Judicial Automated Workflow System
(JAWS) Court Calendar Documentation
Table of Contents
JAWS, Judicial Automated Workflow System, is the primary interface tool between the courts and attorneys. The current release will serve attorneys with the primary function of scheduling and uploading of proposed orders. It supports scheduling hearings and other events by parties, counsel or the court and serving copies of event notices via email. Please review each Judge’s practice requirements for the use of JAWS within each section at the link below:
Judicial Practice Preferences
In order for attorneys to be able to use the Pinellas JAWS system they will be required to register with JAWS using their Florida Bar ID number. Please understand that the Pinellas and Hillsborough JAWS systems are two separate systems. The application utilizes Internet Explorer and Microsoft Silverlight. The recommended and supported browser for JAWS is Internet Explorer 11. There are no other hardware or software requirements. Apple OS X users may also access JAWS. JAWS was tested with OS X v10.11.x (El Capitan), Safari v9.x and Silverlight v5.1. Users may notice some page rendering anomalies but this does not affect usability.
The JAWS scheduling tool designed to accommodate a variety of scheduling models. The Court is able to:
- Set matters on its schedule on its own initiative, with or without consulting the parties or counsel;
- Expose available times to the attorneys, allowing the parties to coordinate the scheduling and schedule the matter on the Judge's calendar or
- Allow the attorneys to view available times, and request that the Judicial Assistant reserve a specific mutually agreeable time, with the final confirmation communicated by email.
The Judge's office will be able to limit available time to specific purposes or impose specific sets of rules on what may be heard at the time.
The Court may require an attorney to upload the pleading, motion, or proposed order at the time it is set for hearing.
PLEASE NOTE: NOT all Court divisions use JAWS for scheduling.
Questions pertaining to procedural matters, hearing availability or changes/corrections to hearings already scheduled, should be directed to the attention of the assigned judge. You can view judicial practice preferences here: Judicial Practice Preferences
Please review this document and the judicial practice preferences completely before reaching out for assistance.
Should you require technical assistance please contact the Pinellas County Business Technology Services Operations Center at 727-453-4357.
Forgot your password and need it reset follow the instructions below:
To reset your password, click on the Forgot Password? link on the home page.
A dialog box will appear asking for your user name, which is your email address.
Once you’ve entered your email address, a notification that your password was sent will appear.
Check your email account for a message from Admin, Jaws. It will instruct you to return to the site and log in using the temporary password provided.
You will then click on the Change Security Settings button and complete the required information. Once you’ve entered information into all of the fields, click Update Account and your password change will become active.
If you are a new user and need to register, click “New user? Click here to register.” You will be required to enter your information.
Fill in all of the fields. You must acknowledge and accept the responsibilities of becoming an authorized user of JAWS by clicking in the checkbox next to the acknowledgement.
The security question and answer is required for resetting your username or password. Enter a question that you will remember in the security question text box and enter the answer to that question in the security answer text box. Example: Security Question - The name of my favorite pet? Security Answer - Max. When finished, click the Request Account button and you will receive a message that your account request has been received.
Check your inbox (using the email address you provided) and open the email from JAWSADMIN@jud6.org. The email contains your account information. Click the confirm link to finish the registration process. This link will take you to the JAWS Log In screen. Enter your user name and password.
Once you are registered, it will be necessary for you to associate yourself with your assigned cases immediately. This will ensure proper email notification. To do this read below on searching for a case and adding yourself as an associated party.
At the top of the screen, you will see a list of menu options: Available Time, My Cases, Case Search, and My Profile.
Use this drop down to select the Court division you would like to access (Circuit Civil, Family...). At the right of that, there is a field for section, please make sure you select your desired section (Section 11, 15, 19…). Once you select the desired division and section, the list of available events and time will appear.
Click the pencil icon under the Options label. This will provide you with the details about this event and time slot.
The court division may require specific information when scheduling an event. This may be free form text boxes, drop down boxes, or check boxes. This collection of information may include some or all of the following:
- hearing description to be entered, for example Motion to Dismiss.
- file to be uploaded, see View/Upload Files section for further details.
- request to appear by phone.
- trial requirements: trial type, trial duration, pre-trial date, etc.
- additional notes: any additional information the judge needs to know.
- party association: use the drop down selection to identify the party you represent.
- case number: you must use the full 10 character case number including the dashes in this format: ##-######-XX
- example: 18-123456-CI.
- certification: verify that you have contacted the opposing party and the requested date and time has been agreed upon.
- NOTE: You must select the certification check box in order to schedule a case.
- The court section will include instructions for the specified event type. Please read these requirements carefully and comply with all instructions.
- click Schedule Case
The system will take you to a screen where you will be required to add/ confirm the Associate Parties of a case. The people listed will receive email notifications.
- It is important to make sure ALL parties associated with a case are defined and email addresses are captured, so email messages go out to the correct people.
- You can enter a letter, name or partial name of an attorney or law firm and press the search icon. The system searches last name and firm name files with a like command. For example, you can enter Bri and the system will display all users that have a last name or firm name containing the letters ‘bri’. (searches are not case sensitive)
- If you find the attorney, you want to associate with this case, scroll down to the bottom and check the box next to their name. Make sure you select the party affiliation (defendant or plaintiff) and it will add that person to the associated parties list once you click add. – Note: Only attorneys with Pinellas JAWS accounts will be found in the system.
