Electronic Filing

Q. How do I file a document in NYSCEF that was previously filed and paid for in paper without paying a second time?

A. Prior payment information is routinely unavailable. Use the "Fee Already Paid" option when the payment screen appears. Put in the date you are filing the document in NYSCEF as the payment date and "1234", or any other set of random numbers, in as the receipt number and then choose the payment method used when the payment was made. Please be advised that only the document(s) that is/are properly being filed as previously paid are to be uploaded together.  All other documents are to be uploaded under a separate filing.

Q. I filed my document electronically, why does it still show that it is "Pending"?

A. An electronically filed document must be processed by the same staff that process paper documents. Until a document has been processed by every staff member in the workflow, the document will show a status of "Pending". "Pending" does not usually mean it is still waiting to be processed by the County Clerk. As a general rule, documents will show as being Pending for days or even weeks. A document for which a fee must be paid is first processed by the County Clerk as in hard copy. This processing usually takes place within five business days. An inquiry about the status of the document should be directed to the Court after that five day period passes.

Q. How do I get notification of filings in an E-filed case?

A. In order to receive e-mail notifications of document being filed in an electronic case in which you represent a party, you must indicate your consent to represent that party. To do so, login as the attorney who will be appearing on the case or using the user credentials provided by NYSCEF if you are unrepresented and click the "Supreme Court" link. Once that page appears, you click "Consent/Represent" under Existing Cases group and enter the information in the fields. In all E-filed cases, you will never be notified of any filings or activity on the case unless and until consent to represent is indicated either by the process just outlined or automatically during the filing of your commencement papers into the case.

Q. Why is my client not listed as a Defendant/Third-Party Defendant in NYSCEF after the case was converted to E-filing?

A. Hard copy cases converted to electronic filing only have the original or properly modified caption of the main action. Each and every third-party action filed in the case will have to be uploaded to the case by the third-party Plaintiffs in the order they were filed in hard copy.

Q. How do I convert a paper case to E-filing?

A. To convert a paper filed case to electronic filing, please refer to the following protocol here. If a party is unrepresented, they may consent to the conversion but are not obligated to participate. If the case is one which is ex parte by its nature or no parties have appeared, submit a Stipulation signed by you (presuming you represent the Plaintiff) and include an Affirmation with the Stipulation explaining why there is only one signature. If you are unable to obtain the necessary signatures for the Stipulation and Consent to Convert to E-filing, then a Letter Application to the Court is necessary. Both types of request to convert MUST be filed using the New York State Courts Electronic Filing system located on the Court’s website here. If the case is being converted post-RJI and is still active, the assigned Judge’s name MUST be written on the face of the document whether or not there is a designated space for that information.  If being converted post-judgment and the previously assigned Judge is no longer sitting, leave this information blank and the RJI will need to be uploaded as indicated in the conversion protocol above.

Q. How do I add a party to an electronically filed case?

A. If the party was added by an Order,  by stipulation of all appearing parties or a Supplemental or Amended Summons or Petition, see the FAQ for NOTIFYING THE COUNTY CLERK TO TAKE AN ACTION. If you are a fiduciary appointed by the Court such as a Guardian, Court Evaluator, Court Examiner or Attorney for the Child(ren) and you have not been added within 3 weeks of the filing of the appointing order of the Court, upload a filed copy of the appointing order into the electronic case as a non-party using the document title NOTICE OF APPOINTMENT. All others to whom the Court grants access to the electronic file, please follow the immediately preceding procedure.

Q. If I have a question regarding a deed or mortgage that was filed electronically, whom do I contact?

A. You must contact the Recording Department which handles the recording of all deeds and mortgages.

If you have any additional questions regarding electronic filing, please email the County Clerk at CAefiling@suffolkcountyny.gov.