💻 Mandatory E-Filing in California Courts
E-filing is now mandatory in most California Superior Courts. You must use an approved Electronic Filing Service Provider (EFSP) to submit documents. The court won't accept paper filings from attorneys in mandatory e-filing courts unless you qualify for an exemption. Understanding the rules under CRC 2.252-2.259 is essential to avoid rejected filings and missed deadlines.
Key points: Choose a court-approved EFSP, format your PDFs correctly (bookmarks, OCR, file size limits), pay filing fees through the system, and monitor your submission status for rejections.
⚖ Which Courts Require Mandatory E-Filing?
As of 2025, nearly all California Superior Courts have implemented mandatory e-filing for civil cases. The California Rules of Court (CRC 2.253) authorizes courts to require electronic filing, and most have exercised that authority:
| Court | E-Filing Status | Case Types | Exemptions |
|---|---|---|---|
| Los Angeles Superior Court | Mandatory | Civil, Family, Probate, Complex | Self-represented parties (optional) |
| San Diego Superior Court | Mandatory | All civil matters | Fee waiver filers (may use paper) |
| Orange County Superior Court | Mandatory | Civil Unlimited, Complex | Limited civil in some departments |
| San Francisco Superior Court | Mandatory | Civil, Probate | Self-represented parties (optional) |
| Santa Clara Superior Court | Mandatory | Civil Unlimited, Family | Limited civil varies by department |
| Alameda Superior Court | Mandatory | Civil Unlimited | Per local rules |
| Riverside Superior Court | Mandatory | Civil matters | Self-represented optional |
| Sacramento Superior Court | Mandatory | Civil, Family, Probate | Per local rules |
"A court may provide by local rule that filing be by electronic means on a permissive or mandatory basis." This rule is the foundation for mandatory e-filing programs across California.
📝 Who Must E-File?
In mandatory e-filing courts, the following parties must file electronically:
- Attorneys: All attorneys representing parties must e-file. No exceptions unless court systems are down.
- Represented parties: If you have an attorney, your filings go through e-filing.
- Self-represented litigants: Generally exempt from mandatory e-filing but may choose to e-file. Some courts actively encourage or provide assistance for self-represented e-filing.
Even in courts where self-represented parties are exempt, many are choosing to e-file because of the convenience. If you're advising a client who will become self-represented mid-case (e.g., after limited scope representation), help them set up an e-filing account before you withdraw. It's much easier than figuring it out under deadline pressure.
💰 Filing Fees vs. First Paper Fees
E-filing doesn't change your substantive filing fees, but it does add an e-filing service fee. Here's how the fee structure works:
| Fee Type | Who Charges It | Typical Amount | Notes |
|---|---|---|---|
| First Paper Filing Fee | Court | $435 (Unlimited Civil) | Paid when filing first document in case |
| Motion Filing Fee | Court | $60-$80 (varies) | Per CCP 70617; varies by motion type |
| E-Filing Service Fee | EFSP | $5-$15 per filing | Charged by provider; varies by provider |
| Complex Litigation Fee | Court | $1,000 | For cases designated complex |
📅 When Is Your Filing "Filed"?
Understanding filing timestamps is critical for deadline compliance:
- Submission time: When you click "submit" in the EFSP system (your timestamp)
- Receipt time: When the court's system receives the document
- Filing time: When the clerk accepts and files the document (conformed copy generated)
Under CRC 2.253(b)(7), documents submitted electronically before midnight on a court day are deemed filed on that day. However, some courts have earlier cutoffs (like 5:00 PM) for same-day processing. If your document is rejected and you need to refile, you may miss your deadline. Always file well before midnight to allow time for rejection and resubmission.
