Each eFlex system is configured based on multiple parameters. There are configurations
that define the court locations, document types, and configuration features that deal with
users, organizations, and parameters that limit what users can do. The purpose of this section
is to understand how some of the configurations and roles affect user accounts. Each user
account is assigned to an organization or company. In addition each user account is assigned roles.
Some organizations can be configured to pay fees while others are configured to be exempt from fees.
The documentation on configuration is a System Administration portion and need not be part of the
Clerk Review documentation. The important point to understand is that users belong to
organizations and are assigned roles and some organizations pay fees while others can be configured
to be exempt.
Roles
For each user account created the account is assigned to an organization and given
certain privileges based on the roles assigned. Some roles work for both the Filers
Interface and the Clerk Review Interface. The roles that have been configured
to work for both interfaces include the System Administrator, Lead Clerk, and
Clerk. The roles that have been configured to work only for the Filers Interface
are Attorney, Pro Se. Although
it is possible to configure Pro Se roles the first phase of this installation
is not going to allow Pro Se filers to participate. A user is limited to the types
of submissions they can send based on the role assigned to their account. For
example, a user account with the role of an Attorney cannot see the types of filings
a user account that is given the role of a Judge would be able to see.
Filers Interface
- Administrator - Each user belongs to an organization in the system.
The organization will be the user’s Law Firm, District Attorneys Office, or a division of the
Court depending on how the account is configured. Each organization
can have an Administrator account which is assigned the Administrator role.
The Administrator role approves new account requests that belong to that organization
and also manages existing user accounts assigned to that organization. This
management includes changing passwords, making the account inactive or active,
and assigning other roles. The default configuration of this installation
is that the System Administrator of this installation is the Administrator
for all organizations.
- Attorney - Each attorney belongs to an organization in the system.
It is anticipated that the organization they belong to is the name of their
Law Firm. An account configured with the attorney role can create new submissions,
review status, receive notice of electronic filings, and view case history.
The default screen for this user role is the Homescreen in the Filers Interface.
- Judge / Judicial Assistant - Each Judge is assigned to the court organization which is the default organization for this installation.
They can create new submissions, review status, receive notice of electronic
filings, and view case history. What is unique about a judge role is that
they can create orders while the attorney cannot create that type of filing.
Clerk Review
- System Administrator - The System Administrator account has all rights
and can give rights to other user accounts. This account is not usually used
to review filings although it includes the rights to do so. The password for
this account may be shared by a few users for backup support and sharing responsibilities.
The responsibilities might be split into a user that manages user accounts
and a user that handles other management features. The default screen for
this user role is the ‘Filings on Hold’ screen in the Clerk Review Interface.
- Clerk - A clerk is responsible to review filings that have been assigned to them. The ‘Filings Awaiting Review’ is the default screen that is displayed for a Clerk. This page shows a list of filings that have been assigned to them and are awaiting review in the Clerk Review Interface.
- Lead Clerk - The lead clerk has two responsibilities; the first responsibility
is the same as the Clerk, to review filings assigned to them, and the second
responsibility is to manage the queue of all filings awaiting review. Unlike
a Clerk the Lead Clerk can review and approve filings that are unassigned
or assigned to others. The default screen for this user role is the ‘Assign
Filings’ screen in the Clerk Review Interface.
