Set up CMS Portal enrolment

Download the Quick Reference Guide here - 

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What you need to do

1. Read the CMS Portal Terms of Use.

 

2. Download the CMS spreadsheet for enrolment and save it to your local drive. The file is provided in an xlsx format. Please download it to your local drive in a csv format. We recommend that the file name be saved as your organisation's name, for example: Bloggs Legal CMS Portal enrolment.csv. 

 

3. Follow the instructions below to complete the spreadsheet. It is important that you enter the data exactly as outlined, to ensure we can load it into our system.

 

4. Have a senior representative of the organisation endorse the content. Your organisation is accountable for ensuring that the details for individuals are true and accurate.

 

5. Email the completed spreadsheet to cms.support@courts.vic.gov.au, with the subject line - '[your organisation's name] - CMS Portal enrolment', for example: Bloggs Legal - CMS Portal enrolment.csv.

 

6. Ask your IT support person to add @courts.vic.gov.au to your organisation's safe list. This will ensure communications from CMS Portal will not be blocked or sent to junk mail. Instructions for how to do this yourself are below.

 

7. Have staff (users) activate their accounts when they receive the notification email. See Activate your CMS Portal Account for instructions.

 

How to complete the CMS spreadsheet for enrolment

It is essential that you follow the instructions below for what information is needed in each column. Those columns with mandatory fields are marked with an asterisk.

User a single sheet to enter staff information, starting at row 2. Please ensure you don't remove any columns or change any of the headings (row 1).

Column A - profile_firstName

Enter the user's first name, for example: Joe. If not required, leave it blank.

*Column B - profile_lastName

Enter the user's last name, for example: Bloggs. Where a person has a single name, record it as a last name.

*Column C - profile_barNumber

Each user will need to be given a Unique Identification Number, for example, JB5678. The number can be up to 9 characters if it's purely numeric, and up to 10 characters if alphanumeric. It cannot contain special characters.

All Unique IDs should follow the same format. This could be an employee number, a Practitioner ID or something you have created. Ideally this is an identifier that only the bona fide recipient would know.

*Column D - username

This must be a user's organisation email address (not a general email or a personal one), and the same email you enter in column R. For example, joebloggs@jblegal.com.au.

Column E - profile_employeeId

Someone at your organisation will need to decide whether they want to include employee IDs. If not required, leave it blank.

Column F - profile_mobile

Include a mobile number here if a user wants to receive SMS notifications, such as a submission approval. For example, 61(0)410333555. Leave blank if you choose not to provide a number.

Column G - profile_phone

A phone number can be provided for court staff to contact if they have any queries. For example, 61(0)94444444. Leave blank if you choose not to provide a number.

Column H - profile_fax

For example, 61(0)94333333. Leave blank if you choose not to provide a number.

Columns I - L

Please leave these columns blank - do not remove any of these columns.

Column M - profile_rejectionEmail

A user can choose to receive rejection notifications to a different email address. This can be a general email, for example: admin@bloggslegal.com.au. If not required, leave it blank.

Column N - profile_secondaryEmail

A user can choose to receive updates on a case to a different email address (except rejections). This can be another person or a general email, for example: info@bloggslegal.com.au. If not required, leave it blank.

Column O & P

Please leave these columns blank - do not remove any of these columns.

*Column Q - role

There are two types of users - user (LLFUser) and an organisation administration user (LLFAdmin).

User (LLFUser) - This will be assigned to most staff, and allow them to:

• Lodge a new filing
• Upload documents
• Lodge a payment (if required)
• Receive email notifications
• Print issued documents
• View/search own filings
• Download documents

Organisation administration user (LLFAdmin) - This role should be assigned to 1-2 staff (more in a bigger organization), delegated the authority to view and access sensitive/confidential information. These people have the same access as a user, and also be able to:

• Add and modify users
• Block/unblock user accounts
• Update user information
• Run organization filing report

*Column R - email

This must be a user's organisation email address and the same email you enter in column R. For example, joebloggs@jblegal.com.au.

*Column S - organizationName

This is your 'Trading as name', as provided to VLSBC. This needs to be the exact name of the organisation. For example, Joe Bloggs Legal.

Column T - Solicitor_Code

This is your firm's Victorian Legal Services Board CR number/solicitor code - a unique identifier assigned to you. This will need to be entered as CR, then six-digits (no space), for example, CR123456. If your code is less than six-digits, please use zeros to make up a six-digit number (for example, CR000001).

If you do not know this number, please contact the Victorian Legal Services Board on (03) 9679 8000.

Column U - Org_Email

This is an email address for your firm to receive eNotifications from the Magistrates Court of Victoria and/or the Children's Court of Victoria, such as hearing listings.

We recommend using a general email (for example: admin@jblegal.com.au) that is regularly monitored. If you have multiple branches and different emails for each, please specify using the CR number/solicitor code to articulate which email address goes with which branch.

If you do not include an email in this column, these notifications will be sent to you by post.

 

Errors to avoid when completing the spreadsheet

Please pay particular attention to commonly observed errors:

• Spaces before or after the text you enter
• "Username" and "email" email addresses not matching exactly
• Duplicate email addresses - more than one user with the same email in Columns D & R
• Incorrectly formatted phone numbers - for example, 0394444444
• Missing information from mandatory fields - for example, no unique identification number listed in Column C
• Column headings (row 1) changed or deleted
• The organisation name doesn't match the 'Trading as name' provided to VLSBC
• The Solicitor Code provided does not match the one provided by the VLSBC

 

How to update your organisation's email address

To ensure your organisation receives eNotifications from the Magistrates Court of Victoria and/or the Children's Court of Victoria, it is important that the email address for the organisation is kept up-to-date.

Where an email address is not nominated for an organisation, all notifications will continue to be sent via post.

To update your organisations email address, email the solicitor code (for example, CR987654) and email address (for example, jblegal@jblegal.com.au) to cms.support@courts.vic.gov.au, with the subject line of: Update to Organisation email.