2 Table of Contents 1. Preface Accessing the System Registering Initiating the Registration Process Adding or Changing Registration Information Registration Summary My Cases Filing a New Case New Case Filing Page Filing Selection Civil Case Filing Domestic Case Filing Parties Party Types Party Search Function Domestic Relations Party Search Adding Parties Individual/Person Add Party Page Business/Other Entity Party Add Page Adding Children Missing Information Entering Address Information Address Entry Guidelines Party Entry Guidelines Additional Party Information Additional Plaintiffs/Defendants Editing Parties Finalizing Parties Attaching Documents Document Formats and Limits Mandatory Documents Additional Documents Finalizing Document Submission Managing Services Entering Service Information Domestic Relations Scheduling Processing Payment Transmission Report Secondary Filing Accessing the Secondary Filing Page Secondary Filing Case Selections Civil Secondary Filing Page Domestic Secondary Filing Page Hearing Continuances Completing the Secondary Filing Adding Documents Adding Parties Reviewing Service Logging off the System Other Information Forgotten User Name and Passwords Specific Filing Types Notifications Cases that Cannot Be Filed Electronically Signing Documents Time Stamp Dates... 70
4 Figure 60. Additional Documents Dialog Figure 61. Successful Additional Documents Window Figure 62. Completed Main Pleading Page Figure 63. Document Confirmation Dialog Figure 64. EFiling Service Summary Page Figure 65. Service Error Figure 66. Service Detail Page Figure 67. Incomplete Service Information Figure 68. Completed Service Detail Page Figure 69. Completed Service Summary Page Figure 70. EFiling Hearing Page Figure 71. Scheduling Page Figure 72. Payment Page Figure 73. Payment Page Errors Figure 74. EFiling Transmission Report Figure 75. Payment Confirmation Figure 76. My Cases Page List Figure 77. Case Search Page Figure 78. No Cases Found Message Figure 79. Case Search Results Figure 80. Case Information Page Figure 81. Secondary Filing Page Figure 82. Civil Secondary Filing Dropdown Figure 83. Secondary Filing Jury Demand Figure 84. Initial Domestic Secondary Filing Page Figure 85. Domestic Secondary Filing Types Figure 86. Hearing Tab Figure 87. Hearing Information Figure 88. Schedule Questions Dialog Figure 89. Secondary Filing Documents Selection Figure 90. Secondary Filing Party Selection Figure 91. Secondary Filing Service Page Figure 92. Logoff Location Figure 93. Confirm Logoff Figure 94. Forgot Username Link Figure 95. Forgot Username Dialog Figure 96. Username Figure 97. Forgot Password Link Figure 98. Retrieve Password Dialog Figure 99. Security Dialog Figure 100. Password Figure 101. Reset Password Dialog Figure 102. Motion Dialog Figure 103. Proposed Order Dialog Figure 104. Filing For Government Agency Dialog... 69
5 1. Preface Audience This document is intended for attorneys using the electronic filing system also commonly referred to as E-File or EFiling, to electronically submit documents to the Summit County Clerk of Courts as a part case initiation or a part of an ongoing legal matter before the Summit County Court of Common Pleas Civil or Domestic Relations divisions. This manual is written with the following assumptions: that the user has a working knowledge of web browsers such as Google Chrome, Microsoft Internet Explorer, Mozilla Firefox or Safari; a working knowledge of Microsoft Word and an understanding of Adobe Acrobat used to create portable document format files. Purpose Conventions Help This manual is written to provide the fundamental knowledge necessary to initiate new civil and domestic cases via the EFiling application as well as ongoing secondary filings. It provides step-by-step directions of all aspects of the EFiling application with descriptive figures to assist the filer with the process. Standard If you need help, please contact the Summit County Clerk of Courts helpdesk at: Phone: Version Notes Revision to include Domestic Relations related information. This manual is based upon results from using Microsoft Internet Explorer version 11. DISCLAIMER: Use of the Summit County Clerk of Courts electronic filing system does not negate the need to comply with the Ohio Rules of Court, including, but not limited to the Ohio Rules of Civil Procedure, the Rules of Superintendence or the local rules governing the Summit County Court of Common Pleas. Summit County Clerk of Courts 1 May 21, 2015
6 2. Accessing the System The Summit County Clerk of Courts EFiling system can be accessed by typing the following directly into the address bar of your web browser: When the site is successfully accessed, the EFiling logon page is displayed. This is the entry point into the EFiling system. Figure 1. EFiling Logon Screen If you are already registered, you can simply enter your current username and password to continue. Selecting the links preceded with the PDF icon ( ) will result in documentation being displayed. The remaining links (Not a Registered User, Forgot Username? and Forgot Password?) and their specific functions will be addressed throughout this manual. You must be a registered user before you can utilize the Summit County Clerk of Courts EFiling system. Note also that this system will essentially log you off automatically if it detects a period of inactivity greater than 10 minutes. It is highly advisable to have your information organized so you can complete your filing without delays as you may be required to log back in and start the filing process from the beginning. There is no Save function in the system, thus you cannot stop your activity to resume it later. Summit County Clerk of Courts 2 May 21, 2015
