Good afternoon everyone welcome the Department of labor file and ease of informational webinar. Today's June 23rd 2022. the topic we'll cover is related to the upcoming release in July.
the upcoming release in july
Enhancements to the delegated access functionality in the system.
We can 1st go through a brief overview, um, the topic and then we, there will be a demonstration of the changes. You can expect to see in the system.
So, the topics will cover our 1st, we'll go through an overview of the enhancements that are being released in July.
Enhancements cover the delegation module, which includes the organization module as well as the delegated operations.
Then I will give a demonstration of how to set up an organization and add your members to the organization to reflect your law firm structure and including legal staff and attorney's.
If you have not done this already.
For those of you who may be new to the system, then we will go into a demonstration of the changes that are coming to the delegated access and delegated functions in the system specifically.
How can, um, legal assistance in your law firm, assist attorneys and do all the electronic filing and receiving of documents on behalf of attorney's with.
Uh, absolutely, no involvement needed from the attorneys themselves. So you'll be, uh, we will show how the legal staff can access cases how we can submit new cases file for new cases.
Submit filings to existing cases and appeals.
And access filings done by parties.
And also how to easily manage the staff's access as people leave and new people join your law firm.
So those are the topics will cover today.
A few, uh, ground rules before we start the session. Remember, the session is being recorded.
So please post your questions into the chat to everyone and please only post generic questions as we will not be able to address any specific case related questions in this forum.
If you have any questions related to the adjudication process at the oil J and the boards or any business processes that the courts have, we will not be able to address those here.
Instead you can post it, but we will have to give you a response through some offline means such as email or announcements.
If you have any state case, specific questions, please do not posted here. We will not be able to answer them.
But instead, please submit to get to the file eyes helpdesk at this, uh, link provided here.
With that said, let's get started with a little bit of a background 1st.
As you all are aware, if system went live back in December 72020andatat, the time of time it went live,
the department had conducted a few listening sessions to get feedback from users about, uh, on the usage of since it is a brand new system. since it is a brand new system
And we received a number of recommendations from the user community that would help, uh, improve the usability of the system.
Some of these have been implemented over the course of the year and a half that the file has been in operation a quick summary here. Just to give you a context of this new release.
We held a number of training webinars we had in outreach session.
Um, a couple of in, uh, enhancements were already implement and deployed such as, uh, duplicative E, service emails that were stopped.
Uh, we reduced the need for this duplicate certificate of service to be uploaded along with every filing.
A system was enhanced to make, uh, document access through, through document, links, easier directly from emails.
We enabled access to the appeals of past filings on appeals directly on your dashboard.
So all of this have been implemented and, uh, very recently we did some major dashboard improvements to improve search.
We did, um, released improvements to email notifications and that that 1 was, uh, a very desirable item for all of your users to include more case related data and party data in emails.
Now, these have all been deployed, um, and are in the system right now, the context of this new release is 1 of the other major recommendations for improvement that we got from the user community at the listening sessions,
which was that the delegated access functionality was difficult to use and we needed improvements to it. The gist of the recommendation was that the legal staff, um.
Legal staff should be able to perform all functions related to electronic filing and receiving a service on behalf of the attorney with minimal interaction with the attorney if it is so decide, but at the same time, we don't want to.
Uh, we don't want attorneys to lose their access either, so we want to retain attorney's full functionality, but at the same time, make it simpler and easier for legal staff to perform all the functions.
So, that is the enhancement that is being released in July.
And this webinar will focus on this topic also, as a heads up coming soon in August is the ability to transfer cases. And this is based from 1 account to the other.
From 1, attorney to another et cetera, this is based on, um, support tickets. We have received where folks have been stuck when their email address changes, they had loose cases.
So we will that is coming soon but this webinar will be focused on delegated access enhancement.
So, 1 of the major concerns with the current, uh, delegation functionality in the system.
So that is a 3 step process that everybody has to follow before a legal staff can even begin to assist with the filing, which is that the attorneys must make the 1st step. They have to complete the initial processes.
Of getting access to their cases so, attorney or.
Tony has to log in with his email, he saw her email account and must submit the access request to their cases. They have to wait for approval to come from the agency and in that access request, you attach your notice of appearance.
And once the approval comes from the agency, the attorney must then delegate his or her access to the legal staff.
Until that step, 3 is completed, the legal staff is unable to assist in the process, but in reality,
the legal the filing process begins in step 1 where requests for access to cases must be submitted.
Um, our goal is to make it simpler, we're calling today legal staff, assist, starting with step 1 itself.
