> 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/workflow/filing-lifecycle.md). # The Filing Lifecycle Every filing in Cott E-Filing follows a defined path from creation to final recording in the court's case management system. This page walks through the complete journey across all roles. *** ## Lifecycle Overview ``` ┌─────────────────────┐ │ DRAFT │ Filer saves, not yet submitted └──────────┬───────────┘ │ Filer submits ▼ ┌─────────────────────┐ │ SUBMITTED │ Enters the clerk queue └──────────┬───────────┘ │ Clerk picks up ▼ ┌─────────────────────┐ │ UNDER REVIEW │ Clerk reviewing documents └──────┬───────┬───────┘ │ │ ┌──────────────────┤ ├──────────────────┐ │ │ │ │ ▼ ▼ ▼ ▼ ┌────────────┐ ┌──────────────┐ ┌──────────┐ ┌──────────┐ │ ACCEPTED │ │PARTIAL ACCEPT│ │ REJECTED │ │WITH JUDGE│ └─────┬──────┘ └──────┬───────┘ └──────────┘ └────┬─────┘ │ │ │ │ │ ┌───────────────┤ │ │ │ │ ▼ ▼ ▼ ▼ ┌─────────────────────────────┐ ┌──────────────┐ ┌──────────┐ │ RECORDED │ │RETURNED TO │ │ ACCEPTED │ │ (docket entries created) │ │ CLERK │ │(by judge)│ └──────────┬──────────────────┘ └──────────────┘ └────┬─────┘ │ │ ▼ ▼ ┌─────────────────────┐ ┌────────────┐ │ SUBMITTED TO CMS │ │ RECORDED │ │ (final state) │ └────────────┘ └─────────────────────┘ ``` {% hint style="info" %} **📹 GIF:** A filing moving through the complete lifecycle -- starting as a Draft, filer clicking Submit, the filing appearing in the clerk queue as Submitted, a clerk picking it up (Under Review), accepting it (Accepted), and the status changing to Recorded. {% endhint %} *** ## Step-by-Step Walkthrough ### 1. Draft (Filer) You begin a filing using the 5-step wizard: select a court, add parties, upload documents, review fees, and confirm. At any point before submission you can save your progress as a draft and return later from the **Drafts** page. * No notifications are sent at this stage * Drafts do not appear in the clerk queue * You can delete drafts you no longer need ### 2. Submitted (Filer) When you click **Submit**, the filing leaves draft status and enters the clerk queue at the assigned court. You receive a filing number (e.g., EF-EBR-2026-0042) and a confirmation. * **Email notification:** Filing submitted confirmation sent to the filer * **In-app notification:** FILING\_SUBMITTED * The filing appears on your dashboard with status **Submitted** ### 3. Under Review (Clerk) A clerk picks up the filing from the queue (or it is auto-assigned via routing rules). The clerk opens the review page to examine each document. * The filing moves to the "Under Review" column on the filing queue board * The assigned clerk's name appears on the filing * Filers see the status change to **Under Review** on their dashboard ### 4. Clerk Decision After reviewing the documents, the clerk makes one of four decisions: #### Accepted All documents pass review. The system: * Stamps each PDF with court metadata (court name, date, recording number, clerk name) * Creates a case record in the Verdict CMS (for new cases) * Creates docket entries for each accepted document * Sends an acceptance email to the filer * Creates a FILING\_ACCEPTED notification #### Partial Accept Some documents are accepted and some are rejected. Accepted documents are stamped and recorded. The filer receives details about which documents were rejected and why, so they can resubmit the rejected portions. #### Rejected The filing does not meet requirements. The clerk selects a rejection reason code and may add notes explaining what needs to be corrected. The system: * Sends a rejection email with the reason code and clerk notes * Creates a FILING\_REJECTED notification * Sets a cure deadline (if applicable) for the filer to correct and resubmit {% hint style="info" %} Rejected filings are not deleted. You can view the rejection details on the case page and resubmit with corrections. The resubmitted filing links back to the original. {% endhint %} {% hint style="info" %} **📹 GIF:** A clerk making a decision -- the review screen showing Accept and Reject buttons, clicking Accept, the Accept dialog appearing with the filing summary, clicking Confirm, and the queue updating to show the filing in the Accepted column. {% endhint %} #### With