There are two different ways to get your account set up for emailing attachments. We recommend the first if you are setting up your overall account for use and do not yet have a hearing posted that needs attachments. The second is if you wait until you have a hearing you are currently mid-process of posting and attaching documents.

Single Hearing

There are two options for turning this function on.

Option 1

Log in and click on the "Profile" link located in the small pop-up menu under your name. You will find it in the black toolbar in the top left corner of the page.

Scroll to the bottom of the screen and check the box labeled "Allow Email-In" to enable this feature. This is under the heading "Security". Then click the orange "Save" button at the bottom.

NOTE: This step only has to be done one time to enable this functionality.

Open

After you have completed the above, follow these steps:

Step 1: Get your hearing posted on our website (either by filling out the web form online or using the batch upload options).

Step 2: Draft an email to attachments@docketly.com from the email listed in your profile.

Step 3: Add any attachments you need for this hearing to the email.

Step 4: Put either your file number or our locator number in the subject line.  Nothing else!  In the case of the file number (since it can correspond to multiple hearings), it will upload to the next closest future hearing with that file number. Please do not write anything in the body of the email.

Step 5: Send!

Option 2

Once you have created your hearing you will automatically be taken to the Hearing View Page. If you look on the left-hand side of your screen you will see the word "Attachments". Click this heading to be taken to the page where you may attach documents to that hearing. When you click on the "Email In Your Attachments, you will see one of the following:

Open

Open

If you see the pink button, it means your account hasn't been set up for emailing in attachments. Simply click on it to enable. Once you see the green button, you are ready. 

Click the green button and an email with the address and subject line will automatically be created. All you will need to do is attach the correct documents. Please double check that they are the correct documents before sending the email.

Our system will process the email within minutes, post the attachment, and log the activity. If an attorney has already accepted the hearing, we will send them a message with a link to the new attachment.

You will be able to verify that the documents are attached by opening up the hearing and looking at the  "Attachments" heading. You should see a number in parenthesis that indicates how many documents have been attached to the hearing. You may also view which attachments have been added, by clicking this heading and viewing the Upload/Attachments page.

Open

You can also delete attachments from this page.

Batch Options

We have seen more of our clients wanting to upload hearing attachments in a batch, say for an entire docket at once. Sometimes those come out of your case management system in such a form and it's just easier to send them all at once instead of breaking them down by hearing. So we took a look at a few customers who had that need and enhanced our system to support batch hearing attachment uploads.

So now via email, you can send in a multi-page PDF document and our system will break it down the page by page and associate it with the correct hearing. There are a few different techniques we are supporting at this time.

1. Barcodes – We are supporting 13 different barcode formats. Simple 1D or 2D versions or even those fancy new QR codes. The value in the code would usually map to your internal file number or the court cause number.  There is a special format for the email subject to make this work.  For example, if your barcode indicated the file number for the hearing, you would set the subject to "batch?id=barcode&map=fileNumber". This system works by reverse sorting the pages in the PDF.  Then going 1x1 through the pages it looks for a bar code.  When it finds the barcode, it takes all the pages it looked at prior and turns them all into 1 PDF hearing attachments and uploads it.  Then it keeps going.

Example: If you put the same barcode on every page in a 10 page file, you will get 10 attachments.  This was designed for the case when you have say 2 different cases in one PDF and pages 1-5 are case 1 and 6-10 are case 2.  The barcode for case 1 would be on page 1.  The barcode for case 2 would be on page 6.

2. Textual – We enhanced our site to scan your PDFs and inspect the text within. So if you have an identifiable value with a label in front of it, chances are we can deduce what hearing this is for. Options include file numbers, court cause numbers, and more.  There is a special format for the email subject to make this work.  For example, if your indicator was a text label with the court case number, you would set the subject to "batch?id=text&map=caseNumber&label=Case No.".

3. File Name - You may name your attachments with your file number, such as 456789.pdf.  Where 456789 is your file number of the hearing on our website.  We will upload the file to the next upcoming hearing with this file number.  You may attach as many attachments as you want to the email with as many different file numbers.

To indicate to our system that the email contains a batch, you will set the subject of the message to "batch" with some additional parameters.

If you are interested in using one of these new methods, please open a support ticket with us and include a sample attachment. Our staff will verify that the information we need is present and instruct you on how to proceed.

You will need to turn on the Email-In function as described in the Single Hearing section above as well.

We also have a method to FTP these documents.  Contact us for more information.