Electronic Case Filing
User’s Manual
United States District Court
Western District of North Carolina
October 2011
Version 5.0.3
TABLE OF CONTENTS
GETTING STARTED. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Help Desk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
ECF System Capabilities.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Hardware and Software Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
PACER Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Registering for an ECF Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Setting Up the Acrobat PDF Reader. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Portable Document Format (PDF). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
How to View a PDF File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
How to Convert Documents to PDF Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
BASICS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
User Interactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Conventions used in this Manual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Documents filed in Error.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Transaction Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
User’s Manual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
A STEP-BY-STEP GUIDE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
How to Access the System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Logging In.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Selecting ECF Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Cascading Menu System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
DOCKETING EVENTS FEATURE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
General Rules.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Manipulating between screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Correcting a mistake. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Document error messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Signatures; Affidavits of Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
CIVIL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Filing a Civil Complaint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Open a case - Civil case unassigned. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Enter the civil case information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Add related case number(s). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Enter information off the Civil Cover Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Add parties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Searching for a party. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Create new party. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Designate correct party role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Adding an Alias. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Adding Corporate Parent(s). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Docket Lead Event.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Select initiating document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Verify the case number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Select the party filer.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Create attorney/party association.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Select the party filing is against. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Browse for the PDF document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Navigating to the appropriate directory. . . . . . . . . . . . . . . . . . . . . . . . 20
Verify the document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Add Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Credit Card Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Modify Docket Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Submit the document for filing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Notice of Electronic Filing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Submit AO440 Civil Summons through CyberClerk.. . . . . . . . . . . . . . . . . . . . . . . . . 25
Filing Documents for Civil Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Select the type of document to file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Enter the case number in which the document is to be filed.. . . . . . . . . . . . . 27
Select the party(s) filing the document.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Specify the type of document you are filing. . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Browse for the PDF document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Navigating to the appropriate directory. . . . . . . . . . . . . . . . . . . . . . . . 30
Verify you have selected the correct document.. . . . . . . . . . . . . . . . . . 30
Add attachments to documents being filed. . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
When attachments and exhibits are submitted in paper format. . . . . 33
Modify docket text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Submit the document for filing ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Notice of Electronic Filing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
E-Mail Notification of Documents That Were Filed.. . . . . . . . . . . . . . . . . . . . . . . 36, 48
CRIMINAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Filing Documents for Criminal Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Select the type of document to file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Enter the case number in which the document is to be filed.. . . . . . . . . . . . . 38
Select the party(s) filing the document.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Specify the type of document you are filing.. . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Browse for the PDF document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Navigating to the appropriate directory. . . . . . . . . . . . . . . . . . . . . . . . 41
Verify you have selected the correct document.. . . . . . . . . . . . . . . . . . 42
Add attachments to documents being filed. . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
When attachments and exhibits are submitted in paper format. . . . . 45
Modify docket text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Submit the document for filing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Notice of Electronic Filing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
ADD/CREATE A NEW PARTY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Searching for a party. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Create new party. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Designate correct party role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Adding an Alias. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Adding a Corporate Parent.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
LINKING DOCUMENTS (Refer to existing event). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
QUERY FEATURE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Attorney. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Case Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Deadlines/Hearings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Docket Report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
History/Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Other Queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
REPORTS FEATURE.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Docket Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Multiple Docket Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Civil Cases.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Criminal Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Calendar Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Other Reports.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
UTILITIES FEATURE.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Your ECF Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Maintain Your Login (Password).. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Maintain Your E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Add Additional E-mail Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Additional Options.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Maintain Your Address.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Transaction Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Credit Card Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Email Information/Mailing Labels.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Mailings.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Miscellaneous Utility Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Legal Research. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Review Announcement Notices.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
SEARCH FEATURE.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
LOGOUT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
ADDITIONAL INFORMATION REGARDING ECF. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
CyberClerk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Civil Summons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Proposed Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Sealed Docket Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Definitions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Filing Sealed Cases.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Filing Sealed Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Filing Sealed Motions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Filing Ex-Parte Motions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Filing Sealed Exhibits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Filing Unredacted Copies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Queries on Sealed Documents.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Cross Document Hyperlinks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Details about the new functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
General assumptions about cross-document hyperlink usage.. . . . . . . . . . . . 81
Creating Hyperlinks to Documents Already in the Electronic Case File. . . . 81
Using WordPerfect to create hyperlinks. . . . . . . . . . . . . . . . . . . . . . . . 81
Using Microsoft Word to create hyperlinks. . . . . . . . . . . . . . . . . . . . . 84
Creating Hyperlinks between Documents Filed in the Same Event. . . . . . . . 86
Using WordPerfect to create hyperlinks. . . . . . . . . . . . . . . . . . . . . . . . 87
Using Microsoft Word to create hyperlinks. . . . . . . . . . . . . . . . . . . . . 88
Accessing Documents via Hyperlinks in Other Documents. . . . . . . . . . . . . . . 89
Pacer Billing Scenarios for Attorneys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
GETTING STARTED
This manual provides instructions on how to use the Electronic Filing System (ECF) to file
documents with the court, or to view and retrieve docket sheets and documents for all cases
assigned to this system. Any case illustrated in this manual is fictitious and used only for
demonstration purposes. Users should have a working knowledge of Netscape or Internet
Explorer and Adobe Acrobat.
Help Desk
Contact the Court’s Help Desk between the hours of 8:30 a.m. and 4:30 p.m., Monday through
Friday, if you need assistance using ECF.
Toll Free Help Desk
1-866-851-1605
or e-mail for help from our website
ECF System Capabilities
The electronic filing system allows registered participants with internet accounts and an internet
browser software to perform the following functions:
< Open the court’s web page.
< View or download the most recent version of the User’s Manual.
< Self-train on a web-based ECF tutorial.
< Practice entering pleadings into ECF using a “training” database that is similar to the
official live ECF database.
< Electronically file pleadings and documents in actual (“live”) cases.
< View official docket sheets and documents associated with cases.
< View various reports for cases that were filed electronically.
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Hardware and Software Requirements
The hardware and software needed to electronically file, view and retrieve case documents are the
following:
< A personal computer running a standard platform such as Windows or Macintosh.
< An internet connection, such as cable or DSL.
< An internet e-mail account.
< Software such as Adobe Acrobat Writer or pdfFactory, to convert documents from a word
processor format to portable document format (PDF). Some word processors can convert
documents to PDF. Please note, the court will be using PDF/A format in the near future.