8 Figure 4. Filer Information Page The system enables you or your designee (paralegal, legal assistant, etc.) to register to use the EFiling system. If you are an attorney who is registered with the Ohio Supreme Court or if you are an attorney who has sought Pro Hoc Vice admission from the Ohio Supreme Court, select the I am an Attorney radio button. Likewise, if you work for/with an attorney and are going to register him/her, select the I am an Attorney radio button as shown in the next figure. Figure 5. Attorney Selection Selecting the Cancel button will return you back to the login screen. Pressing the Continue button will result in the displaying of the Registration Information page which will allow you or your designee to enter information the system requires to be a fully registered user of the system. Summit County Clerk of Courts 4 May 21, 2015
9 Entering data in the Attorney Registration Information page in Figure 6 is a straightforward process that begins with entering (and registering) your Ohio State Bar Identification number and selecting the Search Attorney Number (Item 1) in Figure 6 below. Figure 6. Registration Information Page In the event the case management system does not have your information, expect to see a message similar to the one displayed in Figure 7. Please review the information in Section 3.2 on what to do should you receive this message. Figure 7. No Attorney Information Additionally, if you inadvertently enter a Bar ID that is currently in use (other than your own), the system will display an error message similar to the one shown in Figure 8. Summit County Clerk of Courts 5 May 21, 2015
10 Figure 8. Bar ID in Use Message If you have been admitted to practice in the State of Ohio and previously filed a pleading on a case, the EFiling system will return the most up-to-date information that is currently available in the Clerk s case management system. An example is provided in Figure 9. Figure 9. Registration Information Page with Data Summit County Clerk of Courts 6 May 21, 2015
11 3.2 Adding or Changing Registration Information If the Attorney Registration screen contains data, you may add or change it with the exception of your Login ID. Information you add or change will update the Clerk s case management system. If the system displays the message in Figure 7 above, you will need to supply the EFiling system with applicable data in order to complete your registration. Fields in Red are Required! The required fields on this screen are as follows: Attorney Registration Number (Bar ID) First Name Last Name Address Type Address City State Zip Bar Admission Date State Of Admission Business Phone Number Security Question Security Answer Password (And Confirmation) Address (And Confirmation) Things to Remember: If you need to erase all of the information on the page, pressing the Clear Form button will delete all of the information on the page you entered and allow you to start reentering. If you are in the midst of entering information and have to stop for some reason, you can always select the Back to Login link at the bottom of the page. This will return you to the login screen as shown in Figure 1 and allow you to start the process all over. If you forgot to enter required information and press the Continue button, the system will highlight your error with an asterisk (*) and provide an explanation of what is missing as shown in Figure 10. Figure 10. Missing Information Summit County Clerk of Courts 7 May 21, 2015
12 Your Bar ID is your username. You may want to jot down your password and store it in a secure place. You may also want to do the same with your security question and answer. The Summit County Clerk of Courts does not store password information. If you forget your password, your security question or your security answer, you may have to completely reregister so please take the time to protect this information. 3.3 Registration Summary Upon successful entry of all required information on the Attorney Registration page, the final step in the registration process is to review your information by way of the Verify Information page. This summary page shown in Figure 11 enables you to review your information and provides you with the ability to return to the Attorney Registration page to correct any errors by selecting the Edit button or to progress farther into the EFiling system by selecting the Continue button. Figure 11. Registration Summary Upon successful registration, an will be forwarded to the address that is on file for you in the Summit County Clerk of Courts office. If the information on this registration is incorrect, please log back into the system and make any necessary changes. Summit County Clerk of Courts 8 May 21, 2015
13 Each time you successfully log on to the EFiling system, a slightly different version of this page (Figure 12) will be presented to you which provides you with the opportunity to update information. Figure 12. Information Verification Page You have the ability to perform the following functions: Selecting the Continue button will direct you to the next phase of the EFiling application My Cases which is covered in Section 4. Selecting the Update button will direct you back to the Attorney Registration page where you can update your information. Selecting the Logoff button will prompt you with a message (Figure 13.) which will end your session. There are two places to logoff: the Logoff button at the bottom of the page and the Logoff link in the top right-hand corner of the page (orange arrows above). Figure 13. Logoff Confirmation Selecting Yes will end your session while selecting No will return you to the page. Summit County Clerk of Courts 9 May 21, 2015