- Most California courts now require e-filing for attorneys in civil cases
- Check your specific court's local rules for e-filing requirements and exemptions
- E-filing adds a service fee on top of regular court filing fees
- Documents submitted before midnight are deemed filed that day, but plan for potential rejections
🏢 Approved Electronic Filing Service Providers (EFSPs)
You must use a court-approved EFSP to e-file. California courts approve specific service providers for each court. The major providers include File & ServeXpress (formerly One Legal), FileTime, Green Filing, and others. Each has different pricing, interfaces, and service features. Choose based on which courts you file in most frequently and your practice needs.
✅ Major Approved Providers
| Provider | Courts Covered | Per-Filing Fee | Key Features |
|---|---|---|---|
| File & ServeXpress (One Legal) | LA, SD, OC, SF, most major courts | $8-12 | Largest coverage; e-service integration; established platform |
| FileTime | LA, SD, OC, and others | $7-10 | User-friendly interface; good support; competitive pricing |
| Green Filing | Multiple CA courts | $6-10 | Lower cost option; environmental focus; good for high volume |
| One Legal (legacy) | Various courts | Varies | Now part of File & ServeXpress; check current offerings |
| Odyssey eFileCA | Various CA courts | Varies | Tyler Technologies platform; direct court integration |
| InfoTrack | Multiple courts | $8-12 | Court research + e-filing combined; good for litigation support |
🔍 Finding Approved Providers for Your Court
Each court maintains a list of approved EFSPs. To find the approved providers for your specific court:
- Go to your court's website (e.g., lacourt.org, sdcourt.ca.gov)
- Navigate to "E-Filing" or "Online Services" section
- Look for "Approved Electronic Filing Service Providers" or similar
- Check that your chosen provider is on the list before filing
If you file in multiple courts, choose a provider with broad coverage rather than signing up for different providers per court. You'll save time, reduce errors, and have one consistent workflow. File & ServeXpress and FileTime both have extensive California coverage. Compare their interfaces and pick the one that matches your workflow.
💳 Setting Up Your EFSP Account
- Verify provider is approved for your target court(s)
- Create account with firm/attorney information
- Enter California State Bar number (required)
- Set up payment method (credit card or invoiced account)
- Configure email notifications for filing status updates
- Add firm users/staff with appropriate permissions
- Complete test filing (if provider offers sandbox mode)
- Save provider support contact information
📞 Provider Support When Things Go Wrong
When you encounter filing issues, contact your EFSP first. They can help with:
- Technical errors during submission
- Document format issues
- Payment processing problems
- Understanding rejection reasons
- Escalating to court technical staff if needed
Most EFSPs have phone and email support during business hours, and some offer extended hours for deadline-critical situations.
📝 Step-by-Step E-Filing Process
E-filing follows a consistent workflow: Select court and case, upload documents, enter document information, pay fees, submit, then monitor for acceptance or rejection. The specifics vary by EFSP, but the core steps are the same. Build a checklist workflow to avoid missed steps.
1️⃣ Select Court and Case
Start by selecting the correct court and entering case information:
- Court selection: Choose the specific court (e.g., "Los Angeles Superior Court - Stanley Mosk Courthouse")
- Case number: Enter the case number exactly as assigned (including any prefixes like "BC" or "22STCV")
- New case: If filing a new case, select "New Case" and complete party information
- Case type: Select the correct case type (Unlimited Civil, Limited Civil, etc.)
LA Superior Court case numbers changed format in 2022. Older cases use formats like "BC123456" while newer cases use "22STCV12345". If your filing is rejected for "case not found," double-check your case number format against the court's records.