We want to this enhancements will allow you attorney to not be involved in the process at all, except for setting up the account, which we will come to in a minute.
The 2nd issue is, uh, the major concern.
Was that if an attorney leaves the farm without assigning a limited delegated legal staff, or takes an unexpected long vacation.
They are all access to the case was lost.
So, 1 of the requirements was that it must be easy for, um, the, anybody in the staff to get access to the cases and the case files in a very simple and easy manner.
So, basically changes to the staff structure in your law firm must be simple and easy to manage. So, these are the, uh, improvements that we would and improvements should aim to address these concerns.
So, highlights of the enhancements that are going to be released in the enhancements cover 2 modules, what we call the organization module and the delegation module.
In the organization module with these enhancements, the legal staff will be able to perform all filing and these service activities on behalf of any attorney in the law firm,
starting with submitting the requests for access to the cases.
No, attorney involvement should is needed, except for 1 thing we do need attorneys to still log in 1 time, at least, and set up a valid account with a valid operational email address.
And the proper designation that step is still a, must because the system must know.
Who the legitimate users are.
Even with all of these enhancements, the current functionality for attorneys as well as proceed parties will be retained. No change will be made there. They will continue to operation operate. If attorneys do the filing.
On their own no change there.
Also improved included in these enhancements that we brought a visibility into the cases under in your law firm at the organization levels.
So everybody in your organization will be able to see a list of cases.
Handled by your firm who the attorneys of record are, and who the legal staff is assigned, um, who's assisting on those cases you will from this organization dashboard.
You also be able to easily add and remove the, your staff to, uh, change access as your staff changes.
So those are the highlights of the enhancements, uh, expected to be released in July.
Now, I'll give you a quick overview of the demo scenario. I want to keep this, um, webinars, uh, mostly focused on the demo in this demo. We will look, we will see the operation of a law.
In that law firm, there are 2 attorneys and 2 legal staff assisting the attorneys and these companies are, uh, to make it easy for us to follow the process. These 4.
we will have 4 users already set up in the system.
These 4 attorneys are called attorney 1 and attorney 2 and the legal staff was called legal staff, 1 and legal staff too. So their names will be set up that way.
And each user has independently already logged in and set up their user profile correctly, designating themselves as either an attorney or legal staff.
And when you set up your organization in in the system for your offer, if you haven't been through this process, this must be done.
Everybody must log in independently at least once and set up your profile attorneys in your user profile. There will be a checkbox at the, towards the bottom of the screen, which I will show you called.
I'm an attorney, make sure to check that for the attorneys.
The system needs to know who the attorneys are, and who the legal staff assisting the attorneys are for legal staff and leave this check box unchecked.
So, our, in our demo, this user, this user setup is already in place.
Next in our demo, for the purpose of this demo, we've already set up 1 organization, which represents the law firm.
This law firm has 4 members the for, uh, 2 attorneys, and the 2 legal staff that I described earlier. Now, as a note to anybody who has not done this before.
Um, yet do not create an organization 1 organization per user, think of organization as an umbrella, or a, or a structure bringing all of the, all of your members.
Together there should be 1 organization representing your law firm, and all the users will be members of that organization.
Now, this has also already been set up, so I will jump right into the demonstration now. So as part of this demonstration, I will show you how to, um, the topics we will cover this.
The organizational structure you will set up as well as the, um, how to perform the delegated operations.
So, we will go through how to set up an organization and then we will go through how to how the delegated, uh, legal staff can perform these functions on behalf of the attorneys that have been setup in your organization.
Okay, now I'm going to jump on to my, um.
My accounts here, I have quite a few accounts going so, as you can see, this is my legal staff tools. Dashboard. I'm already logged in as I, as I mentioned.
In the legal staff choose profile remembered, they should set up their name and address if you have not done this already and make sure you unselect. I am an attorney at the same time.
Uh, I have an attorney dashboard here Here's my attorney to dashboard and in the attorney's dashboard, make sure you set up the profile with the name and address.
And be sure to click attorney an attorney.
A checkbox and say, okay, so attorneys should log in at least once.
Set up their name and address and email address and select the attorney checkbox after that they should, uh, goal is to have.
Minimal requirement of attorneys to log in, unless it is needed, unless they wished.
Sorry, stop that George we have in the chat that people want to see the presentation of full screen.
Uh, I am in the demo right now. Are you not seeing my screen.
I think they are, but I think, can you make that full screen.
I'm in full screen. Okay.
Because we have some users on the chats saying that they, um.
They're having, uh.
Maybe maybe what the power maybe it was the power point.