< A scanner, using 200 dpi in black and white, to image non-computerized documents. Please
note this would only be used for documents that cannot be produced electronically. Scanned
documents lessen the level of service we provide by slowing down the entire system. We are
moving away from the utilization of scanned documents into the Court and are asking you
to do the same when possible.
*Due to security, a session can only be established by signing into the latest version of Netscape
Navigator or Internet Explorer. DO NOT USE America On-Line’s version of Netscape Navigator,
a version of Netscape Navigator lower than 4.5 or a version of IE lower than 5.5. Use other browsers
at your own risk.
PACER Registration
ECF users must have a PACER account with the Court in order to use the Query and Reports features
of the ECF system. If you do not have a PACER login, contact the PACER Service Center to
establish an account. You may call the PACER Service Center at (800)676-6856 or (210)301-6440
for information or to register for an account. Also, you may register for PACER online at
http://pacer.psc.uscourts.gov. For information when PACER is required to view a document, see
Pacer Billing Scenarios for Attorneys.
Registering for an ECF Account
Participants will need to register with the courts to receive a login and password for the CM/ECF
system. Registration forms can be obtained and submitted on-line on our web site at
http://www.ncwd.uscourts.gov/ECF/ECF.aspx.
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Once an account has been established, your login and password will be sent to you by the Office
of the Clerk by e-mail.
Registered users should view the Local Court Video Tutorials, read the written FAQs,
Troubleshooting Resources and Reference Guides, for helpful tips for filing in the Western
District of North Carolina.
Setting UP the Acrobat PDF Reader
Users must set up Adobe’s Acrobat Reader software in order to view documents that have been
electronically filed on the system. All pleadings must be filed in PDF format. When installing this
product, please review and follow Adobe’s directions to utilize Acrobat Reader after installation.
Portable Document Format (PDF)
Only PDF (Portable Document Format) documents may be filed with the court using the ECF
systems. Before sending the file to the court, users should preview the PDF-FORMATTED
document to ensure that it appears in its entirety and in the proper format.
How to View a PDF File
< Start the Adobe Acrobat program.
< Go to the File menu and choose Open.
< Click on the location and file name of the document to be viewed.
< If the designated location is correct, and the file is in PDF format, Adobe Acrobat
Exchange loads the file and displays it on the screen.
< If the displayed document is larger than the screen or consists of multiple pages, use the
scroll bars to move through the document.
< Click on the View menu for other options for viewing the displayed document. Choose
the option that is most appropriate for the document.
N.C. Western District Court CM/ECF User’s Manual e 3
How to Convert Documents to PDF Format
You must convert all of your documents to PDF format before submitting them to the Court’s
Electronic Case Filing (ECF) system. The conversion process requires special software such as
Adobe Acrobat Writer or FinePrint pdfFactory. WordPerfect versions 9 and above have Acrobat
Writer built-in and can be used to convert documents to PDF.
Using any word processing program:
< Install Acrobat Writer, FinePrint pdfFactory, or other PDF Writer on your computer.
< Open the document to be converted.
< Select the [Print] option (generally found in the File menu) and in the dialog box select
the option to change the current printer. A drop-down menu with a list of printer choices
is displayed.
< Select Adobe PDFWriter or FinePrint pdfFactory.
< “Print” the file. The file should not actually print; instead the print to save the file as a
PDF format file appears.
< Make a note of the file location so you can find the document later when you are ready to
upload it. Change the location if necessary by clicking in the “Save in” area of the
window.
< Name the file, giving it the extension .PDF and click the [Save] button.
ote: Depending on the word processing program being used, it may be necessary to
N find the printer selection option elsewhere. At that point, change the printer to the
PDF writer, and follow the directions above.
N.C. Western District Court CM/ECF User’s Manual e 4
BASICS
User Interactions
There are three general types of user interactions allowed by the system:
< Entering information in data fields.
< Using command buttons to direct system activities.
< Mouse-clicking on hyperlinks.
Conventions used in this Manual
< Command buttons are represented in this manual in [bracketed boldface type].
< Hyperlinks are represented in underlined boldface type.
Documents filed in Error
A document incorrectly filed in a case may result from (a) posting the wrong PDF file to a docket
entry; (b) selecting the wrong document type from the menu; or, (c) entering the wrong case number
and not discovering the error before completing the transaction.
To request a correction telephone: Toll Free Help Desk
1-866-851-1605
8:30 a.m. - 4:30 p.m.
Call as soon as possible after an error is discovered. DO NOT ATTEMPT TO RE-FILE THE
DOCUMENT! You will need to provide the case and document numbers for the document requiring
correction. If appropriate, the court will make an entry indicating that the document was filed in
error. You will be advised if you need to re-file the document. The ECF system does not permit you
to change the misfiled document(s) or incorrect docket entry after the transaction has been accepted.
N.C. Western District Court CM/ECF User’s Manual e 5
Transaction Log
This feature, selected from the Utilities menu allows you to review all transactions ECF has
processed with your login and password. If you believe or suspect someone is using your login and
password without your permission, change your password immediately, then telephone the Court’s
Help Desk as soon as possible. For information on how to view this utility event, see the section
Transaction Log.
User’s Manual
You can download or view the most recent version of the ECF User’s Manual (in PDF format)
from the District Court’s web page.
Enter http://www.ncwd.uscourts.gov/ecf
A STEP-BY-STEP GUIDE
Below is a step-by-step guide for entering the system, preparing a document for filing, filing a motion
or application, and displaying a docket sheet. We suggest that you view the on-line computer-based
training (CBT) modules before trying to actually file a document. In addition, please review the
Checklist for E-Filings to assist you in filing documents with the court.
How to Access the System
Users can get into the system via the Internet by going to:
http://ecf.ncwd.uscourts.gov
Or, you may go to the Western District of North Carolina’s website at:
www.ncwd.uscourts.gov/ecf
N.C. Western District Court CM/ECF User’s Manual e 6
Logging In
The next screen is the login screen. Enter your ECF Login and Password in the appropriate data
entry field. All ECF login names and passwords are case sensitive.
ote: In the event you forgot your login and/or password, click the link our web site
N Forgot Login/Password. Enter the email address that matches the ECF account, and
click [Send Now]. The system will immediately send the attorney’s login with and a
brand new password.
