virginia judiciary e-filing system user`s guide table

VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
TABLE OF CONTENTS
PAGE i
CHAPTER 1 - OVERVIEW ..................................................................................................... 1-1
I.
GETTING HELP ........................................................................................................ 1-1
II.
VJEFS USER FUNCTIONS ....................................................................................... 1-1
A. Administrators .......................................................................................................... 1-1
B. Attorneys and Staff ................................................................................................... 1-1
CHAPTER 2 - REGISTRATION FOR VJEFS ...................................................................... 2-1
I.
COMPLETE FIRM REGISTRATION ....................................................................... 2-1
A. Administrator Only or Administrator/Staff User ..................................................... 2-1
B. Administrator/Attorney ............................................................................................ 2-3
II.
LOGGING IN TO VJEFS FOR THE FIRST TIME .................................................. 2-4
A. Security Questions .................................................................................................... 2-5
B. Terms and Conditions of Use (End User License Agreement) ................................ 2-5
III.
LOG IN TO VJEFS..................................................................................................... 2-6
IV.
NAVIGATION BAR .................................................................................................. 2-7
A.
B.
C.
D.
E.
F.
G.
Home ........................................................................................................................ 2-7
File New Case .......................................................................................................... 2-8
Search ....................................................................................................................... 2-8
Administration .......................................................................................................... 2-8
Settings ..................................................................................................................... 2-8
Help .......................................................................................................................... 2-8
Logout ...................................................................................................................... 2-8
CHAPTER 3 - ATTORNEY/ STAFF NAVIGATION ........................................................... 3-1
I.
HOME PAGE ............................................................................................................. 3-1
A. Filings Pending Acceptance ..................................................................................... 3-1
B. Accepted Cases......................................................................................................... 3-2
II.
FILING........................................................................................................................ 3-8
A. File New Case .......................................................................................................... 3-8
B. Payment Processing ................................................................................................ 3-21
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
TABLE OF CONTENTS
PAGE ii
C. Acceptance by the Court ........................................................................................ 3-26
D. Subsequent Filings and Actions ............................................................................. 3-27
CHAPTER 4 - SEARCH ........................................................................................................... 4-1
I.
PARTY NAME ........................................................................................................... 4-1
A. Select the appropriate court ...................................................................................... 4-1
B. Enter search term ...................................................................................................... 4-1
II.
CASE NUMBER ........................................................................................................ 4-1
A. Select the Appropriate Court .................................................................................... 4-1
B. Enter the Search Term .............................................................................................. 4-2
III.
MAKE PAYMENT – REVIEW FEE BALANCE PAGE.......................................... 4-2
CHAPTER 5 - ADMINISTRATOR NAVIGATION ............................................................. 5-1
I.
FIRM DETAILS PAGE .............................................................................................. 5-1
A.
B.
C.
D.
Agency/Business/Law Firm Information ................................................................. 5-1
Authorizing Party ..................................................................................................... 5-1
User Information - Actions....................................................................................... 5-2
Adding a New User .................................................................................................. 5-9
CHAPTER 6 - SETTINGS/ USER PROFILE ........................................................................ 6-1
I.
ACCOUNT INFORMATION .................................................................................... 6-1
A. Security Questions .................................................................................................... 6-1
B. Password ................................................................................................................... 6-2
II.
PERSONAL & CONTACT INFORMATION ........................................................... 6-3
III.
ATTORNEYS/ STAFF (IF APPLICABLE) .............................................................. 6-3
INDEX.................................................................................................................................. Index-I
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
OVERVIEW
PAGE 1-1
CHAPTER 1 - OVERVIEW
The Virginia Judiciary E-Filing System (VJEFS) has been created to allow users to electronically
file certain types of civil cases in circuit court.
The VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE has been designed for use by
attorney and staff users associated with a registered organization. This manual is organized to
provide an overview of the system with detailed instructions on how to use VJEFS. It is
intended to serve as a training and resource guide for users of VJEFS.
For the latest enhancements and changes to the system, please review the release notice.
I.
GETTING HELP
If the user does not get a satisfactory answer to his or her question or problem by reviewing
this document, which is also accessible through the Help link in the VJEFS navigation bar,
the user may contact the circuit court.
II.
VJEFS USER FUNCTIONS
A.
Administrators
VJEFS administrators assist in their organization’s user management. Some of the
tasks that an administrator can complete are below:
o
o
o
o
B.
Adding or deleting other administrators and users;
Creating and removing associations between attorneys and staff;
Updating users’ and organizational contact information, and
Resetting users’ passwords and unlocking users’ accounts.
Attorneys and Staff
VJEFS-registered attorneys and staff are able to use the VJEFS to perform the
following functions:
o
o
o
o
o
o
Electronically file cases;
Track case status online;
Receive event notifications via email;
Instantly calculate fees;
Pay fees online using a credit card; and
Conduct searches.
NOTE: The VJEFS is expected to be available during regular operating hours of the
participating circuit court clerk’s office (s). It will not be available during Saturdays
and Sundays.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
PAGE 2-1
CHAPTER 2 - REGISTRATION FOR VJEFS
I.
COMPLETE FIRM REGISTRATION
To begin the registration process, the organization’s authorizing party must complete the
VJEFS REGISTRATION APPLICATION and return it to the circuit court clerk’s office.
Once the clerk has processed the application, the administrator will receive a registration
email. Click on the link within the email to go to the Complete Firm Registration page.
This link will be valid for up to 24 hours after the message has been sent.