14 4. My Cases The My Cases page in the EFiling system provides a snapshot view of the cases with which you are associated to within the Summit County Clerk of Courts case management system. Cases displayed here are currently limited to the Civil and Domestic Relations divisions. As other divisions come on line with the case management system and adopt EFiling, those cases will be displayed here as well. Cases on this page are displayed chronologically from newest to oldest. Figure 14. My Cases Page It is from this page that all EFiling activities originate. The functions that you can perform from this page are listed below: A. Case Number links. Selecting a case number link will enable you to submit additional filings through the Secondary Filing function which is reviewed in Section 11. B. File New Case button. Selecting this button will initiate the new case filing function within the EFiling system. This function is explained in Section 5 New Case Initiation. C. Case Search button. When this button is selected, the system directs you to the case search function which is often used when you need to submit filings on a case you re not associated with. A Notice of Appearance is required to submit filings on non-affiliated cases. Summit County Clerk of Courts 10 May 21, 2015
15 D. My Account link. Selecting this link will direct you to the Attorney Registration page should you need to change any of your information. As explained previously, you can logoff of the EFiling application at any time by selecting the Logoff link in the top right-hand corner of the page. Summit County Clerk of Courts 11 May 21, 2015
16 5. Filing a New Case Creating a new case involves a number of steps which consist of the following: Selecting the Court Division Selecting the Case Type to be created Adding Plaintiffs & Defendants Uploading required and additional documents Requesting Service Submitting Payment Verifying and submitting the Filing Each of these steps will be reviewed in the following sections (Sections 6 through 10). Secondary Filings will be reviewed beginning in Section New Case Filing Page After selecting the File New Case on the My Cases page, the system will direct you to the New Case Filing page as displayed in Figure 15. Figure 15. New Case Filing Page Page Structure Notice that the page is split into two components: the left side of the page or Filing Status section tracks the status of your filing and the right side contains dropdown selection boxes that contain available selections. As you successfully complete each step, the red will transition to a green. At the bottom of the Filing Progress (left-side of the page), the My Cases link is present. Selecting this link will return you to the My Cases page presented in Section 4. Similarly, selecting the Cancel button on the bottom of the right-hand side of the page will generate the same result. Summit County Clerk of Courts 12 May 21, 2015
17 5.2 Filing Selection You are now ready to begin the process to file a new case. There are differences in how this page works depending on what in what court division you are filing Civil or Domestic. The nuances of both are presented below. Remember, fields denoted in RED are required Civil Case Filing To file a Civil case, access the Court Division dropdown selection field and choose Civil (A) as shown in Figure 16. Figure 16. Court Division Selection Next, select the case type (B) as shown in Figure 17. Figure 17. Case Type Selection Should a case type of Foreclosure, Other Tort or Professional Tort be selected, a third dropdown selection box (Case Class) will be displayed requesting that you choose the correct case class for the case type. Refer to C in Figure 18. Summit County Clerk of Courts 13 May 21, 2015
18 Figure 18. Case Class After selecting the court division, case type and case class (if applicable) you must determine if you wish to make a jury demand. If so, check the Jury Demand checkbox as shown in Figure 19. Figure 19. Jury Demand Checkbox By selecting the Jury Demand checkbox, you are indicating within the case management system that you are demanding a jury for this cause of action; however, it does NOT negate the need to comply with Civ R. 38(B) and that if the demand is endorsed upon the pleading, the caption shall state jury demand endorsed hereon. If you are ready to proceed with your filing, select the Continue button otherwise select the Cancel button and you will be returned to the My Cases page Domestic Case Filing To file a Domestic case, access the Court Division dropdown selection field and choose Domestic Relations (A) instead of Civil as shown in Figure 16. Next, select the case type you wish to file by as shown in the next figure. Summit County Clerk of Courts 14 May 21, 2015
19 Figure 20. Domestic Relations Case Type With Domestic Relations new case filings, there is no Case Class dropdown selection field like there is for selected case types in the Civil division. However, depending on the case type you select, you may be required to answer several pre-decree questions. For example, selecting a Divorce with Children case type will result in the following questions appearing on the page. Please refer to Figure 21. Figure 21. New Case Screen with Questions The purpose of these questions is to determine the hearing type that will be required for the case type that you are filing. If you are ready to proceed with your filing, select the Continue button otherwise select the Cancel button and you will be returned to the My Cases page. Summit County Clerk of Courts 15 May 21, 2015
