eProsecutor Knowledge Base

The image below is an example of an invitation email which is sent when a defense attorney is assigned to a case. If the link is not clicked then there will be no access for this case. This is a basic and essential step for security reasons.

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Note: There is no reason to create a duplicate discovery packet even if a defense attorney tells you they can't access it. This never helps and only serves to confuse the issue.

This is how the process works:

1. Add a defense representative to a case
   • If there is no discovery created for the case yet, we recommend that you set portal access to NO so they do not get the invitation email yet.
   • If there is a discovery packet already created, then set portal access to Yes and save it.
   • If Portal Access is saved as Yes (the default) then the invitation email will be sent to them.
   • NOTE: You can add multiple defense attorneys as defense reps. Each of them can have a different email address. If they all respond to the link in the invitation email, they will each have access to the discovery for that case. They will each need their own account on the portal to access discovery.
2. Add a discovery packet
   • Whenever you add a discovery packet and leave it available on the portal (this is the default), the system will send an email to the defense representative if one is assigned to the case. This email is ONLY for their convenience so they know there is discovery available. It does NOT give them access to it until or unless they have responded to the Invitation Email that is sent to them.
   • Please do NOT ever create a duplicate discovery packet. This will not help a defense representative access the case and will simply send another email to them which could be confusing. The other problem is that it wastes storage space on the server which is expensive and we have to pay for it.
   • A possible exception to this is if you deleted the original file.
   • It is, of course, necessary to create a new discovery packet if there are new documents that need to be sent.
3. Defense Representative response to Invitation Email
   • When a defense rep clicks on the link sent in the invitation email the system gives them access to that particular case.
   • You can see if they have responded or not by going to the Discovery tab, clicking on the arrow menu and selecting “Portal Discovery Invitations”. If there is no Accepted Date, then they have not yet clicked on the link and will not have access to the case.
   • This also shows you what name and email address the invitation email was sent to.
   • If they have clicked on the link, there will be a date under Accepted Date, and they will have access to the case.
   • If they have not accepted the invitation yet and the Expire Date has passed, you must send out the invitation email again (please see step 4).
4. Resending the invitation email
   • Click on Case Involvements tab
   • Scroll down to the Representation panel and click on the Representative link
   • On the “Allow Portal Access?” line, select No from the list and click on the Save button.
   • Select Yes from the list and then on Save and Back. This will send a new portal invitation email.
5. Important Points to Remember
   • There is NEVER a reason to create a duplicate discovery packet. It only confuses the issue and uses up expensive server space that we must pay for.
   • You can create a discovery packet before adding a defense representative. It will not send an email because there is no assigned defense attorney, but it will still be available once you add a defense attorney and give them access to the case and click on the link in the invitation email.
   • There may be up to an hour delay in the email sent when the discovery packet is created. This is because creating the discovery file is a background process that is scheduled when you create the packet and might not run for 20-30 minutes, though it is sometimes much quicker than that.
   • If you don't see this icon, then the discovery file isn't on the server yet and isn't downloadable.

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Things you MUST consider whenever you change or add an email address (or attorney) to a case.

1. Defense Attorneys are global to all users in eProsecutor. If you change something on a defense attorney’s record it changes it for everyone. This will affect how this attorney gets notifications and access to discovery on all future cases. This will apply for any agency that uses this defense attorney. That shouldn’t be an issue if they directed you to change the email address. Sometimes the attorney wants the email used to access discovery set to be the one their legal assistant uses. This is OK, but please note the following:
   • Note: a legal assistant can change, and the email address may also change. That could get complicated over time and leave some cases with discovery linked to an old or invalid email address.
   • Recommendation: It is highly recommended that a defense attorney set up an office wide (generic) email address for discovery. This allows the defense attorney and any assistants that need access to get the discovery for them without needing to change the email address and portal account every time an assistant or attorney gets a new email address.
2. All existing cases will only be accessible under the old email address and account on the portal. The portal lets you access discovery based on your email address and it does not change automatically if you change the email address on the defense rep’s record.
   • If you want any existing cases to be available to the new email address, you must first change the email for the defense rep, and then re-send the invitation email for each case to the new email address so they can access it with that email address.
   • NOTE: This does NOT remove access to the case from the old email address if someone logs into the portal using the old email account. We recommend that you remove access to discovery BEFORE changing the email, then after changing an email address for an attorney, re-send the invitation to the new email address.
3. All discovery for cases that you add this defense rep to (after changing the email address) will only be accessible using the new email address. They won’t see any old cases even if they need discovery still for those – unless you follow the proper procedure to give access to the new email address on old, existing cases (i.e., re-sending the invitation email to the new email).
4. Every email address (account) that you have sent an invitation email to and was responded to will continue to have access to the discovery until you remove it.
   • In a case where you just change the email address for the same attorney, this shouldn’t be an issue, but if you add a new attorney (i.e., the defendant hires a different one) and do not remove access from the old attorney, both will still have access to the discovery. In the latter situation, you MUST remove access from the old one first, then add the new attorney and give them access. Deleting an attorney from the case will NOT necessarily remove their access to discovery if you do not first set their access to NO (remove it).
   • This means that you can have multiple attorneys – each with their own, unique email address – assigned to a case and each of them can have access to discovery unless you remove their access by changing ‘Allow Portal Access’ to NO. This should only a problem if you have different attorneys from different agencies that have represented the defendant on a case. I’m not sure what the legal issues are if you don’t remove access to discovery from an attorney that is no longer representing that defendant but believe that to be a problem.
5. You do NOT need to re-create discovery packets when you change the email address that is used by the attorney or add a different attorney to the case. They will be available to anyone you’ve given access and there is never a need to duplicate or re-create a packet unless you have deleted them. The only exception is if they are over 350 days old after which the system will delete the discovery files from the server.
6. Please remember to remove access from any attorney that should not have it. Do not depend on the system to remove it for you.

