Judge setup instructions --for access to documents and data in all of their courts using Judici and PC JIMS

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Set up judges to use PC JIMS or Judici to remotely access documents and data in all of their courts. (Click here for attorney setup instructions.)

Call Goodin Associates for help with the following. We can even guide you through setting up a judge with a Judici account. Since judge accounts have more capabilities than a clerk's, this would let us show you how judge accounts work.

Step 1: PC JIMS setup

  1. Judges new to your court need to be added to your systems. Call Goodin Associates for help with this.

    1. Create a unique User ID for the judge, e.g. the judge’s initials (preferably 3-letters). If the judge is already on in another PC JIMS court, get their User ID and create the same on your system. You can assign a temporary password that the judge can change once on the system.
      1. Easily create a User ID by copying the User ID from an existing judge.
      2. Judge User IDs should indicate *USER at 'User class', *SYSVAL at 'Assistance level', GALCRT at 'Current library', MNUJDG at 'Initial menu', and GALCRT at 'Library'.
      3. Set up the judge with a temporary password. They can easily change it in PC JIMS (Technical\Other\Change Password) later on. Password requirements include:
        • up to 10 characters
        • letters and numbers only, no special characters
        • must begin with a letter
        • CAPS do not matter
    2. Set up a Security Table entry for the judge's User ID in PC JIMS.
      1. Go to PC JIMS (Technical\System Tables\Edit Security Table). 
      2. Add the new User ID using the yellow box at left-bottom, and Add.
      3. Easily copy an existing judge's Security Table settings by Right-click and Copy on an existing judge's User ID, then Left-click and Paste on the newly created User ID at far right.
      4. Modify the new User ID settings as needed, and Save.
    3. Add the judge's User ID to PC JIMS Imaging. 
      1. Log in to PC JIMS Imaging with an Administrator-level User ID.
      2. Go to PC JIMS Imaging (Technical\Users)
      3. Go to (File\Import JIMS User IDs)
      4. Locate the new User ID in the far left column and check the aligning box in the Import column. Click Import at bottom.
      5. Click on the new User ID to select it.
      6. Change the 'User group:' entry at bottom to JUDGE, and the 'Imaging group:' to CIRCUIT CLERK, if needed, and Save. 
    4. Setup the judge's User ID with a printer assignment in PC JIMS.
      1. Most judges' PC JIMS printing needs will be met using their Windows printer. Even so, their PC JIMS install requires a default iSeries printer setup.
      2. Log in to PC JIMS with an Administrator-level User ID.
        1. Go to Technical\System Tables\Edit Printer Assignments.
        2. Scroll to the very bottom of the table. 
        3. Click on the blank box at bottom of the Workstation column.
        4. Type the judge's PC JIMS User ID in that box, and hit the Tab key.
          1. Repeat this for each judge that you need to setup.
        5. Once all judge User IDs have been added to the column, assign each either a specific printer for each print field, or set up one, and copy it to all the other new 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.
  2. Set up (verify) an attorney address record for the judge. It should include the judge’s ARDC number and email address.

    1. Go to PC JIMS (Technical\Case Management Tables\Edit Attorneys).
      1. Search for your judge's name on the Name Tab of the Attorney Hub to determine if they're already in your system, e.g. because they served as an attorney in your court before becoming a judge.
        1. If you locate them, double‐click the entry to enter the Edit Attorney screen.
        2. Click here for instruction on how to fix your attorney records, e.g. if you locate multiple entries for the same judge/attorney.
        3. If a judge is not listed in your record, click the File menu to add New Attorney, and enter their information.
      2. Save.
  3. Update your judge record in PC JIMS Technical/Case Management Tables/Edit Judges.
    1. If the judge's name is listed in the Value column, but no other info, type their ARDC number under Regis. No. Their other info should populate.
    Value = judge’s last name
    Active = should be checked if the judge is active in your court
    Regis No. = judge’s ARDC
    User ID = judge’s PC JIMS User ID
    Name = Last name, First name
    Email Address

    Note: Add the judge's PC JIMS User ID to the User ID column if it's missing. And Save.
    Note: Judges no longer active in your court should be deactivated. Simply un-check the box in the Active column next to their name.

  4. If a judge plans to sign documents electronically, you need to get their signature into PC JIMS. See Electronic Signatures in PC JIMS for info on how to capture and apply signatures.

Step 2a: For judges that do not yet have a Judici account

Add judges that do not already have a free Judici account to your free subscribers list.

  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 2b: Direct a judge to sign up for a Judici account

Direct the judge to http://subscribersupport.judici.com/1300 for instructions on how to sign up for their free subscription, and more.
  • This will go more smoothly if you first add the judge to your free subscribers list.

Step 3: Direct judges with an existing Judici account to confirm their info

  1. Judges who already have a Judici account should log into it to confirm that their info (under Account/User Information) is correct. 
  • Attorney registration number (ARDC) must be correct

  • Email address must match that on record at the court

  • Type of Business must indicate “Judicial”

Step 4: Set up judges for remote access to confidential documents and data in all of their courts

Call Goodin Associates for help with the following, or to request the required forms. Ask for Kat.
  • Submit a completed Exhibit D2 -Automatic Extended Access Security Groups form

--to specify the default type of access that judges (and separately, attorneys of record) should be automatically allowed.

  • Submit a completed Exhibit D2 -Extended Access Security Groups form
--to create and specify access rights for other types of security groups.
Example 1: Your default access for judges might not include documents and data on juvenile cases. So, create a group for "judges on juvenile cases." 
Example 2: Your default access for attorneys of record might not include impounded cases. So, create a group for "attorneys with access to impounded cases."
Example 3: You might also find use for other groups, such as "PD users with access to warrants" or "POs with access to juvenile documents and data."
  • Assign users to a specific security group
--This has to be done for users other than judges and attorneys of record covered by your automatic default access for their group.
      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 the appropriate security group, click Add User.
      5. Search by email for the user you want to add.
        1. If not found, search by the ID the user would have been emailed when they registered for their account.
      6. Once located, click the user's name to Add them to this group.