20 6. Parties 6.1 Party Types After establishing the case shell (court division, case type, jury demand, etc.), the next step in creating a new case is to add the necessary parties to the cause of action. In the Civil division, the primary parties are either plaintiff or defendant. The table below identifies the primary party type naming conventions for the different Domestic Relations case types. Figure 22. Party Types DR Case Type Plaintiff Defendant Annulment Plaintiff Defendant Dissolution Petitioner 1 Petitioner 2 Divorce Plaintiff Defendant Domestic Violence Petitioner Respondent Legal Separation Plaintiff Defendant The primary party types you can add will be driven by your selection for Court Division and Case Type. In other words, if your choice for Court Division and Case Type was Domestic and Dissolution No Children respectively, then you will be asked to add Petitioner1 and Petitioner2 instead of Plaintiff and Defendant. 6.2 Party Search Function If you selected the Continue button on the New Case Filing page, then the system will direct you to the E-Filing Party Search page as shown in Figure 23. The first step in adding a party to a case is to search the case management system to see whether or not the person or business entity you are attempting to add already exists within the system. This is especially important when filing new cases in the Domestic Relations division. Summit County Clerk of Courts 16 May 21, 2015
21 Figure 23. EFiling Party Search Page Important If you select the Cancel button at the bottom of this page (or on subsequent pages) during the filing process, the system will respond with a message dialog as depicted in Figure 24. Figure 24. Cancel Message Dialog Pressing Cancel on this dialog box will return you to the place where you left off. If you select OK you will be returned to the logon page. All of the information you have entered up to this point will be lost if OK is selected. You will need to start your filing from the beginning. Summit County Clerk of Courts 17 May 21, 2015
22 On the E-Filing Party Search page, begin by selecting the Add Plaintiff button in the top portion of the page as depicted below. Figure 25. Add Plaintiff When this button is selected, the system will direct you to the Party Search dialog page which will be displayed as shown in the next figure. This figure is followed by a table that describes each component. Figure 26. Party Search Dialog Function Tabs. The default selection is Search Parties. From here, you may also select Add New Party. This function will be discussed in Section 6.4. Entity Type Selection. Selecting the applicable radio button (Individual, Business/Commercial) will format the screen for the type of entity you want to search on. The example above shows what is displayed when the Individual radio button is selected. When the Business/Commercial radio button is selected, the page displayed is depicted in Figure 27. Buttons. The Search Parties button initiates the search function within the system. The Clear button basically erases your entries in each field. The Close button closes the screen and redirects you back to the EFiling Party Search page displayed in Figure 23. Summit County Clerk of Courts 18 May 21, 2015
23 Figure 27. Business/Commercial Selection When searching for an individual, try and enter as much detail as possible to refine your search. Likewise, when entering a business or commercial name, enter the name as closely as you can. Doing so will narrow down the results. Note that you should always add your primary plaintiff and primary defendant first. You can then add additional plaintiffs and defendants after you enter your primary plaintiff and defendant. After selecting the Search Parties button, the system will present the results of your search criteria in a data grid on the page. Please refer to Figure 28 below. Figure 28. Search Results Grid If the system doesn t find any results based upon your search criteria, No Records Found will be displayed in the body of the screen instead, If you find the party that you are looking for and want to add that party to the case, simply select the blue Select hyperlink in the column preceding the party name and address. The system will respond with a message similar to the one found in Figure 29. Summit County Clerk of Courts 19 May 21, 2015
24 Figure 29. Party Selection Success Now notice the Plaintiff portion of the EFiling Case Search page it will be populated with the name of the party which you selected. Figure 30. Add Plaintiff Update Notice also that you may edit information on this party by selecting the Edit ( also delete this party by selecting the Delete ( ) icon. ) icon. You may When the Edit ( ) icon is selected, you will be directed to the Edit Addresses page. The only function you will be able to perform is to add another address and make that address primary. You will not be able to change any address information currently stored in the case management system. Editing addresses is discussed in greater detail in Section 6.4 Adding Parties. Once the primary plaintiff is added, you can simply repeat the same procedure described above when adding defendants. You will receive a message similar to the following one in Figure 31 if you attempt to add a defendant prior to adding the primary plaintiff. Figure 31. Add Plaintiff Message Summit County Clerk of Courts 20 May 21, 2015
25 6.3 Domestic Relations Party Search If you are filing a Domestic Relations case type where children are involved, you will be presented with an additional party component named Add Children. Refer to Figure 31. Figure 32. Add Children Selection Party searches on children are not available. Thus when selecting the Add Child button on the page above, you will be directed to the Add Child input dialog page. Refer to Section on how to complete this dialog. Summit County Clerk of Courts 21 May 21, 2015