Oh, okay. Sorry. Um.
So, when I get back to the PowerPoint PowerPoint, I'll, I'll be sure to do that.
Thank you.
Um.
So, uh, here is my other legal staff. 1 again, legal steps profile is set up without the check box.
Now once you have set up your user accounts, and, um, your user profiles, everybody can, um, the next step is to set up your organization.
And again, this is for folks who have not done this yet those so few who have set up your organization already, there is no need to change anything that you have done already.
Okay, if you have not set up an organization yet you can go to my account.
My organizations and click on the ad organization button.
All you have to do is 1 person from your law firm, can set up this organization, which is just a structure to hold all the members of your.
Well, okay, under an umbrella organization names, set up your law firms, uh, press, and, um, by default the person who creates set this up for the 1st,
time will be designated as the administrator.
So that there will be at least 1 administrator in every organization. If.
This click save and that's all you need to set up the organization now. Now.
The administrator of the organization that is the person who created this for the 1st time. We'll have an edit option here. Others will not see an edit option because administrator can change the settings.
Ask the creation you will click on the name of the organization to go into its details. Now there are changes to this page that are coming in the upcoming release.
You will notice 2 different buttons at the top here for cases and appeals. These are the cases dash under your law firm? These are all the appeals handled by your law firm currently will come to this in a minute.
But during the organization setup, 1st thing you will do is click on members.
And you can the administrator will add members to the organization. So remember 1 organization to represent your law firm. And then you add the, uh, members to the, to that organization.
Initially, they will only be 1 administrator.
And but this icon here represents the administrator of your organization.
After it is created, the administrator can go to add members and enter the email addresses of all.
Uh, all the people in your law firm, using the E file system, just enter email addresses, separated by commas.
Hit submit and it will your those folks in with those email addresses.
Will be added as active members of your organization. Now, this is all you need to get set up as a law firm, or an organization registered to use the system.
So, it is important that you get all your users registered with a valid email address with the proper user type, and then simply come and add the email addresses here in your organization is set up.
Okay, now, if you have already done all this before, and your organization is set up, no need to change anything.
You're good to go. Now 1 change that has that will come to your dashboard after you log in. Typically, this is the dashboard that you will see, you have your agency tiles for the boards and.
And scroll down to the bottom here, you will see that your organization that you have set up will come, will come directly onto your dashboard.
Once you have set it up for the 1st time, if you have 1 already, they'll be displayed here and you can click on this tile to get to the same dashboard that we saw before.
An easy way to get to this, uh, this is now easier to access the organization. So it's like, change here. You will see that in the current product system in use.
This used to be an, um, a menu called my organization. Now, your, uh, form will be displayed directly on your dashboard.
So now, once you are set up with the with.
Your organization, and you have added all the members a legal staff can start, uh, assisting in all of the electronic filing processes. So go now, I will.
I will go to the, um.
Filing processes, I'm going to be logged in as staff 1, legal staff 1, and I,
you can access your case agency dashboard if you already have been accessing your cases through the system you will see that they will,
even after the release you will have all those cases on your dashboard still there will be no change in the in the cases that you will see okay.
Or what will change is the all way in which you will access the case and submit the filings.
1, uh, change is that there used to be a table in between here called cases delegated to me.
That table will no longer be there. Once the release goes up.
Because now, the legal stuff and the attorneys will have the same view of this of the cases, uh, that they are working on and, um, so, let's start with the 1st, step as the legal stuff.
If you want to get access to a particular case on behalf of an attorney.
Typically, you would go into request access for cases and remember I'm a legal staff here. I have set up my organization with my attorneys search for your cases.
I'm going to use cases, and as an example.
But, um, uh, um, but the appeals process is also pretty much the same.
I will demonstrate that to in a bit so I search for the cases. And, uh, previously you would select the case that you're interested in.
You can see who has access to this case currently only John Smith, who is the claimant has access to the case, which is not part of your.
Will select the case and add to request.
This process has not changed, except in this form you will now see a new 2 couple of new options up top here.
You can think whether you are the attorney or the party listed in the notice of appearance.
If you are the party listed in the notes of appearance, you can delegate this access to anybody in your law firm, you can select your law firm here and if you want to delegate the access,
while you're gaining access to this case, you can select your legal staff right here. Now, remember, this is legal staff 1. so I am actually the legal staff who's submitting this request.
Here is my attorney, and I can select the attorney on whose behalf I am submitting this access request.
So, select legal stuff, select the attorney on whose behalf you are submitting this specific access request and here.
