Edex Information Systems

Our pre-release, beta version of our EDEXOne dashboard is now available.

This new dashboard consolidates all recent orders, and provides an order search screen with simple options to find your previous activity. New quick alert icons display counts of your unsubmitted and in-process orders, filing errors, and new DocBox records.

A variety of sorting and filtering criteria are also available to help locate specific orders. Click on any row to view order details and view order activity logs. You can also see documents, delivery recipients, and tracking information.

To review the new dashboard, select the “Try the EdexOne Dashboard beta” when logging in.

This dashboard is still in development, and you may encounter occasional errors and oddities. You may switch back to our current production site by turning off the dasboard preview option in the top menu bar. If you encounter any issues or wish to provide feedback about the new dashboard, please let us know by sending an email to support@edexis.com.

EDEX Information Systems, Inc.

209-223-3461

1-866-GET-EDEX

EDEXIS.COM

On its face, a proof of service seems very simple, but of all the documents that we create, mail, and electronically file, the proof of service probably has the most intricacies and requires the most ongoing discussion and review – both technically and legally.

Because our clients practice a wide range of law, it gets even more complicated. Obviously, the basis of the proof of service is EDEX declaring that we served your documents on another party. That service might be first class, priority, certified mail or electronic. There is a civil proof of service, a probate proof of service, and a standard proof of service that is used within the California work comp industry and for general purposes. To ensure you are accessing the most accurate proof of service for your mailing we wanted to take a minute to summarize those options:

————————————————————————————————————————————–

PROBATE PROOF OF SERVICE:

Probate documents include the proof of service within the actual form that is submitted to the court. To accommodate this, we have added probate documents to our Universal Template option at the Upload page. You can see a completed sample below. The court can be selected from a drop down menu and auto-populated. If you would like to use your own probate forms, please call our office for further instructions on how to do that.

After we mail the probate document with the unsigned proof of service, a signed proof of service is generated and populated to your account and emailed to you if you choose.

—————————————————————————————————————————————-

CIVIL PROOF OF SERVICE:

After entering the address of your parties for delivery, you will have an option to choose your proof of service type as shown below from four options.

The court can be selected from a drop down option to automatically populate the court information. The first page will look like this:

The second page would look like the page below. In this instance, the document is mailed both certified and first class. That is an optional automated feature of EDEX Mailing.

Once the document has been mailed, the signed proof of service will populate to your account and to your email if chosen.

——————————————————————————————————————————————-

STANDARD PROOF OF SERVICE:

USED FOR CALIFORNIA WORK COMP AND GENERAL PURPOSES

The standard proof of service is shown below. There were multiple parties served with this document. Some parties were served via certified, some via priority, some first class, and one was served via email. Those parties that received mailed service are listed on the first page and the party that was served via electronic service is listed on the second page:

When mailing a document that is related to a California litigated work comp ADJ case, the parties for that case will automatically populate to your proof of service. You will be able to edit those parties and add additional parties if you choose.

This proof of service is also the version that is filed electronically into EAMS with any documents you submit electronically. However, it is signed when it is electronically filed to be compliant with the DWC. Like all legally compliant proofs of service, it is NOT signed when it is mailed.

You can also choose to have a signed proof of service automatically electronically filed to the DWC after it is mailed.

——————————————————————————————————————————————-

PROOF OF SERVICE TIPS:

• Do not include your own proof of service if we are doing the service for you. In some instances we have seen mailers include their own proof of service with an indication of, “please see attached EDEX proof of service”. However we cannot speak to the validity of that practice.
• If you are accessing your EDEX features via an API tied to your case management system, the signed proof of service may automatically populate to your case management system.

If you have any questions about choosing the correct proof of service, please contact customer support.

EDEX Information Systems, Inc.

