«OFS-FS-200-3420 v.2 October 2015 COPYRIGHT AND CONFIDENTIALITY Copyright © 2015 Tyler Technologies, Inc. All rights reserved. Use of these materials ...»
Odyssey File & Serve™
User Guide – Release 3.12
OFS-FS-200-3420 v.2 October 2015
COPYRIGHT AND CONFIDENTIALITY
Copyright © 2015 Tyler Technologies, Inc. All rights reserved.
Use of these materials is governed by the applicable Tyler Technologies, Inc. license agreement.
This notification constitutes part of the documentation and must not be removed.
ii October 2015 OFS-FS-200-3420 v.2 Contents
CONTENTSCOPYRIGHT AND CONFIDENTIALITY
CHAPTER 1 SYSTEM OVERVIEW
RELEASE 3.12 NEW FEATURES
BEFORE YOU BEGIN
CHAPTER 2 E-FILING OVERVIEW
FILING QUEUE STATUS
CHAPTER 3 FILE & SERVE HOME PAGE
CHAPTER 4 FILE & SERVE REGISTRATION
REGISTERING AS A USER WITH AN EXISTING FIRM
REGISTERING AS AN INDEPENDENT USER
RESETTING YOUR PASSWORD
CHAPTER 5 LOGIN AND LOGOUT
CHAPTER 6 WORKSPACE
CHAPTER 7 TEMPLATES
CREATING A TEMPLATE
EDITING A TEMPLATE
DELETING A TEMPLATE
CHAPTER 8 CASE INITIATION
FILING A NEW CASE
ENTERING PARTY DETAILS
ENTERING FILING DETAILS
SELECTING CONTACTS TO RECEIVE SERVICE
VIEWING THE CASE SUMMARY
CHAPTER 9 CASE SEARCH
SEARCHING FOR A CASE
PERFORMING AN ADVANCED SEARCH BY PERSON
PERFORMING AN ADVANCED SEARCH BY BUSINESS
CHAPTER 10 SUBSEQUENT FILING
FILING INTO AN EXISTING CASE
FILE INTO A CASE NOT LISTED
FILE INTO A CASE THROUGH CASE SEARCH
CHAPTER 11 MY ACCOUNT
CHANGING THE USER PASSWORD
ADDING PAYMENT ACCOUNTS
CHANGING THE SECURITY QUESTION
MANAGING EMAIL NOTIFICATIONS
CHAPTER 12 BOOKMARKS
CHAPTER 13 FILINGS
FILTERING THE FILINGS QUEUE
EXPORTING E-FILING TRANSACTIONS
VIEWING THE EXPORT FILE
COPYING THE ENVELOPE
VIEWING THE ENVELOPE DETAILS
ADDING SERVICE CONTACTS TO THE FIRM
RESUMING THE FILING PROCESS
CANCELING A FILING
CHAPTER 14 SERVICE CONTACTS
ADDING SERVICE CONTACTS TO A CASE
OFS-FS-200-3420 v.2 October 2015 iii Odyssey File & Serve™ ADDING SERVICE CONTACTS FROM MASTER LIST
ADDING SERVICE CONTACTS FROM PUBLIC LIST
VIEWING SERVICE CONTACTS HISTORY
VIEWING THE SERVICE CONTACT DETAILS
VIEWING THE ATTACHED CASES LIST
REPLACING SERVICE CONTACTS ON THE CASE
DEACTIVATING A SERVICE CONTACT ON THE CASE
TYLER TECHNOLOGIES TECHNICAL SUPPORT CONTACT INFORMATION
This system enables registered users to file documents with the court anytime, anywhere, 24 hours a day, seven days a week. This highly automated, scalable system provides customers the opportunity to transition from an inefficient paper-based process to a streamlined technology-based electronic filing (efiling) system.
RELEASE 3.12 NEW FEATURES The following features are new for Release 3.
Note: Features vary based on your system configuration.
Filing Status – Returned A filer can now review the status of a returned filing on the Filings page. The status is updated to Returned, still allowing the filings to be canceled and the envelope copied.
Note: When a reviewer returns a filing, the new status of Returned instead of Submitted is displayed on the Filings page.
Figure 1.1 – Filing Status – Returned Due Date for a Filing A filer can now select the due date for a filing.
Note: The due date selected will be transmitted to the Case Management System (CMS).
Figure 1.2 – Due Date Field Case Loads with a Large Number of Parties Filers can now file into cases with a large number of parties.
Previously, the system would crash when a filer filed into a case with a large number of parties. The system now provides more support for filing into these types of cases. When more than 100 parties are on a case, only the first party of each required party type is displayed, along with a message that aadditional parties excluded due to system constraints. This update allows filers to file into cases with a large number of parties on the case.
Figure 1.3 – Parties Page Appellate Case Category A filer can now file an appeal to an existing case by selecting the Appellate case category.
The Lower Case Number and Lower Court Name fields allows the filer to add specific appellate case information to the filing.
Note: This feature varies by site.
Note: An asterisk (*) indicates required information.
Figure 1.4 – Case Information Page
BEFORE YOU BEGINBefore you begin, there are several items you should be aware of to assist you with the successful operation of your software.
Note: Depending on your setup, all features may not be available. As a result, your screen may vary from what is shown in the document.
SYSTEM REQUIREMENTSThis section describes the recommended system requirements to successfully use the system.
• Browser Requirements – The system supports current versions of the Windows operating system using Internet Explorer 7 or above or Firefox. If your browser does not meet these minimum requirements, please contact your network administrator.
• Connection Requirements – A high-speed Internet connection is recommended.
• Minimum Screen Resolution – For best results, a setting of 1024x768 or better is highly recommended. If necessary, users can set their monitors to 800x600 pixels, but doing so may compromise the graphic display.