If the 24-hour period has elapsed, the administrator must contact the circuit court
clerk’s office to request that the registration email be resent.
The administrator will only need to register the organization once. If the
Complete Firm Registration link within the registration email is visited more
than once, an error message will appear.
The administrator must ensure that his or her equipment and software meet the VJEFS
system requirements, which are accessible in the VJEFS TERMS AND CONDITIONS OF USE
(END USER LICENSE AGREEMENT).
The process for administrator differs based the type of administrator access selected.
A.
Administrator Only or Administrator/Staff User
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
PAGE 2-2
1. Administrator Only or Administrator/Staff users will be prompted to create a User
Name and Password at this screen. Be sure to follow all instructions.
If the User Name selected has already been assigned to another user, an error
message will appear.
2. Enter the same password twice. If the passwords do not match, an error message
will appear.
3. Enter the PIN from the organization’s VJEFS REGISTRATION APPLICATION.
‒
The PIN must match the one submitted on the application. If it does not
match, an error message will appear.
‒ The administrator has up to five attempts to enter the matching PIN. If the
fifth attempt fails, the link to Complete Firm Registration page will
expire and an error message will appear. If this happens, the administrator
will have to contact a circuit court clerk’s office to resend the registration
email.
4. Type in the information from requested the security verification box.
‒
‒
The administrator must enter the exact randomly generated character
string as displayed. If the administrator is unable to do this, an error
message will appear.
If the security verification is unreadable, the administrator may request a
new security image by clicking on the link to generate a new one or have
the security codes read aloud by clicking on the speaker icon.
5. Click on the Submit button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
B.
PAGE 2-3
Administrator/Attorney
1. The User Name for an Administrator/Attorney user will be his or her Virginia
State Bar number.
2. Enter the same password twice. If the passwords do not match, an error message
will appear.
3. Enter the PIN from the organization’s VJEFS REGISTRATION APPLICATION.
‒
The PIN must match the one submitted on the organization’s VJEFS
REGISTRATION APPLICATION. If it does not match, an error message will
appear.
‒ The user has up to five attempts to enter the matching PIN. If the fifth
attempt fails, the link to Complete Firm Registration page will expire
and an error message will appear. If this happens, the administrator will
have to contact the circuit court clerk’s office to resend the registration
email.
4. Enter the information from the security verification box.
‒
‒
The administrator must enter the exact randomly generated character
string as displayed. If the administrator is unable to do this, an error
message will appear.
If the security verification box is unreadable, the administrator may
request a new security image by clicking on the link to generate a new one
or have the security codes read aloud by clicking on the speaker icon.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
PAGE 2-4
5. Click on the Submit button.
Once all registration information has been correctly entered and submitted, the
Firm Registration Complete page will appear.
When this page appears, click on the Login button to access the VJEFS.
If this screen does not appear, re-enter registration information.
II.
LOGGING IN TO VJEFS FOR THE FIRST TIME
Open a web browser and navigate to the Login page
(https://efiling.courts.state.va.us/EfilingWeb/loginAction.action).
Type User Name and Password into the appropriate fields, and click on the Login button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
A.
PAGE 2-5
Security Questions
1. Upon first login, the user will be prompted to choose and to answer three security
questions on the Select Security Questions and Answers page. The user may be
prompted to type these answers each time he or she logs in to the VJEFS (unless
the user is an Administrator Only user).
2. Use the pull-down menu to choose three DIFFERENT security questions. If the
user attempts to use the same question more than once, an error message will
appear. Answers must also be unique. If the user attempts to use the same
answer for more than one question, an error message will appear.
3. Click on the Save & Continue button when complete.
B.
Terms and Conditions of Use (End User License Agreement)
Scroll down and carefully read all of the VJEFS TERMS AND CONDITIONS OF USE
(END USER LICENSE AGREEMENT) on the Terms and Conditions page.
Select to accept or decline the VJEFS TERMS AND CONDITIONS OF USE (END USER
LICENSE AGREEMENT) by clicking on the appropriate button.