Verify that you have entered your ECF login and password correctly. If not, click the [Clear]
button to erase the Login and Password entries and re-enter the correct information. Then check
the box indicating you understand that you must comply with the redaction rules. Once
completed, click the [Login] button to transmit your user information to the ECF system.
< If the ECF system does not recognize your login and password, or if you forgot to check
the box regarding the redaction rules, it will display the following error message on a new
screen: Login failed either your login name or key is incorrect.
ote: Use your ECF login and password if you are entering the system to file a pleading
N or to maintain your account. If you only wish to enter ECF to query the database for
case information or to view a document, enter your PACER login and password.
N.C. Western District Court CM/ECF User’s Manual e 7
Once the Main Menu appears, choose from a list of hyperlinked options on the top bar.
Selecting ECF Features
ECF provides the following features that are accessible from the Blue menu bar at the top of the
opening screen.
Civil Select Civil to electronically file all civil case pleadings, motions and other court
documents.
Criminal Select Criminal to electronically file all criminal case pleadings, motions and
other court documents.
Query Query ECF by specific case number, party name, cause of action or nature of suit
to retrieve documents that are relevant to the case. You must login to PACER
before you can query ECF.
Reports Choose Reports to retrieve your docket sheets and cases-filed reports. You must
login to PACER before you can view an ECF report.
Utilities Maintain personal ECF account information under Utilities.
Search Using this feature allows you to Search by typing text in a small pop-up box.
Once results are displayed, each item has a hyperlink to the corresponding item.
Logout Allows you to exit and Logout from ECF and prevents further filing with your
password until the next time you log in.
N.C. Western District Court CM/ECF User’s Manual e 8
Cascading Menu System
Much like Microsoft Windows Start menu, the new cascading menu system allows users to
navigate from one CM/ECF menu item to another by hovering over the main blue menu bar and
selecting specific items from the cascading menus.
DOCKETING EVENTS FEATURE
Registered filers will use the Civil or Criminal feature of ECF to electronically self-file and
docket with the Court a variety of pleadings and other documents for cases. The next several
sections of the manual describe the basic steps that you need to take in order to file a single
motion with the Court. The process is consistent regardless of the event.
General Rules
Manipulating Between Screens
Each screen has the following two buttons:
< [Clear] clears all characters entered in the box on that screen.
< [Next] or [Submit] accepts the entry just and displays the next entry screen, if any.
Correcting a mistake
Use the back button on the browser toolbar to go back and correct an entry made on a previous
screen. However, once the document is transmitted to the court, only the court can make changes
or corrections.
Document error messages
In the event you selected and highlighted a file that is not in PDF format, ECF will display the
following error message after you click the [Next] button:
N.C. Western District Court CM/ECF User’s Manual e 9
In the event you fail to select a document to file, ECF will display the following error message
after you click the [Next] button:
Signatures; Affidavits of Service
Documents which must contain original signatures of non-attorneys (excluding defendants in
criminal cases), or which require either verification or an unsworn declaration under any rule or
statute, shall be filed electronically, showing the original “pen” signature. The originally executed
copies shall be maintained by the filer at least until two years after the time for all appeals to have
been expired.
Pleadings or other documents electronically filed by an attorney shall use the following format for
a complete signature:
s/Jane Doe
NC Bar Number 12345
Attorney for (Plaintiff/Defendant)
ABC Law Firm
123 South Street
Charlotte, NC 28202
Phone: (704) 123-4567
Fax: (704) 123-4567
Email:
[email protected]
N.C. Western District Court CM/ECF User’s Manual e 10
In the case of a stipulation or other document to be signed by two or more persons, the following
procedure should be used:
< The filing party or attorney shall initially confirm that the content of the document is
acceptable to all persons required to sign the document and shall obtain consent to apply
signatures of signatures of all parties on the document.
< The filing party or attorney then shall file the document electronically, indicating the
signatories, e.g., “s/Jane Doe,” “s/John Doe,” with the complete signature block.
< The filing party or attorney shall retain the hard copy of the document containing the
original signatures after the case ends, at least until two years after the time for all appeals
to have been expired.
< A non-filing signatory or party who disputes the authenticity of an electronically filed
document containing multiple signature or the authenticity of the signatures themselves
must file an objection to the document within 10 days of receiving the Notice of
Electronic Filing.
CIVIL
Filing a Civil Complaint
Attorneys will submit Civil Complaints or Notices of Removal in PDF format by filing them in the
CM/ECF System. Any exhibits can be attached separately to the initial filing. After uploading the
Civil Complaint and any exhibits, the filing fee will then be paid by a credit card module through
Pay.gov. The attorney will then send the two page summons in PDF format, via “CyberClerk” on
the CM/ECF menu. Upon receipt of the summons, the Clerk’s Office will process the summons and
return with the court seal via CM/ECF.
After successfully logging into ECF, follow these steps to file a pleading.
1) Select Civil from the blue menu bar at the top of the ECF screen. The Civil Event
window opens displaying all of the events from which you may choose for your filing.
N.C. Western District Court CM/ECF User’s Manual e 11
2) Under Open a Case, click on Civil Case - Unassigned.
The following screen appears:
Enter the civil case information.
a) From the pull-down menu, enter the office division (Asheville, Bryson City, Charlotte or
Statesville). No matter what county, all ASBESTOS cases are assigned to the Asheville
Division.
b) The next pull down menu is the case type filed. Select civil or miscellaneous.
c) Do not fill in the Lead case number or change the Association type.
N.C. Western District Court CM/ECF User’s Manual e 12
d) Enter Other court name in the instance it is a Notice of Removal, i.e., Mecklenburg
County Superior Court.
e) If a Notice of Removal, enter state or county’s case number in Other court number.
f) Check Related cases box if only there is a related case in our district.
Click [Next].
If you checked Related cases, the below screen will appear. (Otherwise, skip this step.)
If applicable, add the related case number(s). If there is more than one related case, check the
box More related cases and click [Next]. When you are finished entering related cases, click on
[Next] to bring you back to the initial case opening screen.
3) Use the Civil Cover Sheet as a guide in filling out the next screen. Note: Do not enter
any information or change information in the following fields: Arbitration code or Date
transfer. In addition, only change the Citizenship plaintiff/defendant if you have a (4)
Diversity Case.
When finished entering the information, click the [Next] button.
4) Add Parties.
