> 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 with the court. 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 │ └──┬──────┬──────┬─────┘ │ │ │ │ │ │ │ │ Clerk sends to judge │ │ │ ▼ │ │ │ ┌─────────────┐ signs ┌──────────────┐ │ │ │ │ WITH JUDGE ├───────────▶│ JUDGE SIGNED │──┐ │ │ │ └──────┬──────┘ └──────────────┘ │ │ │ │ │ returns / denies │ │ │ │ ▼ │ │ │ │ ┌───────────────────┐ │ │ │ │ │ RETURNED TO CLERK │────────────────────────┤ │ │ │ └───────────────────┘ back to the clerk, │ │ │ │ who accepts │ │ │ │ Clerk rejects │ │ │ ▼ │ │ │ ┌──────────┐ Final. "Edit & Resubmit" creates │ │ │ │ REJECTED │ a NEW filing linked to this one. │ │ │ └──────────┘ │ │ │ Clerk accepts ◀──────────────────────────────────────┘ │ ▼ │ ┌──────────────────────────┐ │ │ Card charged first │ │ └──────┬──────────┬────────┘ │ decline │ │ success │ ▼ ▼ │ ┌──────────────┐ ┌──────────────────────────────┐ │ │PAYMENT FAILED│ │ ACCEPTED / PARTIAL ACCEPT │ │ └──────┬───────┘ │ stamped, recorded │ │ │ │ (shows as "Accepted") │ │ filer │ └──────────────────────────────┘ │ pays │ └─────────┘ returns to the clerk queue, "Payment collected" ``` {% hint style="info" %} **📹 GIF:** A filing moving through the 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, and the status showing Accepted. {% 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 * 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 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 moves: #### Accepted All documents pass review. The system: * **Charges the filer's card first** -- if the charge fails, nothing else happens (see Payment Failed below) * Stamps each PDF with court metadata (court name, date, recording number, clerk name) * Creates a case record with the court (for new cases) and docket entries for each accepted document * Sends an acceptance email to the filer, including any **Note from the Clerk** #### 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. #### Rejected The filing does not meet requirements. The clerk selects a rejection reason code and may add notes. The system sends a rejection email with the reason code, the clerk's notes, any **Note from the Clerk**, and a cure deadline if one was set. No charge is made. {% hint style="info" %} Rejection is final for that filing -- it never re-enters the clerk's queue. The filer uses **Edit & Resubmit** to create a **new** filing, pre-filled from the rejected one and linked back to it. {% endhint %} #### With Judge The clerk uses **Send to Judge** for filings that need judicial review or a signature (proposed orders, sealed filings, matters needing judicial discretion). ### 5. Judge Action (if routed) The judge reviews the filing from their inbox and does one of three things: * **Signs** it -- the filing becomes **Judge Signed** and returns to the clerk's **Returned by Judge** tab. * **Returns** it with notes -- the filing becomes **Returned to Clerk**. * **Denies** it (in whole or in part, with DENIED stamps) -- it also comes back as **Returned to Clerk** (or Judge Signed, when only some items were denied). {% hint style="warning" %} A judge's signature is not acceptance. Signing never charges the filer, stamps the documents with the court stamp, or records anything. In every path, it is the **clerk** who accepts the filing -- including accepting a returned or denied filing directly. The filer is never emailed at any judge step; only the clerk's final accept or reject reaches them. {% endhint %} ### 6. Recorded (Final) Accepted filings are recorded with the court. This is the terminal state -- the stamped documents, docket entries, and case records are fully committed. In the clerk and filer views, a recorded filing simply displays as **Accepted**. ### Routing After Acceptance An accepted filing can still be sent to a judge -- typically a proposed order. It shows as **Accepted · awaiting judge**, becomes **Judge Signed** when the judge signs, and the clerk finishes with **Record signed version**. The filer is not charged again. ### The Payment Failed Loop The card is charged at the moment of acceptance. If it is declined: 1. The filing becomes **Payment Failed**. Nothing was stamped or recorded with the court. 2. The filer is emailed and pays from their **Payments due** page. 3. Once paid, the filing returns to the clerk's queue with a **Payment collected** banner. 4. The clerk accepts again -- this time acceptance stamps and records without charging, because the charge was already collected. *** ## 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. | | Under Review | Accepted | Clerk accepts all documents | Card charged, PDFs stamped, court 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. Final -- resubmission is a new filing. | | Under Review | Payment Failed | Card declined at acceptance | Nothing recorded. Filer emailed to retry payment. | | Payment Failed | Under Review | Filer pays on Payments due | Back in the clerk queue with "Payment collected". Acceptance won't charge again. | | Under Review | With Judge | Clerk sends to judge | Filing appears in judge's inbox. No filer email. | | With Judge | Judge Signed | Judge signs | Returns to the clerk's Returned by Judge tab. No charge, stamp, or recording yet. | | With Judge | Returned to Clerk | Judge returns or denies | Returns to the clerk, who can accept it directly. | | Judge Signed / Returned to Clerk | Accepted | Clerk accepts | Normal acceptance -- charge (if not already collected), stamp, record. | | Accepted | Accepted · awaiting judge | Clerk routes an accepted filing | E.g., a proposed order sent for signature. | | Accepted · awaiting judge | Judge Signed | Judge signs | Clerk records the signed version. No second charge. | | Accepted / Partial Accept | Recorded | System (automatic) | Records finalized. Displays as "Accepted". Terminal state. | *** ## 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, payment receipt, and any **Note from the Clerk** | | Filing rejected | Filer | Rejection reason, clerk notes, any **Note from the Clerk**, cure deadline, resubmit instructions | | Payment failed | Filer | The decline reason and how to pay from the Payments due page | | Payment received | Clerk | The failed payment was collected; the filing is back in the queue | | Fee waiver denied | Filer | Denial of the fee waiver request, with any Note from the Clerk | | Filing assigned / sent to me | Clerk, judge, or judicial staff | A filing was assigned or routed to them (each controls this with their own email toggles) | | Returned from the judge | Clerk | A judge returned or denied a filing assigned to them (if their toggle is on) | | E-service received | Served party | Notification that a document has been electronically served | {% hint style="warning" %} The filer is **never** emailed at any judge step -- not when a filing is sent to a judge, signed, returned, or denied. Only the clerk's final acceptance or rejection notifies the filer. {% endhint %} *** ## Resubmitting a Rejected Filing A rejected filing stays rejected -- resubmission creates a new filing. From the case detail page: 1. Review the rejection reason code and any clerk notes 2. Click **Edit & 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, 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 Edit & 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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