By clicking on the Accept button, the user agrees to the VJFES TERMS AND
CONDITIONS OF USE (END USER LICENSE AGREEMENT) wishes to proceed with the
VJEFS registration. He or she will be routed to the Firm Details page.
By clicking on the Decline button, the user will be routed to the Login screen and
will not be permitted to access VJEFS.
As the VJEFS TERMS AND CONDITIONS OF USE (END USER LICENSE AGREEMENT)
are updated, users will be asked to agree to them again. Users must agree to them in
order to retain access.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
PAGE 2-6
III. LOG IN TO VJEFS
Open a web browser and navigate to the Login page
(https://efiling.courts.state.va.us/EfilingWeb/loginAction.action).
Enter User Name and Password into the appropriate fields, and click on the Login button.
Users may be asked to type in security questions or to use a security verification box for
authentication purposes.
After the user has logged in, he or she will be routed to the Firm Details page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
PAGE 2-7
IV. NAVIGATION BAR
The navigation bar contains numerous links that allow users to move between various pages
in the VJEFS.
A
B
C
D
A.
Home
File New Case
Search
Administration
E
F
G
Settings
Help
Logout
Home
This link will take the user to his or her home or landing page.
o Administrator Only users will be routed to the Firm Details page. See the
Firm Details section for more information.
o Attorney or Staff users will be taken to a page that will list their pending and
accepted filings. See the Home Page section for more details.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
B.
PAGE 2-8
File New Case
This link will allow users to file new cases with the circuit court. See the File New
Case section for further explanation.
C.
Search
This link allows a user to search for cases that have been accepted by the clerk. See
the Search section for more information.
D.
Administration
This link will take the user to the Firm Details page. See the Firm Details Page
section for more information.
E.
Settings
This link will take the user to the User Profile page. This page allows the user to
update his or her account information, as well as his or her personal and contact
information. See the Settings section for further detail.
F.
Help
The link will take the user to the VIRGINIA JUDICIARY E-FILING SYSTEM USER’S
GUIDE.
G.
Logout
This link will allow the user to securely log off of VJEFS.
The user will see the VJEFS Login screen.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
REGISTRATION FOR VJEFS
PAGE 2-9
The user can close the browser window by clicking on the browser’s Close Window
button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-1
CHAPTER 3 - ATTORNEY/ STAFF NAVIGATION
I.
HOME PAGE
The Home page displays pending filings and accepted cases (open and closed) for attorney
and staff users.
A.
Filings Pending Acceptance
In this section, the user can view filings that have been submitted to the circuit court,
but have not yet been accepted. To view a summary of the filing, the user clicks on
the E-Filing number in the E-Filing # column.
New Filing – Summary:
The user clicks on the E-Filing number to be routed to the New Filing – Summary
page. This page will allow the user to review the details of a pending filing, but will
not allow him or her to make edits. The user can review submitted information in the
following sections: Case Information, Plaintiffs, Defendants, Documents Pending
Acceptance, Service of Process Pending Acceptance, Notifications, and Fees.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
B.
PAGE 3-2
Accepted Cases
In this section, users can review or file additional documents in open cases and view
closed cases.
1. Open Cases
Cases that have been accepted by the circuit court clerk, but have not yet been
concluded. The user uses the pull-down menu to select the appropriate circuit
court. Once the user has made a circuit court selection, he or she clicks on the
Open Cases button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-3
2. Pending Filing
The user selects the appropriate case in the Case # column to open the Case
Details page.
The Case Details page is broken down into multiple sections and is
collapsible. The user may click on the arrows
section to expand or collapse the sections.
a
b
c
d
e
f
g
Office of the Executive Secretary
at the end of each
Case Information
Plaintiffs
Defendants
Notifications
Pleadings & Orders
Case File Documents
Service of Process
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-4
a. Case Information
This section provides the user with basic information about the filing of the
case, such as the Date Filed, Court name, Case Type, and whether the fees
have been paid in full.
b. Plaintiffs
This section allows the user to review the name(s) of the plaintiff(s) and the
name(s) of the attorney(s) representing the plaintiff(s).
c. Defendants
This section allows the user to review the name(s) of the defendants(s) and the
name(s) of the attorney(s) representing the defendant(s).
d. Notifications
This section allows the user to review and update VJEFS registered users
receiving notification emails regarding this case. To update user notifications,
use the following steps:
Step 1
Go to the Case Details page (Accepted Cases) and look under the
Notifications section. Click on the Update Notifications button.
Step 2
The user will be routed to the Approved Case - Setup
Notifications screen.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-5
Step 2
(cont’d)
a. To add notifications:
The user uses the E-Filing User’s Name drop-down menu (1)
to select the user name and then clicks on the Add More
Notifications button. When prompted by the pop-up box,
click on the OK button to continue or click on the Cancel
button to undo any changes.
b. To remove notifications
The user clicks on the Delete icon
under Notifications in
the same row as the appropriate user (2). When prompted by
the pop-up box, click on the OK button to continue or click on
the Cancel button to undo any changes.
Step 3
When finished making notification updates, the user clicks on the
Save button to continue or the Cancel button to undo any changes.
e. Pleadings & Orders
This section allows the user to view accepted documents located in Pleadings
& Orders, which provides filing information about each document, such as
the Description, Filing Party, Document Type, Date Filed, and whether the
document is linked to another document.
Click on any document name in the Description column to view the
document.
f. Case File Documents
This section allows the user to view accepted documents located in Case File,
as well as provides filing information about each document, such as the
Description, Filing Party, Document Type, Date Filed, and whether the
document it is linked to another document.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-6
Click on any document name in the Description column to view the
document.
g. Service of Process
This section allows the user to view the service of process requests for initial
filing documents as well as provides filing information about each service of
process, such as the Name, Requested Process Server, and Submitted date.
Click on any service name in the Name column to view the documents.
3. Review Closed Cases
This section allows the user to review any cases that have been accepted by the
circuit court clerk and are still open or have been concluded within 90 days. The
user may review closed cases, but is unable to make any edits or complete actions.
NOTE: After 90 days, these cases will no longer appear under the Accepted
Filings section on the Home page. These cases may be still be found by using the
Search link in the navigation bar; however, the documents attached to case
cannot be viewed.
The user uses the pull-down menu to select the appropriate circuit court. Once
the user has made his or her circuit court selection, he or she should click on the
Closed Cases button.
Click on the appropriate entry in the Case # column to open the Case Details
page.
The Case Details page is broken down into multiple sections and is collapsible.
Click on the arrows
Office of the Executive Secretary
at the end of the section to expand or collapse.
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
a
b
c
d
e
f
g
PAGE 3-7
Case Information
Plaintiffs
Defendants
Notifications
Pleadings & Orders
Case File Documents
Service of Process
a. Case Information
This section provides the user with basic information about the filing of the
case, such as the Date Filed, Case Type, Court, and if the fees have been paid
in full, as well as date of the final order, judgment, and who concluded the
case.
b. Plaintiffs
This section allows the user to review the name(s) of the plaintiff(s) and the
name(s) of the party’s attorney(s).
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-8
c. Defendants
This section allows the user to review the name(s) of the defendants(s) and the
name(s) of the party’s attorney(s).
d. Notifications
This section allows the user to review which VJEFS registered users received
notification emails regarding this case.
e. Pleadings & Orders
This section allows the user to review accepted documents located in
Pleadings & Orders, as well as provides filing information about each
document, such as the Description, Filing Party, Document Type, Date Filed,