209-223-3461

support@edexis.com

99% of the time when you are uploading documents in EDEXOne, everything goes smoothly. However, that 1% can be a monster. Here are some suggestions to help tame those occasionally difficult document uploads:

• Only PDF and Word documents are allowed
• Password protected documents will fail the upload
• File names with unique characters such as “&” can cause problems

File Size

• Documents that are being mailed only (not filed electronically into a court case) have a 200 MB per file size limit, and it is natural for a larger file to take longer to upload.
• Electronically filed EAMS documents are restricted by the DWC to 70 MB, and under, per packet. This might be seven individual documents that are each 10 MB or it might be one document that is 70 MB.

File size is affected by the number of pages AND how a document is scanned and saved. The image below shows a document that is 5,391 KB. When you right click on that document and select properties, you can see the document size conversion of 5.26 MB. While this form wouldn’t upload because it is an EXCEL file, the size would not be an issue.

When scanning a document, remember that EDEXOne does NOT print in color and the court does not allow color. Therefore, there is no reason to scan a document in color and increase your file size. Here is an example of the same document scanned with six different settings. You can see that the black document scanned at 300 dpi is significantly smaller than the other documents. If this creates a document with clear quality, this would be recommended. If you need a higher quality, the black at 600 dpi might be preferred.

Flattened Documents

When using a PDF FILLABLE form, the user must lock or “flatten” the PDF document after completing the form fields to ensure the document can be viewed on all devices and to prevent other users from manipulating or editing the information.  Flattening is also recommended when you add an electronic signature to a PDF document.  This adheres the signature to the document so that the signature doesn’t move or accidentally get deleted.

When submitting a document electronically via EDEXOne for mailing or filing, our system will flatten a document for you.  However, flattening your document prior to any type of upload will ensure an added level of security and accuracy. 

Follow the steps below to flatten a completed form:

• Right click on document and select Print or select File and select Print.
• Select the PDF PRINTER option.
• Select OK.
• Specific location to save the flattened version of the form.
• Select Save.

EAMS Electronic Filing Suggestions:

When filing your document electronically into EAMS, there are some additional things to consider:

• You NEVER need to upload cover sheets or separator sheets. EDEXOne will create those for you.
• If you are requesting that EDEXIS serve the other parties, do NOT include a proof of service. EDEXOne will create the proper proof of service.
• Do NOT file duplicates of documents that are already in the case file, whether in hard copy or electronic format.
• EAMS regulations state that filings of any one document should not be more than 25 pages. This does NOT apply to Medical Reports or Exhibits.
• If you are filing multiple documents of the same type, scan them in a single, multi-page document. Do not file them separately. This applies to: Benefit Notice (separate your TTD and PD notices); Explanation of Benefits (EOB’s); LC4906(g) Statements; Lien Bills; Medical Management Reports; Physical Therapy Notes; and PR-2s
• Do NOT put all of your QME/AME reports together. Medical reports are filed separately. Do not scan all of one doctor’s reports together as a single document. Scan each report separately.
• When filing a lien, do NOT file medical reports, demand letters, explanation of benefits (EOB’s) etc. ONLY file your original bill and itemized statement. Other documents can be filed later as proposed exhibits.
• Do NOT attach the required verifications and declarations when filing liens via EDEXOne. These are automatically generated for you.
• Do NOT use the words “Exhibit” or “Evidence” when titling your documents. Documents are NOT exhibits until so designated by the judge.

Lastly, before submitting your document for mailing or filing (or both), be sure to review the completed form. Selecting the submit button is an acknowledgement by the user that the form is correct.

As always, the experienced staff at EDEXIS is available to assist you with any questions.

EDEX Information Systems, Inc.

866-GET-EDEX

Support@edexis.com

Old habits die hard, and when mailing Certified Mail there is something undeniably comforting about manually filling out the two green Certified Mail documents – one that proves you mailed the envelope (PS Form 3800) and one that is returned to you with the recipient’s signature (PS Form 3811 – the green card). Having those hard copy receipts in your hand vs. electronically, just feels more substantial and legal.

As the world embraces electronic technology, those comfortable processes become less efficient and sometimes, more expensive. Our goal is to ease our clients into this technology while ensuring proper legal compliance. We know that timely information and reporting is key to that transition.

When Certified Mail is physically received by our local post office, each item is scanned by a USPS clerk. This triggers a Certified Mail Acceptance Receipt to confirm that your mail was SENT. This parallels PS Form 3800 – that reassuring receipt that we walk out of the post office with.

