October 20, 2018     
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Court Services - EFiling - Helpful Hints for Escambia County EFilers

HINT #1: Do not scan multiple pleadings into one file.

Letters, pleadings, and other documents should not be combined into one single file. Each individual document should be uploaded individually (within the same case) via the ePortal. Remember: if the document was a separate document when you created it as a hard copy to be filed, then it is a separate document when attached to the ePortal for submission for filing. Each document needs to be identified. If you are submitting three documents you will have three separate attachments (for example, a cover letter, and a motion).

Multiple documents under one file will result in the file being sent to the Pending Queue. You will then be notified via email to correct the issue and have five (5) days to resubmit the documents for filing to maintain the original filing date.

Ref: Standards for Electronic Access to the Courts (AO 09-30) and ePortal Document Submission Standards.

HINT #2: File a Notice of Designation of Email Addresses.

Please be sure to file a Notice of Designation of Email Addresses for E-Service when you make your initial appearance in a case or when there is a change to a primary or secondary email address. Please file a notice for all new and existing files if you have not already done so. A sample form is available on our website at EscambiaClerk.com under the efiling tab.

Ref: see Fla. R. Jud. Admin 2.516(b)(A)

HINT #5: FILING ORIGINAL DOCUMENTS AS REQUIRED BY RULE OR STATUTE (not eFiled)

When filing original documents, as required by rule or statute, please include a cover letter that identifies the name of the case, case number, and the original documents(s) attached. Including the rule/statute reference would be helpful.

HINT #6: SUMMONS

The clerk’s office will prepare the summons if the following information is provided – (1) Name of the Person to be Served, and (2) Street Address of the person to be served. The clerk will sign, seal and email the summons to the requesting attorney. The attorney can then prepare the summons package for service and send directly to the process server.

HINT #7: ePortal Document Submission Standards

To ensure that documents will be accepted by the ePortal, guidelines have been established and should be followed. Here is the link to those standards.

http://archive.flclerks.com/e-Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdf

HINT #8: SCANNER SETTINGS FOR DOCUMENTS

Be sure to check the settings for any scanned documents. The most common settings are Adobe PDF, 8.5x11 document size, black and white at 300x300 dpi resolution. The Portal requires that the total size of the filing be less than 50 megabytes in size. Proper settings can produce substantially smaller documents and may prevent from having to send a single filing in sections.

HINT #9: NOTICE OF ACTION

Until further notice, please continue to submit the original Affidavit of Diligent Search and proposed Notice of Action along with copies and envelopes for mailing.

HINT #10: WHEN SENDING ORIGINAL DOCUMENT OR NON-ATTORNEY FILINGS VIA RUNNER

When filing an original document as required by the rules or a non-attorney pleading, please mark the outside of any delivery envelope with “Original Document Filing” or “Non-Attorney Filing”.

HINT #11: DOCUMENTS APPEARING ON THE CASE DOCKET

When a document is filed through the ePortal it will not immediately appear on the case docket. Once accepted by the ePortal the document is electronically sent to the clerk for processing. The clerk’s ePortal queue is processed in order of receipt. Currently, it may take up to 3 days for a document to be processed and to appear on the case docket. We are working diligently to reduce the processing time, and we anticipate the processing time will be reduced with upcoming changes to the e-filing software.

HINT #12: UPDATES TO THE ePORTAL EFFECTIVE JULY 11, 2013

Recent updates to the ePortal were made July 11, 2013 and include the following:

(1)  Auto Generated Cover Sheet - The ePortal now auto generates the Cover Sheet in divisions Circuit Civil, Juvenile Delinquency, and Family/Domestic Relations.

(2)  Multiple Phone Numbers - Additional fields were added to the party screen for Home, Work, Fax, and Mobile phone numbers.

(3)  Fee Waiver Dropdown - The ePortal now contains a dropdown for Waiver Reason. The dropdown contains selections of Indigent and Exempt under §28.345, F.S.  Filers that select Indigent are required to attach the Fee Waiver Form. Filers that choose Exempt under §28.345, F.S. are not required to attach a Fee Waiver Form.

(4)  News Pane - The News Pane is now configured at the top of each page.

(5)  Catch Corrupted Documents - The ePortal can determine if documents are corrupt and relay a message to the filer asking them to change their document. The ePortal displays a warning and will not let the filer finish processing the filing.

(6)  Page Count Validation - The ePortal takes the number of pages the filer inputs and checks to see if it matches the number of pages on the document.

HINT #14: CRIMINAL DEFENSE ATTORNEYS - NOTICE OF APPEARANCE AND WAIVER OF ARRAIGNMENT.

If you file your Notice of Appearance and Waiver of Arraignment with less than 8 business hours before the date and time of the arraignment, please appear in court or have another attorney appear in court to notify the court of the filing. Note: E-filing through the e-portal does not automatically docket the document to the case. The e-portal sends the document to a clerk’s queue to be processed. There can be hundreds of e-filed documents in the queue at one time. Documents are processed by the clerk’s office in order of receipt.

HINT #15: ALL ASSISTANT STATE ATTORNEYS AND CRIMINAL DEFENSE BAR: SEPARATE PLEADINGS FOR EACH CASE NUMBER.

You must e-file a separate pleading for each case number when a pleading covers multiple case numbers. For example, when filing a motion to continue a defendant’s three cases, you must e-file the motion in each and every case that the motion covers. If you e-file only one pleading to cover multiple cases, it will be filed in only the case number which was entered on the e-portal.

HINT #16: DOCUMENT DESCRIPTION INCLUDED ON SUBJECT LINE FOR CLERK'S E-SERVICE.

The Clerk's e-service email now includes in the subject line a description of the document being served. You can use this information to set up rules in Outlook to have certain emails diverted to particular folders.

HINT #17: DOCUMENTS WITH MULTIPLE CASE NUMBERS.

When filing the same document in multiple cases, please make sure that only the case number to which you are filing is shown on the document. Please do not file the document with several case numbers listed. If you want to reference the fact that there are related cases, we suggest including in the preamble or first paragraph of the pleading a reference to the multiple cases.

HINT #18: CLERK NO LONGER ACCEPTS PROPOSED ORDERS.

Effective January 1, 2015, the Escambia County Clerk’s office will no longer accept proposed orders through the Florida Courts E-Filing Portal. All proposed orders should be sent directly to the appropriate presiding judge. You will need to verify the judge’s preferences for submission with their judicial assistant. Any proposed order e-filed will not be accepted or docketed.



For more efiling information, visit the Florida Courts E-Filing Portal website at www.MyFLCourtAccess.com