2️⃣ Upload Documents
Upload your documents in the correct format:
- Format: PDF only (no Word documents, no images)
- Text-searchable: PDFs must be OCR'd (searchable text)
- Bookmarks: Required for documents over 10 pages (CRC 2.256)
- File size: Usually 25-35 MB per document (varies by court)
- File naming: Use descriptive names without special characters
3️⃣ Enter Document Information
Provide metadata for each document:
- Document type: Select from court-approved list (e.g., "Motion," "Declaration," "Exhibit")
- Document title: Enter the specific title that will appear on the docket
- Filing party: Identify which party is filing the document
- Related documents: Link documents that belong together (e.g., motion + declaration + exhibits)
4️⃣ Pay Filing Fees
Complete payment for applicable fees:
- Court filing fee: Calculated based on document type
- E-filing service fee: Added by the EFSP
- Fee waiver: If you have an approved fee waiver, select that option
- Payment method: Credit card, firm account, or invoice (per your setup)
5️⃣ Review and Submit
- Correct court and case number verified
- All documents uploaded (motion, declarations, exhibits, POS)
- Document types correctly selected
- PDFs are text-searchable (OCR applied)
- Bookmarks present in documents over 10 pages
- File sizes within limits
- Filing fees calculated correctly
- Payment method selected
- Email notifications configured
6️⃣ Monitor Filing Status
After submission, monitor your filing status:
- Submitted: Document sent to EFSP
- Received: Court system received document
- Under Review: Clerk reviewing document
- Accepted/Filed: Document filed; conformed copy available
- Rejected: Document rejected; review rejection reason and refile
Configure your EFSP to send email and/or text notifications for status changes. Check your filing status actively—don't assume acceptance. A rejected filing that sits unnoticed can mean a missed deadline. I recommend checking status at least twice: once an hour after submission and again the next business morning.
📄 PDF Formatting Requirements
Your PDFs must meet specific technical requirements. CRC 2.256 requires text-searchable PDFs with bookmarks for documents over 10 pages. Most courts have file size limits (25-35 MB). Improperly formatted PDFs are a leading cause of rejected filings. Invest time in your PDF workflow to avoid deadline problems.
🔍 Text-Searchable (OCR) Requirement
Under CRC 2.256(b)(2), documents filed electronically must be text-searchable:
- What it means: The text in the PDF can be searched, copied, and indexed
- Why it matters: Courts use text search for case management; non-searchable PDFs create problems
- How to comply: Use "Print to PDF" from Word, or apply OCR to scanned documents
- Exceptions: Exhibits that are inherently non-text (photos, handwritten documents) may not be searchable
- From Word: Use File > Save as PDF or Print > Adobe PDF. Don't use "scan to PDF."
- Scanned documents: Open in Adobe Acrobat > Tools > Enhance Scans > Recognize Text
- Testing: Open PDF, press Ctrl+F (Cmd+F on Mac), try searching for a word. If no results, it's not searchable.
- Free options: Adobe Acrobat Reader DC has limited OCR; consider paid Acrobat or alternatives like ABBYY
🔖 Bookmark Requirements
CRC 2.256(b)(1) requires bookmarks in electronically filed documents:
- When required: Any document over 10 pages must have bookmarks
- What to bookmark: Each section heading, exhibit tab, declaration, and significant portion
- Naming: Bookmarks should have descriptive names (e.g., "Declaration of John Smith" not "Page 15")
- Hierarchy: Use nested bookmarks for complex documents (parent > child structure)
- Notice of Motion
- Memorandum of Points and Authorities
- I. Introduction
- II. Statement of Facts
- III. Legal Standard
- IV. Argument
- A. First Cause of Action
- B. Second Cause of Action
- V. Conclusion
- Declaration of Counsel
- Exhibit A - Contract
- Exhibit B - Correspondence
- Separate Statement
- Proposed Order
💾 File Size Limits
Courts impose file size limits to manage system resources:
| Court | Per-Document Limit | Per-Submission Limit | Notes |
|---|---|---|---|
| LA Superior Court | 35 MB | Varies | Split larger documents into parts |
| San Diego Superior Court | 25 MB | Check EFSP | Exhibits often need compression |
| Most CA Courts | 25-35 MB | Varies | Check specific court rules |
- Compress images: In Acrobat: File > Save As Other > Reduced Size PDF
- Optimize: In Acrobat: File > Save As Other > Optimized PDF (more control)
- Split documents: File large exhibit collections as separate documents
- Avoid scanning at high DPI: 300 DPI is usually sufficient; 600 DPI creates huge files
- Convert color to grayscale: Unless color is essential, grayscale reduces size significantly
📃 Additional Format Requirements
- No password protection: PDFs cannot be password-protected or have security restrictions
- No portfolio/embedded files: Don't submit PDF portfolios; each document must be a standalone PDF
- Page size: Standard letter (8.5 x 11) preferred; legal size accepted but may cause display issues
- Orientation: Portrait preferred; landscape acceptable for exhibits when necessary
- Page numbering: Consistent page numbers throughout the document
- Flattened forms: If using PDF forms, flatten them before filing
"Documents that are filed electronically must be in a format specified by the court unless the court has approved another format." Most courts specify PDF as the required format with specific technical requirements for searchability and bookmarking.