EDEXOne’s Certified Mail Acceptance Receipt (below) is available in your mailing’s Document List. Click on Manage Mailing, select Documents then click the document link that says Certified Mail Acceptance Certificate.

For those sending Certified Mail to prove DELIVERY, the manual process would be to fill out this form:

EDEXOne mailing provides the same service via the USPS electronic Return Receipt process. The recipient’s signature and time and date of delivery are captured by the mail carrier and returned electronically as a PDF document stored in your document list. EDEXOne captures that PDF and archives it permanently with your mailings. You can also access that receipt for a limited time at the USPS.com site.

This is what the USPS Electronic Receipt looks like:

This receipt automatically generates within your document list for each mailing. You can also access a Certificate of Mailing from your Manage Mailing tab. If you select Certificate of Mailing you can choose to have this signed document emailed to you. There is a cover page so you will need to scroll down to see it.

Monitoring mail statistics and evaluating the USPS response and service times is a large part of what we do as part of our mailing services. Recent conversations with post office employees, and our own delivery statistics, have allowed us to determine that USPS Certified Mail is no longer as reliable as many senders believe it to be. Why is this? USPS management has required that Certified Mail mingle with regular First-Class mail to save money. As a result, previously accountable mailings are stuck in the middle of the First-Class mail stacks and often miss delivery scans. We have noticed that around 10% of Certified Mail does not receive delivery scans and up to 5% of Certified Mail Return Receipt does not receive delivery scans and/or signatures.

To offset this reduction in USPS accuracy and service, we have created a detailed alert system. If your mail is NOT travelling at what our algorithms consider a normal speed, you will receive an email alert. This alert provides you with an early warning system to monitor this mailing and decide if you need to remail that item.

At that point you might consider sending that document via Priority Mail with Return Receipt for a more reliable delivery experience.

If your trackable mail piece has still not been delivered after 30 days, we automatically request a postage refund for you and send that to you via check.

If you have any questions about Certified Mail, or any of our other mail services, please don’t hesitate to give us a call.

Thank you,

EDEX Information Systems, Inc.

209-223-3461

866-GET-EDEX

All of us at EDEXIS hope you and yours are enjoying a lovely Summer.

We know that many of you, and a few of us, have kids that are either already back in school or getting ready to return. As our work schedules shift to accommodate the school year, many of our users appreciate the ability to login to EDEXIS twenty-four hours a day to either send mail or file a document electronically into EAMS. If you are working from another time zone, or even another country, we are here anytime.

If you find yourself with a few extra minutes, you may want to browse our blog to learn about other time management tools:

• Automated Trial Exhibit Lists
• Automated signed proofs of service electronically filed after a mailing
• Unlimited, simultaneous user access
• Check inclusion

Live customer support is available 8:30 to 5:00 Monday through Friday Pacific time and 8:30 to 4:00 on Friday.

Happy Summer!

The EDEXIS Team

support@edexis.com

866-GET-EDEX

When mailing a document that is related to a California WCAB case number (but not electronically filed), you may need to follow-up by electronically filing JUST the proof of service into EAMS – for example, when mailing the minutes of hearing. That process has now been automated. As you can see in the image below, you can indicate that you want the signed proof of service electronically filed into EAMS.

We would like to expand on this service for all mailings. Where else might you want a signed proof of service sent after mailing? Civil Courts? Individually entered recipients? Let us know what would help you most!

EDEX Information Systems, Inc.