N.C. Western District Court CM/ECF User’s Manual e 13
a) Searching for a Party. Before you can add the parties in the case, you must first perform
a search to see if your party is already entered in the ECF System.
Type the party’s last name, or the first name of the company name. Click the [Search] button.
If a match is found, ECF will display a list of party names. If the name of the party you represent
appears in the list, click on it and then click on the button [Select Party].
b) If no match is found, click on the button [Create new party].
N.C. Western District Court CM/ECF User’s Manual e 14
ote: When entering Party Information, please follow these guidelines:
N
• Parties should be entered in the manner in which they are captioned on the complaint.
• Parties should be entered using uppercase and lowercase letters.
• Company: enter the entire company name in the Last name field.
• Individual: fill out the Last name, First name, Middle name, and Generation (i.e Jr.,
Sr., II) fields as appropriate.
• Names with a County or City: enter in the Last name field the County or City first
(i.e Charlotte, City of, or Mecklenburg County). Use the two letter abbreviation for
states. (i.e. NC Attorney General, or NC Department of Motor Vehicles).
• Federal: use US and the full name of agency (i.e. US Internal Revenue Service, or US
c) Type in the new party information screen (i.e., Last name, First name, Middle name, and
Generation fields as appropriate.) Designate the correct party Role and add any Alias or
Corporate Parent.
ote: the Role field defaults to defendant. Be sure to select the correct party Role from
N the drop down list. (i.e. plaintiff)
Do not enter any address, phone, fax or prison information. Leave these fields blank.
N.C. Western District Court CM/ECF User’s Manual e 15
Adding an Alias
If the party has an alias, click the [Alias + ] button to search for the alias name.
Note: You must first search for the alias name before you can select or add the alias.
The search result will display a list of names. If the alias name appears, highlight the name and
click the [Select Alias] button. If the search result does not list the correct alias name, click on
[Create New Alias].
After selecting or creating a new alias name, the following screen appears:
Select the alias Role in the drop down menu and click [Add Alias]. This will take you back to the
party information screen.
Below is a listing of the roles:
administrator = adm nee = born
administratrix = admx obo = on behalf of
agent = agent of other = other
aka = also known as rpi = real party in interest
dba = doing business as suc = successor to
div = division of ta = trading as
fdba = formerly doing business as tte = trustee for
fka = formerly known as
N.C. Western District Court CM/ECF User’s Manual e 16
Adding Corporate Parents
When attorneys electronically file a Corporate Disclosure Statement (located under Other
Documents), they will be presented with a new screen to allow them to add any corporate parents.
They also can add Corporate Parents at Civil Case Opening.
If the party has a Corporate Parent, click the [Corporate Parent +] button to search for the name.
Note: You must first search for the corporate parent name before you can select or add the
corporate parent.
The search result will display a list of names. If the corporate parent name appears, highlight the
name and click the [Select Corporate Parent] button. If the search result does not list the correct
corporate parent name, click on [Create New Corporate Parent].
After selecting or creating a new corporate name, click the [Add Corporate Parent] button. If
you need to add another corporate parent, follow the steps above.
Once you have added all your parties, click the [Create Case] button.
A Message will pop up stating the “Case will be created. Proceed?” Click [Yes].
You have just opened the Civil Case.
5) Now you need to Docket the Lead Event (i.e., Complaint or Notice of Removal).
Click on the hyperlink Docket Lead Event? to take you to the Complaints and Other Initiating
Documents screen.
N.C. Western District Court CM/ECF User’s Manual e 17
6) Select the appropriate case Initiating Document and click on the [Next] button.
7) Verify the Case Number on the following screen and click on the [Next] button.
8) By clicking on the name, Select the Party(s) filing the complaint. If you represent all the
plaintiffs, you may select the entire group by holding down the control key while pointing
and clicking on each party of the group.
After highlighting the filing parties, click the [Next] button.
9) Create the Attorney/Party Association. This screen defaults to add the attorney filing
the complaint to the associated party. If you DO NOT want to create the association,
uncheck the boxes. The box before the “party” will add the attorney to the case and docket
sheet. The box before “notice” will flag the attorney to receive Notices of Electronic Case
Filing. The box before “lead” puts “Lead Attorney” on the docket sheet.
N.C. Western District Court CM/ECF User’s Manual e 18
ote: If the attorney if filing a joint document with opposing counsel, please
N remember to uncheck the boxes of the parties you do not represent.
Otherwise, you will be adding yourself as counsel for that party!
10) Select the party this filing is against. To select more than one defendant, hold down the
control key and click on each of the desired parties, or you can click on the radio button
before “All Defendants.” After selecting the defendant(s), click on the [Next] button.
N.C. Western District Court CM/ECF User’s Manual e 19
11) Browse for the PDF document. Clicking on the [Browse] button allows you to search for
your PDF document.
a) Use the drop-down menu to navigate to the appropriate directory and file name to select
the PDF document you wish to file. Highlight the file name to upload, then click the
[Open] button.
ote: All documents that you intend to file in ECF MUST reside in PDF format, unless
N it is a Proposed Order and is sent via CyberClerk. If not filed in the proper format,
ECF will not accept the document and users will be unable to retrieve and read your
document from within ECF.
N.C. Western District Court CM/ECF User’s Manual e 20
ote: In order to verify that you have selected the correct document, right mouse
N click the highlighted file name to open a quick menu, then left mouse click on [Open]
or [Open with Adobe Acrobat] to give the document a quick glance. Your PDF Reader
will launch and open the PDF document that you selected. You should view it to verify that
it is the correct document.
b) Once you have verified the document is correct, close Adobe Acrobat and click on the
[Open] button. ECF closes the File Upload screen and inserts the PDF file name and
location in the File name screen.
If there are no attachments to the initiating document, click the [Next] button. (Otherwise, skip to
step #13.)
12) If you have attachments to your document, proceed to Add Attachments.
Note: You can select one or more attachments.
a) Click on the [Browse] button.
b) Navigate to the appropriate directory and select the PDF attachment you wish you file.
Highlight and upload the File name.
c) Describe the document, by either selecting the appropriate category drop-down box, or type
the description of the document in the Description box.
d) If you need to add more attachments, repeat steps a & b above, until you have attached all your
attachments. Once you have completed attaching documents, click the [Next] button.