and whether the document it is linked to another document.
Click on any document name in the Description column to view the
document.
f. Case File Documents
This section allows the user to review accepted documents located in Case
File, as well as provides filing information about each document, such as the
Description, Filing Party, Document Type, Date Filed, and whether the
document it is linked to another document.
Click on any document name in the Description column to view the
document.
g. Service of Process
This section allows the user to review the service of process requests for
initial filing documents as well as provides filing information about each
service of process, such as the Name, Requested Process Server, and
Submitted date.
Click on any service name in the Name column to view the documents.
II.
FILING
A.
File New Case
Attorneys in good standing with the Virginia State Bar (VSB) and staff members
associated with such attorneys are eligible to use this function.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-9
1. The user clicks the File New Case link in the navigation bar.
2. Case Type Selection Page
All currently available case types are listed on this page. Not all case types
will be available on the VJEFS, such as adoptions and expungements.
NOTE: The Case Type Selection page displays a status bar across the top of
the page, which illustrates the user’s progress in completing a new filing.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-10
NOTE: Some buttons may not be clickable, which means that case type is not
currently available in VJEFS.
a. Select the Court
The user will select the appropriate court by using the Select Court pull-down
menu, which is located in the top center part of the page.
b. Select the Case Type
The user will click on the radio button next to the appropriate case type.
Some cases may also require a Suit Amount figure to be entered in the Suit
Amount field. This field will appear in the bottom center of the page, if
required.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-11
c. Click on the Continue Button
To continue with the filing, the user will click on the Continue button. To
discard the filing, the user will click on the Cancel Filing button.
3. Enter the Plaintiff’s Information
Once the user has chosen the case type, he or she will be routed to the New Filing
– Plaintiff Information page. All fields marked with a red asterisk (*) are
required.
a. Select the Plaintiff Type
The user clicks on the appropriate radio button to identify whether the plaintiff
is an Individual or Business/Government Entity.
b. Enter the Plaintiff’s Name Information
The user enters the plaintiff’s name information into the appropriate fields.
NOTE: Names must not exceed 30 characters. The Full Name Preview
window counts the characters of the plaintiff’s name entry, including the
suffix.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-12
c. Special Designations, as applicable
If the plaintiff requires a special designation, such as if the plaintiff is an
Estate or an Infant or is considered Incapacitated, the user will check the
checkboxes below the Trading As field. If this option is selected, another
menu will appear.
‒
‒
‒
The user checks one or more checkboxes to identify the role of the
designee.
The user clicks on the appropriate radio button to choose whether the
designee is an Individual or Business/Government Entity.
The user enters the designee’s name information into the appropriate
fields.
d. Save the Plaintiff’s Information
To save the plaintiff’s information, the user will click on the Continue button.
To add additional plaintiffs to the case, the user will click on the Add
Plaintiffs button to enter additional information and repeat procedure. A
confirmation message will appear at the top of the page.
4. Enter the Defendant’s Information
Next, the user will be routed to the New Filing – Defendant Information
page. All fields marked with a red asterisk (*) are required.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-13
a. Select the Defendant Type
The user clicks on the appropriate radio button to identify whether the
defendant is an Individual or Business/Government Entity.
b. Enter the Defendant’s Name Information
The user enters the defendant’s name information into the appropriate fields.
NOTE: Names must not exceed 30 characters. The Full Name Preview
window counts the characters of the plaintiff’s name entry, including the
suffix.
c. Special Designations, as applicable
If the plaintiff requires a special designation, such as if the plaintiff is an
Estate or an Infant or is considered Incapacitated, the user checks the
checkboxes below the Trading As field. If one or more of these options is
selected, another menu will appear.
‒
‒
‒
Use one or more checkboxes to choose the best description of the
designee.
Click on the appropriate radio button to identify whether the designee is an
individual or business/government entity.
Enter the designee’s name information into the appropriate fields.
d. Save the Defendant’s Information
To save the defendant’s information, the user clicks on the Continue button.
To add additional plaintiffs to the case, the user clicks on the Add Defendants
button to enter additional information and repeat procedure. A confirmation
message will appear at the top of the page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-14
5. Upload Documents
Next, the user will be routed to the New Filing – Upload Documents page. This
page allows the user to file, name, and link multiple documents, including
exhibits. All fields marked with a red asterisk (*) are required.
a. Select the Filing Party(s)
In the Filing Party(s) field, the user will select the party or parties. If there is
more than one party, the user will press the CTRL key on the keyboard and
click on the appropriate parties’ names.
b. Enter the Document Information
1)
2)
3)
4)
In the Description field, the user enters a brief name or identifier of the
document’s type, function, and/or contents.
In the File field, the user will click on the Browse button to locate the
appropriate file on his or her computer.
NOTE: VJEFS only accepts PDF documents.
The Linked To field is not required, but this field may be used if the
new document is connected to another document.
In the Exhibits field, the user selects the appropriate radio button. If
the user indicates that a document includes an exhibit (or multiple
exhibits), a menu will appear to the right-hand side.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-15
In the Exhibit menu, the user clicks on the Browse button to select the
correct document and fills in all required fields. If there are more than
two exhibit documents, click on the Add More Exhibits button.
c. Upload and Review Documents
When finished entering all information, click on the Upload Document
button. The document(s) will appear in the New Documents section for the
user to review.
The user may use the Delete icon
documents.
in the appropriate row to remove any
NOTE: If the user deletes the file that contains exhibits, all exhibits will be
deleted in the process.
d. Submit Documents
The user will click on the Submit button in the lower right-hand corner of the
screen to continue with the filing. Otherwise, the user may click on the
Cancel Filing to abandon all changes.
6. Enter the Service of Process Information
After completing the Documents page for a new case or a subsequent action,
users will be routed to the Service of Process page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
a.
PAGE 3-16
Skip Service of Process if service is not being requested at the time of the
filing of the case.
NOTE: If service is not requested at the time of the initial filing of the case,
any subsequent request for service must be made as a manual request to the
clerk’s office.
b. The choices for Process Server are limited to Sheriff/High Constable or
Private Processor at this time.
NOTE: Acceptance, Non-Resident, Secretary of the Commonwealth, DMV
Commissioner, Subpoena Duces Tecum, and Witness Subpoenas will be
added at a later date.
1)
If Sheriff/High Constable is requested, the $12 service fee is assessed
and pursuant to Va. Code § 17.1-258.3 the fifty cents (.50¢) per page
printing fee will apply for each document to be served.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-17
Select the appropriate City/County Sheriff responsible for the service
from the drop-down of Virginia jurisdictions.
2)
When Private Processor is chosen as the Process Server:
‒
‒
Select Yes to request the clerk’s office to print the service package
documents for the private processor to pick up from the clerk’s
office. Pursuant to Va. Code § 17.1-258.3 the fifty cents (.50¢) per
page printing fee will apply.
Select No to print the service package from the VJEFS, and have
the private processor pick up the service package from the
attorney’s office.
c. If the service of process is being requested for a Defendant/Respondent on
the case, a drop down list provides the names of all defendants on the case for
ease of auto-filling the name fields. If service of process is being requested
for a respondent that is not a party to the case, name fields are provided for
Individual or Business/Government Entity selections.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-18
d. Select the document(s) to be served.
To select the documents:



