Circuit Clerk: Judge setup instructions --for access to Courtlook

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A note regarding visiting or occasional judges: Whether you set up a judge depends on how active the judge wants to participate in automation. If they have no interest in granting orders electronically and signing them electronically, or in making their own docket entries, then they can get away with using a generic judge User ID. But if they want to take advantage of the automation built into your systems, they will need to be setup with their own User ID, just like your resident judges. If they want to receive an email when things have been sent to their PC JIMS INBOX, or if they want to be able to view documents remotely on Judici, they need to be setup in your system.

 

If you need help with the following, call Goodin Associates. 

If you want, we can even guide you through setting up a Judici account for a judge. --Since judge accounts have more capabilities than a clerk's, this would provide us an opportunity to walk you through using a judge's account before you "turn over the keys".


Step 1: PC JIMS setup

Link the judge to their attorney registration number (ARDC) and email address. This is required so that Judici can identify the judge when they request access to their online documents. This should to be done by EACH COURT in which the judge presides.


  1. Set up an attorney address record for the judge. It should include the judge’s ARDC number and email address.

    1. From the PC JIMS Technical menu, go to Case Management Tables/Edit Attorneys.

    2. Use the File menu to add New Attorney. Or if your judge was an attorney in your county before becoming a judge, search for their name on the Name Tab of the Attorney Hub.

      1. If you locate the judge's attorney address record, double‐click it to enter the Edit Attorney screen.

    3. Enter the judge’s information in the Edit Attorney screen.

    4. Click Save.

  2. Go to the Judge table to link the judge's name to their ARDC number.

    1. From the PC JIMS Technical menu, go to Case Management Tables/Edit Judges.

    2. Locate the judge by name, and enter their ARDC Registration number.

    3. In preparation for e‐filing, also enter the judge's PC JIMS User ID.

    4. Click Save.

  3. Setup each judge's User ID with a printer assignment in PC JIMS.
    1. Most judges' PC JIMS printing needs will be satisfied using their Windows printer. Even so, their PC JIMS install requires a default iSeries printer setup.
    2. Log in to PC JIMS (administrative clearance required).
    3. Go to Technical/System Tables/Edit Printer Assignments.
    4. Scroll to the very bottom of the table. 
      1. Click on the blank box at bottom of the Workstation column.
      2. Type the judge's PC JIMS User ID in that box, and hit the Tab key.
      3. Repeat this step for each judge that you need to setup.
      4. Once all judge User IDs have been added to the column, assign each either a specific printer for each print field, or setup one, and copy it to all the other User IDs.
        1. To copy, right click in the box to the left of a User ID or Workstation ID that's been completed, and click Copy.
        2. Then, right click in the blank box to the left of a judge User ID, and click Paste.
        3. Repeat for each judge User ID to fill in their printer fields.
        4. Click Save at bottom.

Step 2: Add a judge to your Judici free subscribers list

You only need do this for a judge that doesn’t already have a free subscription, through you or another court.


  1. Go to www.judici.com

  2. Click SUBSCRIBERS at the top left.

  3. Log in with your Circuit Clerk administrator account --probably your email address.

  4. Click freesubscriber_admin, under Services/Service

  5. Enter the judge’s email address, and click Add Email to List

  6. You should get a message, “Update Successful”, as well as show the judge’s email address in your list. If the judge has yet to sign up for their subscription, your list will indicate “NO MATCH FOUND” under the User Name associated with that judge. This will update once the judge signs up.


Add a free subscriber 5.PNG


Step 3a: Direct the judge to sign up for their free Judici subscription

Direct the judge to http://subscribersupport.judici.com/1300 for instructions on how to sign up for their subscription, and more.

  • This goes more smoothly if the judge has first been added to a clerk's free subscribers list.

Step 3b: Direct the judge to confirm their existing Judici account info

Direct a judge who already has a Judici account to log in and access their Account/User Information to confirm/modify their info. Specifically:

  • Attorney registration number (ARDC) must be correct

  • Email address must be same as that currently on file with each court

  • Type of Business must indicate “Judicial”


Step 4: Setup the judge to access secure cases/documents through Judici

By default, Judici shows the same information to judge or probation officer subscribers that it shows to the public. If the court participates in the EXTENDED ACCESS SERVICE, it can set up distinct “Security Groups” with rights to see specific data not available to the public. Call Kurt at GAL to confirm your participation in this service, or to request a proposal. Once we help you set up your security groups, you simply add approved users to the appropriate group as follows:

  1. Log into Judici with your court administrator account..

  2. Go to the Court Admin link.

  3. Go to Group Assignments.

  4. At bottom of a specific group, click Add User.

  5. Search for the user you wish to add to this group. We recommend searching by email address (the address your judge used to sign up for their Judici account).

  6. If you cannot find their email address, you can search by the ID your judge would have received in an email when they registered for their account.

  7. Once located, click the judge’s name to Add them to this group.

  8. Call Goodin Associates for help Adding/Deleting/Modifying your Judici Security Groups.


To see how a judge can use Judici to access case documents and more, watch our jazzy video, 24/7 access to the entire case file. It begins with a short pitch for Courtlook, then goes on to demonstrate.
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