E-mailing from the Case Viewer

KB article ID: 2000 (permalink)

Note: There is a video into the GAL Software folder on your Imaging drive which covers this topic- the ways you can email parties from the Case Viewer, including the option to email a document to people on the case. If your PC doesn't have a default application which plays videos, you can either ask your IT to install one or download a program called VLC Media Player. Instructions for doing this can be found here.

Last modified: 6/9/2020

When counties first started to email attorneys, we advised clerks to have attorneys sign something that indicates that they are okay receiving notifications via email. Once the clerk had their okay, they could then go into the Attorney Address screen and set the Electronic Service option to Notices.

I recently asked Cindy Braden if clerks still have to get the attorney's okay in order to start emailing them notices and the answer was an unequivocal NO. SCR 11 was rewritten to say that when it comes to attorneys, they no longer have a choice over how they get notifications. Email is the way to go:

Rule 11. Manner of Serving Documents Other Than Process and Complaint on Parties Not in Default in the Trial and Reviewing Courts

(a) On Whom Made. If a party is represented by an attorney of record, service shall be made upon the attorney. Otherwise service shall be made upon the party.

(b) E-mail Address. An attorney must, and a self-represented party may, include on the appearance and on all pleadings filed in court an e-mail address to which documents and notices will be served in conformance with Rule 131(d).

(b)(c) Method. Unless otherwise specified by rule or order of court, Ddocuments shall be served electronically. Electronic service may be made either through the court electronic filing manager or an approved electronic filing service provider, if available. For all parties for which such service is not available, the filer shall make service to the e-mail address(es) identified by the party’s appearance in the matter. If service is made by e-mail, the documents may be transmitted via attachment or by providing a link within the body of the e-mail that will allow the party to download the document through a reliable service provider.

If a self-represented party so opts, or if service other than electronic service is specified by rule or order of court, or if extraordinary circumstances prevent timely electronic service in a particular instance, service of documents may be made by any one of the following alternative methods:

(1) Personal Service. Delivering them the document to the attorney or party personally;

(2) Delivery to Attorney’s Office or Unrepresented Self-Represented Party’s Residence. Delivery of the document to an authorized person at the attorney’s office or in a reasonable receptacle or location at or within the attorney’s office.Leaving them in the office of the attorney with the attorney’s clerk, or with a person in charge of the office; or if If a party is not represented by counsel, by leaving them the document at the party’s residence with a family member of the age of 13 years or older;upwards;

(3) United States Mail. Depositing themthe document in a United States post office or post office box, enclosed in an envelope, plainly addressed to the attorney at the attorney’s business to the party’s address, as identified by the party’s appearance in the matter, or to the party at the party’s business address or residence, with postage fully prepaid; or

(4) Third-Party Commercial Carrier. Delivery of the document through Delivering them to a third-party commercial carrier or courier, to the party’s address, as identified by the party’s appearance in the matter, with delivery charge fully prepaid.—including deposit in the carrier’s pick-up box or drop off with the carrier’s designated contractor—enclosed in a package, plainly addressed to the attorney at the attorney’s business address, or to the party at the party’s business address or residence, with delivery charge fully prepaid;

SO... If any of you would like me to run an sql that sets the Electronic Service field to "Notices" for all of your attorneys for whom you have an email address, let me know. What that will mean is that when you do a notice from either the Hearing screen or the Record Sheet program, or the Update Docketed Cases program, those notices will be emailed to your attorneys who have email addresses.

And all of this is based on the assumption that you are set up to do email. If you haven't used any of our email features yet, you'll need to set up your email configuration screen first. If you need assistance getting set up to START emailing, give me a call.

Also, if your office uses web-mail, like gmail, your pc might not open the web-client that you need in order to send an interactive email. It can be set up, but it takes more steps. If you have an IT person I would suggest that you have them set you up. If you don't and you're trying to do it yourself, here is a link that might be useful.


I've never done this myself, but if you're desperate, and you want someone to fumble through the process WITH you, feel free to let me know. I can certainly take a stab at it. ;)