Support@edexis.com

209-223-3461

866-GET-EDEX

NEW FEATURES:

• Priority Mail with Certified Mail: Priority Mail now has the option to add Certified. We find that Certified mail is significantly more reliable within when paired with Priority Mail.
• Additional Administrator Functionality: Users that have administrative account access can update their credit cards and fully manage/add their account users. Please call customer support to identify your administrator if you haven’t already done so.
• Check Inclusion: If you would like to include a check with a mailing, please go to the MY ACCOUNT option and submit a check authorization form.
• Automated DWC Workers’ Compensation Trial Exhibit List: If FileNet is active in your EDEXOne account, you can now take advantage of our automated Trial Exhibit List.
• EAMS (California Work Comp) Access: If you have a DWC assigned EAMS login, you can link EDEXOne FileNet and view documents in EAMS if you are a party. If you don’t have EAMS access, it is now MUCH easier to set up. The 5-hour webinar is no longer required. Now, you simply read through some documentation, take a 15 minute online test, and submit your application. If you pass the test, they email you your login. If you need assistance with this, please contact our office. While EDEXOne is the easier option for filing, we do still recommend an EAMS login as well. The ability to view documents in the case file is incredibly helpful.
• Instruction Manuals for both filing and mailing are now available under the MY ACCOUNT feature.

WHAT’S ON THE HORIZON:

• Automation of the QME Form 106 Panel Request: While this form can be filled out online, we will also be adding a version to our site that allows you to mostly auto-populate this form AND schedule when you want to submit this form to the DWC Medical Unit. Scheduling a 5:00/15th Day submission may help you improve your QME panel results. Once we roll this product out, it will only be available to our existing customers as a BETA product for several months of testing.
• Automated Proof of Service Follow-Up: When you mail a document, the legally compliant proof of service is NOT signed. After the mailing happens, we sign a proof of service and submit that to your account. There are many instances when the court, or another party, needs a copy of the SIGNED proof of service. We will be automating the ability to send/file the SIGNED proof of service after it is generated.

A FEW NOTES ON THE US POSTAL SERVICE:

• Postal Rate Increase: The USPS will be raising their rates next weekend. A stamp is now sixty-six cents. While you will see that increase in EDEX Daily Mail, Aggregated mail is still $1.25.
• Certified Mail: Historically, Certified Mail was handled outside the automation process at the post office. Recently that has changed and Certified Mail is now sorted and tracked with standard First Class. That has resulted in an increase in Certified Mail not triggering a final capture of delivery. We have improved our labelling to make Certified Mail more visible when stacked with First Class mail.
• Certified Mail Refunds: When a document is sent via Certified Mail with EDEXOne, we track that item. If it hasn’t been delivered within thirty days, we submit a refund request and then send your office a check that includes that refund.

If you need assistance with any of the features above, please don’t hesitate to contact customer support.

Thank you,

Support@edexis.com

209-223-3461

866-GET-EDEX

Uploading Trial Exhibits and the required Trial Exhibit List into EAMS can be time consuming. One part of that process is now easier than ever as we have automated the Trial Exhibit List.

If you have an EAMS login and that login is built into your EDEX account’s FileNet tab, the Unstructured Universal Template form titled “Trial Exhibit List” will automatically generate using the document titles, authors, dates, and EAMS Doc ID that you choose from the case document list. You do have to be a party to the case in order to access the document checklist.

_____________________________________________________________________________________________________________________________________________________________

Just a reminder that there is no EAMS document titled “Trial Exhibit”. When uploading your documents, you title them with the most appropriate available title, the author, and the date the document was created. Those documents are not actually a Trial Exhibit until the judge approves them. Additionally, avoid uploading a document that has already been uploaded by either you or another party. You can include another party’s uploaded document on your Trial Exhibit List.

_____________________________________________________________________________________________________________________________________________________________

If you DON’T have an EAMS Login it is now easier than ever to set that up. There is an online webinar that you watch, followed by a twenty question quiz. If you pass the quiz, the DWC will provide you with a login. Contact our customer support team and we will be happy to help you get started.

When you are filing or mailing a document, don’t forget to look at the Universal Templates tab for other automated forms such as:

• Change of Address
• Notice of Additional Documents
• Notice of Hearing
• Notice of Phone Availability
• Notice of Representation (several versions) (includes automated follow-up reports)
• Petition for Change of Judge (lien claimant)
• Petition to Resolve Med-Legal Dispute (Non-IBR)
• Post Settlement Demand Letter
• Probate CA DE120 and DE121
• Proposed Order/Award (lien claimant)
• Request for Continuance
• Request for Insurance Claim Number (includes automated response functionality)
• Request for Order Taken Off Calendar
• Request for Withdrawal of Lien
• Second Bill Review
• Trial Exhibit List (EAMS – Requires FileNet Login)
• Withdrawal of Petition for Cost (several versions)

You will also see a Personal Templates button where you may find forms specific to your office if you have requested that those be added.

