Remote Proceeding FAQs
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Frequently Asked Questions
GENERAL INFORMATION
How can I conduct a deposition remotely?
The Veritext Virtual solution allows for multiple parties to participate in a remote proceeding using a web-based connection.
Find More Details About Attending A Veritext Virtual in Our Remote Proceeding Practice Guide
Is there a way I can access all of my remote proceedings in one location?
Yes. Within MyVeritext users can access the many portions of every case – all in one place. From taking and attending Remote Proceedings, to Exhibit Sharing, to Scheduling and Searching Transcripts and Exhibits, the tools and solutions you need are accessible in one centralized and secure location within a unique MyVeritext account.
Gain Access to MyVeritext
Where can I find basic information on taking a Remote Proceeding?
Check out our Remote Proceeding page for:
- Video Tutorials
- Getting Started Guides
- Security Measures
- Sample Remote Proceeding Notice Language
- Articles and More!
I have an upcoming Veritext Virtual, where can I find a comprehensive practice guide?
View our Remote Proceeding Practice Guide!
When can I expect to receive my session “Join Link”?
Links to connect to a remote session are distributed differently based upon your role.
Schedulers: Upon scheduling, the Noticing Party Scheduler is emailed a universal “Join Link” to the remote session with instructions to forward this link to all known participants.
Attorneys and Legal Teams: Any participant from a legal team, who has been listed by the scheduler as a participant, will receive an invitation with a link to connect to the session through MyVeritext. This link is sent both upon scheduling and 45 minutes prior to the session. As an additional convenience, participants from legal teams will also receive a universal “Join Link”.
Witnesses: Witnesses are emailed a “Join Link” the day before the session. In addition, they may receive a universal “Join Link” from the noticing party scheduler. Either link may be used.
What is the Active Apps Notifier?
As of Zoom version 5.7.3 (745) released on 07/19/21, a feature called the Active Apps Notifier is available, which displays applications that have access to the Zoom platform after clicking on an icon in the upper left corner of a Veritext Virtual meeting.
This feature will allow users of Veritext Virtual to see which applications Veritext uses that connect to the Veritext Virtual service.
Here’s what is important to know about the apps that Veritext utilizes in conjunction with the Zoom platform:
- These applications are used to provide technical management and support for our Veritext Virtual service on the Zoom platform
- They are only used to facilitate backend processes and do not affect active meetings
- Veritext Virtual is configured to protect the confidentiality and privacy of your legal proceeding
- Click here for more information about how information security is handled in Veritext Virtual
FOR TAKING ATTORNEYS
How do I access my Remote Proceeding?
There are three ways to access your remote proceeding:
1) MyVeritext Web Portal: Veritext provides access to Remote Proceedings and our Exhibit Sharing solution within the MyVeritext web portal. Accessing your session through the MyVeritext web portal is the securest option and reduces the need for continuously searching for multiple emails with various meeting links. Need to Gain Access to Your MyVeritext Account
2) Noticing Party “Join Link”: Access for each remote proceeding is also emailed to the scheduler of the noticing party. The scheduler receives the universal “Join Link” and instructions to distribute the link to all known participants. Please contact the notifying party scheduler if you have not yet received this link.
3) Call Us: If you have further access questions please do not hesitate to contact us at: [email protected] or 855.440.4861.
How do I send the link to my witness?
So long as the witness email address is provided to Veritext the witness will receive a “Join Link” the day before the proceeding.
Additionally, the witness may receive the universal “Join Link” from the notifying party scheduler. Both of these connection methods will provide access.
Can I access my session on my phone, tablet or other mobile device?
Yes. To use the above devices the mobile Zoom app must be downloaded prior to your session. If you are using a mobile device with Zoom and Exhibit Share, only one service may be viewable at a time. Zoom and Exhibit Share are not supported on a Chrome Book.
Can I connect through my remote workstation (e.g. Citrix)?
No. Often remote workstations limit access to webcams which result in connection errors.
What browsers work best for Veritext Remote Proceedings?
MyVeritext, Veritext Virtual and Exhibit Share work on the latest version of Chrome, Safari, and Firefox. They do not work with Internet Explorer.
How does Veritext know who to allow into the session?
Veritext relies on the office of the ordering attorney to provide participant information. The notifying party scheduler acts as the security gatekeeper when distributing the universal “Join Link” to participants.
If a participant calls and requests access (separate of information provided by the notifying scheduler) Veritext employs a validation process. This includes checking three data elements relative to the remote proceeding. Veritext reporters also validate and admit participants from established “waiting rooms” before the proceeding. Just as in an in-person proceeding, an attorney should alert the group if they notice someone who should be removed from the room or not admitted from a waiting room.
Why do you utilize waiting rooms?
Waiting rooms are enabled so that participants can be authenticated before receiving access to the session. Breakout rooms are also available and may be used to allow parties to engage in a private conversation if requested.
Why can’t I use the Veritext Virtual chat feature to send files/exhibits to other participants?
Veritext security protocols require that file transfer via the chat window is disabled. This transfer method risks potential transfer of corrupt or malicious files to your computer.
How does videography work during a remote session?
The videographer captures only the witness video. If an exhibit is displayed via screen share, then the witness is captured alongside the exhibit.
Why do I need a videographer? Why can’t I just use the record feature in Zoom?
The videographer ensures that only the actual record is captured and preserved. They perform the necessary Read On to indicate when the proceeding is on and off the record. They superimpose the date and time on the recording. They also produce the video in a format that is compatible with trial presentation tools and video synchronization.
How do I access Exhibit Share?
If you have ordered Exhibit Share, you will need to conduct a one-time synch within your MyVeritext account. You will receive an email with instructions on how to set up your Exhibit Share account and then synch it to your MyVeritext account. Once you’ve synched your account, you will go to MyVeritext to use the tool.