26 6.4 Adding Parties If searching for a party yielded no matches for the individual or business entity you were looking for, you will have to manually add your parties. This section of the manual will provide detailed instructions on all the steps required to add parties to the case management system so that they can be associated with your new cause of action. Please pay particular attention to the details contained in each of the following sections. Additionally, Refer to Section regarding recommended guidelines with respect to entering information for Estates, Fictitious Names (AKA, DBA, etc.) and Unknown Spouses. When creating parties, it is very important that you enter the correct information in the proper fields on each page. Doing so will yield better results when searches are conducted; parties are identified and effectively used in the various portions of the case management system. The process for adding party types is the same for both the Civil and Domestic Relations court divisions. The exception to this is adding children for Domestic Relations case types where children are involved. This function is also reviewed in this section of the manual. Essentially the process for adding plaintiffs and defendants are the same. Adding parties in the EFiling system consists of the following steps: Selecting the party type (plaintiff, defendant, child) Selecting either Individual or Business/Entity Adding addresses For Domestic Relations case types, all parties (except children) must have a valid address. This address is used to communicate the status of filings to parties associated to a case. The process of adding parties is not complete until the steps above are completed. To begin the process of adding parties, you must be on the EFiling Party Search page as shown in Figure 33. Summit County Clerk of Courts 22 May 21, 2015
27 6.4.1 Individual/Person Add Party Page Figure 33. Party Search Page Remember to add the primary plaintiff first by selecting the Add Plaintiff button. The system will display the Party Search dialog box, previously displayed in Figure 26. This page contains six functional areas for your use. Make sure the Person/Individual radio button is selected to add individuals as parties. A table follows the figure describing each component. Figure 34. Add New Party Tab Summit County Clerk of Courts 23 May 21, 2015
28 Function Tabs. The default selection is Search Parties. From here, select Add New Party. Demographic Information Section. The minimum required information in this section are First and Last Name. Optional fields include: Middle Name Suffix (Jr., Sr., II, III, MD, Etc.) Social Security Number Date of Birth Address Phone Number Cell Phone Number Clear Button. Selecting this will delete all of the information entered on the page. Add Address Button. Selecting this will direct you to the Address page. Save Party Button. Selecting this button will save your entry. Close Button. When this button is selected, the system will direct you back to the EFiling Party Search page (Figure 33). Note that this same page will be displayed when Add Defendant is selected on the EFiling Party Search page Business/Other Entity Party Add Page Make sure the Business/Entity radio button is selected to add non-individuals as parties. This page contains five functional areas for your use. A table follows the figure describing each component. Figure 35. Business/Entity Page Business Information Section. The minimum required information in this section is the Business Name. Optional fields include: Address Phone Number Cell Phone Number Clear Button. Selecting this will delete all of the information entered on the page. Summit County Clerk of Courts 24 May 21, 2015
29 Add Address Button. Selecting this will direct you to the Address page. Save Party Button. Selecting this button will save your entry. Close Button. When this button is selected, the system will direct you back to the EFiling Party Search page (Figure 33). Note if you elect to add a Business/Entity as a defendant, this same page will be displayed when Add Defendant is selected on the EFiling Party Search page Adding Children For Domestic Relations case types involving children, selecting the Add Child button on the EFiling Party Search page (Figure 32) will result in the system displaying the Add Child dialog as shown in Figure 36. Figure 36. Add Child Dialog If entering information for children, the following are required fields: First/Last Name and Date of Birth (DOB). SSN and Gender selections are optional. Selecting the Save and Close button will save your entry while pressing the Cancel button will return you to the EFiling Party Search page. If you are successful in adding a child to a case type requiring children, the following message will be displayed on the bottom of the Add Child Dialog as displayed in Figure 37. Figure 37. Child Success Dialog Summit County Clerk of Courts 25 May 21, 2015