Other news —

Another recent addition can be found under the MY ACCOUNT tab. We have added several instruction manuals for both filing and mailing that allow you to take a quick refresher and jump to individual topics for quick guidance. However, as always, your account still comes with unlimited training that includes personal webinars that can be scheduled as needed.

EDEX Information Systems, Inc.

866-GET-EDEX

support@edexis.com

andrea@edexis.com

julia@edexis.com

If you are filing your California Division of Work Comp documents directly via EAMS, how often —

• do your documents end up in the UDQ (Unprocessed Document Queue)?
• does your document fail entirely and you must resubmit it from the beginning?

How much time are you spending resolving filing errors?

Imagine –

• built in filing validations that fix those errors before a document is ever submitted.
• the ability to fix an existing document and resubmit that document WITHOUT starting over.
• having a support team that monitors your filings and often recognizes (and fixes) the rare document error for you.

You don’t have to imagine those features. They are part of EDEXIS filing.

The following common industry errors are just a few that can be managed or entirely avoided with little effort –

• INJURED WORKER DATA DOES NOT MATCH EAMS: EAMS requires an exact match for the injured worker’s last name, date of birth, and SSN, but names are easily misspelled, and DOB’s contain typos.  EDEXIS pulls injured worker names from EAMS so that data will always match, but DOB is a different story.  If you submit a document with an incorrect DOB and the document fails, we can simply update that data field and resubmit your document for you.
• MULTIPLE INJURED WORKERS FOR NAME + DOB + SSN: In instances where multiple cases exist for an injured worker but the names, DOBs or SSN’s are different, EDEXIS can intercede on your behalf and work with the DWC to correct the errors.
• VENUE ERRORS: If a venue error occurs due to a missing or incorrect venue, we can simply change the venue on your submission and resubmit that document.
• FAILED CREDIT CARD ON A LIEN FILING: If the $150 lien filing fee payment fails, our users receive a notice via email with a link that allows them to add a new card and resubmit the lien.
• UAN ERRORS: If a filing contains an incorrect UAN, we can simply update the document to the correct UAN and resubmit the form. UAN’s are automated in our system so this is very rare and typically only happens when a filing happens as a UAN is being changed at the DWC.
• DOR – HEARINGS ALREADY ON CALENDAR: When filing a DOR through EDEXIS we automatically stop your DOR if a hearing is already on file for that case. 
• DWC CHANGES: Occasionally, the DWC will make a programming change without notifying filers.  The most recent example of this was when they stopped accepting American Express cards for lien filing fees.  Because we monitor filings so closely, we can quickly recognize these issues, and both share that information and fix those filings.

When you pair our error monitoring with our other filing efficiencies, you can image how much less time you spend filing through EDEXIS:

• Unlimited simultaneous users that can file at the same time.
• Automated mailed and emailed service to the other parties with a proof of service.
• Automatically populated form data including all existing ADJ data.
• Archived and updated forms and filing status including filing ID capture.
• Automated Trial Exhibit Lists, and the ability to include a check and/or SASE with any mailing.
• Automated NOR follow-up.

To learn more, please contact customer support at support@edexis.com or sign up online:

If you have ever filed a Notice of Representation with the DWC, you know that the electronic filing triggers a manual review. Once the NOR is filed, your UAN has to be added to the case by a clerk. Thus, it is necessary to monitor your NORs to ensure that you are accurately being added to the address record. We have automated this monitoring process.

We can set your account up to automatically review NORs filed in the last 90 days and confirm that your UAN has been added to the address record. We will email you a report on the 3rd day of each month. This report meets the guidelines of the DWC’s process requiring you to send them a specifically formatted spreadsheet to request NOR follow-ups.

