e-filing/docs/research/eLegal_JTI E-Filing Part 3_full_20260513.md

# eFiling — UX Analysis: eLegal_JTI E-Filing Part 3_full.mp4

| Field | Value |
|-------|-------|
| **Source video** | `eLegal_JTI E-Filing Part 3_full.mp4` |
| **Duration** | 4m 0s |
| **Analysis date** | 2026-05-13 18:41 UTC |
| **Model** | ~google/gemini-flash-latest |

---

Absolutely! Here are the step-by-step instructions for an entry-level intern to execute this workflow flawlessly:

## Step 1: Accessing and Downloading Legal Documents

1. **Open Outlook:**
   - **What you see:** Your Outlook inbox with a list of emails.
   - **Action:** Locate and click on the email with the subject line "Filing ID [ID Number] Accepted on [Case Number] - [Case Name]".
   - **Result:** The email content will appear in the reading pane.
2. **Identify the eLegal Link:**
   - **What you see:** The email body with a message stating "Your documents could NOT be attached to this email due to the size/count limits. Click here to view your filing and download your filed copies."
   - **Action:** Click on the "Click here" link.
   - **Result:** A new browser tab will open, leading to the eLegal login page.
3. **Log in to eLegal:**
   - **What you see:** The eLegal login page with fields for "Email" and "Password".
   - **Action:** Enter your credentials and click the "Login" button.
   - **Result:** You will be directed to the "Filing [ID Number] - Accepted" page.
4. **Download Documents:**
   - **What you see:** A table under "2. Add Documents" listing various documents (e.g., Complaint, Summons, etc.) with "Accepted" status and a "View" icon (eye symbol) next to each.
   - **Action:** Click the "View" icon for the first document.
   - **Result:** A "View Document" window will open, displaying the PDF.
   - **Action:** Click the "Download" button (downward arrow icon) in the top right corner of the PDF viewer.
   - **Result:** A "Save As" dialog box will appear.
   - **Action:** Choose a location on your computer and click "Save".
   - **Result:** The document will be saved to your local drive.
   - **Action:** Repeat these steps for all documents listed in the table.
   - ⚠️ **Stumble:** You might accidentally click the "Add a Case" button instead of the "View" icon.
   - 🛑 **Fix:** Simply close the "Add a Case" window and carefully click the "View" icon next to the document you need.
   - ⚡ **Pitfall:** Do not skip any documents. Ensure every "Accepted" document is downloaded.

## Step 2: Uploading Documents to Filevine

1. **Open Filevine:**
   - **What you see:** Your Filevine dashboard.
   - **Action:** Search for and open the relevant project (e.g., "19854 - Park Minor Apartments").
   - **Result:** The project page will open.
2. **Navigate to Documents:**
   - **What you see:** A sidebar with various sections like "Activity", "Property Contacts", "Documents", etc.
   - **Action:** Click on the "Documents" section.
   - **Result:** The "Documents" page will load, showing a folder structure.
3. **Select the Target Folder:**
   - **What you see:** Folders like "1. Pleadings & Filed Docs", "2. Exhibits", etc.
   - **Action:** Click on the "1. Pleadings & Filed Docs" folder.
   - **Result:** The contents of the folder (if any) will be displayed.
4. **Upload Documents:**
   - **What you see:** Your computer's file explorer window with the downloaded documents and the Filevine "1. Pleadings & Filed Docs" folder.
   - **Action:** Select all the downloaded documents from your file explorer and drag and drop them into the Filevine folder.
   - **Result:** An "Uploading [Number] item(s)" progress bar will appear at the bottom of the Filevine window. Once complete, the documents will be listed in the folder.
   - ⚡ **Pitfall:** Ensure you are uploading to the correct folder. Uploading to the wrong folder can cause confusion for other team members.

## Step 3: Updating Case Information in Filevine

1. **Navigate to Dates & Deadlines:**
   - **What you see:** The Filevine sidebar.
   - **Action:** Click on the "Dates & Deadlines" section.
   - **Result:** The "Dates & Deadlines" page will open with various fields.
2. **Enter Case Number:**
   - **What you see:** A field labeled "Case Number" under the "Complaint Info" section.
   - **Action:** Refer back to the eLegal page or one of the downloaded documents to find the case number (e.g., "23CV106510"). Type this number into the "Case Number" field in Filevine.
   - **Result:** The case number is now recorded in Filevine.
3. **Enter Filing Date:**
   - **What you see:** A field labeled "Date Case Filed" with a calendar icon.
   - **Action:** Click the calendar icon and select the date the case was filed (e.g., "December 19, 2023").
   - **Result:** The filing date is now recorded in Filevine.
4. **Verify and Save:**
   - **What you see:** The updated "Dates & Deadlines" page.
   - **Action:** Double-check the case number and filing date for accuracy. Filevine typically saves changes automatically, but ensure no error messages appear.
   - **Result:** The case information is successfully updated, and the workflow is complete.

## UX Issues Found (severity-ranked)
| Severity | Issue | Where it happens | Why it's confusing |
|----------|-------|------------------|--------------------|
| Medium | Indirect Download | Outlook Email | Users have to click a link and log in to another system just to download documents, which is an extra step. |
| Low | Manual Data Entry | Filevine "Dates & Deadlines" | Users have to manually copy and paste the case number and date from one system to another, increasing the risk of errors. |
| Low | Folder Navigation | Filevine Documents | The folder structure can be deep, and it's easy to accidentally upload to the wrong folder if not careful. |

## Suggested Improvements
1. **Direct Attachments:** If possible, configure the e-filing system to include the documents as direct attachments in the email, bypassing the need to log in to eLegal.
2. **System Integration:** Explore integrating eLegal with Filevine so that filed documents and case information (like case number and filing date) are automatically synced to the correct Filevine project.
3. **Drag-and-Drop Target Highlighting:** In Filevine, clearly highlight the target folder when dragging files over it to reduce the chance of uploading to the wrong location.