Select the roar of this attorney to, on this case, not your role.
Not the legal staffs wrote obviously, but the role of the attorney on this case.
Attach the notice of appearance.
Of this attorney attorney 2.
On his behalf, you are filing this access request.
Again, this case is 31.
And submit to deal it.
When you submit to, you will see that 831, which is the brand new request that you just submitted appears on your dashboard under access requests. This is again legal staff but you are a delegated use.
You're automatically delegated to this attorney on this case. Okay. case okay
Now, you can click on this view button and you will see some changes here.
Because you are not the filing party, you are the delegated user your name we have 2 new fields here.
The filing party is the attorney on whose we have, you submitted the notes of appearance.
But there will always be a record of who submitted this request or this notice of appearance, which, in this case is legal staff 1, who filed this on behalf of the attorneys.
So they will always be a record of who is making the filing.
Now, this is, um, this is legal staff 1, and, uh, we filed on behalf of attorney too.
So as soon as this is submitted attorney twos, dashboard will also reflect this case.
So, now, let's look at attorney twos dashboard I'm already logged in and go into a case request. You will see the DBA 31 will automatically appear in attorney two's dashboard as well.
Should he choose to access the cases on their own. own
And here, attorney too will also see that it was legal staff 1, who submitted this access request on his or her behalf.
So both of them attorney, and your staff have equal access to the cases. Whereas all the operations can be performed by legal staff 1 on his behalf.
So, the same process applies when you do. Um.
File a new case, so so far we did access submitted an access request now typically, you will wait for the access request to be approved and, um, once it is approved,
the status will change to submission accepted as the filing. At which point when you access the case.
You have full view of the case files.
Any documents served on the case, and you can see the parties who have gained access to this case already. And here you are listed as the dedicated user on the case.
So, once the case is approved you the delegated staff as well, as the attorney will have full access to them directly from the dashboard.
No, uh, once you get access to the case.
You can submit a filing to this case on the attorney's behalf and you would use submit a new filing button again.
Remember you may have multiple attorneys.
On a particular case.
From your lawful maybe there are Co councils and you want to assist both of them in your, um, in in submitting filings. Right?
So, when you submit the filings as well, you have, let's assume that this case has multiple attorneys. You can select the attorney on whose we have your filing making this file.
In this example. I only have a 21. one
Who is, uh, on this case so you will pick we're attorney 1, but if you had 4 councils from your law firm, working on the same case, all of them will be listed here. But no.
Everybody must have their own individual access, request, a filed and approved, which you can do also and then they will be listed here in order to submit the file. So, the rest of the process is similar.
To what it used to be before, but, uh, the major changes that, in this case, you can pick on who's, uh, the attorney on whose behalf you are making this file.
Me hello.
Submit the filing remember, I'm legal staff 1, making a filing on a Tony once behalf.
So, as before, then the new filing that you just submitted will appear in the filings table within the case dashboard, the status will show submission received and pending review.
This filed by a Tony 1, because you're filed on behalf of attorney 1 again I'm legal staff. 1, doing the file.
But if you click on the view pop up here, we'll show who actually submitted the filing on behalf of attorney 1.
so, the agency oil J, in this case will see a Tony 1 as the filing party and they will also see that legal stuff.
1 made the Sur, filing on behalf of attorney 1 in case they need to contact you with a question.
So, that operation remains the, uh, is similar to, um, the actual process of filing remains the same, except that young. You have the ability to pick the attorney on whose behalf you're making the file.
Likewise for documents served if you access, you have access to all the case files. Um, like before now, if you record.
We added we have 2 cases in our dashboard right now.
And I am legal staff 1 right now, you.
You can see all the cases under your law firm.
Over here, if you go to your organization.
Thick on the organization name here you have a cases dashboard.
These are all the cases that are being handled by your law firm at the moment.
Now, my law firm delegation demo has a couple of things going on. I have submitted a new case that is still pending docketing.
I have a case DBA 30 that has an access request, and I've gained access to it.
Um, I have just submitted another access request for 31. I hear meaning.
Somebody from the law firm, so this is your law firm's cases dashboard here you can see the 1st, 1, if you click on this link here, this shows that there was an access request by attorney too.
And if you click on that link, you will of the access request that was filed.
And this access request for attorney, too is the reason this case is in the law firms, uh, dashboard and you can click on the view members view,
pop up to see who the attorney of record is and who the delegated members are. So these are the people who have access to the case.
At the moment, so now, let's look at this 1 here. This case was us.
Is being handled by attorney 1 and this is the access request that was filed.