If you are interested, please contact customer support. We will start by running a full year report on your past NORs and then continue with the monthly report. There is no additional charge for this service.

Also, just a reminder that we can batch file your NOR’s for you when needed.

866-GET-EDEX

209-223-3461

support@edexis.com

andrea@edexis.com or julia@edexis.com

Our EDEX data reporting features provide something for everyone. Select your REPORTS tab and then select the drop down menu. You can see a detailed explanation of what each report does. Here’s a little more guidance on those options:

FILING AND MAILING RELATED REPORTS

Filing History: Displays all filings and mailings including how many parties were served.

Mailing History: Displays the document title that was mailed with each recipient served and the total cost.

Invoice Details Report: All monthly charges are itemized individually. Reference fields can be associated.

Print and Delivery Certification Report: Review all of your mailings and their delivery status.

EDEX DATA REPORTS

Calendar (by receive date or hearing date): Quickly import your hearings into your internal calendar if you aren’t using the EDEXIS calendar.

Event: Capture all case events for faster review.

Case Opening: When a SSN or ERN watch is filed, it may eventually generate a notice of a case opening when a new ADJ case is created. This is also an automated feature when an Application of Adjudication is submitted via filing. Watches and subsequent case opening notices are an excellent tool for risk management and insurance providers.

Casewatch (without or without parties included): Quickly assess all cases you are tracking via casewatch.

Lien Payment: Audit your $150 lien fees against your credit card statement.

Liens vs. Casewatches: Never forget to file that casewatch. This report compares all of your filings to those cases you are tracking and alerts you to any missing casewatches. You can also email that report to support@edexis and we can batch process any missing casewatches. Casewatches provide hearings, events, and case party updates when a party changes and you DON’T have to be a case party.

Settlement Plus Report: Shows every case you have indicated an interest in via a search, casewatch, or filing and then the status of that case. This includes filings, hearings, settlement status, etc.

Report Tricks:

• Some reports limit the time range available from the interface. If you need a larger date range, contact support and we will run that report for you.
• When a report generates, it goes to your DocBox tab.
• One report that isn’t available from the interface is the NOR REPORT. We can run this for you and quickly recognize if you have been added to the address record as a result of an NOR Filing.
• There are no additional charges for reports.
• Some reports can be automated to arrive in your email on your preferred schedule – daily, weekly, etc.
• If you can’t find exactly what you are looking for, let us know!

EDEX Information Systems, Inc.

209-223-3461

866-Get-EDEX

Starting Monday, September 26th, you will notice a few changes to the usual flow of EDEX Mailing. The order of mailing steps is now different, but as you proceed you will still see the same familiar pages. We encourage you to click through the whole process to the end.

Modifications allowed the addition of two California Judicial Proofs of Service – both the 030/050 and 040/050. You still have the option to choose the EDEXIS proof of service or no proof of service as well. The EDEXIS proof of service now has a similar layout for consistent formatting across all of our proof of service templates.

Additional judicial proofs of service for other states are coming soon. Please reach out to us with your comments or requests, and as always, if you have any questions, don’t hesitate to contact us.

Thank you,

EDEX Information Systems, Inc.

209-223-3461 or 866-GET-EDEX

support@edexis.com

As of 09/02/2022, the California DWC stopped accepting American Express payments for the $150 lien filing fee. The DWC did not provide advanced notification of this new policy, and did not advertise the change in a DWC Newsline newsletter.

We recognized the problem over Labor Day weekend and were able to confirm the issue with the DWC administration. The DWC has not clarified the reason for the change or why no notification was provided.

We have contacted all affected parties that filed their liens via EDEXOne.

If you have any questions, please don’t hesitate to contact customer service at 209-223-3461.

EDEX Information Systems, Inc.

Do you know the true cost of processing mail in your office? Once you calculate time, paper, envelopes, printer consumables, and postage, an average envelope is at least $3.85. Mailing via EDEXIS includes all of those costs for only $2.60 – a 33% savings.

