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e-Service Procedures & TrueFiling

eService = service copies electronically served on a party or entity

There are two ways to electronically serve a TrueFiled document: (1) use the TF e-service process during TF filing steps (currently an additional fee of $3 per document); or (2) use your own email to electronically serve the document as an attachment.

The following is a list of useful eService tips and information that will ensure a successful electronic filing:

FAQ Regarding eService

1. Read California Rules of Court, rule 8.78

Comply with the electronic service requirements set forth in rule 8.78.

2. Note the size of the e-document you are serving

Many email providers have a size limit for attachments. PDFs can exceed these limits. For example, CCAP cannot accept documents that exceed 25 MB and the AG cannot accept documents that exceed 20 MB. For documents exceeding size limits, filers will need to either divide the document into two parts or paper serve the document via postal service and amend the proof of service.

3. Double check accuracy of the TrueFiling (TF) contacts listed for your case

Only attorneys who have agreed to accept eService in a case may be eServed. (Cal. Rule of Court, rule 8.78(a).) Under the rule, counsel who register to use the TF system are automatically deemed to have agreed to accept electronic service.  Accordingly, the counsel list that pre-populates your case entry in TF have agreed to accept eService.

For appointed cases, the project should be listed for service. Follow these instructions if you need to add CCAP or the AG: Adding Attorneys, CCAP, and the Attorney General to a Case in TrueFiling

4. Keep your email address current with the court

You will be unable to file or receive TF notices on electronic filings if your email address is no longer functioning either because the email has changed or the mailbox is “full.”

Counsel must plan accordingly when changing their email address within the TF system. To update your TF email, you must submit a change of email address to the court pursuant to rule 8.78(d)(1), with service on the parties and CCAP. Once filed, the court’s database will update TF in a secured upload process that occurs each night.

Both the Third and the Fifth currently permit counsel to submit a single notice that lists all open cases you are appointed on in that court. Submit the notice via TF attached to only one case for that court (and one set of fees).

5. Add a confidentiality warning to the footer of your email when e-serving using your own email

In a juvenile dependency, delinquency and other confidential cases, attorneys should add the following language to the footer of the email transmitting the eService document: “By law, the attachment is confidential. (Welf. & Inst. Code, § 827.) If you are not an authorized recipient under the law, you may not open it. Please notify the sender immediately and delete this email.”

6. Use a clear email subject line

If you opt to eServe via your own email, please use an email subject line that states both the appellate case number and appellant’s name. Examples: F012345 Smith or F012345 John S.

7. Sample proof of service for eService

8. Should I include my CCAP staff attorney or the project director for eService?

No. All, or nearly all, “mail” items pass through our support staff for recording into our case management system and uploading into our document management system. The assigned staff attorney for your case will receive it through our system. For clarity: draft-only items should be sent directly to the assigned staff attorney’s email; service items are sent only to CCAP’s eService email at eservice@capcentral.org

9. Who do I contact if I have questions?

If you have questions about using CCAP’s eService email, please contact support staff supervisor Stephanie Feilzer. If you have questions about TrueFiling, please contact customer service at TrueFiling.