Select Clear to remove the selections.
Select Add & Retain to add the service of process and retain the
selections for additional service of process being added.
Select Add to add the service of process request to the list.
e. Each Service of Process request will be added to a listing. Edit and Delete
are options for each service request. Once all service requests are added,
press Continue to go to the Notifications page or press Cancel Filing to
abandon all entries.
7. Setup Notifications
The user selects which VJEFS-registered user(s) in his or her organization should
receive notifications on the New Filing – Setup Notifications page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-19
a. To add notifications:
The user selects VJEFS-registered users from the E-Filing User’s Name dropdown menu (1) and then click on the Add More Notifications button.
b. To remove notifications:
Under the notifications bar, the user will click on the Delete icon
in the
same row as the appropriate VJEFS-registered user (2). When prompted by
the pop-up box, the user will click on the OK button to continue or may click
on the Cancel button to undo any changes.
When finished making notification updates, the user will click on the Save
button to continue. Otherwise, the user may click on the Cancel Filing button
to abandon all changes.
8. Review Fees
The user will review the itemized list of the fees on the New Filing – Fee
Payment page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-20
This page allows users to review the Filing Fees, Service of Process Fees, as well
as any Credit Card Convenience Fees that will be charged.
Depending on the type of case, users may request a fee exemption; however, users
will still have to enter credit card information in case the fee exemption request is
rejected. To request a filing fee exemption, the user clicks on the checkbox in the
upper right-hand corner of the screen.
After reviewing, the user clicks on the Continue button to proceed with the filing.
Otherwise, he or she may click on the Cancel Filing button to abandon all
changes.
9. New Filing Summary
The New Filing - Summary page is the last review before the user submits a
payment. Click on the arrows
collapse.
Office of the Executive Secretary
at the end of each section to expand or
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-21
To make an edit, click on the button in the appropriate section. When finished
with review and edits, the user clicks on the Submit button to pay all fees with a
credit card. Otherwise, the user may click on the Cancel Filing button to discard
all information.
B.
Payment Processing
After the user has clicked on the Submit button, he or she will be transferred to the
secure third-party credit card processing site. This site will allow the user to preauthorize (e.g., create a hold for) the amount of the fees from his or her credit card.
All major credit cards are accepted.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-22
NOTES:
o No money will be taken from a user’s account at this stage. In order for the
filing to be accepted, the circuit court clerk must approve the filing and the
user must completely pay the total amount of the fees to file the case.
o The third-party credit card processing site does not currently allow users to set
up an account. All information must be re-entered each time the user preauthorizes a fee payment to the court.
1. New Filing Summary
To pay fees, the user completes the fields on the Cardholder Information page.
The user clicks on the Continue button to be routed to the Order Details page
will open.
2. Order Details page
The total amount of the fees is displayed in the Order Details section. The user
is required to enter his or her credit card information in the Card Details section
of the page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-23
Once the user has reviewed and entered his or her credit card information, he or
she clicks on the Submit to Card Issuer button.
3. Order Processing Page
After the user has submitted his or her credit card information, he or she will be
routed to Order Processing page. This page provides the user with a status of the
transaction.
4. Confirmation page
a. Approved
If the transaction has been successfully pre-authorized, the confirmation page
will open.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-24
The user clicks on the Click here to complete payment button to complete
the transaction.
NOTE: A copy of this receipt will be sent via email-to-email address that the
user entered on the Cardholder Information page, but this page can be
printed or saved using the browser.
b. Declined
If the transaction has been declined, the user will be notified via email and on
screen.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-25
1)
To pay for the transaction now, the user may click on the Retry
Transaction button and use a different credit card.
2)
If the user does not want to pay for the transaction now, the user should
close the internet browser to leave the third-party credit card processing
site.
NOTE: If the user closes his or her browser, the filing will not be submitted
to the court or retained in VJEFS. All submitted information will be lost.
5. New Filing – New Case Submitted Page
Once the pre-authorized payment has been approved by the clerk, the user will be
routed to the New Filing – New Case Submitted page. This page allows the user
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-26
to see the names of the documents that are attached to the filing, as well as to print
out a copy of the submission.
If the user is finished with this page, he or she clicks on the Done button to return
to the Home page. The new filing will be listed in the Filings Pending
Acceptance section.
a. To print out a copy of the filing’s submission:
1)
2)
The user clicks on the Printer Friendly Version button in the top
right-hand corner of the screen.
The New Filing – New Case Submitted (Printer Friendly) page will
appear.
b. The user will click on the Print button and this screen will print to his or her
local printer.
C.
Acceptance by the Court
Users will be notified by the court through email about the status of their filing and
can also track the status online using their home page and the search function.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-27
Users will receive notification emails when the following occurs:
o
o
o
o
D.
A filing is submitted;
A filing is accepted;
Any subsequent filings have been submitted; or
When a case has been changed from e-filed to manual
Subsequent Filings and Actions
This function allows a user to add additional documents to an accepted E-Filed case.
o Subsequent filings (i.e., Answer, Demurrer, Motion, etc.); or
o Subsequent actions (i.e., Counterclaim, Cross-Claim, or Third Party
Claim)
On the Home page, the user locates the Accepted Cases section and selects the
appropriate case in the Case # column to open the Case Details page. The File
Additional Documents option is located at the bottom of the Case Details page. Use
the drop-down menu to choose the appropriate option.
After the user clicks on the selection the Subsequent Filing - Upload Documents
page will appear.
NOTE: All fields marked with a red asterisk (*) are required.
1. Select the Filing Party(s)
In the Filing Party(s) field, the user will select the party or parties. If there is
more than one party, the user presses the CTRL key on the keyboard and
clicks on the appropriate parties’ names.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
PAGE 3-28
2. Enter the Document Information
The user completes the following fields:
a. In the Description field, the user enters a brief name or identifier of the
document’s type, function, and/or contents.
b. In the File field, the user clicks on the Browse button to locate the appropriate
file on his or her computer.
NOTE: VJEFS only accepts PDF documents.
c. The Linked To field is not required, but this field may be used if the new
document is connected to another document.
d. In the Exhibits field, the user selects the appropriate radio button. If the user
indicates that a document includes an exhibit (or multiple exhibits), a menu
will appear to the right-hand side.
In the Exhibit menu, the user clicks the Browse button to select the correct
document and fills in all required fields. If there are more than two exhibit
documents, the user clicks on the Add More Exhibits button.
3. Upload and Review Documents
When finished entering all information, the user clicks on the Upload Document
button. The document(s) will appear in the New Documents section to review.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ATTORNEY/STAFF NAVIGATION
The user may use the Delete icon
documents.
PAGE 3-29
in the appropriate row to remove any
NOTE: If the user deletes the file that contains exhibits, all exhibits will be
deleted in the process.
4. When finished entering the information, click on the Upload Document button.
The document(s) will appear in the Pleadings & Orders Documents section for
review.
a. The Pleadings & Orders Documents section allows the users to review the
approved documents attached to a case.
b. Click the Submit button in the lower right-hand corner of the screen to
continue with the filing. Otherwise, click the Cancel Filing button to
abandon all changes.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
SEARCH
PAGE 4-1
CHAPTER 4 - SEARCH
Users may use this feature to locate open and closed E-Filed cases by party name or case
number.
I.
PARTY NAME
A.
Select the appropriate court
The user may use the Circuit Court drop-down menu to select the appropriate court.
B.
Enter search term
If searching by party name, the user types in the last name first, for example: Smith,
John. At least one character must be typed to conduct a search.
The user clicks on the Search button.
If there are any results, they will populate in the lower section of the screen.
If there are no results, the user will receive an error message and the bottom section
of the screen will remain unpopulated.
II.
CASE NUMBER
A.
Select the Appropriate Court
The user uses the Circuit Court drop-down menu to select the appropriate court.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
SEARCH
B.
PAGE 4-2
Enter the Search Term
o If searching by case number, the user types the circuit court case number into
the correct field.
‒
The user can search by the full or partial circuit court case number, but the
