As we move from the DocuPeak platform to ServeManager, the physical court filing workflow will become so much easier for you. If you follow the steps noted below (or in the accompanying video), court filings will be a breeze. This will ensure quality court runs and fewer communication/correction efforts for everyone.
Accepting Jobs
You will receive notification of any new jobs pending acceptance in ServeManager.
Click the job number to review field instructions and Service Level Agreement (Rush, Same Day, Next Day, etc.) and click "Accept Job".
If not accepting the job, click "Decline" and choose a reason for declining the job as soon as possible, so the job can be assigned to another contractor.
Accept/DeclineYou will need to accept or decline jobs within the following timeframes:
Same Day Rush:
Within 30 minutes
Next Day Rush:
By 4:00pm
Same Day Standard:
By 1:00pm
Next Day Standard:
By 4:00pm
Accepted Job Checklist
Check the job for completeness:
Ensuring all documents match the court location and case.
Verifying all "Docs to be Filed” are available to print and have complete copies.
NOTE: If a download link/cloud icon is missing from a listed document, add a note to the job to communicate that all documents are not available to download/print.
Report any jobs that appear to be duplicated.
NOTE: Add a note to the job to advise document specialists.
Printing Jobs
**Recommended print workflow is to use “Bulk Options”**
Select jobs to print from your main job board.
Select “Field sheets” and “Documents to be filed” to generate a PDF packet collated with field sheet on top of documents for the job.
ServeManager will switch to the “Downloads” tab where the new PDF will be generating at the top of the list.
Once generation is complete, click the “File” name on the left to download/open the PDF for printing.
Filing Status Entries
Click the job number to open the job
Click the green “New Attempt” button in the “Filing Status” section.
Received by Court Entry
This status is for jobs that have been left at court (including a drop box).
Select the date/time documents were received at the court.
Select the “Filing Type”: “Received by Court”
Select or type a description of the delivery.
Select “Yes/No” to indicate if returning to the court to follow up on the job.
Select "Yes/No” to indicate if fees were advanced. If "Yes”:
Select ‘Check Type', Enter 'Amount', Enter Check 'Number' and Enter 'Payee Info’.
Click the “Select Files” button (or drag and drop document) in the “Returned Document” section to upload scanned caption pages with “Received” stamps or a scanned field sheet with notes about the delivery and, if applicable, a copy of the SASE.
Ensure all information is correct and all documents are uploaded.
Ensure the “Email & Share” section has the “CLIENT” “Visible” checkbox selected.
Click the green “Save" button.
NOTES:
Documents that do not require file stamps per court rules (i.e. Lodgment, preemptory challenge) must be noted in the attempt description or on the scanned field sheet.
Jobs with “No” selected for “Returning to Court/Dropbox” will be considered complete.
This option assumes the following:Documents received will not be returned from the clerk of the court to the contractors’ box, etc.
Filed documents are being mailed to the clients using a SASE left by the contractor OR a complete set of documents received will be given to the customer at the hearing.
NOTE: SASE must have “SASE” marked on field report or be noted in the attempt description.
Filed at Court Entry
This status is used when filed documents have been returned by the clerk of the court.
Select the date/time documents were filed at the court.
Select the “Filing Type”: “Filed at Court”
Select or type a description of the filing.
Select "Yes/No” to indicate if fees were advanced. If "Yes”:
Select ‘Check Type', Enter 'Amount', Enter Check 'Number' and Enter 'Payee Info’.
Click the “Select Files” button (or drag and drop document) in the “Returned Document” section to upload scanned caption pages with “Filed” stamps.
Ensure all information is correct and all documents are uploaded.
Ensure the “Email & Share” section has the “CLIENT” “Visible” checkbox selected.
Click the green “Save" button.
NOTES:
All conformed documents for the job must be scanned and uploaded to the job.
NOTE: Include an explanation in the description of the Filing Status attempt if unable to return all filed documents (partially rejected, unneeded documents provided by customer, etc.).One Legal checks are to be used to advance court filing fees.
The check details MUST be entered into the attempt when you update the job.
If you advance fees with your own funds, it must be reported in the job. We strongly urge that you refrain from using your own funds unless absolutely necessary.
Rejected by Court Entry
This status is used when all documents have been rejected by the clerk of the court.
Select the date/time documents were rejected at the court.
Select the “Filing Type”: “Rejected by Court”
Select or type a description of the rejection explaining reason, clerk's name, etc.
Select "Yes/No” to indicate if fees were advanced. If "Yes”:
Select ‘Check Type', Enter 'Amount', Enter Check 'Number' and Enter 'Payee Info’.
Click the “Select Files” button (or drag and drop document) in the “Returned Document” section to upload scanned “Rejection Letter(s)” or if no rejection letter was issued by the court, upload a “Field Sheet” with rejection information.
Ensure all information is correct and all documents are uploaded.
Ensure the “Email & Share” section has the “CLIENT” “Visible” checkbox selected.
Click the green “Save" button.
NOTES:
All rejected documents or rejection notifications must be scanned and uploaded to the job via the ServeManager mobile app.
Any check submitted to the court for fees, despite rejection reason (i.e., Stipulation fee), MUST be entered into the attempt on the job.
Checks used to advance court filing fees that cannot be used due to rejection are to be voided.
Partially Rejected by Court Entry
This status is used when not all documents have been filed by the clerk of the court.
Select the date/time documents were partially rejected at the court.
Select the “Filing Type”: “Partially Rejected by Court".
Select or type a description of the partial rejection explaining reason, clerk's name, etc.
Select "Yes/No” to indicate if fees were advanced. If "Yes”:
Select ‘Check Type', Enter 'Amount', Enter Check 'Number' and Enter 'Payee Info’.
Click the “Select Files” button (or drag and drop document) in the “Returned Document” section to upload all scanned filed documents and “Rejection Letter(s).” If no rejection letter was issued by the court, upload a “Field Sheet” with rejection information.
Ensure all information is correct and all documents are uploaded.
Ensure the “Email & Share” section has the “CLIENT” “Visible” checkbox selected.
Click the green “Save" button.
NOTES:
All rejected documents must be scanned and uploaded to the job.
Any check submitted to the court for fees, despite rejection reason (i.e., Stipulation fee), MUST be entered into the attempt on the job.
Checks used to advance court filing fees that cannot be used due to rejection are to be voided.
If you advanced fees with your own funds, it must be reported in the attempt on the job.
Court Follow Up Entry
This status is used to report information to the customer on jobs “Received by Court.”
Select the date/time of follow-up with the court.
Select the “Filing Type”: “Court Follow Up”
Select or type a description of the follow-up.
Ensure all information is correct.
Ensure the “Email & Share” section has the “CLIENT” “Visible” checkbox selected.
Click the green “Save" button.