30 6.4.4 Missing Information The system will not let you advance in the process if required information is missing or incorrectly entered (for example a date is entered without the slashes) on the page with which you are working. Missing or incorrect information will be highlighted in red and you will be expected to correct the situation before moving on. Figure 38 provides an example of both missing and incorrect data. Figure 38. Incorrect Data In this example, the last name is missing and the date of birth is formatted wrong. The text in red at the bottom of the screen provides a narrative of what you must do to correct the issues. These types of messages are utilized throughout the system to assist you in entering correct data that the system needs in order to complete your filing. If you select the Close button at the bottom of the above page, the system will display the following dialog message. Figure 39. Close Party Dialog Selecting Cancel will return you to the page. Selecting OK will close the page, discard all of the information you have entered and return you to the EFiling Party Search page. Summit County Clerk of Courts 26 May 21, 2015
31 6.4.5 Entering Address Information The next step in creating party information is supplying address information. Individuals, Businesses, Commercial Entities and Agencies may have multiple addresses At least one address for each type must be designated as a primary address. This is required because there may be multiple locations that could potentially be served but there must be at least one, main or primary address. Entering address information is a straightforward process. To begin, simply select the Add Address button on the Add Party page as shown in Figure 40. You can invoke this from both the Civil and Domestic Relations party pages. Figure 40. Invoke Add Address This results in the display of the Address entry screen as shown in Figure 41. This figure is followed by a table that describes each component. Figure 41. Address Entry Summit County Clerk of Courts 27 May 21, 2015
32 Address Type. This area permits you to select the address type. Access the Address Type dropdown selection box and a host of selections will display. You can select the address type that displays the best description for the address you are entering. Address Entry. In this section of the page, you can enter the following: Address 1 Address 2 City State from which you can select the appropriate state Zip and Zip+4 zip codes Note that you must identify which address is the primary address. Even if there is only one address, you must indicate that it is Primary. Buttons. The following buttons are available for you to select: Clear which clears out all of the data just entered Save and Close which will save all of the data entered; closes the page and returns you to the Add Party page. Save and Add another Address which will save this entry, clear the fields and enable you to enter another address. Close which closes the page and returns you to the Add Party page. If you check the International Address checkbox at the very top of the page, the page will look slightly different as shown in Figure 42. Additional fields are added so that you can enter a Province, Country and International Zip Code. Figure 42. International Address Format Once you have completed the entering of address information, your completed Add Party screen will look similar to the one depicted in Figure 43. Summit County Clerk of Courts 28 May 21, 2015
33 Figure 43. Completed Party Page If you need to edit any of the address information or, if something was entered incorrectly and you wish to delete the address, use the links in the Address Info display box. Selecting the Edit link will return you to the Address page while selecting the Delete link will remove your entry. Figure 44. Address Actions Address Entry Guidelines Do not create a new party for each address you want to have associated to your cause of action. Instead, add multiple addresses to your party. Each address associated with a party is accessible for service of process. Remember to check the Is Primary checkbox for the main address. Failure to do so will result in the system stopping your progress until you select a primary address. Entering incomplete or malformed information may delay service of process or cause it to fail altogether. Entering accurate information is paramount to the perfection of service process. Do not use punctuation when entering mailing address information. The next figure portrays both the incorrect and correct formats for entering address information. Summit County Clerk of Courts 29 May 21, 2015
34 Figure 45. Correct Punctuation Party Entry Guidelines Incorrect Summit County Clerk of Courts 205 S. High St., first Fl. Akron, Ohio Correct Summit County Clerk of Courts 205 S HIGH ST FIRST FLOOR AKRON OH When creating new parties it is very important that the correct information is entered in the proper field so that your party can be searched on, identified and effectively used in the other areas of the case management system system. The examples below provide direction on how to properly add some common party types that will make them more accessible in the case management system. Example # 1 Estates (Administrators, Executors, etc.) Party: Mary Jones Administrator of the Estate of Albert Jones 1 Windward Trace Akron, Ohio Create two parties: one party representing the individual administrator (Mary Jones) with the name of the estate in the first line for the address. Create the party in the name of the estate itself with the Administrator (Executor, etc.) as the first line of the address. Refer to the figures below: Figure 46. Estate Party Entry Summit County Clerk of Courts 30 May 21, 2015
35 Example # 2 Fictitious Names (DBA, etc.) Create two parties: one party representing the primary commercial enterprise with the fictitious name in the first line of the address. Create the second party in the name of the fictitious name itself with the name of the primary commercial enterprise as the first line of address. Commercial Name Gourmet Specialties Commercial Name Akron Food Supply Address DBA Akron Food Supply 221 Riverview RD Akron, OH Address AKA Gourmet Specialties 221 Riverview RD Akron, OH Figure 47. Fictitious Party Entry Example # 3 Unknown Spouses Create a single party with the last name being that of the known spouses last name and the first name as the modified known spouse first name. If no address exists, the leave the address blank. First Name Last Name Address Unknown Spouse of Jay Walker no address entry Figure 48. Unknown Spouse Party Entry Summit County Clerk of Courts 31 May 21, 2015