search term must be at least eight characters long. If the entry is less than
eight characters, an error message will appear.
‒ The user clicks on the Search button.
o If there are any results, they will populate in the lower section of the screen.
o If there are no results, an error message will appear and the bottom section
will remain unpopulated.
o If there is a Pay Fees icon
in the Action column and/or the entry in the
Case Style column is in red, court fees have not been paid in full. To pay the
fees, click on the icon to be routed to the Make Payment – Review Fee
Balance page.
III. MAKE PAYMENT – REVIEW FEE BALANCE PAGE
The Make Payment – Review Fee Balance page allows the user to review the fees. To
pay the fees, click on the Continue button to make a credit card payment.
To stop the transaction, click on the Cancel button. A pop-up window will appear to
verify. To cancel the transaction and go back to the Case Search page, click the OK
button. Otherwise, click the Cancel button to go back to the Make Payment – Review Fee
Balance page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
SEARCH
Office of the Executive Secretary
PAGE 4-3
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-1
CHAPTER 5 - ADMINISTRATOR NAVIGATION
I.
FIRM DETAILS PAGE
For Administrator Only users, the Firm Details page will serve as their home page when
they log in to the VJEFS. For all other users, this page will appear when they choose the
Administration link from the navigation bar.
A Agency/Business/Law Firm Information
B Authorizing Party
C User Information
A.
Agency/Business/Law Firm Information
This section allows the administrator to view and edit his or her organization’s
information. This information is originally entered from the VJEFS REGISTRATION
APPLICATION, but can be updated as needed. All data fields may be updated from
this screen, except for the organization’s name.
B.
Authorizing Party
This section allows the administrator to view and edit the authorizing party’s
information. All data fields may be updated from this screen.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
C.
PAGE 5-2
User Information - Actions
This section allows the administrator to complete a number of tasks, including adding
new users, viewing all users and their information, and several other actions.
1 Manage Links
2 Disable/Enable Administrative Access
3 Edit User Info
4 Reset Password
5 Unlock Account
6 Delete User
To begin an action click on the icon button in the same row as the user’s name:
1. Manage Links
This function allows the administrator to update associations between Attorneys
and Staff, if applicable. For more information, see Edit User Info
in this same
section.
2. Disable
or Enable
Administrative Access
This function allows the administrator to disable or enable other users’
administrative privileges. When updated, the user will receive an email
notification of his or her changed administrative status.
‒
If the Enable Admin icon
is available, the user is not already an
Administrator and can be enabled for administrative access. Click on the
icon and a pop-up screen will appear. Click on the OK button to enable
administrative access for this user, otherwise click on the Cancel button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
‒
PAGE 5-3
If the Disable Admin icon
is available, the user is already an
Administrator and can be disabled for administrative access. Click on the
icon and a pop-up screen will appear. Click on the OK button to disable
administrative access for this user, otherwise click on the Cancel button.
3. Edit User Info
This function will take the administrator to the Edit User or Manage Links page,
which allows the administrator to update user contact information and to manage
Attorney/Staff associations.
a
b
c
User Information
Logon Information
Staff/Attorney links
a. User Information
In this section, the user’s contact information can be updated in the
appropriate fields. The user’s full name (including the suffix) must not
exceed 30 characters.
NOTE: User type cannot be changed.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-4
b. Logon Information
This section displays the user’s User Name, but does not display his or her
Password.
c. Staff/Attorney Links
This section allows the administrator to create or remove associations between
attorneys and staff, who may be linked regardless of administrative privileges.
A Staff or Administrator/Staff user must be associated with at least ONE
Attorney or Administrator/Attorney user to file using VJEFS.
NOTE: This function is not available for staff associated with only ONE
attorney. If that association needs to be removed, then the administrator must
go through the attorney’s associations.
1)
Associate Staff with Attorneys
To associate a staff member with an attorney, use the following steps:
Step 1
In the Staff not associated column, the administrator
clicks on the appropriate staff member’s name.
Step 2
The administrator clicks on the Associate button and the
staff member’s name will be listed in the Staff associated
column
Step 3
The administrator clicks on the Submit button in the
lower right-hand corner of the screen.
Step 4
The Confirm User Registration page will appear with a
verification message on the top of the screen. The new
user will be listed in the bottom section. The
administrator clicks on the Done button in the lower righthand corner to complete the task.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
Step 4
(cont’d)
2)
PAGE 5-5
Comments: Users will receive an email notification of the
updated status.
Disassociate a Staff Member from an Attorney
To disassociate a staff member from an attorney, use the following
steps:
Step 1
In the Staff associated column, the administrator clicks
on the appropriate staff member’s name.
Step 2
The administrator clicks on the Disassociate button and
the staff member’s name will be listed in the Staff not
associated column
Step 3
The administrator clicks on the Submit button in the
lower right-hand corner of the page.
Step 4
The Confirm User Registration page will appear with a
verification message on the top of the screen. The new
user will be listed in the bottom section. The
administrator clicks on the Done button in the lower righthand corner to complete the task.
Comments: Users will receive an email notification of the
updated status.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
3)
PAGE 5-6
Associate an Attorney with Staff
To associate an attorney with a staff member, use the following steps:
Step 1
In the Attorneys not associated column, the
administrator clicks on the appropriate staff member’s
name.
Step 2
The administrator clicks on the Associate button and the
staff member’s name will be listed in the Attorneys
associated column
Step 3
The administrator clicks on the Submit button in the
lower right-hand corner of the page.
Step 4
The Confirm User Registration page will appear with a
verification message on the top of the screen. The new
user will be listed in the bottom section. The
administrator clicks on the Done button in the lower righthand corner to complete the task.
Comments: Users will receive an email notification of the
updated status.
4)
Disassociate an Attorney from a Staff member
To disassociate an attorney from a staff member, use the following
steps:
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-7
Step 1
In the Attorneys associated column, the administrator
clicks on the appropriate staff member’s name.
Step 2
The administrator clicks on the Disassociate button and
the staff member’s name will be listed in the Attorneys
not associated column
Step 3
The administrator clicks on the Submit button in the
lower right-hand corner of the page.
Step 4
The Confirm User Registration page will appear with a
verification message on the top of the screen. The new
user will be listed in the bottom section. The
administrator clicks on the Done button in the lower righthand corner to complete the task.
Comments: Users will receive an email notification of
the updated status.
4. Reset Password
The administrator clicks on the Reset Password icon
appear to create a new Password for a user.
Office of the Executive Secretary
and a pop-up box will
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-8
a. The administrator will follow all instructions for creating a new Password for
a user. When finished, the administrator clicks on the OK button or clicks on
the Cancel button to discard all changes.
b. When finished, the administrator clicks on the Save button in the lower righthand screen to reset the user’s Password. Otherwise, he or she may click on
the Cancel button to stop the reset.
c. Users should follow their organization’s protocols to share the new Passwords
with users.
5. Unlock User
When the administrator clicks on the Unlock User icon
the user’s name, a pop-up box will appear.
in the same row as
To unlock the user’s account, the administrator clicks on the OK button,
otherwise he or she may click on the Cancel button. There will be a validation
message at the top of the screen.
6. Delete User
When the administrator clicks on the Delete User icon
user’s name, a pop-up box will appear.
Office of the Executive Secretary
in the same row as the
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-9
a. To delete the user, the administrator clicks on the OK button. There will be a
validation message at the top of the screen. The user will receive an email
notification that he or she has been deleted as a user.
b. To keep the user, the administrator clicks on the Cancel button. This action
will route him or her to the Firm Details page.
D.
Adding a New User
NOTE: It is highly recommended that the administrator creates at least one other
administrator after completing registration.
1. The user clicks on the Administration link in the navigation bar to open the Firm
Details page.
2. The administrator clicks on the New User button in the bottom right-hand corner
of the screen.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-10
3. The New User Registration page will appear.
4. In first section, the administrator selects the classification that best suits the role
of the new user and clicks on the corresponding radio button.
This information is located in Section 4.7.3 of the VJEFS TERMS AND
CONDITIONS OF USE (END USER LICENSE AGREEMENT).
5. The administrator will fill in all appropriate fields, as required.
a. Administrator Only
1)
Contact information
The administrator fills in the new user’s contact information, User
Name, and Password.

