> 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/reviewing-a-filing.md).

# Reviewing a Filing

When you open a filing from the queue, you enter the review screen. This is a split-panel layout: the **document viewer** on the left, the **review panel** on the right.

## Layout

* **Left panel** -- PDF document viewer with toolbar.
* **Right panel** -- Filing details, parties, documents list, clerk notes, and action buttons.
* **Quick action bar** -- Floating bar at the bottom with Accept and Reject buttons (visible while the filing is under review).

You can collapse and expand the right panel to give the document viewer more space. Drag the divider to resize the panels.

{% hint style="info" %}
**📹 GIF:** The review screen split-panel layout -- dragging the divider between the document viewer and review panel to resize, then collapsing and expanding the right panel.
{% endhint %}

## Document Viewer

The viewer displays each document as a tab. The **lead document** is shown first. Click any tab to switch between documents in the filing.

Toolbar features:

* **Stamps** -- Add one or more stamps to a document. Choose from system presets (Filed, Certified Copy, Conformed Copy, etc.) or create your own custom stamps. Each stamp can be positioned, resized, and set to appear on the first page only or all pages. Lock a stamp in place when you are satisfied with its position.
* **Margins** -- Toggle margin guides on or off.
* **Redaction** -- Activate the redaction overlay to draw rectangles over sensitive content (SSNs, phone numbers, etc.). The system can also auto-detect PII.
* **Organize** -- Open the document organizer to rearrange, split, or merge pages.

{% hint style="info" %}
**📹 GIF:** Using the document viewer toolbar -- adding a court stamp to the first page, positioning and resizing it, locking it in place, then toggling the margin guides on and off.
{% endhint %}

## Checking Documents

For each document, verify:

1. The document type is correct (e.g., "Petition" not "Motion").
2. The document is legible and complete.
3. Signatures are present where required.
4. No personally identifiable information is exposed (SSNs, dates of birth).
5. The filing fee matches the case type and document type.

You can change a document's **title** and **document type** directly from the review panel if the filer chose incorrectly. Click the document in the documents list to edit its metadata.

## Reading Filer Information

The review panel shows:

* **Filer** -- Name, email, role (Attorney or Pro Se), and bar number.
* **Court and location** -- The court and branch the filing was submitted to.
* **Case type and subtype** -- The classification chosen by the filer.
* **Parties** -- All parties on the filing with their roles (Plaintiff, Defendant, etc.) and types (Individual, Business, etc.).
* **Linked CMS case** -- If filing on an existing case, the case number links to the full case view. A popover shows other filings on the same case.
* **Fee information** -- Calculated fee, any override, and fee waiver status.

{% hint style="info" %}
You can edit the court, case type, case subtype, and linked CMS case from the review panel if the filer made a mistake. These edits are only available while the filing is under review.
{% endhint %}

## Adding Deficiency Notices

Deficiency notices document specific problems with a filing. You can add them during review or as part of a rejection.

To add a deficiency notice:

1. Open the reject dialog or the deficiency section in the review panel.
2. Select a **category**:
   * **Missing Information** -- Required fields or documents are absent.
   * **Incorrect Format** -- Document does not meet formatting requirements.
   * **Wrong Court** -- Filing was submitted to the wrong jurisdiction.
   * **Fee Issue** -- Fee is incorrect, missing, or waiver documentation is insufficient.
   * **Missing/Invalid Signature** -- Signature block is empty or does not match.
   * **PII Violation** -- Filing contains unredacted personal information.
   * **Other** -- Anything not covered above.
3. Write a **description** explaining the problem.
4. Optionally attach the notice to a **specific document** in the filing.
5. Save. The notice is recorded against the filing and visible to the filer.

You can add multiple deficiency notices to a single filing.

{% hint style="info" %}
**📹 GIF:** Adding a deficiency notice -- selecting "Missing Information" as the category, writing a description, attaching it to a specific document, and clicking Save.
{% endhint %}

## Document Operations

### Split

Split a multi-document PDF into separate filing documents:

1. Click the **split** action on a document.
2. Define segments by selecting page ranges.
3. Assign a title, document type, and lead status to each segment.
4. Confirm. The original document is marked as split and hidden; the new segments replace it.

### Reorganize

Reorganize lets you restructure all documents in a filing at the page level:

1. Open the document organizer from the toolbar.
2. Drag pages between document groups or create new groups.
3. Rotate or remove pages as needed.
4. Assign titles, document types, and flags (lead, sealed, redacted) to each group.
5. Save. The system reassembles the PDFs and replaces the originals.

### Redact

Mark areas of a document for redaction:

1. Activate the redaction tool in the toolbar.
2. Draw rectangles over sensitive content on any page.
3. The system can auto-detect common PII patterns (SSN, phone, email, DOB).
4. Redaction rectangles are saved and applied when the document is finalized.

{% hint style="info" %}
**📹 GIF:** Using the redaction tool -- activating it from the toolbar, drawing a rectangle over a Social Security number on the document, the auto-detect feature highlighting other PII, and confirming the redactions.
{% endhint %}

## Email to Judge (Paper Workflow)

When a filing needs to be reviewed by a judge who works outside the system, you can email the filing documents directly from the review panel.

1. In the review panel, find the **Email to Judge** section.
2. Enter the judge's **email address**.
3. Optionally write a **message** explaining what the judge needs to review or decide.
4. Click **Email**.

The system sends an email to the judge with links to all non-rejected documents in the filing. The filing status changes to **Emailed to Judge**, and a confirmation appears on the review panel showing who was emailed and when.

{% hint style="info" %}
This is for judges who review filings outside the e-filing system (paper-based workflow). For judges who use the system, use the **Route to Judge** option instead (see [Accepting and Rejecting](/clerk-guide/accepting-and-rejecting.md#routing-to-a-judge)).
{% endhint %}

## Send to Printer

You can send all documents in a filing to your personal print queue directly from the review panel.

1. In the review panel, find the **Send to Printer** section.
2. Click **Add documents to Print Queue**.

The documents are added to your print queue (accessible from the **Printing** page in the sidebar). Documents that are already in the queue are not duplicated. See [Printing](/clerk-guide/printing.md) for more about managing the print queue.

## Clerk Notes

Use the notes field to record internal observations. Notes are saved to the filing record and visible to other clerks but not to the filer. Notes auto-save when you click outside the field.

## Keyboard Shortcuts

| Shortcut    | Action                               |
| ----------- | ------------------------------------ |
| **Alt + A** | Open the Accept dialog               |
| **Alt + R** | Open the Reject dialog               |
| **Alt + N** | Skip to the next filing in the queue |

{% hint style="warning" %}
Keyboard shortcuts are disabled when you are typing in a text field or textarea.
{% endhint %}


---

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