If you already have an EDEXIS account, you already have access to our mailing services. Mailing can be used in conjunction with an electronic EAMS filing or on its own to any destination. Contact us and request a $4.00 credit to try your first mailing. If you send us your logo, we can add that to your account and it will print on your outgoing, daily mail, envelope.

If you don’t have, or need, an EDEXIS full account, Mail Only accounts are available from an online sign up. There is no commitment and you simply pay as you go.

If you have any questions, please don’t hesitate to contact us.

EDEX Information Systems, Inc.

209-223-3461 or 866-GET-EDEX

andrea@edexis.com

julia@edexis.com

The DE-120 and DE-121 Probate forms have been automated within EDEXIS Mailing Services.

After entering prompted form information from the Universal Templates option, you can add the parties for service and the DE (MA) Proof of Service will be generated with the DE-120 or DE-121. We will then mail your documents and sign the proof of service.

Parties can be added individually or uploaded from a CSV file. If you use Clio or Casefriend, parties can be uploaded directly from these case management systems.

Mailing services include…

• First Class, Certified, Certified Return Receipt, or Priority.
• Email Delivery with confirmation of opened email.
• All mail is trackable to varying degrees – even First Class.
• Self addressed, stamped envelopes – pre-paid or not.
• Check inclusion – Coming in late July.
• Your logo included on all outgoing mail pieces.
• Archived documents and party service status.
• Delivery Certification.

You can sign up for a free trial account with no credit card required and no commitment. While our site is very intuitive, we are also happy to give you a guided webinar tour that takes about 10 – 15 minutes once you sign up. Free trial mailings do not include your company logo unless you request that feature first.

FREE EDEX MAILING TRIAL

Please contact customer support for additional information. We look forward to chatting with you —

866-GET-EDEX

www.edexis.com

209-223-3461

EDEXIS now offers delivery by email that includes the following features for .99 cents.

1. Confirmation of Delivery: When your email is sent to the recipient, the status will be updated when that email is opened and viewed. In the sample below, you can see that three of the parties opened and downloaded their email. However, the fourth party, Julia Burns, refused the Mutual Party Agreement. What is a Mutual Party Agreement, you ask?

2. Automated Mutual Party Agreement: When serving legal documents, the recipient needs to agree to accept service via email from a specific sender. With every party you email, you have a choice to request an Automated Mutual Party Agreement. Once the recipient agrees to service, we then deliver the email. If the recipient refuses the service, we note that as well. If the recipient has already previously agreed to email service from you, you would simply not check the box requesting the Mutual Party Agreement. If a recipient refused delivery, you will receive an email with that notification. You can then go back to the mailing record, select the “Create Duplicate” option and serve that recipient by mail without having to recreate the packet.

3. Proof of Service: Like all of our delivery options, you can choose to include a proof of service with an email. Here is a sample of that proof of service. Once the confirmation of email receipt is received, the signed version of the proof of service is delivered to you via email (if set up) and is included with your archived document.

4. Combined Mailing Types: While the sample above shows four parties being served by email, you can select multiple mailing types. For example, if you are serving ten different parties and want two of them to receive Certified Mail, four to receive First Class, and four of them to be served via email, you can certainly do so. You would need to start the process from the “Daily Mail” option as shown below. If you want to combine email service with aggregated mail, you would need to start from the aggregated option.

5. Personal Note: When requesting delivery by email by EDEXIS, you can also include a personal note to the recipient. They will see this note before they open the email.

6. Email by Sender: There may be some instances where you want to email a document to the recipient yourself with a proof of service. You will also see that option for mailing. The proof of service notes that you are actually emailing the document, not us. There is no charge for this service and it does NOT include the features above.

As always, if you have any questions about these new features, please don’t hesitate to let us know. We look forward to hearing from you.

EDEX Information Systems, Inc.