Office of the Executive Secretary
Below the Last Name field, click on the Same as firm
address box to quickly fill in that user’s contact information if
that user can be contacted at that address. Otherwise, manually
fill in the user’s information.
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION



PAGE 5-11
If a User Name has already been assigned to another user, an
error message will appear. Once User Names have been
assigned, they cannot be changed.
New passwords are set to expire at the new user’s login. The
user must select a new password at the next login.
Enter the password in both the Password and Confirm
Password fields.
Be sure to follow all instructions and click on the Submit button in the
lower right-hand corner of the screen to continue. Click on the Cancel
button to abandon all changes.
2)
Confirmation
Click on the Submit button and a confirmation message will appear on
the top of the Confirm User Registration page.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-12
Click on the Done button in the bottom right-hand part of the screen, or
to create another user, click on the New User button.
b. Administrator/Attorney and Attorney
1)
VSB Information
Fill in the user’s current Virginia State Bar Number and click the OK
button. The Administrator/Attorney and Attorney user’s Virginia State
Bar number will be validated by the Virginia State Bar (VSB).
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION



2)
PAGE 5-13
If the Virginia State Bar number cannot be found or was
incorrectly entered, an error message will appear.
Verify that the user’s name does not exceed the 30-character limit.
If the user’s name is too long, an error message will appear.
If the attorney associated with the Virginia Bar Number is
registered in the VJEFS with another firm, an error message will
appear. Until the attorney has been removed as a user from his or
her previous organization, the attorney cannot be added to his or
her present organization.
Contact Information
Once the user’s Virginia State Bar number has been verified, his or her
contact information will populate based on what is on record with the
Virginia State Bar. A confirmation message will appear.
If the automated information is out-of-date or needs to be changed,
make any changes to the appropriate fields. After adjustments have
been made, instruct the user to update his or her information with the
Virginia State Bar.
3)
Fill in the new user’s Password
New passwords are set to expire at the new user’s first login. The user
must select a new password at the next login.
Enter his or her password in both the Password and Confirm
Password fields.
4)
Associations
For more information about setting up associations, please see the
section discussing STAFF/ATTORNEY LINKS in this document.
5)
Save
Follow all instructions and click on the Save button in the lower righthand corner of the screen when finished. To abandon the registration,
click on the Cancel button.
A confirmation message will appear on the page. Review the
information and click on the Done button in the bottom right-hand part
of the screen. Or to create another user, click on the New User button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION
PAGE 5-14
c. Administrative/Staff and Staff
1)
Fill in the new user’s contact information, User Name, and Password.

