IL Madison 3rd Judicial Circuit Court

Frequently Asked Questions

NEW: File & ServeXpress is now available for eFiling into ALL case types. Read the Administrative Order for details on when eFiling will be mandated by case type, beginning Sept. 1, 2017.

EFiling & EService Overview

Q. What is eFiling?

A. EFiling is the electronic transmission of your document from your desktop to the Court's case and document management system. A simple user interface directs you through the process and provides you with a record of the transaction. Your document is added to an online docket, which remains available to you, your firm and the other firms in your case. The online docket builds a case history of the eFiled documents, which can be accessed from anywhere that you have Internet access.

Q. What is eService?

A. EService is the electronic transmission of your document from your desktop to the online accounts of the parties on the service list in your case. A simple user interface directs you through the process and provides you with a record of the transaction. You can use eService in conjunction with your eFiling transaction - conveniently serving your eFiled document on the other parties in your case in a single transaction - or you can eServe some or all of the other parties in your case with documents not being filed with the Court, such as correspondence and discovery, eServed documents become part of the online docket and are accessible to the parties on which they were served.

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IL Madison 3rd Judicial Circuit Court

Q. Should I receive an email from File & ServeXpress when the clerk accepts my filing?

A. No. If a filing is accepted by the clerk (without edits), the filer does NOT get an email. If a filing is accepted with edits or rejected by the clerk, then the filer gets an email. So the rule for clerk notifications is “no news is good news.”

Q. How do I receive email notifications when messages are sent to my inbox?
  • Log into your File & ServeXpress account
  • Click Preferences in the top right hand corner of the screen
  • Click My Notification Options from the list on the left
  • Choose the desired option under the Notification of Inbox Items section
  • Click Save

Q. How do I change my firm’s Invoice Options from paper invoices to electronic invoices only*?
  • The Firm Administrator should log into the firm’s File & ServeXpress account
  • Click Preferences in the top right hand corner of the screen
  • Click My Organization from the list on the left
  • Choose the correct option beneath Invoice Options
  • Click Save

*Note: “Electronic Invoices only” was updated as the the default setting on 10/07/17.

Q. For documents requiring signatures, are electronic signatures permissible?

A. Yes, /s/ can be used for all attorney signatures on pleadings. For client signatures, or if a signature requires notarizing, then the document must be printed, hand-signed, notarized (if applicable), scanned and uploaded.

Q. How do I eFile a “sealed” document?

A. On the “Documents” tab during an eFile transaction, there is a drop-down box to select “Access.” From the drop-down options, select “Sealed, electronic.” Once selected, note the Access description for “Sealed, electronic” documents: These documents are electronically submitted and available for viewing only to the court, the firm that submitted the document, and firms that are served with the document.

In the “Type” field, select “Sealed Document” as the document type. In the “Title” field, enter the actual document title as it appears on the document and should appear on the docket.

Q. How do I get a file-stamped Summons back from the court?

A. The court has provided File & ServeXpress with templates of Summons documents that can be issued without a court date. Check the Resource Center on File & ServeXpress for Madison County Summons templates that can be completed and eFiled: FSX Resource Center

For a 30-Day Summons, the filer should follow these instructions provided by the court: Summons Instructions.

If a template for the required Summons is not available on the Resource Center, the filer should use the “Notes to Clerk” field during filing to request a specific Summons from the court.

The filer can also use the “Notes to Clerk” field to relay specific instructions to the clerk – e.g. the filer may request to have the file-stamped Summons ready for pickup in the clerk’s office, or the filer may request that the Summons be prepared for sending to another location, such as the Sherriff’s office. The court requests that the filer use the “Notes to Clerk” section as the filer previously approached a cover letter – i.e. as a means of instructing the court what to do with the Summons.

Q. If an attorney has an existing File & ServeXpress account for asbestos cases, can the attorney use the same log-in to access non-asbestos cases?

A. Yes, using File & ServeXpress for asbestos and non-asbestos cases will be the same login and account.

Q. If the parties to an existing case have filed documents with the court in paper, will the parties be able to find this case on File & ServeXpress?

A. Yes, all cases that are in the Madison County Court’s case management system will be accessible on File & ServeXpress. To search for information on an existing case, simply add the jurisdiction, court and case number – and click “Case Search” from the Quick Start menu.

This will retrieve the basic details about the case, such as the case name and case number. But it will not show any transaction details or docket information for the case until documents are eFiled into the case via File & ServeXpress.