N.C. Western District Court CM/ECF User’s Manual e 21
13) Prior to beginning the Credit Card Module, ECF will prompt you with the following
question:
a) If you are filing a motion to proceed in forma pauperis or a motion has been previously
granted, enter a “y.” Click on the [Next] button.
b) If you enter an “n” in the above screen, you will be presented with the payment process
screens. The first screen states the fee amount, then click the [Next] button.
If a receipt number field appears, leave it blank and click the [Next] button.
14) Fill in the required fields for the Online Payment - Step 1: Enter Payment Information,
and click on [Continue with Plastic Card Payment].
15) If you wish to have a confirmation receipt sent to you, add and confirm your email address.
N.C. Western District Court CM/ECF User’s Manual e 22
Check the required box, “I authorize a charge to my card account for the above
amount in accordance with my card issuer agreement.” Then click on the [Submit
Payment] button.
16) Click on the Case Assignment Packet Forms hyperlink and print it out. This packet
contains the Joint Stipulation of Consent to the Exercise of Jurisdiction by a U.S.
Magistrate Judge, Disclosure of Corporate Affiliations and Other Entities with a Direct
Financial Interest in Litigation, and Certification and Report of F.R.C.P. 26(f) Conference
and Discovery Plan. Then click the [Next] button.
17) In the Modify Docket Text screen, you can add a description to your docket event by
adding text in the “free text” box below.
Then click the [Next] button.
18) Review your text for any errors.
N.C. Western District Court CM/ECF User’s Manual e 23
19) Click the [Next] button to Submit the complaint for filing.
ote: The screen depicted above contains the following warning:
N Attention!! Pressing the NEXT button on this screen commits this
transaction. You will have no further opportunity to modify this transaction if
you continue. You cannot choose to “abort” when opening a civil case. The case
has already been opened, and the credit card has already been charged.
20) Notice of Electronic Filing or NEF.
ECF Opens a new window displaying an ECF filing receipt.
You have just filed the complaint and paid the filing fees through our credit card module,
Pay.gov.
N.C. Western District Court CM/ECF User’s Manual e 24
Submit AO440 Civil Summons
Click on Civil in the blue menu bar and under the category CyberClerk, click on Submit
Document to Court.
a) Select Submit Civil Summons, then click on the [Next] button.
b) Enter or accept the correct case number, then click the [Next] button.
c) Click [Next] on the case caption screens.
d) Click on the [Browse] button to search for your two-page (i.e., both front and back)
AO440 Civil Summons, in PDF format.
N.C. Western District Court CM/ECF User’s Manual e 25
e) Enter a “y” to submit the Civil Summons to the Clerk’s Office for processing.
f) A message will appear stating the transaction was complete.
ote: The Clerk’s Office in the Western District of North Carolina will assign a
N judge to the new civil case and then process the civil summons and return them
to plaintiff’s counsel through ECF, by docketing,” Summons Issued.”
Filing Documents for Civil Cases
There are nine basic steps involved in filing a document:
1) Select Civil from the blue menu bar, and select the type of document to file.
2) Enter the case number in which the document will be filed.
3) Select the party(s) filing the document.
4) Specify the type of document you are filing.
5) Browse for the PDF file name and location for the document to be filed.
6) Add attachments, if any, to the document being filed.
7) Modify the docket text as necessary.
8) Submit the pleading to ECF.
9) Receive Notice of Electronic Filing.
After successfully logging into ECF, follow these steps to file a civil pleading:
1) Select the type of document to file.
N.C. Western District Court CM/ECF User’s Manual e 26
Select Civil from the blue menu bar at the top of the ECF screen. You can use the cascading menu
or by clicking on Civil which will open a window displaying all of the events from which you may
choose for your filing.
a) Below demonstrates how to use the “cascading menu” option.
or
b) This demonstrates how to open up the Civil Events Category Menu, by clicking on Civil
on the blue menu bar.
Click on Motions, under Motions and Related Filings.
2) Enter the case number in which the document is to be filed. Once a case number is
displayed, click the [Find This Case] button. Once the case number is found, the [Next]
will be enabled. Click on it.
N.C. Western District Court CM/ECF User’s Manual e 27
ote: If the case number is entered incorrectly, click the [Clear] button. If the
N case number does not exist, the computer will display, Cannot find civil
case.....
The case caption screen will open, displaying Motions and the case number. Click the [Next]
button.
3) Select the party(s) filing the document.
Highlight the name of the party or parties for whom you are filing the motion. If you represent all
defendants or all plaintiffs, you may select the entire group by holding down the control key while
clicking on each party.
After highlighting the parties, to the motion, click the [Next] button.
ote: If your party does not appear, click on [New Filer]. See the
N section of this manual titled Add/Create New Party.
N.C. Western District Court CM/ECF User’s Manual e 28
4) Specify the type of motion(s) you are filing. You can scroll down to find either the
specific motion, or Start typing to find an event. The event(s) you select will be in
Selected Events. If you make an error, click to remove the event(s).
For demonstration purposes, the manual will show a (Motion for) Discovery.
Select “Discovery”, then click the [Next] button.
The case caption screen will open, displaying Motions and the case number. Click the [Next]
button.
5) Browse for the PDF document. Click on the [Browse] to search for your PDF document.
a) Next to the “Look in” display, click on the arrow to navigate to the appropriate
directory and file name you wish to file.
N.C. Western District Court CM/ECF User’s Manual e 29
b) Highlight the file name to upload to ECF.
ote: In order to verify that you have selected the correct document, right
N mouse click on the highlighted file name to open a quick menu and left mouse
click to [Open]. The PDF reader will launch and open the PDF document that
you have selected. You should view it to verify that is the correct document.
c) Once you have verified the document is correct, close the PDF viewer and click on the
[Open] button. ECF closes the Choose file screen, and inserts the PDF file name and
location in the File name box.
N.C. Western District Court CM/ECF User’s Manual e 30
If there are no attachments to the motion, click [Next]. According to what kind of motion is
being filed, ECF may display a Response Deadline. Click the [Next] button.
ECF opens up a new window. Go to “Modify Docket Text” on page 34, to proceed with your
filing.
If you have Attachments to your motion, you will select “Yes” on the radio button depicted
above. Proceed with Adding Attachments on page 32.
ote: In the event you have selected a file that is NOT in PDF format, ECF will
N display the following error message after you click the next button:
ECF will not permit you to select a file that is NOT in PDF format. Click the [Back] button and
ECF will return you to the Motions screen. Select and highlight the PDF pleading and proceed as
before.