Office of the Executive Secretary
Below the Last Name field, administrators may click on the Same
as firm address box to quickly fill in that user’s contact
information, provided that user can be contacted at that address.
Otherwise, manually fill in the user’s information.
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
ADMINISTRATOR NAVIGATION



2)
PAGE 5-15
Type in a unique User Name. If a User Name has already been
assigned to another user, an error message will appear. Once User
Names have been assigned, they cannot be changed.
New passwords are set to expire at the new user’s login. The user
must select a new password at the next login.
Enter a password in both the Password and Confirm Password
fields.
Associations
For more information about setting up associations, please see the
STAFF/ATTORNEY LINKS section in this document.
3)
Confirmation Message
Click on the Save button to receive a confirmation message. Review
the information and click on the Done button in the bottom right-hand
part of the screen, or create another user, click on the New User button.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
SETTING/USER PROFILE
PAGE 6-1
CHAPTER 6 - SETTINGS/ USER PROFILE
I
II
III
I.
Account Information
Personal & Contact Information
Attorneys/Staff (if applicable)
ACCOUNT INFORMATION
This section allows the user to make any updates to his or her security questions and VJEFS
Password. User Names cannot be changed.
A.
Security Questions

The user uses the pull-down menus to select a new security question to answer
and/or make any updates to existing questions.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
SETTING/USER PROFILE
B.
PAGE 6-2

The user uses the pull-down menus to choose three DIFFERENT security
questions. If the user attempts to use the same question more than once, an error
message will appear.

Answers must also be unique, as each question must have a DIFFERENT
answer. If the user attempts to use the same question more than once, an error
message will appear.
Password
Users can either use the link provided in this section to change their password or they
can request a new password from their VJEFS administrator. Users are required to
change their password every 90 days.
The user clicks on the Change Password link in this section, and a pop-up box will
appear.
1. The user enters his or her current password into the first field.
2. The user should carefully read the instructions about creating a new password and
enter the new password in both the New Password and Confirm New Password
fields.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
SETTING/USER PROFILE
PAGE 6-3
3. The user clicks on the Save button to continue. Otherwise, he or she may click on
the Cancel button to abandon changes.
4. When finished making updates, the user should click on the Save button on the
bottom right-hand side of the screen. To discard all changes, the user can click on
the Cancel button.
II.
PERSONAL & CONTACT INFORMATION
This section allows users to update their contact information, including name, address,
phone numbers, and e-mail address.

Staff or Administrator/Staff users type in their information.

Attorney or Administrator/Attorney users have the option to update their contact
information manually or to click on the Refresh from VSB button. Once the
information populates from the Virginia State Bar (VSB), a confirmation message
on the top of the page will appear that the information been successfully updated.

Attorney or Administrator/Attorney users should review their information from
the VSB, and manually update any information that needs to be changed. NOTE:
It is highly recommended that attorney users update their contact information at
the VSB before VJEFS registration.

When finished making updates, the user clicks on the Save button in the bottom
right-hand side of the screen. To discard all changes, he or she may click on the
Cancel button.
III. ATTORNEYS/ STAFF (IF APPLICABLE)
This section is not available to Administrator Only users. It is only applicable to attorneys
and staff. This section displays associations between attorneys and staff, if any exist. If
updates need to be made, the user must contact the VJEFS administrator.
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
INDEX
Accepted Cases, 3-2
Open cases, 3-2
Pending filing, 3-2
Review closed Cases, 3-6
Account Information, 6-1
Password, 6-2
Security Questions, 6-1
Adding a New User, 5-10
Administrative/Staff and Staff, 5-15
Administrator Only, 5-11
Administrator/Attorney and Attorney, 513
Administrator Navigation, 5-1
Firm Details page, 5-1
Attorney/Staff Navigation, 3-1
Filing, 3-9
Home page, 3-1
Attorneys/Staff, 6-3
Filing, 3-9
Acceptance by the court, 3-26
File new case, 3-9
Payment processing, 3-21
Subsequent filings and actions, 3-27
Firm Details Page, 5-1
Adding a new user, 5-10
Agency/Business/Law Firm Information,
5-1
Authorizing Party, 5-2
User Information - Actions, 5-2
First Time Log In, 2-4
Security Question, 2-5
Terms and Conditions, 2-5
Functions
Navigation bar, 2-7
User functions, 1-1
Home Page, 3-1
Office of the Executive Secretary
PAGE Index-i
Accepted Cases, 3-2
Filings Pending Acceptance, 3-1
New Filing - Summary, 3-1
Navigation
first time log in to system, 2-4
Log in to system, 2-6
Log out, 2-8
Navigation bar, 2-7
Navigation Bar, 2-7
Administration, 2-8
File new case, 2-8
Help, 2-8
Home, 2-7
Logout, 2-8
Search, 2-8
Settings, 2-8
Pending Filing, 3-2
Case File Documents, 3-5
Case Information, 3-3
Defendants, 3-4
Notifications, 3-4
Plaintiffs, 3-4
Pleading & Orders, 3-5
Personal & Contact Information, 6-3
Registration, 2-1
Administrator Only or
Administrator/Staff user, 2-1
Administrator/Attorney, 2-3
Complete Firm registration, 2-1
Review Closed Cases, 3-6
Case File Documents, 3-8
Case Information, 3-7
Defendants, 3-8
Notifications, 3-8
Plaintiffs, 3-7
Department of Judicial Services
Rev: 7/14
VIRGINIA JUDICIARY E-FILING SYSTEM USER’S GUIDE
INDEX
PAGE Index-ii
Pleadings & Orders, 3-8
User Functions, 1-1
Search, 4-1
Administrators, 1-1
Case number, 4-1
Attorneys and Staff, 1-1
Make Payment-Review Fee Balance page,
User Information - Actions, 5-2
4-2
User Information – Actions
Party Name, 4-1
User Information, 5-3
Settings/User Profile, 6-1
User Information – Actions
Account Information, 6-1
Logon Information, 5-4
Attorneys/Staff, 6-3
User Information – Actions
Personal & Contact informtion, 6-3
Staff/Attorney Links, 5-4
Support
VJEFS Introduction, 1-1
Getting Help, 1-1
Office of the Executive Secretary
Department of Judicial Services
Rev: 7/14
Download PDF
Similar pages