> 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/reference/faq.md). # FAQ Common questions organized by role. If you cannot find your answer here, visit the [Support page](https://github.com/Cott-Systems/e-filing/tree/main/support/README.md). *** ## Filer Questions ### How long does filing review take? Review times vary by court and filing volume. Most filings are reviewed within 1-2 business days. You can check your filing's current status at any time from your **Dashboard** or the **Case Detail** page. When the status changes, you will receive an email notification and an in-app alert. ### What happens if my filing is rejected? You will receive an email and in-app notification with the rejection reason, any notes from the clerk, and a cure deadline (if applicable). You do not need to start over -- open the case page and click **Edit & Resubmit** to create a corrected filing pre-filled with your original data, linked to the original. ### How do I check the status of my filing? * **Dashboard** -- Your most recent filings and their statuses are shown on your filer dashboard * **Case detail page** -- Click any filing to see its full status history, documents, and any clerk notes ### When is my card charged? Only when the clerk **accepts** your filing. If the filing is rejected, nothing is charged. If your card is declined at acceptance, the filing is not on the court record until you pay from the **Payments due** page -- see [Payments, Deposits & Receipts](/filer-guide/wallet-and-payments.md). ### Why was I charged $6.18 on a filing with no court fees? Every paid filing carries a flat **$6.00 e-filing fee** plus a **3.05% convenience fee**. On a filing with no court fees that isn't waived, that minimum works out to $6.18. ### How do fee waivers work? On the **Fees** step of the wizard, check **Request fee waiver (will be reviewed by the clerk)** and pick a reason -- **Pauper** or **Government Agency** -- with an optional message. The clerk decides the waiver before accepting; you're notified either way. If denied, you'll need a payment method on file before the filing can be accepted. Government filers and members of fee-exempt organizations are waived automatically with no request needed. The clerk can also apply **Defer Court Costs** on an existing civil case, which draws the court's costs from the case deposit while the platform fees are still charged. ### How do I get a receipt? Every successful payment has a downloadable PDF receipt -- from the **Payments** page, the **Statements** page, or the "Filing Accepted" email. Statements also offers a CSV export of your full history. See [Statements & Receipts](/filer-guide/statements.md). ### How do refunds work? Refunds are issued by the court through the payment portal, not from CottFile. When one is issued it flows back automatically and appears as a credit on your Payments and Statements pages. If you believe you were charged in error, contact the clerk's office for the court you filed in. ### How do I put money on a case? Three ways: add an **Additional Advance Deposit** or an **Escrow Deposit** on the Documents step of a filing, or top up an existing case's deposit with **Add Funds** (no filing needed -- it charges only the 3.05% convenience fee). See [Payments, Deposits & Receipts](/filer-guide/wallet-and-payments.md). ### Can I edit a filing after I submit it? No. Once a filing is submitted, it cannot be edited. If you need to make changes before the clerk picks it up, contact the court directly. If the filing is rejected, you can resubmit with corrections. ### What file formats are accepted? Only **PDF** files are accepted. Convert Word documents, images, or scans to PDF before uploading. See [Document Requirements](/reference/document-requirements.md) for full details. ### What are the file size limits? * **500 MB** per individual file ### How do I file on an existing case? Click **File on Existing Case** on the dashboard. First select the court, then search for the case by case number (for criminal cases you can also search by a party's last name). Once you select the case, the filing wizard opens with the court and case information pre-filled. ### Can I save my filing and finish later? Yes. Your progress is auto-saved as a **draft** each time you click Next in the wizard, and **Save Draft** saves and exits. Resume any draft from the **Drafts** tab on your dashboard. ### Can I belong to two firms or practices? Yes -- one account, one bar number, several practices. Join or create the second firm from **Settings → Organization** (or accept a firm's invitation with **Add as second practice**). One practice is **active** at a time; switch from the *Practice* chip in the top bar. Your dashboard, team page, firm card, fee waiver, statements, and reports all follow the active practice, and every filing is permanently tagged with the practice it was submitted under. Unpaid bills from all your firms stay visible everywhere. ### Why can't I click "Join" on my firm? CottFile only offers a direct **Join** when your email domain clearly belongs to that firm -- it has an active member with your domain, and no other firm shares it. Free email providers (like Gmail) and domains used by more than one firm (like `la.gov`) can't be auto-confirmed -- use **Request to join** instead, and a member of the firm will approve you. Organization administrators can't join an existing firm directly either; they request to join and come in as an attorney. {% hint style="info" %} **📹 