These instructions are to File on an Existing Case in Odyssey® eFileVA Courts. You may find a list of the courts available in eFileVA system here.
Filing on an existing case means that you case already exists in the eFileGA court system. If one does not exist yet, you will want to Initiate a New Case.
File on an Existing Case
1. Select Court & Case Type – Choose your case, or click add a case to retrieve your case from the court’s system.
If you do not see your case in the drop down, you may type some or all of the case number to filter your results. If you have not yet added the case to your account, you may click the Add a Case link to the right of the Case field.
2. Add Documents – Define, select, and upload the documents that make up your filing.
- Document Type – The Court prescribes the list of documents available in the Document Type field. If you don’t see the specific document type you are looking for, then you will select the document type that most closely matches, or is somewhat generic in nature.
- Document Description – Enter the true document title in the document description field.
Note: To improve your chances of having the filing accepted, you will want this description to 100% match the document’s title.
- Click to Upload – Click the link to add your document. Our system will automatically convert most native file formats (i.e. Word, WordPerfect, JPG, PNG, GIF, TIF) into the Court’s preferred Adobe PDF format, upon upload.
- Edit – Click the Edit button to edit a description, delete a document, or replace a document.
3. Security & Optional Services – Choose a security level, and any needed optional services, for each document.
- Security – Most times your choices are public or confidential, but those choices will vary from court to court, and from document type to document type. You will need to pick something from the choices presented to you. While many people choose the public option, others choose confidential if there is sensitive information they do not think should be public.
NOTE: Setting a document’s security to confidential does NOT prevent the e-filing system from electronically serving a Service Contact when you select them in the Service Contact section below. Electronic service sends ALL of the documents in a filing to any selected parties regardless of the document security type chosen. If you do not want a Service Contact to have access to the confidential document, DO NOT e-serve them.
- Optional Services – When you initiate a new case or file on an existing case, you have the choice of adding optional services for the document(s) you are filing. This can be for extra fees or services like the court reporter fee or first paper fee, or for extra things like ordering certified copies (if the court offers it). There are many different choices that can appear here, so always be sure to check it before submitting a filing. You can also add a Qty to these optional services if you need multiples of something.
4. New Case Parties – Enter the required parties.
5. Filing Party – Choose the party or parties you are filing on behalf of.
6. Service Contacts – Add or select service contacts to perform electronic service.
Select (or deselect) any one listed to receive e-service. If no contacts are listed (or if you wish to add additional service contacts), click the Add Service Contact link. Users may only edit or delete service contacts they originally added.
NOTE: If you have confidential documents in your filing that you do not want a service contact to have access to, DO NOT select them for e-service. E-serving a service contact means that you, the filer, consents to that contact having access to the document(s) regardless of the security level you selected in Section 3 of the filing above.
Learn More about Service Contacts.
7. Filing Fees – Select a payment method to pay estimated fees.
Confirm Fee Calculation
Click Confirm Fee Calculation to see the estimated fees. The filing fees auto-populate from the court based on the case type, document type(s), and optional services filers select. If the fees seem incorrect to you, you may need to change one of these types.
Waivers on a Case
If you have a waiver of fees for your case, you will need to make sure to select a Waiver Payment type to avoid the charges listed in this section.
8. Review & Submit – Finalize your filing, review, and submit.
- If you are Filing for an Attorney select them from the menu or click the Add Attorney link.
- If your firm uses any sort of Client Matter No, enter it here. If you want an unofficial copy of the filing to go to anyone associated with the case, like a client, enter their email(s) here. Note: this is different from a service contact, and it, along with the client matter number, are for your internal purposes only.
- If your court has the option to leave the clerk a memo, enter any sort of note here in the Note to Clerk box.
- Review your entire filing for accuracy, Then check the box to acknowledge you have verified your filing information.
Submit Your Filing
Click the Submit Filing button. Clicking this button, sends your filing directly to filing clerk’s queue at the Court for review. Once all documents are successfully sent to them, the Court will return an envelope number with the date and time they received the full submission. This will be the date and time for the file stamp in your accepted filing. Any filing the Court receives weekdays after 11:59PM, on the weekend, or Court Holiday receives an accepted file stamp of the next Court business day.
On the Filing Status Screen, you will now see your filing is listed as pending. You may return to this screen at any time to see the current status for it and any other filing. Depending on the Court, it can take as little as a minute to review the submission to a few hours to a full business day. If it takes longer than that, the Court may have a backlog they are working through. If you are ever concerned about the status of a submission, the best thing to do is contact the Court directly and provide them with the Envelope Number on your filing.
9. Pre-authorization of Fees
It is important to note that when you submit your filing, the court does a pre-authorization on your card for the filing fees. If the court rejects the filing, then they will not settle that pre-authorization, and it will eventually fall off your card within 3 to 10 business days from the date of the clerk’s rejection depending on your banking institution.