- The affiliated with drop down box allows you to associate that person with a defendant/respondent, plaintiff/petitioner, or neither.
- If the system cannot find a match in JAWS, a message will display letting you know that no matching user was located. You can call the party and ask them to register to JAWS or you can add them manually by typing in their first and last name and email address. This process will also work for adding pro-se participants.
- Click Schedule Case when finished. The system will return to the Available Time screen and a red message on the bottom right will appear. Example: Your appointment has been scheduled or requested. Your confirmation number is 12J-34946.
- If you have selected a time slot in which the court section requires you to request a time slot and then wait for their decision to approve or not, you will get an email confirming or denying this event once the court makes a decision.
- Underneath, you will see the case scheduled in the time slot selected.
This option allows you to see a list of all cases you are associated with.
If you select the case, you will be provided with case style and current case schedule at the bottom of the screen.
If you need to cancel a scheduled event, select Cancel.
A pop-up window will appear for you to enter the reason.
When finished entering the reason, click the Cancel Hearing button. Notice the cancelled event is gone.
You can also access the Attorney (JAWS)/Manage Email Contacts, Case Parties information and View/Upload Files from this menu option.
This screen shows all .doc, .docx or .pdf documents that you have uploaded and belong to the associated case. An attorney can only see the document(s) they uploaded. Both court staff and attorneys have the ability to upload files.
- In order to upload a file, make sure the correct division and section are selected, select upload destination, cover letter is optional (but must be pdf if used), enter a description for Document Type, a file name in the Document Title field and click browse to select the appropriate file on your hard drive. The file size must be smaller than 10 MB.
- Upload option: Judge’s Work Queue for Signing(Proposed Orders)
- Upload option: Standard File Upload Area – if you select this option the Judge will not see your uploaded file only the JA will see the document.
- Cover Letter – cover letter must be in pdf format
- When you have entered the appropriate information for the desired document then select Upload File.
- Once uploaded the file will display in the top section of the screen under the Uploaded Documents for Case ##-######-XX.
- Once a file has been uploaded, any user that has permission to see the file can click on download to open or save the file to their machine. By default, internal users (Judges and Judicial Assistants) can see all uploaded files for the case. External users can only see the document(s) they uploaded and the document(s) that have been shared. Please contact the Judge’s office in order to request that uploaded documents be shared.
- Case filings that have been filed with the Clerk’s case management system or through the e-portal are not viewable through JAWS, this is only displayed as a list. An attorney will need to log into the Clerk’s public access site to review case information and documents.
- When finished select Close.
Before uploading anything please review the Judge’s practice preferences to verify they are accepting proposed orders via JAWS. Here is the link to the Judge’s practice preferences:
- First, search for the case number using the YY-######-XX (two-digit year - six digit case number - two letter case type) like shown below, be sure to include the dashes.
- Once you have found the correct case number click on the “View/Upload Files” link like shown below in yellow.
- Select the correct Court division.
- Select the correct Court section.
- Select Upload Destination…..Judge’s Work Queue for Signing (Proposed Orders)
- Select the party you are associated with from the drop down: shown below in yellow
- Including a cover letter is optional, but if you are, it must be a pdf file and be upload with the proposed order. In order to upload a cover letter check the box and browse to the file on your computer.
- Now to upload the proposed order, type in the title of the document and browse your computer to the file. Now click “Upload File”.
- If successful, you should receive the notification like shown below in yellow. The uploaded file should also show up below.
- Now the Judge can review the proposed order and cover letter (if included) from within their JAWS work queue.
If you have a case number, you can use Case Search.
- Case Search - Enter a case number in the proper format (##-######-XX). The case details and the current case schedule will display. If a case number is not found in the system, you will receive a message indicating the case was not found. From this screen you have the option to cancel an event or utilize the associated parties and view/upload files options as described above.
To edit your account settings or change your security settings, use the My Profile option. You can modify your email notifications, whether your assistant receives email notifications and add a legal assistant on this screen.
After changing the desired fields, click Update Account button.
If you want to change the security settings, click the Change Security Settings button. You will need to enter your current password, new password, confirm password, security question, and security answer. Once finished click Update Account.
To add your legal assistant(s) to your account, go to the My Profile section.
Near the bottom of the My Profile page, click on the Add Legal Assistant button. You’ll also want to make sure the Email Notifications go to my legal assistants check box is checked if you want the legal assistants to receive the notifications as well.
The Add Legal Assistant dialog box will open. Enter the email address and click Lookup. That will minimize the possibility that a duplicate assistant record is added. If the email address does not exist, you will receive a message that an account does not exist.
Once you click Add, the assistant’s name will be added to the list below the profile. You will see all associated assistants.
If the assistant’s email is in the system, the User Found dialog box will pop up and you can then associate the email with your account by clicking Associate.
If you would like to remove the association of an assistant, simply click Unassociate and that email account will be no longer associated with the account. There is not a verify option so if you click on Unassociate, the account will be removed. If you removed the incorrect account or accidentally removed an account, it will need to be entered again.