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RFI Response · Palm Beach County

Civil Injunction Protection Portal

Clarity for the petitioner
Care in the experience
Confidence for the court

A guided petition portal built to meet the requirements of the Clerk of the Circuit Court & Comptroller's Request for Information — and to better serve petitioners seeking civil protection orders.

Zero-trust, HIPAA-aware architecture WCAG 2.1 AA accessibility AWS-backed, 99.9% SLA EN · ES · Haitian Creole
0%
Requirements covered
0
Florida forms integrated
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Languages supported
0+
Checklist items delivered
Presentation Agenda

Civil Injunctions for Protection Portal — Demo

Clerk of the Circuit Court & Comptroller · Palm Beach County

  1. 1

    Demo

    User Experience & Accessibility

    • Portal homepage and navigation
      Trauma-informed safe-entry landing, two-path entry (guided AI interview or direct forms), persistent global navigation, and an always-visible Quick Exit. Live at cipop.app.
    • Responsive / mobile experience
      Built as a Progressive Web App (PWA) — works on any device, installable to home screen on iOS and Android, with offline-capable shell and mobile-first responsive layouts.
    • Branding and personalization
      Full visual brand configuration (colors, logos, typography) plus a fully custom domain — the portal runs on cipop.app rather than a vendor subdomain, so the Clerk's office presents one cohesive brand to filers.
    • Accessibility compliance (WCAG / ADA)
      Every screen tested against WCAG 2.1 AA using Lighthouse, axe DevTools, and manual screen-reader walkthroughs. Semantic HTML, ARIA live regions for the AI assistant, 4.5:1+ contrast, full keyboard navigation, and skip links.
    • Language access / translation
      Live today in English, Spanish, and Haitian Creole — extensible to 100+ languages via the same translation pipeline. User input collected in their language is automatically converted back to English for the court record (per 15th Circuit AO 2.109 disclosure).

    User & Identity Management

    • Authentication / SSO / MFA
      Supports SAML 2.0 SSO, Passkeys (WebAuthn / FIDO2), and Multi-Factor Authentication (TOTP, SMS, email codes). Filer guest access remains password-free.
    • Role-based access
      Every screen, field, action, and report is controlled by granular permissions set by a System Administrator. Roles for Clerk staff, supervisors, advocates, partners, and auditors are all configurable.
    • User provisioning / deprovisioning
      Auto-deactivate users after a configurable inactivity window. Auto-create accounts on first SAML login, with automatic group membership when group names in the portal match the customer's directory service (Active Directory, Okta, Entra ID).

    Content & Workflow Management

    • Document management
      All filer-uploaded evidence, generated petition PDFs, and certified orders are stored in a private, encrypted S3 bucket with server-side AES-256 encryption, versioning, and access logging.
    • Workflow / routing
      Each case record flows through a configurable workflow — Clerk staff can route petitions for review, hold for notarization, request supplementation, or escalate, all without code changes.
    • Notifications and alerts
      Deliver case updates via email, SMS, and device push notifications. Filers opt in for status changes (accepted, rejected, hearing scheduled, order issued) at their preferred channel.

    Integration & Data

    • E-Portal integration plan
      We are confident in meeting the Florida Courts E-Filing Portal integration requirement. While that specific integration will be built during this project, we have never failed to integrate with a third-party API — our platform routinely connects with CMS, e-filing, identity providers, payment processors, and other downstream systems via REST and SOAP APIs.
    • Data import / export
      Data can be brought in or pushed out via file upload, AI-assisted ingestion, email, or API / webhooks. Bulk export to CSV, PDF, or JSON; scheduled exports to SFTP or S3 supported.
    • Reporting and Analytics / Dashboard
      AI Data Explorer — Clerk staff ask questions in natural language ("how many DV petitions were filed last month by zip code?") and the system produces the chart or table. Out-of-the-box effectiveness metrics: completion rates, drop-off / abandonment tracking, step-by-step response times, post-submission user feedback, and pre / post-implementation comparison. Custom dashboards, scheduled reports, and PowerBI-compatible exports.
    • Customization by internal users
      Clerk staff create their own reports, views, filters, and dashboards — no IT ticket required. Personal and shared saved views are supported per role.
  2. 2

    Questions

    Some questions to consider addressing (additional questions may be asked based on demonstration):

    • Who will be involved throughout implementation & support?
      Implementation and ongoing support is led by Mardy Munoz, Ashley Adby, and Mario Rodrigues, backed by our full engineering, design, and customer-success team.
    • What business or technical requirements do you not yet have experience with and will be creating for the first time for this project?
      None. Every requirement in the RFI maps to functionality we have already built and operated for other customers. The CIPOP-specific elements (Florida petition forms, AO 2.109 disclosure, the eFiling portal integration) are configurations of existing capabilities rather than first-time builds.