N.C. Western District Court CM/ECF User’s Manual e 31
ote: Failure to Select a Document to File, ECF will display the error message
N depicted below.
If you click [OK], ECF will return you to the Select the PDF Document screen. You cannot
proceed without attaching a PDF document.
6) Add attachments to the documents being filed.
If you need to attach documents to your motion, select one or more attachments:
a) Click on the [Browse] button.
b) Navigate to the appropriate directory and select and verify the PDF attachment you
wish you file. Highlight and upload the File name.
c) Describe the document, by either selecting the appropriate Category drop-down box, or
type the description of the document in the Description box.
N.C. Western District Court CM/ECF User’s Manual e 32
d) After entering the attachment description, click the [Next] button.
If you need to add more attachments, repeat steps a-d above, until you have attached all your
attachments. Once you have completed attaching documents, click the [Next] button.
ote: If you have attached a document in error, click the [Remove]
N button, as depicted below.
When attachments and exhibits are submitted in paper format
Attachments and exhibits that cannot be created and filed electronically because “scanning” is
impractical, can be submitted in paper format. Present the attachments to the Clerk’s Office for
handling.
ote: For moderate length paper attachments, consider dividing them into two or more
N smaller attachments, scanning and filing them electronically.
7) Modify docket text.
N.C. Western District Court CM/ECF User’s Manual e 33
a) Click on the drop-down menu box and select a modifier if appropriate.
b) Click in the box to type any additional “free text” for the description of the pleading.
c) Click on the [Next] button. A new window appears with the complete text for the docket
report.
d)
Review the docket text for any errors. If you need to modify the date on the previous
screen, click the [Back] button on the toolbar to edit the Modify Docket Text Screen.
N.C. Western District Court CM/ECF User’s Manual e 34
ote: The screen depicted in the page above contains the following warning.
N
Attention!! Pressing the NEXT button on this screen commits this transaction. You will
have no further opportunity to modify this transaction if you continue.
At any time prior to this step, you can abort the ECF filing or return to previous screens by:
! Clicking on any hyperlink on the Blue ECF menu bar to abort the current transaction.
ECF will reset to the beginning of the process you just selected.
! Clicking on the Web Browser [Back] button until you return to the desired screen.
8) Submit the document for filing by clicking the [Next] button.
9) Notice of Electronic Filing or NEF.
ECF opens a new window displaying an ECF filing receipt. The document is now filed.
• The screen depicted above provides confirmation that ECF has registered your transaction
and the pleading is now an official court document. It also displays the date and time of
your transaction and the number that was assigned to your document. You should note this
number on the document’s PDF file.
N.C. Western District Court CM/ECF User’s Manual e 35
• ECF will electronically transmit the Notice of Electronic Filing to the attorneys and parties
to the case who have supplied their e-mail addresses to the Court. The NEF also displays
the names and addresses of individuals who will NOT be electronically notified of the
filing. It’s the filer’s responsibility to serve hard copies of the pleading and the Notice of
Electronic Filing to any party not set up for electronic filing, by printing the NEF screen.
ote: The Notice of Electronic Filing does NOT constitute as a Certificate of Service.
N The Western District of North Carolina still requires a certificate of service to be filed as
a part of your PDF document or pleading.
E-Mail Notification of Documents That Were Filed
After a pleading is electronically filed, the ECF system sends a Notice of Electronic Filing (NEF) to
the designated attorneys and parties who have supplied their e-mail addresses to the Court.
Individuals who receive NEF’s are permitted one “free look” at the document by clicking on the
associated hyperlinked document number embedded in the Notice of Electronic Filing. The filer is
permitted one free look at the document and the Docket Sheet to verify that the pleading was properly
docketed. The Court strongly urges you to print, or save the Notice of Electronic Filing documents
to your hard-drive for future access. Subsequent retrieval of the case docket sheet and pleading from
CM/ECF must be made through your PACER account and is subject to regular PACER fees.
ote: It is the responsibility of filers to send hard copies of the pleading and Notice of
N Electronic Filing to pro se parties and those attorneys who are not registered ECF
users in the Western District of North Carolina.
CRIMINAL
Filing Documents for Criminal Cases
There are nine basic steps involved in filing a criminal document:
1) Select Criminal from the blue menu bar, and select the type of document to file.
2) Enter the case number in which the document will be filed.
3) Select the party(s) filing the document.
4) Specify the type of document you are filing.
5) Select the PDF file name and location for the document to be filed.
6) Add attachments, if any, to the document being filed.
7) Modify the docket text as necessary.
8) Submit the pleading to ECF.
9) Receive Notice of Electronic Filing.
N.C. Western District Court CM/ECF User’s Manual e 36
After successfully logging into ECF, follow these steps to file a pleading.
1) Select the type of document to file.
Select Criminal from the blue menu bar at the top of the ECF screen. You can use the cascading
menu or by clicking on Criminal which will open a window displaying all the events for which
you may choose your filing. Note: This section of the User’s Manual describes the process
for filing a Motion in ECF. The process is similar for filing other pleadings in ECF.
a) Below demonstrates how to use the “cascading menu” option.
or
b) This demonstrates how to open up the Criminal Events Category Menu, by clicking on
Criminal on the blue menu bar.
Click on Motions, under Motions and Related Filings.
N.C. Western District Court CM/ECF User’s Manual e 37
2) Enter the criminal case number in which the document is to be filed.
Note: If the case number you are working on is 3:05cr101, you could
enter the case number in any of the following formats:
05-101
05cr101
3:05cr101
3-05-cr-101
Once a case number is displayed, click the [Find This Case] button.
a) If the criminal case only has one defendant, the case number will be displayed. If the case
number is correct, click the [Next] button.
ote: If the case number is entered incorrectly, click the [Clear]
N button. If the case number does not exist, the computer will display,
Cannot find criminal case.....
N.C. Western District Court CM/ECF User’s Manual e 38
b) If the criminal case has more than one defendant, the next screen will appear. Attorneys
need to select the INDIVIDUAL defendant(s) to which you are filing a document. If the
case number and the defendant you have selected are correct, click the [Next] button.
ote: On the screen depicted above, if you select the first (top) box instead of the
N individual defendant(s), the document you are filing will be placed on ALL the
defendants' docket sheets. This results in the Clerk's Office having to modify your
docket entry.
The case caption screen will open, displaying Motions and the case number. Click the [Next]
button.