I am accessing my remote sessions through a MyVeritext account but would like access to Exhibit Share, what should I do?
You will receive an email from [email protected] to activate your account, follow the instructions and conduct a one-time synch by entering your new Exhibit Share credentials into the credential box within MyVeritext. Once synched you will have access to Exhibit Share for each proceeding thereafter within the MyVeritext interface.
I have a MyVeritext account and an Exhibit Share account, how do I synch them?
Excellent! Sign into MyVeritext, click the Exhibit Share button on the top navigation and enter your Exhibit Share credentials into the pop-up window. You’re all set!
Can another member of my firm handle the Exhibit Share tools at the deposition?
Yes. You can assign whoever you desire to control the Exhibit Share tool as you examine the witness; however, you will need to submit this person as a participant to the proceeding at least 48-hours in advance of the proceeding so that they may initialize and activate the Exhibit Share tool for their MyVeritext account.
Can I use Exhibit Share for an in-person proceeding?
You will access Exhibit Share through MyVeritext by clicking on the Exhibit Share button on the upper navigation bar.
FOR PROCEEDING SCHEDULERS
Can you just send me a “Join Link” to the Veritext Virtual remote proceeding?*
Yes. Upon scheduling you will be sent a notification that includes a universal “Join Link”. Please forward this link to any known participants.
In addition, participants that are provided to Veritext will receive a direct “Join Link” to the proceeding. Participants in your proceeding can also access the Veritext Virtual remote proceeding and the Exhibit Share solution within their MyVeritext account. MyVeritext is an enhanced layer of security by conveniently providing access to every remote proceeding without the need to search for join links.
*If your firm has requested High Security Client status, then access to remote proceedings through MyVeritext will be mandatory for all participants except the witness. Access through MyVeritext provides a deeper layer of password protected security.
How can I get the link for the deposition notice?
Please review our Sample Deposition Notice Language for Remote Proceedings. If you must use a link, please use www.myveritext.com as all remote proceedings can be accessed through this site.
*Please note we do not provide legal advice.
What can I expect when I schedule a Veritext Virtual?
- After scheduling, you will receive a notification that includes the universal “Join link” for all parties that will participate in the session.
- If you have provided a list of participants to the Veritext scheduling team, participants will also receive a direct invitation to the session with the “Join Link”.
- If the proceeding requires Exhibit Share, a separate email will be sent with instructions to setup an account and conduct a one-time synch of the Exhibit Share account within MyVeritext.
- Our team will be available to troubleshoot and answer any questions before and during the proceeding. They will also monitor the connection and assist in restoring it if needed. We also have Concierge Tech Support available that is highly recommended for first-time users and complex cases.
- For questions contact: [email protected] | 855.440.4861
- Helpful Resources:
Remote Proceeding Practice Guide
veritext.com/remote (Includes Video Tutorials and Sample Notice Language)
Remote Proceeding Guides
Will the “Join Link” still work if I place it in a calendar appointment?
Yes.
Will I be able to view the Veritext Virtual "Join" button within my own MyVeritext account?
If you have provided your name, email, phone number, firm name and firm address as a participant to the Veritext scheduling team, you will receive access to the remote proceeding within your MyVeritext account on the Live Sessions page.
Am I able to have one MyVeritext account that everyone in my firm accesses?
No. To have one account accessible by more than one member of your firm is against security and data protocols at Veritext.
If I move the date/time of the proceeding, can I still use the same universal "Join Link"?
Yes. A permanent direct access link will be provided upon scheduling. This link remains the same even if a date and time of a proceeding has changed. The session can also be accessed by signing on through MyVeritext. If you cancel a job however, a new link will be issued when the job is booked anew.
FOR VIEWING PARTICIPANTS
If I am simply participating do I need to sign up for a MyVeritext account?
No. Participants can use the “Join Link” provided to them by the Noticing Party Scheduler or the link within remote proceeding email invitation provided by Veritext. Please contact the Noticing Party Scheduler for the “Join Link” if you have not received it.
Access to your session is also available via MyVeritext. MyVeritext provides an additional layer of security and the following complimentary benefits:
- Ability to Join Every Veritext Virtual Proceeding from One Place
- Connection to the Exhibit Share Solution
- Access to Search, View and Download Transcripts and Exhibits
FOR WITNESSES
How do I access a Veritext Virtual proceeding?
If your contact information has been provided to Veritext, you will receive a meeting “Join Link” at that time and a reminder email the day before the proceeding. If you have not received a link to the proceeding please contact your attorney or reach out to your local Veritext office.
FOR REPORTERS & VIDEOGRAPHERS
How do I access a Veritext Virtual proceeding?
For a short tutorial video on joining a Virtual proceeding for Reporters and Videographers please visit http://vhelp.wpengine.com/veritext-virtual/. We also encourage you to download the Veritext Virtual 3.0 Getting Started Guide. Access to your Veritext Virtual session will be provided through the Partner Portal.
How do I connect to Exhibit Share?
For a short tutorial video about connecting to Exhibit Share for Reporters and Videographers, please visit http://vhelp.wpengine.com/accessing-exhibit-share/ . We also encourage you to download the Exhibit Share Getting Started Guide. Access to Exhibit Share will be provided through the Partner Portal.
What if live technical support is requested?
If the client is desiring private breakout rooms or a dedicated live technician assigned to your proceeding, then we offer an upgraded service: Concierge Technical Support. The concierge service must be scheduled in advance. If they are insisting the job that is currently happening needs breakout rooms, please call your local office for assistance.
The Veritext concierge service is required for managing the breakout room process because there is a lot of coordination that requires a dedication technician, whereas the reporter should be focused on accurately capturing testimony.