And approved, and the members on the case are again, attorney 1 and legal staff 1 and there is a new case filing also by attorney 1.
That was submitted by attorney 1 on their own behalf. Now, this case dashboard view will be common to all the members of your organization. So, let's look at.
What the attorney will see so now I'm at only 1.
And if I go to my dashboard under delegation demo.
I have a cases dashboard.
I will see the same view as everybody else.
Now, I me attorney 1, I am there Tony of record on this case. So therefore I can access the case from here itself.
I can access it either from my case oil J dashboard or from my organization dashboard and you will see the same data.
Now, remember, we have 2 attorneys in this, um, 2 attorneys and 2 legal assistants in this law.
But this case only, um, the team working on this case is legal staff 1 and legal attorney. 1.
so, if I switch on over to my legal staff pto's dashboard and go to my organization.
I will see the same cases here.
But I will not have access to the case, because I am not party to or I'm not. I haven't been given access to this case. Yet. I know that this case is in the organizations. Dashboard.
But access is still controlled by who is the attorney record and who is the delegate member? So, let's say legal stuff 1 is going on vacation and needs to somebody else needs to take over the functions.
Of assisting in this case easy there, anybody in this organization can go to select the case and delegate access or.
Um, the legal staff, 1, who is leaving the, uh, going on.
On vacation can select the case delegate access.
And here you can pick who needs to be given additional access. I'm gonna pick legal staff to.
And legal staff, too will be added to the case as a delegated member. Now you'll see legal stuff.
To appear here, so, legal staff, let's switch on over to legal staff to dashboard and.
In legal stuff, twos dashboard who I just added as a delegated member.
The case will automatically appear here as, uh.
Um, uh, in the access request table, with full access to the case.
So you can, you can delegate access to the staff from the organization dashboard directly using the, uh, checkbox and delegate access function.
And if the admin of your organization can do it, attorneys can do it or legal current members, uh, can can perform this. So, you will never lose access to a case.
Anymore, um, likewise, um, attorney, too. Um, the only person who does not have access to this case right now on their dashboard.
If you notice is the attorney to who.
Does not have 30. they have 31. remember again.
Like, before they have access to the case, though, through not access, they can see the cases on the organization dashboard. Now, let's quickly review. Um, the.
Filing a new case approach again. Very similar to what, uh, access requests are done.
Sorry, I'm jumping up. Okay, let's do legal stuff too and legal stuff to what wishes to submit a new case file.
On behalf of the attorney again, you will pick the form remains the.
Same as before, as far as all the case data is.
I will enter you will see these options to select what type of role you have again. If you pick legal stuff, you can do delegation.
And pick the attorney on whose behalf you are filing this new case.
And the role of this attorney, in this case.
Hey, catch the file.
This is a J. S.
Case attach the notice of appearance of the attorney on whose behalf you are making this filing.
And submit to deal again, I picked a Tony 1 in this case.
So, over here, you will see in the new cases step, you will see this new record. It is pending assignment.
And the view, uh, view pop up will show.
The case that you are, um.
Submitting to the legal staff who submitted the filing on whose behalf attorney 1 now this case will automatically appear once
dashboard.
Fine don't eat 1.
Right here in my agency dashboard, you will see a new entry pop up automatically on the attorney's dashboard as well. So, process is similar.
To access request now, um.
Quickly to a review for the appeals.
But the appeals same similar process acts in the case of, um, the.
Um, filings requesting for appeals again. I'm in attorney 1 here. So let's look at the inverse process for use.
In our appeals, as an example, if you, uh, the attorney and you are submitting a request, but you want to delegate your staff to handle it from now on, you can search for the appeal.
Like you did before. Let me make sure this is 1000. thousand
So, uh, search for Europe.
Uh, let's see, who has access this, uh, John Smith, who has, who is a party to this case right now select the appeal.
And add to request remember, I am the attorney right now. So, um.
I am going to select I am the attorney or the party listed in the notes for appearance.
And here, I'm going to delegate to my staff.
As I am gaining access to this case, I'm going to also delegate my stuff my staff to get access to the same case. So, both directions are possible.
Attorneys can submit the request and delegate their access in 1 step or the other way around this also possible.
So, let's pick the, uh, enter the data and submit to uh, excuse me. Okay that's the appeal we are submitting to and we pick legal staff. 1.
it's attorney 1 filing for here. We go. There is 40 under 1.
The same case should appear in.
Legal staff once dashboard as well.
Be 40 I'm legal stuff. 1.
And if you look at this, you will see that, uh, this was submitted by attorney 1 on behalf of himself.