N.C. Western District Court CM/ECF User’s Manual e 39
3) Select the party(s) filing the document.
Highlight the name of the party or parties for whom you are filing the motion. If you represent all
defendants or all plaintiffs, you may select the entire group by holding down the control key while
clicking on each party. After highlighting the party filer, click the [Next] button.
4) Specify the type of motion(s) you are filing. You can scroll down to find either the
specific motion, or Start typing to find an event. The event(s) you select will appear in
Selected Events. If you make an error, click to remove the event(s).
For demonstration purposes, the manual will show a (Motion to) Continue Docket Call/Trial.
Select “Continue Docket Call/Trial,” then click the [Next] button.
N.C. Western District Court CM/ECF User’s Manual e 40
ote: If you are filing more than one motion within the same pleading (i.e. Motion
N
here.
to Continue Docket Call/Trial AND a Motion to Sever Defendant), click on each
of the desired forms of relief, so they appear in the “Selected Events” box show
5) Browse for the PDF document. Click the [Browse] button to search for your PDF
document.
a) Next to the “Look in” display, click on the arrow to navigate to the appropriate
directory and file name you wish to file.
b) Highlight the file name to upload.
N.C. Western District Court CM/ECF User’s Manual e 41
ote: In order to verify that you have selected the correct document, right mouse
N click on the highlighted file name to open a quick menu and left mouse click on
[Open]. The PDF Reader will launch and open the PDF document that you selected. You
should view it to verify that it is the correct document
c) Once you have verified the document is correct, close the PDF viewer and click on the
[Open] button. ECF closes the Choose file screen and inserts the PDF file name and
location in the File name box.
If there are no attachments to the motion, click on the [Next] button. ECF opens up a new
window. Go to page 45, “Modify Docket Text,” to proceed with your filing.
N.C. Western District Court CM/ECF User’s Manual e 42
If you have Attachments to your motion, you will select [Browse] on the screen depicted above.
Click on [Next] and proceed to the first step in “Adding Attachments to Documents Being
Filed.”
ote: In the event you selected and highlighted a file that is not in PDF format, ECF
N will display the following error message after you click on the [Next] button.
ECF will not permit you to select a file for your pleading that is not in PDF format. Click on the
[Back] button and ECF will return to the Motions screen. Select and highlight the PDF file of
your pleading and proceed as before.
ote: Failure to Select a Document to File, ECF will display the error message
N depicted below.
If you click [OK] from the screen depicted above ECF will return you to Select the PDF
Document screen. You cannot proceed without attaching a PDF document.
N.C. Western District Court CM/ECF User’s Manual e 43
6) Add attachments to documents being filed.
If you acknowledged the need to attach documents to your motion, select one or more
attachments.
a) Click on the [Browse] button.
b) Navigate to the appropriate directory and select and verify the PDF attachment you
wish you file. Highlight and upload the File name.
c) Describe the document, by either selecting the appropriate Category drop-down box, or
type the description of the document in the Description box.
d) ECF adds the selected document as an attachment to the pleading.
If you need to add more attachments, repeat steps a -d above, until you have attached all your
attachments. Once you have completed attaching documents, click the [Next] button.
ote: If you have attached a document in error, highlight that document and
N click the [Remove] button, as depicted below.
N.C. Western District Court CM/ECF User’s Manual e 44
ote: Depending on what kind of motion you selected, you may be required to enter
N or answer certain information. Some motions require a response. If the Response
Deadline appears, accept the date by clicking the [Next] button.
When attachments and exhibits are submitted in paper format
Attachments and exhibits that cannot be created and filed electronically because “scanning” is
impractical, can be submitted in paper format. Present the attachments to the Clerk’s Office for
handling.
ote: For moderate length paper attachments, consider dividing them into two or
N more smaller attachments, scanning and filing them electronically.
7) Modify docket text.
a) Click on the drop-down menu button and select a modifier if appropriate.
N.C. Western District Court CM/ECF User’s Manual e 45
b) Click in the box to type any additional “free text” for the description of the pleading.
c) Click on the [Next] button. A new window appears with the complete text for the docket
report.
d) Review the docket text for any errors. If you need to modify the date on the previous
screen, click the [Back] button on the toolbar to edit the Modify Docket Text Screen.
8) Submit the document for filing by clicking on the [Next] button.
N.C. Western District Court CM/ECF User’s Manual e 46
ote: The screen depicted above is contains the following warning.
N Attention!! Pressing the NEXT button on this screen commits this transaction.
You will have no further opportunity to modify this transaction if you continue.
At any time prior to this step, you can abort the ECF filing or return to previous screens by:
! clicking on any hyperlink on the Blue ECF menu bar to abort the current transaction.
ECF will reset to the beginning of the process you just selected.
! clicking on the Web Browser [Back] button until you return to the desired screen.
9) Notice of Electronic Filing or NEF.
ECF opens a new Motions window displaying an ECF filing receipt. The document is now filed.
N.C. Western District Court CM/ECF User’s Manual e 47
• The screen depicted above provides confirmation that ECF has registered your transaction and
the pleading is now an official court document. It also displays the date and time of your
transaction and the number that was assigned to your document. You should note this number
on the document’s PDF file.
• ECF will electronically transmit the Notice of Electronic Filing to the attorneys in the case
who are registered ECF users, and to those who supplied their e-mail addresses to the
Court. The NEF also displays the names and addresses of individuals who will NOT be
electronically notified of the filing. It is the filer’s responsibility to serve hard copies of
the pleading and the Notice of Electronic Filing to attorneys and parties who are not set up
for electronic filing, by printing the above screen.
ote: The Notice of Electronic Filing does NOT constitute as a Certificate of Service.
N The Western District of North Carolina still requires a certificate of service to be filed
as a part of your PDF document or pleading.
E-Mail Notification of Documents That Were Filed
After a pleading is electronically filed, the ECF system sends a Notice of Electronic Filing to the
designated attorneys and parties who have supplied their e-mail addresses to the Court. Only attorneys
of record in the case are able to view pleadings in Criminal cases via the internet. Attorneys in multi-
defendant cases can only view, via the internet, those filings which relate directly to the party they
represent. All other pleadings may be viewed at the courthouse or via PACER. Individuals who
receive electronic notification of the filing are permitted one “free look” at the document by clicking
on the associated hyperlinked document number embedded in the Notice of Electronic Filing. The
filer is permitted one free look at the document and the Docket Sheet to verify that the pleading was
properly docketed. The Court strongly urges you to copy the Notice of Electronic Filing and
pleading documents to your hard-drive for future access. Subsequent retrieval of the case docket
sheet and pleading from CM/ECF must be made through your PACER account and is subject to
regular PACER fees.
ote: It is the responsibility of filers to send hard copies of the pleading and Notice of
N Electronic Filing to pro se parties and those attorneys who are not registered ECF users
in the Western District of North Carolina.