36 6.5 Additional Party Information Once you have completed entering of your party information including address information, clicking the Save Party (Figure 49) button will add the party to the case management system and associate them to your cause of action. Figure 49. Save Party Entry Clicking the Close button will close the Add New Party page and display a confirmation that the party was added as displayed previously in Figure Additional Plaintiffs/Defendants The EFiling system does not impose a limit on the number of plaintiffs or defendants that can be associated with a cause of action. To add additional plaintiffs, click the Add Plaintiff button and follow the same processes as described above. The same applies with additional defendants, click the Add Defendant button and follow the same processes as defined above. Figure 50. Additional Parties Summit County Clerk of Courts 32 May 21, 2015
37 Note that like adding plaintiffs, make sure you add the primary defendant first. Then you may add all additional defendants after your primary defendant. After successfully entering and saving all the information for the defendant, the system will generate a confirmation dialog like the one in the next figure. Figure 51. Defendant Success Dialog Editing Parties Generally, party information cannot be edited once it is committed to the case management system. As an attorney entering party information, you are limited to editing address information (Figure 44) that you are currently adding to the case management system. You may edit or delete address information up until the point that you submit your filing. Also, you can delete a party from the case up to the point that the case is submitted. Fields will be grayed out as shown in the next figure. Figure 52. Non-Available Fields Once your filing has been submitted and you wish to edit party information, you will be required to contact the Summit County Clerk of Courts to modify existing parties Finalizing Parties Once you have entered all of your plaintiffs and defendants and they have been associated to your case, when you are ready to move on with the next step in the EFiling process, select the Next button at the bottom of the EFiling Party Search page. Summit County Clerk of Courts 33 May 21, 2015
38 Figure 53. Confirming Parties Selecting the Cancel button will end the EFiling process and delete your current EFiling action. Summit County Clerk of Courts 34 May 21, 2015
39 7. Attaching Documents Once party and address information have been entered, the next step in the process is to add the pleadings to your EFiling case initiation. The EFiling Main Pleading Information page (Figure 54) is displayed. At this point, the system assigns a temporary case number. You may want to record this number in the event you have questions after submitting your filing. A permanent case number is not assigned until your filing has been accepted by the Summit County Clerk of Courts. Also notice that the Add Parties link is enabled on the left-hand (Filing Progress) side of the screen and is followed by a ( ) indicating that this step in the process has been completed along with selecting both the court division and case type. Selecting the Add Parties link will return you to the EFiling Party Search page if you need to edit address information or delete a party. Figure 54. EFiling Main Pleading Information Page Summit County Clerk of Courts 35 May 21, 2015
40 7.1 Document Formats and Limits Mandatory documents are required as an integral part of your filing. Mandatory and Additional documents are reviewed in Sections and respectively. Please review the statements below pertaining to documents being uploaded. The E-Filing system will accept Adobe Portable Document Format (PDF) document types and Microsoft Word documents that typically include a.doc or.docx extension. For Proposed Orders, only Microsoft Word documents will be accepted. This is required since proposed orders need to be editable. There is a 10 MB maximum file size per document and a 30 MB maximum file size for one submission. Thus, if your complete submission including your documents and exhibits is over 30MB, please consider filing your larger documents or exhibits in separate filings. Older document formats such as Word Perfect for example are not accepted. If you don t have the ability to scan your documents to PDF format, our system will convert your word documents to PDF format Mandatory Documents The mandatory documents required for your case will be dependent on the court division and case type you select for the particular filing on the New Case Filing page (Figure 15). These mandatory documents will appear in the Mandatory Documents section of the page as shown below. Figure 55. Mandatory Documents Section If you find that you don t have specific required documents, select the blue click here link and the system will direct you to the Summit County Clerk of Court s public website where you can download the documents you need. The documents to be uploaded should reside on your computer or an attached storage device. Summit County Clerk of Courts 36 May 21, 2015