But both your legal stuff, and the attorney have access to the same case at the same time.
When this access request comes back approved from the, this will become a clickable link.
And you will be able to start filing to the cases.
Likewise, let's use our, uh, maybe the E cap dashboard to show the change a similar capability for filing a new appeal.
So up sorry, maybe we can use instead.
Again, if I wanted to file a new appeal, I'm legal staff 1.
Or I could be attorney file a new appeal. Phone will also include the same options. Here.
I am the legal stuff, and I can pick the attorney on whose behalf I'm making the file select the role of the attorney on this appeal.
Fill out all the required fields.
Uh, anything with the red star is it a field.
Um, rest of the process is the same.
Well, see, I've added attorney gets added to the, um, appeals.
Party list, and and we can pick the payment.
This process is the same no change there.
2 parties and, uh, picking the party.
Payment is John Doe, accept the terms and submit to be again on legal staff. 1, filing on behalf of attorney.
And you will see that the new appeal appears here, uh, in the new appeals table.
The view details, we'll show you who submitted the filing on whose behalf and this is the black lung, um, case.
That we are appealing.
Okay, so the process is, as you can see is very similar. Now, this, um, this.
The appeals that we have been adding, and the new appeal as well as the access request will also be available.
Under the organization dashboard in your organization dashboard there is also an appeals dashboard in case. You are mostly when for all the appeals.
Now, all the appeals will appear together in 1 dashboard they're not segregated as recap.
I believe, typically, most of you work either with to recap this.
So, uh, 11 dashboard, but you have advanced filters if you want to filter by cases you can, uh, filter by the board and you will see all your case.
Or if it is air cases, you can filter them down by your board. Similarly. Um, there is advanced filter options in the dashboard as well. You can filter by claimant name. name
Uh, you can filter by, um, office or judge your employee name case number, et cetera. Um, you will also be able to filter by members.
Which is coming soon, um, again, this you will see the new cases that have been submitted. You will also see oh, sorry here. Uh, filtering.
You will see the new, um, appeal that we just submitted just now. And you can see the members who have access to the case, um, attorney too, and legal staff of the designated participants.
Again, even before this case is docketed, you will be able to delegate this access to somebody else.
If you want if you want additional team members to start monitoring this, uh, this docket number.
So, you can delegate access to the cases.
Your cases, at any point of time, you can also remove access from a case or an appeal directly from here.
Here are the 2 people who have access right now and I can remove 1 of their access when people leave or staff assignments change.
Any point of time you can use the organization dashboard to give a give access and take and remove access.
All during all of the steps, we, the, the various users have been receiving emails.
Big question, right. As soon as you become delegated, um, or or you become a file on behalf of an attorney.
The legal assistant who is doing the filing as well as the attorney on whose behalf you filed will both receive the emails corresponding to those filings.
So, um, I, I'm thinking that there are a few emails that are coming up in the emails boxes that I have going here.
Ah, it's still in being processed, but, um.
Just, if it is that most all emails will be sent to the folks that are on the case. So when this case appeal gets documented.
Both legal staff too, as well as attorney, too will receive notification that, that, um.
The case has been documented with the.
Uh, case numbers, the same emails that you're used to seeing already.
So we want to leave some time for questions so real quick 1, last topic I'd like to cover and I'm sure it's in everybody's mind. So, after the release, what will your dashboard look like?
Um, after this major release goes up.
There is quite a bit of changes as you can see.
But rest assured, if you are a legal staff, and you have been actively using the current delegation module that is following that 3 step process of the attorney, getting access,
then getting delegating the access to the legal staff.
All of your cases and appeals that you currently have in your dashboard will be preserved except 1 thing. You will no longer. See the cases delegated to me.
Your cases will appear in either the access request table or the new cases new appeal stable, depending on what the filing was.
But they will all be there 2nd, uh, if you are legal staff, but you haven't been using the delegation module, but you've actually been sharing or using the attorney's log in account in order to do the filing.
The attorney's dashboard will continue to have all of the cases that exist right now.
Because there is no delegation structure, uh, right there anymore. Your dashboard will not have any of the cases, but the organization dashboard will have all of those cases.
You can go to the organization dashboard and just give yourself access to any of the cases that you need on your dashboard.
Going forward, you will not need to use your attorney's login. You can use your own email address. You can use your own 2 factor authentication mechanism through login dot. Gov.
Just go to the organization dashboard and it will be in the cases table,
or the appeals table as appropriate select the appeals and cases that you want added to your dashboard and give yourself access to it.