Q. Can I eFile into an existing case without having to reenter all the case information?

A. Yes, the easiest way to begin filing into an existing case is from the Quick Start menu on the File & ServeXpress Home page. Simply enter the state, court and case number – and then select “File/Serve.” Another option is to select “Filing & Service” from the tab options at the top of the page, which will take you to a screen where you will enter the state, court, case name and case number to begin eFiling into the case.

The File/Serve tab from the Quick Start screen will take you directly to the screen where you will begin filing into the case by selecting your document type:

Q. If our firm has an existing agreement for discounted eFiling into Madison County asbestos cases, does the agreement pricing pertain to eFiling into non-asbestos cases?

A. No, existing agreements for eFiling into asbestos cases apply to asbestos cases only. EFiling into non-asbestos cases has separate pricing.

Q. What are the fees associated with eFiling into all types of civil cases?

A. Here is an updated fee list for Non-Asbestos Cases in Madison County and here is an updated fee list for Asbestos Cases.

Q. What is a “Service Provider Fee?"

A. “Service Provider Fee” is the fee for each transaction. Per an Order from the Illinois Supreme Court, eFiling providers can no longer charge a fee for “eFiling,” but they can charge a fee for “value-added services,” such as the convenient monthly billing, conversion of documents to PDF format, permanent document storage, and 24/7/365 customer support we provide.

Q. Will training be available via webinars?

A. Yes, we have multiple webinars available. Registration links for Madison-specific webinars scheduled Live Webinars

After registering, you will receive a confirmation email containing information about joining the webinar.

Webinar topics will include:

  • -How to Navigate through File & ServeXpress.
  • -How to Send documents: “Filing & Service” tab.
  • -How to Check for new information being sent to you: “Home/Inbox”.
  • -How to Maintain your account: “Preferences”.
  • -File & ServeXpress Resource Center
  • -Q & A

Registration links for general FSX webinars offered once a month:

Introduction to eFiling & eService (60 Minute Class) - Select a class below to register

Mon, October 9, 2017 11:00 AM - 12:00 PM EDT

Mon, November 13, 2017 11:00 AM - 12:00 PM EDT

Mon, December 11, 2017 11:00 AM - 12:00 PM EDT

Introduction to eService Only (45 Minute class) - Select a class below to register

Tue, October 10, 2017 11:00 AM - 11:45 AM EDT

Tue, November 14, 2017 11:00 AM - 11:45 AM EDT

Tue, December 12, 2017 11:00 AM - 11:45 AM EDT

Q. What case types are available for eFiling and eService?

A. The following civil case types are available for eFiling into both new cases and existing cases: Law – Non Asbestos; Law – Asbestos; Arbitration (AR); Law Magistrate (LM); Small Claims (SC); Chancery (CH); Misc Remedy (MR); Probate (P); Eminent Domain (ED); Tax (TX); Will (W); Divorce (D); Family (F).

Q. I have multiple documents to file in the same case at the same time (i.e. Appearance, Answer, Motion to Dismiss, etc.). How do I do that?

A. You can file multiple documents in the same case at the same time on File & ServeXpress in one transaction. Documents that require a file stamp must be uploaded as separate documents. There are no additional charges incurred for uploading multiple pleadings into the same transaction.

Q. Are all of my documents to be filed electronically?

A. The state of Illinois will mandate eFiling for all civil cases, effective January 1, 2018. The Madison County Circuit Court will mandate eFiling by case type beginning September 1, 2017, according to the schedule set forth in the court’s Administrative Order issued on July 28, 2017.

Q. Am I required to eServe my documents?

A. eService is mandatory in all Asbestos cases. You also have the option to eServe documents that are not eFiled, such as correspondence, discovery, etc. by using an "eServe Only" delivery option.

Q. What are the different delivery options on File & ServeXpress?

A. There are four different delivery options for users of File & ServeXpress:

  1. File with the Court and Serve Selected Parties- this is the default option and will send the transaction to both the Court and the parties you select on the Service tab.
  2. File Only- this option will send the transaction only to the Court. A warning will appear to remind you that this will be only sent to the Court if you have not selected any parties for service.
  3. Serve Only- Private- this option will send the transaction only to those parties who you have selected in the Service tab and not to the Court. Only your firm and the firms you selected for service can see these transactions.
  4. Serve Only- Public- this option will send the transaction only to those parties who you have selected in the Service tab and not to the Court. Serve only- public documents are viewable by anyone who has access to the jurisdiction or case in which they are filed.
Q. I filed a document with the Court and received a message that it was rejected. How can I find the reason for rejection?