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Note: This will not work if you have locked your account by trying to log in with incorrect credentials too many times (5+). If this happens, please contact Ron Weight for assistance.

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When you try to change your password, you must enter in your old password correctly and enter your new one and confirm it. There are several reasons why your change may not work.

• Your old password is incorrect. This can happen if you accidentally enter it in wrong or your browser inserts it automatically and it is not correct because the password stored in the browser was incorrect. You should get an error saying something like "Incorrect Credentials".
• Your new password is one that you have used before. You should get an error saying: "this password has already been used recently".
• When you enter your new password and confirm it, if they are not identical you will get an error like "passwords do not match".
• Your new password does not meet the criteria shown on the change password page. It must be 10 characters or longer, contain at least 1 lowercase letter, 1 upper case letter, 1 number and 1 non alpha-numeric character (such as !).

Sometimes your password was reset OK, but your account was locked because you attempted to login 5 or more times with the wrong credentials. The following are possible reasons why you may not be able to login (1 or more of these may apply to your situation):

• You inadvertently entered a password other than what you thought you did. The best way to avoid this is to type your password in Notepad or Word, then copy and paste it. That way you know what you typed.
• You forgot to change your password in the JTI add-in for Word. If it is logged in, and you have Word open, it will try to login to your account. If you did not change the password in the add-in, it will lock your account.
• Your browser (if you saved your password there) may not have changed your password, and it is putting in the incorrect password and/or username. The best way to handle this is to delete your saved password from the browser and re-create it if you still want to use the browser to save it for you. To test this, try logging in manually and override the values the browser inserts for you.

You can delete a case if necessary. Here are the steps to take:

1. Open the case to be deleted.
2. Click on the arrow menu on the Summary tab.
3. Select Update Case Information from the menu.
4. Scroll to the bottom of the screen.
5. Click on the Delete Record button on the bottom right side of the screen.
6. Click on the OK button when prompted if you are sure.

This will delete the case and all data and documents associated with it. Note: There is no way to recover the case once deleted so it’s important to make sure you really want this case deleted before you do this.

You can remove (delete) a disposition if necessary. Here are the steps to take:

1. Click on the arrow menu on the Summary tab.
2. Select Remove Disposition from the menu.
3. Select the blank item in the Disposition Type
4. Backspace over the date to remove it.
5. Click on Save & Back.

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You can edit the case name. This may be necessary if you had to change the spelling of a defendant's name after adding the case or change the defendant to a different person because the wrong one was selected initially.

When you add a case and select a defendant, the system automatically saves the defendant's name as the Case Name. Even if you edit the defendant, the case name (which shows on the header) is not changed. You can edit it as needed. Here are the steps to take:

1. Click on the arrow menu on the Summary tab.
2. Select Update Case Information from the menu.
3. Edit the entry in the Case Name field - it is just text and not associated with the person.
4. Click on Save & Back.

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If you are having trouble with logging in and inputting you 2FA codes only to have it kick you back to the login screen, you may have a problem with the time synchronization on your Google Authenticator app (for Android devices only). Here is the fix:

1. Go to the main menu on the Google Authenticator App.
2. Select Settings.
3. Select Time correction for codes.
4. Select Sync now.

If you get a new phone or device, you may need to create a new 2FA account in the Authenticator app on your new device. You will need to contact Ron Weight to get your 2FA settings reset so you can get the QR code to set it up. It only takes a few seconds. Some Authenticator apps allow you to save your 2FA accounts and put them on your new device. Please refer to the documentation for your app to see if this is possible.

There are several apps that we have tested that work with eProsecutor for setting up 2 factor authentication (2FA). The following apps should work for you (there are probably several others that work - these have been tested):

1. Google Authenticator
2. Authy
3. Microsoft Authenticator

Pre-File Diversion

• Change the Filed Status to Pre-File Diversion
• Add a diversion record
  • Click on Add/Update Diversion on the Summary menu
  • Diversion Type = Pre-Filing Diversion
  • Status = Accepted
  • Offered Date = Date you offered the diversion
  • Accepted Date = Date the diversion was accepted
  • Date Entered = Date the diversion was entered
• Change or add the disposition to Dismissed Successful Diversion

Post-File Diversion

• Change the disposition to Dismissed Successful Diversion
• Add a diversion record
  • Click on Add/Update Diversion on the Summary menu
  • Diversion Type = Post Filing Diversion
  • Status = Accepted
  • Offered Date = Date you offered the diversion
  • Accepted Date = Date the diversion was accepted