• Document Format – PDF is the only format allowed for attaching documents when using the system.
PAGE NAVIGATIONThe following sections describe how to navigate the system and populate data fields throughout the filing process.
Navigate with Breadcrumbs Breadcrumbs are a visual representation of the page you are currently on in the filing process. As you complete a page, the next page's title illuminates to show where you are in the process.
Note: Breadcrumb navigation requires information to be entered in a sequential order. You cannot move to the next breadcrumb until all of the required information on the current or previous page is completed.
Figure 1.5 – Breadcrumb Navigation Populate the Data Table The Data Title is populated using information entered or selected when completing the forms throughout the filing process.
Figure 1.6 – Data Table Enter User Information The user information you enter or select populates the Data Table.
Figure 1.7 – Data Fields Resume Filing At any point in the filing process, the system automatically saves a draft of the page on which you have completed all required fields.
This feature allows you to stop work on a filing and resume the filing at a later time. To resume filing of a saved draft, click the link at the top of the page, find your case on the FILINGS screen, and click the icon to resume your filing.
Figure 1.8 – Work Space
ERROR MESSAGESThe system displays several error messages to alert users when required information is not entered or invalid information is provided.
Password Reset Errors Scenarios Invalid User – To reset the password for your account, you will need to provide the username for the account and answer the security question for the account.
Note: That user does not exist.
No Security question on File – No security question on file for (username). Your firm administrator may still reset your password.
Note: Reset your password.
Enter Data in Required Fields Required fields are those that contain an asterisk (*) next to the field name. If you don't enter the information required into a required field and try to advance, you will receive error messages.
Note: Required fields may vary in different sections.
Look for a field outlined in red in your form. Place a cursor on the outline of the field, a required field message is displayed.
Figure 1.9 – Required Field Error Message
Receive Error Messages When an invalid error message is displayed, this means that a required field must be populated to continue.
If the screen does not change when a navigation button is selected, look for a field outlined in red in your form. Place a cursor on the outline of the field. A required field message is displayed.
Figure 1.10 – Invalid Entry Error Message
This section describes the e-filing process.
Figure 2.1 – The E-Filing Process Once a user has registered to use File & Serve, a filer can electronically file documents to the court.
When the filing is submitted, the filing is electronically delivered to the clerk's inbox. The clerk then reviews the filing and either accepts, rejects or returns the filing.
If the clerk accepts the filing, the case is docketed and set to appear in the clerk’s case management system. An electronic mail is sent to the filer with the case status along with any pertinent information regarding the case. If the option for service was selected during the filing, service is electronically sent to the contacts on the case.
If the filing is rejected or returned, the envelope is sent back to the filer with a reason and the filer is given a time line in which to make the correction and re-submit the filing.
If the filer has questions regarding their filing or case, it is recommended that the filer contact the local court.
FILING QUEUE STATUSThe filing queue status lets you know where you are in the e-filing process. The key represents the status listed for your filing.
The following filing status key table describes the status associated with each filing type.
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CHAPTER 3 FILE & SERVE HOME PAGEThe home page serves as the gateway to the system. From this screen, you can register, log in, read your court’s Message of the Day, access the user guides, view training sessions, and get contact information for Technical Support.
Figure 3.1 – File & Serve Home Page Message of the Day The Message of the Day provides important messages from the court.
Check this section daily for important messages from the court.
Login The Login area allows the user to log in and use the system. Users can log in to by entering their e-mail address and password.
Register Now The Register Now link allows is a user to register in the system using their name, contact, and payment information. The system requires all users – whether Firm Administrators, attorneys, or individuals representing themselves – to be registered in the system.
Forgot Password The Forgot Password link allows a user to request their password information be re-sent to them in cases where they have forgotten their password.
Keep Me Logged In The Keep me logged in checkbox allows a user to remain logged into the system for future access.
Learn The Learn section has links to the user documentation. The following types of documents available to help
you answer many of your day-to-day operation questions:
• The User Guide provides step-by-step instructions on using the system. The user guide covers activities such as logging in to the system, searching for existing cases, selecting the e-file and serve options, performing an e-file and serve, and changing user settings and password.
• The Firm Administrator Guide is specifically for the Firm Administrator. This guide covers administrative functions such as registering the firm, managing users, payments, attorney accounts, as well as, creating and editing the firm's contact lists.
• The Quick Reference Guide (QRG) provides only the steps needed to complete common tasks such as logging into the system, searching for a case, initiating a new case, filing into an existing case, and reviewing the filing status.
• The Frequently Asked Questions (FAQ) guide lists the most frequently asked questions from the users. The FAQ covers questions pertaining to functionality.
Train Free regularly scheduled online training is available. You can register for training online and download user manuals.
• The Web Conference Training Sessions are scheduled according to the needs of the courts.
Locate your specific court by scrolling through the list of training sessions for your court.
• Self-study Online Training is available by clicking on the link and choosing the topic of your choice.
Contact The File & Serve Technical Support Team is available to assist all users by calling 800–297–5377 Monday through Friday between the hours of 7 a.m. to 9 p.m. Central Time. You can also contact a Technical Support Representative with your questions by sending an email to email@example.com or by using the File & Serve Chat option.
REGISTERING AS A USER WITH AN EXISTING FIRMYou can register as a user if your Firm Administrator has already registered with the system and approved users to self-register.
Note: You must know your firm’s name to set up your account. The Firm Administrator may not allow users to self register. If this is the case, the firm’s name is not available when searching, and you must contact the Firm Administrator to be registered.
Figure 4.1 – Login Window
Perform the following steps to register as a user in the firm:
7. Complete the User Information form.