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

Published by Andrea Macon

Data Specialist