⚠ Common Rejection Reasons and How to Avoid Them
Rejected filings happen—plan for them. The most common reasons are wrong filing fee, incorrect document type, missing bookmarks, file size issues, and proof of service problems. Build a pre-filing checklist to catch these issues before submission, and always file early enough to correct rejections before your deadline.
❌ Top Rejection Reasons
| Rejection Reason | Frequency | How to Prevent |
|---|---|---|
| Incorrect filing fee | Very Common | Verify fee with court fee schedule; select correct document type |
| Wrong document type selected | Very Common | Match document type exactly to court's classification |
| Missing bookmarks | Common | Add bookmarks to all documents over 10 pages |
| PDF not text-searchable | Common | Apply OCR to scanned documents; test searchability |
| File size exceeded | Common | Compress PDFs; split large documents |
| Missing proof of service | Common | Include POS with every filing requiring service |
| Wrong case number | Moderate | Double-check case number format and digits |
| Document filed in wrong case | Moderate | Verify case caption matches before submitting |
| Missing required form | Moderate | Check local rules for required cover sheets/forms |
| Password-protected PDF | Less Common | Remove all security settings before filing |
🛠 Handling Rejected Filings
When you receive a rejection notice:
- Read the rejection reason carefully: The clerk's note usually explains exactly what's wrong
- Fix the identified issue: Don't just refile without correcting the problem
- Check for other issues: While you're fixing one thing, review everything else
- Refile promptly: Most courts give you a short window to correct and refile
- Document your timeline: Keep records showing original submission and rejection times
Under CRC 2.259(c), if a document is rejected, the clerk must notify the filer and the filer must correct and resubmit within the time specified by the court. If you miss your original deadline because of rejection, you may need to seek relief from the court. Always file at least 24 hours before a deadline to allow time for rejection and resubmission.
✅ Pre-Filing Quality Control Checklist
- Case number matches court records exactly
- Case caption correct on all documents
- PDFs are text-searchable (tested with Ctrl+F)
- Bookmarks present in all documents over 10 pages
- File sizes within court limits
- No password protection on PDFs
- Document type selection matches document content
- Filing fee amount verified against court fee schedule
- Proof of service included (if required)
- All required forms included (civil cover sheet, etc.)
- Signatures present where required
- Filing at least 24 hours before deadline
I treat every filing deadline as being 24-48 hours earlier than the actual deadline. This buffer accounts for potential rejections and gives time to fix issues without panic. For major filings (oppositions, trials), I aim for 48 hours early. The stress reduction alone is worth the earlier internal deadline.
🚨 Special E-Filing Situations
Not every filing fits the standard workflow. Emergency filings, after-hours situations, fee waiver applications, sealed documents, and system outages all require special procedures. Know these procedures before you need them—you won't have time to research during an emergency.
⏰ Emergency and After-Hours Filing
When you need to file outside regular court hours:
- E-filing availability: Most e-filing systems accept submissions 24/7
- Filing timestamp: Documents submitted before midnight are typically deemed filed that day
- Emergency orders: For TROs or emergency matters, contact the court clerk's office for emergency procedures
- Weekend/holiday filings: Will be processed the next business day; timestamp preserved
"A document that is received electronically by the court or a filing agent between 12:00 a.m. and 11:59:59 p.m. on a court day shall be deemed filed on that court day. A document that is received electronically on a noncourt day shall be deemed filed on the next court day."
