> For the complete documentation index, see [llms.txt](https://docs.cottfile.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cottfile.com/clerk-guide/best-practices.md).

# Best Practices

Practical guidance for working the review queue efficiently and consistently.

## Queue Management

* **Work oldest first.** The queue sorts by priority then entry time. Unless a filing is flagged Urgent or High, process items in the order they arrived.
* **Claim before reviewing.** Opening a filing auto-assigns it to you. Avoid opening filings you do not intend to review immediately -- it blocks other clerks from picking them up.
* **Use priorities sparingly.** Elevate priority only when the matter is genuinely time-sensitive (TROs, emergency motions, court-ordered deadlines). Overusing Urgent degrades the signal for everyone.
* **Check fee waivers early.** If a filing has a fee waiver request, decide on it before completing the rest of your review. Approving or denying the waiver affects whether the fee amount matters.
* **Add clerk notes.** Leave notes on anything unusual -- prior related filings, conversations with the filer, reasons you escalated. The next clerk who touches the filing will thank you.

## Common Deficiency Patterns

These are the issues you will see most often. Use the matching deficiency category so filers get clear, consistent feedback.

| Pattern                                                             | Category                  | What to Tell the Filer                                                          |
| ------------------------------------------------------------------- | ------------------------- | ------------------------------------------------------------------------------- |
| Petition missing a required exhibit                                 | Missing Information       | "Exhibit A (contract) referenced in paragraph 3 is not attached."               |
| Document is a scan of a scan, barely readable                       | Incorrect Format          | "Document is not legible. Please resubmit a clearer copy."                      |
| Filing submitted to 19th JDC but case is in City Court              | Wrong Court               | "This case belongs to Baton Rouge City Court. Please refile there."             |
| Fee amount does not match the case type schedule                    | Fee Issue                 | "Filing fee for a Civil Suit is $XXX. The submitted amount is incorrect."       |
| Signature line is blank or typed only (no wet/electronic signature) | Missing/Invalid Signature | "The petition requires an original or electronic signature on page X."          |
| Unredacted Social Security number in body of pleading               | PII Violation             | "Social Security number on page 3, paragraph 7 must be redacted before filing." |

{% hint style="warning" %}
Always be specific. "Incomplete filing" with no further detail forces the filer to guess what is wrong. Name the document, page, and field whenever possible.
{% endhint %}

{% hint style="info" %}
**📹 GIF:** Writing a deficiency notice with specific detail -- selecting the category, typing a description that names the document, page number, and exact issue, then attaching it to the specific document.
{% endhint %}

## When to Route to a Judge vs. Reject

Route to a judge when:

* The filing requests **sealed status** and your court requires judicial approval to seal.
* A **fee waiver** is contested or requires judicial sign-off per local rule.
* The filing raises a **jurisdictional question** you cannot resolve (e.g., a transfer motion).
* The filer is requesting **emergency or ex parte relief** that needs immediate judicial attention.
* A **complex procedural issue** requires legal judgment, not administrative correction.

Reject directly when:

* A document is missing, illegible, or in the wrong format.
* The wrong form was used.
* Signatures are missing.
* The fee is incorrect.
* The filing was submitted to the wrong court and needs to be refiled.
* The filing is a duplicate of one already on the case.

**Rule of thumb:** If the filer can fix the problem themselves and resubmit, reject with clear instructions. If the problem requires a court order or judicial discretion, route to the judge.

If the judge does not use the e-filing system, use **Email to Judge** instead of Route to Judge. This sends the filing documents to the judge by email. See [Reviewing a Filing](/clerk-guide/reviewing-a-filing.md#email-to-judge-paper-workflow) for details.

## Fee Override Guidelines

Override fees only when:

* The fee schedule in the system is outdated and you know the correct amount.
* A statutory exemption applies that is not captured by the automated fee calculator.
* A judge has ordered a specific fee amount.

Always document the reason. Fee overrides are audit-logged and should be defensible.

## Document Quality Checks

Before accepting, run through this mental checklist:

1. Is the lead document correctly identified?
2. Are all documents the correct type?
3. Is every page legible?
4. Are all required signatures present?
5. Is PII redacted (Social Security numbers, dates of birth for minors)?
6. Does the party information match what is on the documents?
7. If this is an existing case, does the filing match the parties already on the case?

## Efficient Workflows

* **Use keyboard shortcuts.** Alt + A to accept, Alt + R to reject, Alt + N to move to the next filing. These save time when processing a high volume.
* **Split combined PDFs immediately.** If a filer uploaded one PDF containing multiple documents, split it before reviewing. It makes per-document decisions cleaner and the CMS record more accurate.
* **Batch similar filings.** If multiple filings from the same attorney have the same deficiency, the notes you write for the first one can inform the rest.
* **Collapse the review panel** when you need to focus on reading a document. Expand it when you are ready to make your decision.

{% hint style="info" %}
**📹 GIF:** Efficient clerk workflow -- using Alt+A to open the Accept dialog, confirming, the queue auto-advancing to the next filing, then using Alt+R to reject the next one with a quick note.
{% endhint %}


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