41 When you are ready to upload your documents, select the Upload file button on the page. This will result in the system displaying the Windows Explorer File Open dialog page (provided your operating system is Microsoft Windows). Figure 56. Windows File Open Dialog When this dialog opens, select your document and either double-click it or select the Open button as indicated above. You must repeat this procedure for each mandatory document. If you mistakenly uploaded an incorrect document, you can delete it from the Mandatory Documents window by selecting the Delete File button located next to the Upload file button in the window. Using the Delete File button will not delete the document from your computer. Rather, it will only remove it from the list of documents in the Mandatory Documents window. When your documents are uploaded successfully, the Mandatory Documents window will now be displayed as follows: Figure 57. Completed Upload If you attempt to move on in the process by selecting the Continue button at the bottom of the page (Figure 54), without uploading documents, the system will respond with an error message similar to the one displayed in the next figure. Summit County Clerk of Courts 37 May 21, 2015
42 Figure 58. Missing Documents Error Additional Documents If you wish to add other documents in addition to the mandatory ones, you can do so by using the Add Additional Documents function in the Additional documents window. Refer to the next figure. Figure 59. Additional Documents Section Selecting the Add Additional Documents button will result in the display of the Additional Documents dialog box. This figure is followed by a table that describes each component. Figure 60. Additional Documents Dialog Summit County Clerk of Courts 38 May 21, 2015
43 Filed on Behalf Of. This dropdown selection field is where you select the party on whose behalf you are submitting the additional filing. If the document is being submitted on behalf of more than one party, select the primary party as the person submitting it. Filing Type. This dropdown field is where you select the type of the additional pleading you are submitting via the EFiling application. The selections included are: Motions Proposed Orders Pleadings Document Title. This is a free form text box where you can enter the title/description of the document you are submitting. You would use this to further define a generic Filing Type (B). For example, there is a general Filing Type of Brief. You would use this text box to enter additional description such as Brief in Support of Defendant s Request. Document Type. This dropdown field is where you would select the type of the additional document you are selecting. Note that this field will contain different document types based upon the Court Division (Civil or Domestic) you selected when initiating the case filing. The available buttons are: Upload File which functions similarly to the Upload File button for mandatory documents Cancel which terminates the process and directs you back to the main pleading information page. You can repeat this process as many times as necessary to upload all of your additional documents to include with the filing. Remember however the size limitations for each document as well as the size limit for the entire filing. Refer to Section 7.1 on page 36. After you have successfully uploaded your additional documents, the Additional Documents window will display as shown in the next figure. Figure 61. Successful Additional Documents Window To add more documents, select the Add Additional Documents button. To delete your entry, select the Delete link. Once you have completed adding the mandatory and any additional documents, the completed page will appear similar to the one depicted in the following figure. Summit County Clerk of Courts 39 May 21, 2015
44 Figure 62. Completed Main Pleading Page Finalizing Document Submission If you elect to discontinue with the filing at this point, selecting Cancel will result in the system displaying the warning as depicted earlier in this document (refer to Figure 24) on page 17. When you are satisfied with all the documents you have uploaded from your computer and have attached to your filing, select the Continue button on the bottom of the page (see figure above). The system will display a dialog box requesting that you confirm that these are the documents you wish to attach to your filing. Figure 63. Document Confirmation Dialog Selecting the Cancel button will return you to the Main Pleading Information Page. Selecting Continue will end this portion of the filing and direct you to EFiling Service Summary page. Summit County Clerk of Courts 40 May 21, 2015
45 8. Managing Services At this point in the process, the next step is to request the necessary and desired service of process for each party in the action. The EFiling Service Summary page (Figure 64) is displayed. Also notice that the Attach Documents link is now enabled on the left-hand (Filing Progress) side of the screen and is followed by a ( ) indicating that this step in the process has been completed along with selecting both the court division, case type and adding parties. Selecting the Add Parties or Attach Documents links will return you to these respective pages if you need to make changes. Figure 64. EFiling Service Summary Page If you elect to discontinue with the filing at this point, selecting Cancel will result in the system displaying the warning as depicted earlier in this document (refer to Figure 24) on page 17. If you attempt to select the Continue button without selecting a service, the system will display an error message at the bottom of the page as shown in the next figure. Summit County Clerk of Courts 41 May 21, 2015
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