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SCL-E-Filing

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1. What type of cases can I e-file?

Except for the types of cases and documents listed in SCLCR 30, most all types of cases may be initially filed through File & Serve. You may e-file into any case once it has been created and you may e-file any document using File & Serve, except the documents listed in SCLCR 30, and applications for fee waivers and deferrals. Additionally, proposed orders and Ex-Parte-via-the-Clerk documents filed through the e-filing will not be presented to the bench for signature; they will be indexed in the case as filed. We hope to have e-filing capability for Ex-Parte-via-the-Clerk soon.

2. Can File & Serve be used to start a new case or to file into existing cases?

Yes, File & Serve can be used to initiate cases, electronically file into existing cases, or electronically serve documents. Attorneys, support staff, and self-represented litigants can use the system to complete these tasks under their own usernames. SCLCR 30 sets out a list of documents that, due to technical or other reasons, cannot be electronically filed and instead must be conventionally filed.

3. Are there court rules that apply to e-filing using File & Serve?

Yes, SCLCR 30 and GR 30 court rules for electronic  filing and service by electronic means.

4. What is an envelope?

An envelope is a filing submitted to the Clerk. An envelope can contain one or more documents submitted to the Clerk for the same case. File & Serve identifies filings by their envelope number.

5. How do I determine the case type if I am initiating a new case through File & Serve?

If you are unable to determine the correct case type from the available drop-down choices, select the closest case type code to the document you’re filing and if not accurate, the Clerk will change to the correct code upon review and acceptance into the Odyssey case management system. Or, you can contact the Clerk for assistance in determining the correct case type at efile@snoco.org.

6. Are Case Information Coversheets required when e-filing a new case?

Case Information Coversheets are not required when e-filing a new case. They are still required for paper filings. 

7. I received an error message before my filing was submitted. Who do I contact?

If an error message is received before a filing shows as submitted, contact Tyler Support for assistance as the Clerk’s Office will not be able to assist.

TYLER SUPPORT

1-800-297-5377

efiling.support@tylertech.com

You can also visit www.efilewa.com where there are training videos and a search function to find articles with step-by-step instructions and visual aids as well as an online chat function.

8. What is the status of my filing?

You can view the status of your filings at any time by going to the Dashboard and clicking on Filing History. From there you can view the status of all filings. For detailed information regarding your filing, click on the envelope (see graphic below).

After you have submitted a filing through Odyssey File & Serve you will receive an email confirming your submission. A second email will be sent once the filing has been Accepted or Rejected by the Clerk’s Office.

If you did not receive an email and the document is not in your Filing History, then it has not been submitted. Check the Drafts section of your Dashboard.

 

SUBMITTED – The filing has been submitted to Clerk’s Office but has not been reviewed.

UNDER REVIEW – The Clerk’s Office is currently reviewing the filing.

ACCEPTED – The Clerk’s Office has reviewed and accepted the filing. A file stamped (conformed) copy is available by going to Filing History. Find the Envelope that contains your filing, select View Details (2^nd icon from the left on the upper right side of page). Select Court Copy (see graphics below).

REJECTED – The Clerk’s Office has reviewed and rejected the filing. The reject reason will show in the email as well as within the Filing History. If the filing had a fee associated with it, you will not be charged until the filing is accepted. 

9. Is my e-filing automatically accepted when it is received?

No, the documents that were filed will be reviewed by a clerk before they are accepted.

10. How long before my document(s) will be filed into the Court file?

Typically, the document image is available within the court file (Odyssey Case Manager) and Odyssey Portal within 15 minutes of the filing acceptance notification (via email and/or within the Dashboard in Odyssey File & Serve).

You can view a conformed (file stamped) copy within Odyssey File & Serve as soon as you receive notification of the accepted filing. Go to File History, locate the Envelope that contains your filing, select View Details (2^nd icon from the left on the upper right side of the page), then select Court Copy.

Images are also typically available in the Washington State Digital Archives within two (2) business days.

11. What is the filed date of my e-filed document?

Once the court accepts the filing, the filed date is the date that the document was submitted to File & Serve for review. Our filing hours are Monday - Friday from 8:30 a.m. - 4:30 p.m. PST, excluding court holidays. Any paper or electronic documents received outside of these filing hours will be considered received and filed at the beginning of the next business day.

12. If my e-filing is rejected and I resubmit the filing, what will the filed date be for my documents?

If the e-filed document(s) are rejected, they will be file dated with the new submission/acceptance date unless rejected due to a clerk error.  Our filing hours are Monday - Friday from 8:30 a.m. - 4:30 p.m. PST, excluding court holidays. Any paper or electronic documents received outside of these filing hours will be considered received and filed at the beginning of the next business day.  If the filing had a fee associated with it, you will not be charged until the filing is accepted.

13. How do I enter the case number to search when searching for a case that I have e-filed?

To search for a case in File & Serve, select the court where the case is located and type the case number exactly as it was given to you by your local Clerk.

14. I have several documents I want to submit - what should I do?

Documents and their incorporated attachments (exhibits, affidavits, declarations, etc.) each are required to be submitted as a single PDF document.

15. Can I file multiple documents in one transaction?

Yes, if all the documents pertain to the same case, multiple documents can be submitted together by selecting the Add Another Filing option. The documents will be submitted to the court in a single File & Serve envelope.

16. Can I file judicial officer working copies electronically?

Unless otherwise directed by the court, at this time, Snohomish County Superior Court is not accepting electronic working copies. Please see Snohomish County Local Court Rules.

17. What if I need to withdraw an e-filing?

After a filing has been submitted but before the clerk’s review has begun, a Cancel button is available for that filing in your Filings queue.

If the Cancel button is present, the filing has been submitted by File & Serve but not yet been reviewed by the clerk’s office. You cannot withdraw a filing after it has been accepted by the Clerk’s Office.  If the Cancel button is not available, contact the Clerk’s Office.

18. Do I have access to the documents that I file in the system?

Yes, by using the My Filings feature located on the Filings tab, you can find and view information concerning electronic filings that have been submitted to File & Serve through your username or by any member of your firm.

After a transaction is completed, you can access a PDF version of all your filings through the system for up to 180 days. This PDF version is read-only; it can no longer be modified.  Also, your filed documents will be available via the Odyssey Portal if you have subscribed for that service through the Clerk’s Office.

19. Is there a work-around for navigating away from a page without losing data?

Yes, perform the following steps before leaving your workspace to save your data:

• Complete entering all the data on the page you are currently working on.
• Click the button to continue (or Save Changes in the H5 version). This will save your data and take you to the next screen.

20. Are hyperlinks permissible in PDF documents?

Internal links, which point to other places within the same document, are permissible and are accepted by File & Serve. However, external links, which point to other documents, websites, or other legal sources, can be risky and must be avoided in documents submitted to the court. Use of external links can result in format errors that may prevent your document from being accepted by File & Serve.

21. What is the maximum file size that can be electronically submitted?

The file size may not exceed 25 MB per document. Documents greater than 25MB must be broken down and submitted as separate documents (within the same envelope) that do not exceed 25 MB.

Each document should have a coversheet with the caption and case number and be submitted in order using the same filing code. The filer shall indicate which part of the whole document that the filed document represents (e.g., 1 of 3, 2 of 3, 3 of 3) within the Filing Comments field.

Please breakdown the document at logical points to ensure ease of use for judges viewing the documents electronically.

22. Can scanned documents be submitted in color?

Yes, File & Serve will accept color documents. However, the preferred business practice is to scan the documents in black and white.

23. What document formats does File & Serve accept?

File & Serve only accepts documents in PDF or PDF-A formats.