Remote Proceeding FAQs

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Frequently Asked Questions

GENERAL INFORMATION

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

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

Check out our Remote Proceeding page for:

  • Video tutorials
  • Walkthroughs for each participant
  • Direct link to the ‘Help Library’
  • And more!

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.

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
Signing in is easy – just click the link sent to you by our scheduling team, as always! If Veritext Virtual 4.0 is enabled, it will be your default experience.
This feature is an enhancement to our current VV atmosphere – there is no additional cost!
We recommend using a laptop or PC for full functionality. Tablets and phones won’t have access to the exhibit pod.
When you log in, the videographer/reporter on the job will control the permissions. Just ask for access if needed.

During the proceeding, whichever party is presenting will be able to enter, share, mark, and clawback their exhibits.

The Partner (reporter, videographer, etc.) who is assigned to your proceeding is the designated host and holds the keys! As host, they can control the permissions, assist with marking or clawing back exhibits, and provide support/troubleshooting without having to stop the proceeding and call the support desk, ensuring a seamless, streamlined day.

They can be set as: Full, Read only, View/Download.

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.

Not to worry – the reporter/videographer can help you troubleshoot on the spot. If a technical issue persists, we have a full team of client support professionals on hand to assist!

Veritext Virtual and Exhibit Share are both tools used for the introduction of exhibits during a deposition/discovery. A key difference between the two is that the new VV allows the sharing of exhibits from the same window as Veritext Virtual 4.0. Exhibit Share on the other hand, is still a separate product, accessed through a separate window (outside of Zoom) and is better suited to complex and ongoing matters – to allow for the sharing of exhibits prior to the deposition/discovery, to retain a depository of your exhibits, and to access exhibits on an ongoing basis. Click HERE for feature comparisons!

Definitely! Just click the down arrow in the top corner to download all.

No problem! You can either download them all in one group at the end, by clicking the download all button, or you can reach out to a member of the Veritext team to assist you.

FOR TAKING ATTORNEYS

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.

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.

Easy! Click HERE for a walkthrough for the taking attorney.

Yes, however, we recommend using a laptop or PC for the full functionality. Mobile devices may have issues accessing and viewing the exhibit window to its full extent. Please note that to use a phone or tablet, 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.

No. Often remote workstations limit access to webcams which result in connection errors.

Most browsers are currently supported. (Chrome, Edge, Firefox, Etc.) If you are uncertain, please check with your Veritext team.

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.

Yes! If you are using Veritext Virtual with Exhibits, exhibit-sharing is built right in, if you do not have the enhanced version yet, you will not have access but can still use Exhibit Share. If you are confused about which version you have, please check with your Veritext scheduling team.

Yes, Exhibits will be included as part of your order! This is an enhancement to our virtual environment.
The Veritext videographer/reporter in the job control the permissions. Just ask for access if needed.

Absolutely – you can add, remove, and adjust permissions on-the-fly! Simply ask the reporter/videographer to manage a permission.

As default, everyone except the presenting attorney/lawyer and the vendor(s), have read- only access. The reporter on the job will have the ability to control access to the exhibits. They can set: Full, Read only, View/Download.

The videographer captures only the witness video. If an exhibit is displayed via screen share, then the witness is captured alongside the exhibit.

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.

That’s great – you’ll have an edge! Veritext Virtual integrates seamlessly with your Exhibit Share. You’ll be able to manage your exhibits before and after the proceeding and access the exhibits through your Exhibit Share portal.

You will access Exhibit Share through MyVeritext by clicking on the Exhibit Share button on the upper navigation bar.

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 access Exhibit Share.

As of December 2024: Please ensure they have MyVeritext credentials to do so. Once they have MyVeritext credentials, they can access Exhibit Share via this website: https://exhibitshare.veritext.com/login

Yes! As default, everyone except the presenting attorney/lawyer and the vendor(s), have read-only access. The reporter on the job will have the ability to control access to the exhibits. They can set: Full, Read only, View/Download.

Once introduced, you will have up to an hour to claw back an exhibit.

It will feel seamless. As the presenting attorney/lawyer on the proceeding, you take control. If you have access to Exhibit Share you could use Exhibit Share to organize and store your exhibits before and after! During the proceeding, opposing parties, witnesses, vendors will have read-only access by default and can be added on-the-fly at any point in the proceeding.

FOR PROCEEDING SCHEDULERS

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.

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.

  • 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

Yes.

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.

No. To have one account accessible by more than one member of your firm is against security and data protocols at Veritext.

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

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

By default this feature is not on – the reporter can enable it if all parties agree.

Please check your settings to ensure noise suppression is the default.

The videographer/reporter in the job control the permissions. Just ask for access if needed.

Try refreshing the Exhibits pane by using the icon in the upper right-hand side.
Pop out a window by clicking the icon in the top right corner of each pod. Drag, expand or minimize to suit your style.

Your browser should prompt you for permissions to use your microphone and camera the first time you attend a Veritext Virtual 4.0 proceeding. Please grant permission for the site to use your camera and microphone.

Click the box icon in the upper right-hand side to reset to the default layout.

FOR WITNESSES

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

For a short tutorial video on joining a Virtual proceeding for Reporters and Videographers please visit https://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.

For a short tutorial video about connecting to Exhibit Share for Reporters and Videographers, please visit https://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.

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.

You are! The Partner (reporter, videographer, etc.) who is assigned to the proceeding is the designated host and holds the keys. As host, you can control the permissions, assist with marking or clawing back exhibits, and provide basic support/troubleshooting without having to stop the proceeding and call the support desk, ensuring a seamless, streamlined day.

As the host, you do! Make anyone a co-host and they can as well. Pro-tip: Co-hosts can assist in giving permissions and troubleshooting when needed so you can focus on taking the record.

Easy! If a client asks to add people, simply open the permissions widget and click the box beside their name. Access options include: Full, Read only, or View/Download.

Yes, if the client has Veritext Virtual 4.0 enabled, then ‘Exhibits’ will automatically be included as part of their order! If the client is still in Veritext Virtual 3.0, then it will be the traditional platform.

Pro Tip: Update the view configuration and then lock it in! Like Zoom, you can move people around to suit your style. Then lock in the view you want and hide the non-video participants.

FOR ADDITIONAL QUESTIONS ABOUT REMOTE SESSIONS CONTACT: [email protected] OR 855.440.4861

View the Veritext Virtual Remote Proceeding Practice Guide View More Information About Remote Proceedings View More Information About Exhibit Share

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