE FILING CHARGES PAGE

1. On the Filing Charges page, click inside the date fields to select a date range from the pop-up
calendar. Click Go.
Image: Left Side of Filing Charges Data Table

Image: Right Side of Filing Charges data table

2. The information will display in a data table: Filing ID, Tracking ID, Case Title, Case Number, Court
Division, Description, Date, Account, Authorization Code, Receipt No. and Court Fees. Each
column in the data table has an ascending/descending sort feature by clicking on the column
heading and controlling the order of the listings with the up/down arrow. This is a useful tool
when searching through a lengthy data table.
3. Another useful tool is clicking the Export to file hyperlink. The default will allow you to export this
to an excel spreadsheet. Other options are available as well.
Image: Export to File

Image: Options for Exporting File

Image: The My Profile Tab and its Drop-down Menu

The selections available to the Filer under the My Profile Tab are:
MY PROFILE - When you register for an account, you are required to provide profile
information, which can be edited or updated later as needed. Periodically you
might see a pop-up asking you to verify the current profile info. The default for
the pop-up reminder may be every 90 days. This is set by the system
administrator per the court’s instructions, so it may be more or less frequent.
OVERVIEW OF THE USER PROFILE PAGE
1. Hover over the My Profile Tab and select My Profile from the drop-down menu. The User Profile
page will appear and display the information entered when the user account was created or
modified.
2. To change the information in the user profile, click the button Modify User Profile. This will
direct the user to the Modify User Profile page. Fields that display a textbox may be modified.
Image: The Modify User Profile Button

NOTE: It is important that the primary email associated with this account is kept up to date as
that is the way the eFlex system communicates with you about activity that has taken place on

your cases. If you change your email account and do not record the new email on your user
profile, you will no longer receive NEF’s (Notifications of Electronic Filing) for your cases.
3. Optional: The alternative email addresses are provided so that someone else can receive email
notices when you receive courtesy notices on your cases. This may be used for partners or
assistants.
4. Optional: The eFlex system default is to automatically send users emails notifying them of status
updates for action taken on their filings. If you do not wish to receive email updates on status
changes for received filings, approved filings, partially approved filings, or rejected filings on all of
your cases, select the appropriate radio button to discontinue that service.
5. Click Submit to save the changes you have made and be returned to the User Profile page.
NOTE: If modification needs to be made to information on the Profile page that does not appear to
be editable, such as the organization to which the user is associated, the user will need to contact the
system administrator for assistance.
CHANGE PASSWORD - You may change your password whenever desired. Periodically
changing of your account password is a wise security measure. We
recommend that your password be something that you can remember, but is
difficult for others to figure out. A strong password has symbols, upper and
lower case characters, and numbers. Passwords are case sensitive.
Image: The Change Password Fields

STEPS ON THE CHANGE PASSWORD PAGE

1. Hover over the My Profile Tab and select Change Password from the drop-down menu.
2. Enter the temporary password in the Password field.
3. Create a new password following the password requirements and type it into the New Password
field.
4. In the Confirm New Password field, re-type the password exactly as you entered it in step 3.
5. Click Submit to save your changes.
6. Be sure you notify your legal assistant, or any others who may enter your filings for you, of the
change to your password.
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37

NOTE: When you are changing your password using the Forgot My Password feature on the log-in
page, make sure in the first password field that you type the new temporary password given you in
the email. Don’t try to remember your old password because that information no longer applies.

LOGIN HISTORY - The Login History screen shows your login failures. Its purpose is to help you
monitor any unauthorized login attempts. If your account has too many login
failures, the system will automatically suspend your account. If this occurs, call
the support helpline to reset your password. Changing your password on a
regular basis is one way to help avoid unauthorized access to your account.

STEPS ON THE LOGIN HISTORY PAGE

1. Hover over the My Profile Tab and select Change Password from the drop-down menu.
2. The Login History page appears displaying a list of the login attempts along with the date, login
result, and IP address of the requesting machine.
Image: The Login History Page

Image: The Log Out Tab

1. To log out and terminate the current session to the server, click Log Out on the Menu Bar.
2. A red text message will appear if you have incomplete filings and ask if you are sure of this action.
Image: Warning Message to the Filer

3. Review the list of incomplete filings that have yet to be submitted to the court. These filings
include those the Filer purposely postponed by clicking the Move to Draft button as well as any
the system automatically added. (The eFlex system automatically executes a save action on
incomplete filings when a user selects Logout.) The information entered will be saved in draft
form and accessible for completion on subsequent logins. To retrieve the Draft later, hover over
the eFile tab and select Draft Filings. Click the hyperlink Description to proceed with its filing.