N.C. Western District Court CM/ECF User’s Manual e 48
ADD/CREATE A NEW PARTY
In rare cases you may need to add a party to the ECF system. If the party you represent is not
listed in the “Select the filer” screen, click the [New Filer] button.
Searching for the Party
Before you can add parties in the case, you must first perform a search to see if your party is already
entered in the ECF System.
Type the first few letters of the party’s last name for an individual, or the first few letters of the company
name. Click the [Search] button.
If a match is found, ECF will display a list of party names. If the name of the party you represent
appears in the list, click on it and then click [Select Party]. Review the party information and select
the party’s role in this filing. Once the Party Information is updated, click the [Submit] button.
N.C. Western District Court CM/ECF User’s Manual e 49
ote: When entering Party Information, please follow these guidelines:
N
• Parties should be entered in the manner in which they are captioned on the complaint.
• Company: enter the entire company name in the Last name field.
• Individual: fill out the Last name, First name, Middle name, and Generation (i.e Jr., Sr., II)
fields as appropriate.
• Names with a County or City: enter in the Last name field the County or City first (i.e
Charlotte, City of, or Mecklenburg County). Use the two letter abbreviation for states. (i.e.
NC Attorney General, or NC Department of Motor Vehicles).
• Federal: use US and the full name of agency (i.e. US Internal Revenue Service, or US Small
Create New Party
If no match is found, or your party does not appear in the list, click the button [Create New Party].
Type in the new Party Information screen (i.e., Last name, First name, Middle name, and
Generation fields as appropriate.) Click the [Create New Party] button.
Using the drop-down menu, designate the correct party Role (i.e., Defendant, Plaintiff, etc.).
N.C. Western District Court CM/ECF User’s Manual e 50
Do not enter any address, phone, email or prison information. Leave these fields blank.
Then add any Alias, or Corporate Parent.
Adding an Alias
If the party has an alias, click the [Alias +] button to search for the alias name.
Note: You must first search for the alias name before you can select or add the alias.
The search result will display a list of names. If the alias name appears, highlight the name and click
the [Select Alias] button. If the search result does not list the correct alias name, click on [Create
New Alias].
N.C. Western District Court CM/ECF User’s Manual e 51
After selecting or creating a new alias name, the following screen appears:
Select the alias Role from the drop-down menu and click [Add Alias].
Below is a listing of the roles:
administrator = adm nee = born
administratrix = admx obo = on behalf of
agent = agent of other = other
aka = also known as rpi = real party in interest
dba = doing business as suc = successor to
div = division of ta = trading as
fdba = formerly doing business as tte = trustee for
fka = formerly known as
Adding Corporate Parents
Adding Corporate Parents is a similar process to adding an Alias. See page 17 for detailed instructions.
LINKING DOCUMENTS (REFER TO EXISTING EVENT)
Some pleadings such as Responses. Memorandums in Support, Briefs, Exhibits and Indexes should
be “linked” to their related documents in the case. When filing these types of documents you will be
presented with the following screen.
N.C. Western District Court CM/ECF User’s Manual e 52
An “event” in CM/ECF is anything that has been filed in a case. To link the document you are
currently filing to a previously filed document, check the box in front of “Refer to existing event(s)?”
and click the [Next] button.
Click the checkbox for the document you wish to link to and click [Next].
QUERY FEATURE
Registered participants should use this feature to query the Electronic Case Filing (ECF) system for
specific case information. To enter the Query mode, click on Query from the Blue menu bar of ECF.
ECF opens the PACER login screen. You must enter your PACER login and password before ECF
permits you to query the ECF database.
ote: Your PACER login and password are different from your ECF login and password.
N You must have a PACER account in order to retrieve, view, and print certain documents.
You will be charged a fee of $.08 per page to access documents, docket sheets, and reports from
ECF.
After you enter your PACER login and password, ECF opens a Query data entry screen as depicted
on the next page. If you know the number that the court has assigned to the case, enter it in the Case
Number field and click on the [Run Query] button. ECF opens the query screen depicted on the next
page.
You may query the ECF database by the name of a party or an attorney to the case. Enter the last
name of the party in the appropriate field. If more than one person with that name is in the database,
ECF returns a screen from which to select the correct name.
ote: Anytime you click on the case number hyperlink, ECF opens the query screen
N that allows you to view the docket sheet. Remember, you must enter your PACER
login and password to query cases.
You may also query a case by the Nature of Suit or Cause of Action. Enter a range for either the
filed date or the last entry date in order for the query to run. To search for all cases of a certain type,
use date format as depicted here, 1/1/1970.
N.C. Western District Court CM/ECF User’s Manual e 53
When you run the query, if there is more than one case that meets the criteria, you will get a screen listing
multiple case numbers.
If you click on the name of the party, ECF will open the Query screen with hyperlinks to the Alias,
Associated Cases, Attorney, etc. screen. If the individual is a party to more than one case, ECF will open
a screen listing all of the party’s cases.
N.C. Western District Court CM/ECF User’s Manual e 54
After querying the database by case number, name, or nature of suit, ECF opens the Query window for
the specific case you selected.
At the top of the window, ECF displays the case number, parties to the case, presiding judge, date that
the initial claim was filed, and date of last filing for the case. You may choose specific case information
from a list of query options by clicking on the appropriate hyperlinked name on the screen. The
following paragraphs describe several of the available case-specific query options.
Attorney
Displays the names, addresses, and telephone numbers of the Attorneys who represent each of the
parties to the case.
ote: It will be necessary for parties represented by more than one attorney to file
N separate notices of appearances, and associate that attorney with the party. Failure to
do so will result in the attorney not being notified of court filings and proceedings.
N.C. Western District Court CM/ECF User’s Manual e 55
Case Summary
ECF provides a Case Summary of current case-specific information as represented on the following
page:
Deadlines/Hearings
Produces a screen