💸 Fee Waiver Applications via E-Filing
If you or your client qualifies for a fee waiver:
- FW-001 form: File the fee waiver application electronically
- Select "Fee Waiver": Choose fee waiver as payment method in EFSP
- Pending status: Your filing may be held pending fee waiver determination
- Denial: If denied, you must pay fees or appeal within time limits
- Partial waiver: Some filers qualify for reduced fees; EFSP will calculate
- Complete FW-001 (Request to Waive Court Fees)
- Complete FW-001-INFO (if required by court)
- In EFSP, select fee waiver as payment method
- Upload FW-001 as a separate filing or with your main document
- Submit filing; it will be held pending fee waiver review
- Monitor status for fee waiver decision
- If denied, pay fees within deadline or file FW-006 (appeal)
🔒 Sealed and Confidential Documents
Documents requiring confidential treatment have special e-filing procedures:
- Lodging vs. filing: Documents to be sealed are typically "lodged" pending court order
- Confidential designation: Select "confidential" or "sealed" document type in EFSP
- Public redacted version: File redacted public version along with sealed version
- Motion to seal: Must be filed publicly; cannot itself be sealed
- Local rules: Check court-specific procedures for confidential filings
🚧 System Outages and Technical Failures
When the e-filing system is down:
- Court outage: If the court's system is down, courts typically extend deadlines
- EFSP outage: Contact your EFSP immediately; document the outage
- Your system failure: This is usually not grounds for relief; have backup plans
- Documentation: Screenshot error messages and note timestamps
- Alternative filing: Ask court if paper filing will be accepted due to outage
If you experience a system outage near a deadline, immediately document: (1) screenshots of error messages, (2) timestamps of attempted filings, (3) EFSP support ticket numbers, and (4) court clerk communications. You may need this to seek relief under CRC 2.259(e) or CCP 1010.6(d).
📧 Electronic Service via E-Filing
Many e-filing systems include electronic service capabilities:
- Consent required: Parties must consent to electronic service (CRC 2.251)
- Service list: Maintain accurate service list in EFSP
- Proof of service: EFSP generates proof of electronic service
- Extended time: Electronic service adds 2 court days to response time (CCP 1010.6(a)(4))
- Combined filing/service: File and serve through one submission
"A document may be served electronically under these rules if the person being served has agreed to accept electronic service or electronic service is otherwise provided for by law or court order."
- Emergency filings: E-filing works 24/7 but check court procedures for emergency orders
- Fee waivers: File FW-001 through EFSP; filings held pending determination
- Sealed documents: Lodge conditionally sealed; file public redacted version
- System outages: Document everything; may qualify for deadline relief
- E-service: Requires consent; adds 2 court days to response deadlines
CCP 415-417 requirements, proof of service forms, substitute service, and service by publication procedures.
Interrogatories, document requests, depositions, and discovery motion practice in California civil litigation.
FW-001 applications, income thresholds, public benefits qualification, and fee waiver denial appeals.
IDC requirements, meet and confer declarations, and avoiding discovery motion sanctions.
CMC statements, trial setting procedures, and case management order requirements.
I'm Sergei Tokmakov (CA Bar #279869), a California attorney who can help with e-filing issues, rejected filings, and California civil procedure questions. Whether you need assistance setting up your e-filing workflow or troubleshooting a specific rejection, I'm available for consultation.
E-Filing Support
- ✓ EFSP setup and configuration
- ✓ PDF formatting and optimization
- ✓ Rejection troubleshooting
- ✓ Fee waiver applications
- ✓ Emergency filing procedures
Civil Procedure Services
- ✓ Motion practice
- ✓ Discovery responses
- ✓ Service of process guidance
- ✓ Deadline calculations
- ✓ Local rule compliance