Um, now, as far as the information about who the filing party and the submitted by party, I saw, I showed you in your pop ups, we have the fields that are tracking,
who is doing the filing and on behalf of which attorney. Now.
For access requests, and new cases in the current system, they all had to be submitted by the attorney's account.
So, they will continue to show that they were filed by the attorney and submitted by the attorney even after the release.
But going forward in your future submissions.
Your name you being the legal stuff, your name will begin to appear in the submitted by field in your future submissions.
Filings to cases that you already have access to.
If you have been using the delegation module, you could have filed, uh, the made these filings using your own account.
In that case, the proper names will be displayed, even for the past filings.
Otherwise, if you have been using the tony's account.
It will continue to be the attorney's name everywhere.
But going forward, you can use your own login account, your own email address. You will be notified directly into your email address with all, you know, service of filings.
Each service issued from, um, from the agencies.
All of that will start coming to your email address. If you make use of the delegation function, you will not need to log into your using your attorney's account or, um, access attorney's email in any way.
So that is the changes you can expect in your dashboard.
On that all I had for the demo now, if I can take a few questions.
I have sent them by email to stop now.
Thank you Kirsten. Can you point out once? Uh.
Yeah, start with the login ones. How do you submit an access request?
Oh, okay. Um.
The request, like, I showed you, you'll go to the dashboard. Let's say you're submitting to, um, the.
Um, you will go to and request access to cases we will need to know his number or a placement name employer name some information to search for your case.
Let's say, you know, your case number you will search for.
Uh, the case and hit enter the search hope sorry I keep doing that.
Um, you will see the list of cases, and you can select the 1 you want and add to request and.
Submit the form mentioned there. Um, how does 1 get? Mm.
I have my questions say again, I have more questions anytime you're ready.
Okay, yep go ahead. All right.
Do these improvements for attorneys and legal stuff also apply to non attorney representatives and their assistants.
Yes, you, as long as you just set up the organization structure and add your, um.
Organization goes to it the delegation tool can be used by anybody need not be, uh, just lost attorneys and stuff.
Think of it as a group of people sharing the workload it.
As long as the group is, can use delegation.
Okay, that should answer question too is what about non attorneys who have administrative staff who need access.
Sounds good. Do these changes apply for non attorney representatives and their staff.
Yes, so the administrator transfer that role to someone else after they have set it up for the 1st time.
Absolutely, um, the system allows up to 2, uh, people to be designated as administrator here on legal staff.
Legal staff to set up this, uh, set up this organization.
In the members see, this icon called administrater, legal staff to the staff to being the current administrator.
Can manage administer of the organization click on manage administrators and I can pick any 1 of them to be added as a 2nd administrators click on.
2nd click on add.
Now, you'll see 2 people with these, uh, icons now, let's say, after this was done legal staff left,
the legal staff can always go in and manage administer.
And remove these 2 as the administrator.
So, you, you can have up to 2 people to Sydney.
The administrator at any point of time.
Okay, okay. Next question.
Will these changes apply retroactively to cases that have already been filed?
So that anyone can access our cases.
Yes, they will be yes, as I mentioned in my last slide, um, your all the cases that you currently have will appear in your organization dashboard.
As well, as each individual's dashboard will continue to have all of those cases. So you should go to my account.
Organization or organization directly from the dashboard. If you have oil J, cases cases.
A page, if that appeals before any of the boards.
Only thing is, if you have multiple boards.
To filter on board if you.
Okay, the next question, there's actually 3 of them, and they're very similar to each other.
What, if more than 2 attorneys are in an organization?
10 more than 2 attorneys have access.
Or an account per organization yes.
As you can submit, um, access requests, any number of, of any number of attorneys in your organization.
You would he here in this case 30, uh, the access filed for attorney 1 in this example, as I showed you, there is another attorney 22 in this case, right?
So you would submit a request to access the same case. case
Add to request you say your legal staff and in here you will select a Tony tooth instead submit the request.
And, um, get it approved by the agency.
Attorney 2 must be approved by the agency before you can file on behalf of attorney 2.
That is a procedural rule, but you can submit the same access a request for access to the same case. In importantly, you will be attaching the notice of appearance for attorney to, to that request.
You will be, you, as the legal staff will be able to file on behalf of both the attorneys.
From the same place.
Like, once you have access to the case, you can submit the filing.
And in that filing, drop down, you will see both attorney names listed here and you can select, uh, whose behalf you're making a specific file.
So next okay, next question.
I noticed that the arbitrary case sapna is using is a DBA.
Deviate kids have always the following format.