A. You can find the reason for the rejection by clicking on the Rejected Items queue on File & ServeXpress. Click on the transaction identification number (TID) of the rejected transaction and find the Document History link that is next to the rejected document. The reason for rejection along with the clerk who reviewed the document will be listed on the Document History screen. If you have elected to receive complimentary email notifications, an email with the rejection reason will also be sent to your email on file. Visit the Avoid Rejected Filings page for Madison County for more information.

Q. How Do I Register to eFile & eServe in Madison County?

A. Your firm will need to set up a File & ServeXpress account and add your individual attorneys and staff to your account. You will not be charged any one-time or recurring fees for setting up your accounts. Click here to Register.

Q. Once registered, how do I make changes to my File & ServeXpress account?

A. After you register and log into your account for the first time, you may designate one or more individuals as account administrators. An account administrator can add or delete users, set permissions and make any necessary updates. Click here to see the Account Administrator User Guide.

Q. How do I get my case online?

A. Cases in Asbestos and Non-Asbestos can be initiated online via the File & ServeXpress system. Click here to see the New Case Filing User Guide.

Q. How do I eFile and eServe in Madison County using File & ServeXpress?

A. Please visit our Training & Resources Page within this microsite for a full catalog of online webinars, on-demand videos and downloadable guides and tip sheets to help you along the way.

File & ServeXpress also offers 24/7 Phone Customer Support at 888-529-7587. You may also email File & ServeXpress with any questions to support@fileandservexpress.com. File & ServeXpress also offers online chat support during business hours from 7 AM to 6 PM CDT.

Q. I need to file into a case that I have a case number for, but File & ServeXpress does not seem to have the case, what do I do next?

A. Contact File & ServeXpress Client Support at 888.529.7587 for assistance.

Q. How do I pay eFiling & eService fees?

A. When attorneys/law firm staff electronically file documents with the Court we'll calculate the court's statutory filing fees and advance those fees to the Court on your behalf. Your firm will be invoiced monthly for those advanced filing fees.Click here to view the pricing information for eFiling and eService. Pro se filers will pay court fees and service provider fees via credit card, with a 4.5% credit card convenience fee added to the total transaction charge.

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While EFiling and EServing

Q. How can I find specific rules pertaining to my court, like how to upload exhibits and signature requirements?

A. Click here to view the local eFiling rules. To view the Instructions for eFiling and eService click here.

Q. What is the eFiling and eService deadline?

A. The deadline is 11:59 PM CDT for both eFiling and eService. You may prepare filings in File & ServeXpress 24/7 however the Court requires you must meet the 11:59 PM CDT deadline in order to receive that day's file-stamp.

Q. If all of the case parties are not listed, can I update the service list?

A. No, please contact the Court directly to discuss how to get a party added to your case. Their contact information is provided on their website.

Q. Once I have submitted a filing, are there tools I can use to search or track my cases or other cases in File & ServeXpress?

A. Yes, there are many tools available for searching and tracking your cases. Please visit our training resources page or email fileandservetraining@fileandservexpress.com with your request. We also have a selection of user guides available in the Fie & ServeXpress Resource Center.

Q. Is eFiling/eService the same process for both asbestos and non-asbestos cases?

A. Yes, you will use the same system and follow the same process for eFiling/eService for both asbestos and non-asbestos cases.

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After You Have EFiled

Q. Can our attorneys and support staff receive courtesy emails about new activity in our cases?

A. Yes, you can customize your notifications as needed by logging in and clicking on Preferences.

Q. How can I find the clerk review status of my filings with the court?

A. Click on the transaction number of any previously filed document. The transaction details page will show the clerk review status. If a filing has been rejected you may click on the document history to view clerk notes. You will also receive a courtesy email notice informing you of any rejected item.

Q. When our invoice arrives how will our accounting department determine which clients to bill back?

A. You have the option of entering a matter code or case ID into every transaction and your invoice will be itemized. You may also run real-time reports and bill your clients prior to receiving your monthly invoice. Click here to see the Billing Information User Guide.

Q. What if I have a question and I can't find the answer in any of the provided resources?

A. Contact File & ServeXpress Client Support 24/7 at 888.529.7587 and we will be happy to assist you.

Q. Will monthly invoices include all transactions in one bill, or can our firm keep the non-asbestos transactions separate from the asbestos transactions?

A. You will receive all transactions in one monthly bill.

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Helping You Every Step of The Way.

Have a Question? Get in touch with one of our eFiling specialists to help jumpstart your process.