GIF:** Common filer tasks -- checking filing status on the dashboard, opening a rejected filing's case page, and clicking Edit & Resubmit. {% endhint %} *** ## Clerk Questions ### How are filings assigned to me? Assignment depends on your court's configuration: * **Round-robin** -- Filings are distributed evenly across available clerks * **Rules-based** -- Routing rules assign filings based on case type, document type, filer type, or fee status * **Manual** -- A supervisor or lead clerk assigns filings manually You can see your assigned items in the **Filing Queue** -- the sortable, searchable table of filings for your court. ### What if I need to route a filing to a judge? In the review panel's **Actions** step, use **Send to Judge**. Pick the judge (or their judicial staff), a priority, and a due date, with an optional message. The filing moves to **With Judge** and appears in the judge's inbox; when the judge signs or returns it, it lands in your **Returned by Judge** tab. ### Can I reassign a filing to another clerk? Yes. On the review page, use **Reassign to Clerk** to transfer the filing to a different clerk or court admin, or **Move to unassigned**. This is useful when a filing requires expertise in a specific case type or when balancing workload. ### What rejection reason codes are available? The system provides a fixed set of rejection reason codes: * Incomplete Filing * Incorrect Form * Missing Signature * Incorrect Fee * Wrong Court * Duplicate Filing * Defective Service * Other You can also add free-text notes to explain the rejection in detail. ### What happens if the filer's card is declined when I accept? The filing moves to **Payment Failed**: nothing is stamped and nothing is recorded with the court. The filer is emailed and pays from their Payments due page; the filing then returns to your queue with a **Payment collected** banner, and accepting it will not charge them again. ### How do I handle a partial acceptance? When some documents pass review but others do not, use **per-document decisions**. Mark each document individually as Accepted or Rejected with a reason. The filing receives a **Partial Accept** status, and the filer is notified about which documents need correction. {% hint style="info" %} **📹 GIF:** Clerk workflow overview -- the filing queue table with filing rows, clicking a row to open the review screen, the split-panel layout with the document viewer and review panel, and the Accept/Reject buttons at the bottom. {% endhint %} *** ## Judge Questions ### Can I edit documents before signing? Yes. Click **Edit (beta)** on a document to open the inline markup editor -- your markup is burned into the PDF when you save and flows into the signed document. For corrections the filer or clerk should make instead, use **Return to Clerk** with notes. ### What happens after I sign a filing? Signing does not record anything by itself. The signed filing goes to your judicial staff for final edits (if that's your chosen destination) or straight to the clerk's **Returned by Judge** queue at high priority -- the clerk then records it with the court. The filer is not notified until the clerk completes that step. ### What happens when I return a filing to the clerk? The filing moves back to **Returned to Clerk** status and appears in the clerk's Returned by Judge tab. Your notes are attached so the clerk knows what action to take. The filer is not emailed at this step. ### Can I deny just part of a filing? Yes. Use **Deny** in the PDF Tools to place DENIED stamps with reasons on specific pages, then choose **Sign & Deny Stamped Items** to sign the filing with only the stamped items denied -- or **Stamp & Return** to deny the whole filing. See [Signing and Returning](/judge-guide/signing-and-returning.md). *** ## General Questions ### What browsers are supported? Cott E-Filing supports the latest versions of: * Google Chrome (recommended) * Microsoft Edge * Mozilla Firefox * Safari {% hint style="warning" %} Internet Explorer is not supported. For the best experience, use an up-to-date version of Chrome or Edge. {% endhint %} ### Is there a mobile app? There is no dedicated mobile app, but the platform is accessible from mobile browsers. The filer portal and clerk console are responsive and work on tablets and phones. For document-heavy tasks like clerk review, a desktop or laptop is recommended. ### Who do I contact for technical help? Visit the **Support** page (accessible from the navigation bar) for: * FAQ and troubleshooting guides * Contact methods for the support team * Support hours * Emergency filing procedures (for when the system is unavailable) ### Are my filings secure? Yes. All documents are stored in private, encrypted storage. Access is controlled by role-based permissions: * Filers can only see their own filings * Clerks can only see filings for their assigned court * All actions are recorded in an audit trail ### What happens during system maintenance? Scheduled maintenance is announced through system alert notifications. During maintenance, you may not be able to submit new filings. ### How do I update my profile or contact information? Open **Profile** from the user menu in the top-right corner. You can update your name, phone number, and mailing address. Bar roll numbers must stay unique -- if yours is registered to another account, contact the court so they can merge the duplicate record. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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