We use DBA instead of does this mean the designation is changing?
Oh, no was just another case type in.
And, um.
Yeah, I just used it as an example that's all.
Great, thank you. Next question. How can we remove the normal.
Agent, we have listed 2 times.
Uh, we currently don't have a mechanism in the system to remove an organization, but please, do if you submit a help desk ticket, uh, asking.
Um, with details about the 1 you want to remove we can certainly do that for you administratively.
I would recommend that you remove everybody from, uh, the organization if you have not already.
So, the problem you're describing is you have 2 records here, right? So ask your administrator to go to the 1 that you want for moved.
Go to the member's tab and in here in the active members.
Click remove on every 1 and unlink everybody from that organization and then if you can send us a help desk ticket, we can take take care of that for, you.
Next question are all the law firm's cases on the list automatically.
Or, do they only appear what's an attorney has filed an appearance?
The only if you have filed in an appearance.
Through the system, yes, they, they, it has to be submitted through the system.
Next question, how can I change my role in the case if I accidentally selected the wrong 1.
At the moment they cross process being followed is that, uh, the agency will review your, uh, request, which happens to have the wrong role.
Um, just, uh, processes to reject that request and you can resubmit the same request in, uh, in the correct word.
Um, the boats have a different approach, they are able they can return your current request for corrections.
When they do that, it will come back to your dashboard with an edit button, but then away but.
Boards don't have a ROI, so maybe other corrections.
But for a that's the, that's the approach, um, we can reject it and, um, they will reject it then you can submit a new 1.
Next question who approves access requests.
You have to have access to start a new case.
No, the access requests are approved by the agency for, uh, submitting to the agency receives your request with the notes of appearance, uh, document.
They will review that and, um, look up the case and verify the, that you're actually a party who who needs access to the case.
And after that gate check, you will be approved or rejected, depending on the case, you do not need to have any access in order to start a new case. You are creating a brand new case.
You can, uh, create a new case, simply by going to the dashboard and do file a new case you will enter all the information from scratch and it will appear here in the new cases team.
Once it is docketed, there will be a case number assigned here as well.
Next question can more than 2 staff members be added to the case.
Oh, yes, absolutely. And the place to do that would be under the organization dashboard.
Go to your cases or appeals dashboard.
Select the case you want to add more members to.
And click, delegate axis it's a.
Simple select and click option and, um, in order, if you want to know who has access at any point of time, can always look at the view members, pop up. It will show you who has access.
Well, the delegated parties, legal staff receive service of documents by.
Well, in future filings, in addition to the attorney.
Yes, absolutely that is, uh, that is 1 critical function.
That the delegation module enables you have access to, um.
Here is 1 example. Oh, no. That's not the 1, but yes, you will have access to all the emails that are being sent to in your in the attorney's name.
How do you file something before I notice of appearance? This acceptance.
Has a process where, um, here you can see that the notice of appearance is still pending review.
Loyalty allows you to access the case.
And submit a new filing, you will not have visibility into existing files, or any of the serve documents until your notes of appearance is accepted.
But you can submit a new filing to the case.
Um, when receives your notes of appearance and the filing, they will review your access request with your notes of appearance. 1st.
And if you are a legitimate party, on the case, they will approve the access request. And at the same time, they will also approve your file.
On the loyalty allows you to submit filings as soon as you have submitted your access request, you do not need to wait for approval.
But you will get access to all the case files and serve documents only after.
Your access request has been approved boats does not allow this. So, for the boards, the appeal access request has to be approved.
1st, before you can submit a new filing, it's just the procedural difference between the 2 agencies.
Can we, uh, I think we had over the time, the remaining questions offline and respond to this 1 last question and then we can respond to other questions offline.
Is it possible to 2 email addresses for a single attorney?
2 email addresses for a single attorney not at the moment. No, what you could do is.
Instead, if you want, uh, emails directed to a different place, also.
In your organization, you can set up the, and the administrator can do this. You can set up a mailbox.
In the mail box, you can enter the alternate email where all a copy of every email passing through the 4 cases that you are, you will be.
Receiving emails on as an attorney, you can set up the alternate email here.
And let's say you're doing oil, Jay, you can say, what case types you are interested in. Let's say it's you can narrow down by case types, or you can say, you know, send me all the case types for cases that I am a party to.
And set up this mailbox, once the mailbox is set up and configured the system knows.
To send a copy of every email to the mailbox also provided your on the case obviously.
That would be the alternate at the moment E, mail is tied to your log in account. So, 1 per user.
In the profile asked
question.
All right, thank you for your time. Everyone.