Judge The clerk routes the filing to a judge for review or signature. This is used for orders, motions requiring judicial action, or filings that need a judge's approval before acceptance. ### 5. Judge Decision (if routed) When a filing is routed to a judge, the judge reviews it from their inbox and either: * **Accepts** the filing, which moves it to the Recorded stage * **Returns to Clerk** with notes, sending it back to the clerk queue for further handling ### 6. Recorded Accepted filings (whether accepted by a clerk or a judge) are recorded in the Verdict CMS. This means: * A CMS case record exists (created for new cases, updated for existing cases) * Parties are synced to the CMS party registry * Docket entries are created with the appropriate event codes * Financial records are created for any fees ### 7. Submitted to CMS (Final) The filing reaches its terminal state. The stamped documents, docket entries, and case records are fully committed to the Verdict CMS. The filing is complete. *** ## Status Transition Table | From | To | Triggered by | What happens | | -------------- | ----------------- | ---------------------------------- | -------------------------------------------------------------- | | Draft | Submitted | Filer clicks Submit | Filing enters clerk queue. Confirmation email sent. | | Submitted | Under Review | Clerk picks up or auto-assignment | Clerk assigned. Filing moves to review column. | | Under Review | Accepted | Clerk accepts all documents | PDFs stamped. CMS records created. Acceptance email sent. | | Under Review | Partial Accept | Clerk accepts some, rejects others | Accepted docs stamped and recorded. Rejection details sent. | | Under Review | Rejected | Clerk rejects filing | Rejection email with reason code and notes. Cure deadline set. | | Under Review | With Judge | Clerk routes to judge | Filing appears in judge's inbox. | | With Judge | Accepted | Judge approves | Moves to Recorded. | | With Judge | Returned to Clerk | Judge sends back | Returns to clerk queue with judge's notes. | | Accepted | Recorded | System (automatic) | Docket entries and CMS records finalized. | | Partial Accept | Recorded | System (automatic) | Accepted documents recorded in CMS. | | Recorded | Submitted to CMS | System (automatic) | Terminal state. Filing lifecycle complete. | *** ## Email Notifications The system sends email notifications at key points in the lifecycle: | Event | Recipient | Content | | ------------------- | ---------------- | ------------------------------------------------------------------- | | Filing submitted | Filer | Confirmation with filing number and court details | | Filing accepted | Filer | Acceptance notice with stamped document links | | Filing rejected | Filer | Rejection reason, clerk notes, cure deadline, resubmit instructions | | Fee waiver decision | Filer | Approval or denial of fee waiver request | | E-service received | Served party | Notification that a document has been electronically served | | Case activity | Relevant parties | Updates on case activity (docket entries, status changes) | | System alert | Affected users | Maintenance windows, system changes | {% hint style="warning" %} Email delivery requires a configured SendGrid API key. If email is not configured, notifications still appear in the in-app notification center. {% endhint %} *** ## Resubmitting a Rejected Filing When your filing is rejected, you are not starting from scratch. From the case detail page: 1. Review the rejection reason code and any clerk notes 2. Click **Resubmit** to create a new filing pre-filled with data from the rejected original 3. Make the necessary corrections (fix documents, update party info, etc.) 4. Submit the corrected filing The new filing links back to the original via a parent filing reference, giving clerks full visibility into the correction history. {% hint style="info" %} **📹 GIF:** Resubmitting a rejected filing -- viewing the rejection details on the case page, clicking Resubmit, the wizard opening with pre-filled data, making corrections, and submitting the new filing. {% endhint %} --- # Agent Instructions This documentation is published with GitBook. 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