209-223-3461

support@edexis.com, andrea@edexis.com, julia@edexis.com

COMING NEXT WEEK — We will be introducing our updated mailing interface. You will access it from the Mailing Services tab in EDEXOne, but the flow will be a bit different. If you were previously using the attorneymailings.com site, you will be automatically redirected. Additionally, there will be new features included:

• Email by EDEXIS. A few months ago we added the ability for YOU to generate a Proof of Service indicating that you were going to send service by email. Now, we also have the choice to have US email the document for you. The Proof of Service reflects this service. When we email a document on your behalf, the interface will note when the recipient has opened the email. Email delivery requires that the recipient agree to being served by that process. If you choose, our interface can now electronically confirm that the recipient accepts electronic service BEFORE we attempt to serve them – $0.99
• Document Dividers. When a document is assembled for mailing, we can now insert a green separator sheet between each individual document. $1.25
• Checks. Coming Soon — opt to include a check with a mailing – $1.25

We will still have all of the other services you have come to expect:

• First Class, Certified, and Priority Mail (with automated status updates in your account)
• Daily mail service sent out M-F at 1:00. If your mail is submitted before 1:00 it will go out the same day
• Optional proof of service – FREE
• Email service by user – FREE
• Envelope Tagline – FREE
• Your logo on the envelope – FREE
• Mailing certification – FREE
• Automated refund of Certified and Priority Mail if not delivered within 35 days – FREE
• Return Envelope (with or without postage) – $1.25
• Single-sided or double-sided printing.
• Casefriend and Clio integration
• The same affordable pricing. Aggregated mail starts at .99 up to 8 pages – $0.07 per page after. Daily mail (under 1oz) starts at $2.58

If you would like to schedule an online training of the new mailing interface, please don’t hesitate to let us know. As always, unlimited training is available for your account at no charge.

We appreciate your business and look forward to sharing these improvements.

EDEX Information Systems, Inc.

209-223-3461

866-Get-EDEX

www.edexis.com

When using a PDF FILLABLE form, the user must lock or “flatten” the PDF document after completing the form fields to ensure the document can be viewed on all devices and to prevent other users from manipulating or editing the information. Flattening is also recommended when you add an electronic signature to a PDF document. This adheres the signature to the document so that the signature doesn’t move or accidentally get deleted.

When submitting a document electronically via EDEXOne for mailing or filing, our system will flatten a document for you. However, flattening your document prior to any type of upload will ensure an added level of security and accuracy.

Follow the steps below to flatten a completed form.

1. Right click on document and select Print or select File and select Print.
2. Select the PDF PRINTER option.
3. Select OK.
4. Specify location to save the flattened version of the form.
5. Select Save.

When you mail a document via our EDEX Mailing services, we can include your black and white logo on the outgoing envelope at no charge. Service available for first class, certified, and some aggregate mailing.

Simply email your logo to andrea@edexis.com or Julia@edexis.com and we will add your logo to your account.

EDEX Information Systems, Inc.

209-223-3461

866-Get-EDEX

and…Is your Proof of Service legal?

When mailing or filing a document through EDEXIS, you can now choose to have us serve some parties via mail while you serve other parties via email. The new Proof of Service will legally accommodate both our mailing AND your email.

For each party you choose or enter, you will see the Email Option at the bottom of the delivery type list as shown below…

The following page will prompt you for the email proof of service information….

While other mailing providers may say that they have this option available, their proof of service may not indicate that YOU are actually doing the emailing. They often group the email service in with the mailing service and then attest that THEY are serving all of the parties — even when YOU are serving the emailed recipients. This creates a very inaccurate proof of service.

Just a reminder that only recipients that have agreed to receive their documents via email from a specific sender can be served via email.

While considering the legality of a proof of service, it is also worth noting that a POS should NOT be signed when it is mailed. Ours are not. AFTER we serve a document on your behalf, we can then attest that the service happened and we update the proof of service in your account to reflect that.

If you would like to learn more, you can visit a few of these sites:

If you have chosen to both mail and email parties, the proof of service will be a two page document. The first page will contain the details for the documents being mailed and the second page will contain the details for the documents being delivered electronically.

If you have any questions about this, or other features, please don’t hesitate to call us at 209-223-3461 or 866-GET-EDEX. You can also email andrea@edexis.com or julia@edexis.com.

Thank you!

EDEX Information Systems, Inc.

The DWC Released the following Newsline today to announce a return to remote hearings.