Best Practices for Clerks

Efficient filing review keeps the court running smoothly and ensures filers get timely responses. Here are recommended practices for working in CottFile.

Processing the Queue

Work oldest items first

Check the "Oldest" indicator on each queue column. Filings that have been waiting the longest should generally be reviewed first, unless a higher-priority item requires immediate attention.

Handle urgent items promptly

Filings marked as Urgent or High priority (color-coded on the cards) should be addressed before Normal and Low priority items. Court administrators set these priorities based on case type and routing rules.

Keep the queue moving

Try to make a decision on each filing you open — accept, reject, or partial accept. Avoid leaving filings in "Under Review" for extended periods without action. If you need more time, add a clerk note explaining the delay.

Writing Rejection Notes

Clear rejection notes are one of the most impactful things you can do to reduce rework.

Be specific

Include what they need to do

Don't just describe the problem — tell the filer what action to take. "Replace Exhibit B with a legible copy" is more actionable than "Exhibit B is unreadable."

Document Review

Always check the lead document first

The lead document is the primary filing in the envelope. It drives the case type and fees. Verify it matches the selected case type.

Verify document quality

• Is the document legible?
• Are all pages present?
• Are signatures where they should be?
• If the document references exhibits, are those exhibits included?

Check sealed and confidential markings

If a document or party is marked as confidential or sealed, verify that this is appropriate for the case type. Domestic violence and juvenile cases typically require sealed filings.

Reassigning Filings

When to reassign

• The filing requires expertise you don't have (e.g., a specialized case type)
• Workload balancing — if your queue is full and a colleague has capacity
• Conflict of interest — if you recognize a party or attorney

How to reassign

Use the Reassign dropdown on the review page to select another clerk. Add a clerk note explaining why you reassigned it.

Managing Your Workload

• Use the queue as your to-do list. Items in "Under Review" are your active work.
• Refresh regularly to see new filings that have come in.
• Use clerk notes to track your progress on complex filings that span multiple review sessions.
• Communicate with your team — if you notice patterns in rejections (e.g., many filers using the wrong form), flag it for your court administrator to address via an announcement.