On November 13, 2018, Los Angeles Superior Court began a major transition from paper document submission to electronic filing for all Civil Court case types. This ongoing initiative involves collaborative participation from the Court and stakeholders in the electronic court technology field.
As a leading electronic file service provider in Los Angeles, One Legal ]has prepared this list of FAQs on new processes and system statuses specific to the Los Angeles Civil eFiling launch, as well as available resources to use for resolution. Please bookmark this page for updates.
#1: Why is my document not identified in the list of available document names when I attempt to eFile?
The Filing Document Name refers to the type of filing (e.g. answer, demurrer, motion, etc.). This list comes from the court and is provided through the technology vendor via what’s called Court Policy to be displayed by the Electronic Filing Service Provider (EFSP).
At the launch of eFiling, some document names were not available in the Court portal, so EFSPs were not able to include them in filing menus. This known issue is currently being addressed by the court and its technology vendor.
#2: Why has my conformed copy not been returned yet?
One Legal electronically files your documents with the court immediately upon submission. However, technical problems with the Los Angeles Superior Court’s technology vendor are delaying notifications of completed clerk reviews for some eFilings. As a result, the status you see here may not reflect the most up-to-date information about your filing.
This issue is affecting all Electronic Filing Service Providers, and the Court is working to address it as quickly as possible. In the meantime, if your filing remains "Under Clerk Review" for more than 72 hours, you can look for updated status information on the Court's online docket or contact our Customer Support team for assistance.
#3: What do I do if I cannot locate a case by number to file a subsequent filing?
Use the complete case number, including spaces, in the Case Search box for legacy case data. If you are still having trouble in locating your case, contact the local court for further assistance. If that does not bear fruit then contact our Customer Support team and we’ll escalate to the court or its tech vendor on your behalf.
#4: What is the small string of text at the top of the first page of my returned document?
This is the filing ribbon that replaces the traditional file stamp. It indicates your document has been reviewed and accepted as filed by the Court. The Court is currently reviewing options to increase the size of the text to improve visibility. However, the location of the stamp will remain due to logistical issues in placing a “stamp.”
#5: Due to longer file submission processing time, my eFiling missed a statute. What is my next step?
The court time stamps all documents upon receipt so when the clerk does get to your document in the eFiling queue it will be dated the date it was received. As a best practice, and since courts are not able to get to every document right away, you should make a notation in the message to the clerk that a statute is running.
#6: What do I do if my document is not accepted due to an issue with the court’s system?
Per the General Order, “If a digital document is not filed in due course because of: (1) an interruption in service; (2) a transmission error that is not the fault of the transmitter; (3) a processing failure that occurs after receipt, the Court may order, either on its own motion or by noticed motion submitted with a declaration for Court consideration, that the document be deemed filed and/or that the document’s filing date conform to the attempted transmission date.”
#7: Am I required to submit a courtesy paper copy now?
In certain instances, the court requires printed Courtesy copies be delivered along with the eFiling. Courtesy copies for filings with a hearing date of two days or less need to be delivered to the appropriate department no later than 4:30 p.m. the same business day if the eFiling is submitted with the court prior to that time. If the eFiling is submitted after 4:30 p.m., the courtesy copy needs to be delivered by 10 a.m. the following court day.
Read more about which documents require Courtesy Copy Delivery.
#8: Why was my filing rejected?
Your eFiling will be rejected for any of the same reasons a paper filing is rejected. Reasons include (but are not limited to):
- Party’s name does not match the party’s name listed on the document for initial documents
- Party’s address does not match the party’s address listed on the document for initial documents
- Missing required documents, such as the addendum to the Civil Case Cover Sheet
- Missing required information
- Defective document
- Hard to read document, such as a document that has been scanned multiple times and made illegible
Your eFiling can also be rejected for reasons that are unique to the eFiling document preparation or process. Reasons include:
- Multiple filing documents submitted as a single Filing Document Name (i.e., the cover sheet should be a separate PDF)
- Duplicate documents
- Document exhibits are missing electronic bookmarks
- Documents exempt from eFiling
- Documents are not text searchable
#9: My document was rejected for a different reason. What now?
There are other reasons that your document may be rejected, in which case the clerk's comments should indicate next steps.
If names on your summons and complaints don’t match, the clerk will file the complaint and not issue the summons, ensuring that you won’t miss the statute. You will need to resubmit a corrected summons.
The Court is aware that some rejections are happening erroneously due to court location data inconsistencies in the system, which have been identified. Los Angeles clerks have been made aware of this issue and are being more fully trained to not reject for that reason.
Court clerks are also trained to read filers’ comments for any specific requests or notes outside the main eFiling workflow. If you have a unique filing situation that is not accommodated by the eFiling options available, use the comment space to provide all needed detail. If the clerk can fulfill your request, they will do so.
#10: Why can I only file one lead document in each transaction?
Currently, filers must only file one lead document in each transaction. (Supporting documents can be filed together in the same transaction as the lead document that they reference.) The Court is now working to implement a process that would allow connected documents to be filed in one transaction.
#11: Do I need to use Court Reservation System (CRS) when I eFile?
The use of the Court Reservation System (CRS) is now mandated in many--but not all--civil courtrooms within the Los Angeles Superior Court. If your department does not currently require CRS, please make your reservation directly with the Court by contacting the department.
Remember: CRS is not currently available via eFiling through an EFSP but is accessed at www.lacourt.org under “Online Services.”
#12: I paid my fees via the Court Reservation System (CRS). How do I avoid paying them again when I file through an EFSP?
If you have paid fees with the CRS system, you must indicate the CRS receipt number in the respective data field to avoid paying the fee twice.
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#13: I was charged a duplicate fee. When should I expect a refund?
The Court and its Electronic File Manager (EFM) have identified and resolved the source of duplicate fee error and are now establishing a refund process. One Legal will be working closely with the Court and the EFM to ensure customers receive appropriate refunds. If you are owed a refund, we will be in touch as soon as we have more information.
#14: I qualified for a fee waiver but was charged in a subsequent filing. What should I do now?
As with the above question, the Court and its EFM are working on a system resolution to this error and EFSPs will work closely with both to process all appropriate refunds.
Remember: If you or your client are eligible for a fee waiver, both the fee waiver application and the initiating document should be submitted in the same transaction. In the One Legal platform, you indicate your filing party’s fee waiver eligibility after you’ve uploaded the documents on the Filer Information Screen.