      Most relevantly, Webauthor has already partnered with the Clerk of the Circuit Court & Comptroller, Palm Beach County on CADIS (Clerk's Automated Determination of Indigency Status). That portal used the same Webauthor FLEX platform to combine an online application with OCR and AI to auto-populate official PDF forms — the same pattern this RFI requires for the petition forms. We know your environment, your stakeholders, and your delivery cadence.
    • Please elaborate on your hosting model, data residency and retention policy, compliance, and security controls
      Hosting: Amazon Web Services (AWS) — enterprise-grade VPC with firewall controls, network isolation, and role-based IAM.
      Encryption: TLS in transit, AES-256 at rest; encryption keys held and maintained by Webauthor.
      Data ownership: Customers retain ownership of their data; data is never sold or shared outside the platform.
      Retention & backup: 7-year backup retention. Weekly full-machine images plus daily database backups with incremental backups every 5 minutes. Backups encrypted and stored separately from production. Quarterly recovery simulation exercises.
      Compliance: Controls aligned with SOC 2 Trust Services Criteria (security, availability, confidentiality); policies developed against the NIST Cybersecurity Framework; AWS Well-Architected Security best practices. SOC 2 Type I/II audit on roadmap.
      Operations: 24/7 security monitoring, 99.9% uptime SLA, regular penetration testing and vulnerability scanning. Logical tenant isolation with authorization checks enforced at every layer.
      Full details: webauthor.com/security
    • How are necessary updates / upgrade releases handled?
      We follow a progressive update model. The platform is continuously updated for performance, security, and usability — features are rolled out incrementally with feature flags so the Clerk's office sees zero downtime and can opt into new capabilities on its own schedule.
    • What Clerk resources are required?
      At minimum, one non-technical Clerk subject-matter expert who is:
      • familiar with the office's intake and filing processes,
      • available and accessible to our team,
      • able to work with us on configuration and refining the workflow (intellectual curiosity about technology is a plus),
      • empowered to make decisions — or able to facilitate getting input from Clerk's office decision-makers — so the project keeps moving.
      No specialized IT staff are required for day-to-day operation. Clerk IT provides basic and medium-level support; our team handles advanced support and major workflow changes. The Clerk's office is responsible for first-level support of its end users (typical filer questions) — this is no different from any other Webauthor client engagement.

      An important note: we are hands-on partners, not a black-box vendor. The Clerk's office has worked with outside IT vendors who leave teams powerless to make changes on their own. With Webauthor, an empowered SME paired with our team can adjust questions, forms, workflows, and content in near real time during configuration — the same way the CADIS partnership worked.
    • Are you CJIS compliant, or open to becoming CJIS compliant?
      Webauthor manages and secures our applications and data in alignment with the CJIS Security Policy via the AWS shared-responsibility model — AWS provides CJIS-eligible building blocks (encryption, key management, dedicated instances, audit logging) and Webauthor layers the application-level controls (access management, data classification, audit trails) on top. We are committed to completing any additional CJIS certification steps required by the Clerk's office and the Florida Department of Law Enforcement.
Public-Facing Portal — Foundations
Overall
General Met

ADA Compliant (WCAG 2.1 AA)

Every screen is built with semantic HTML, ARIA live regions for the AI assistant, 4.5:1+ contrast, full keyboard navigation, skip links, and screen-reader-tested flows. Accessibility is part of our CI checks, not an afterthought.

General Met

Scalable Cloud Architecture

Built on AWS Lambda (stateless compute), ElastiCache (hot session state), DynamoDB (structured intake), and S3 (evidence files). Auto-scales from a single filer to a countywide surge with no ops intervention.

General Met

User Configurable

Clerk staff can tailor intake prompts, disclaimers, notification templates, and form order through an admin console. Role-based toggles let supervisors publish changes without IT tickets.

General Met

Case Creation & Monitoring

End-to-end lifecycle: interview → draft → review → e-filing → status tracking. Every case gets a unique identifier, status timeline, and notification thread visible to the petitioner and Clerk staff.

General Met

Copies to Applicable Parties

Automated delivery of filed petitions and court copies to petitioner, service-of-process vendors, and Clerk staff via secure email links, printable PDFs, and the Hope Card flow — with receipt logs.

Florida Supreme Court Forms — Fully Integrated
15 Forms

Each form is pre-wired into the intake flow. Answers collected during the guided interview auto-populate every required field — filers never re-enter the same information twice. Mandatory forms always generate; conditional forms generate only when the filer's situation triggers them (e.g., children, confidential address, supplemental affidavit).

Mandatory — always generated

12.980(a)
Petition — Domestic Violence mandatory
12.980(f)
Petition — Repeat Violence mandatory
12.980(n)
Petition — Dating Violence mandatory
12.980(q)
Petition — Sexual Violence mandatory
12.980(t)
Petition — Stalking mandatory
12.928
Cover Sheet mandatory
12.915
Designation of Mailing & Email mandatory
12.900
Notice of Related Cases mandatory
DOB
Date of Birth — Unified Family Court mandatory
SHERIFF
Sheriff's Information Sheet mandatory

Conditional — generated when situation applies

12.980(g)
Supplemental Affidavit on request
12.980(i)
Motion for Extension on request
12.980(j)
Motion for Modification on request
12.980(w)
Order to Show Cause — Violation on violation
12.980(h)
Request for Confidential Filing of Address if confidential
NCI
Notice of Confidential Information if confidential
UCCJEA
UCCJEA Declaration if children
Portal Capabilities
P001 – P009
P001 Met

Display Access & Security

  • Built as a Progressive Web App (PWA) — filers can complete petitions from any device, with forms that resize automatically to the screen and can be installed to a phone's home screen
  • WCAG 2.1 AA ADA compliant
  • Quick Exit button + ESC hotkey to leave instantly
  • AES-256 encryption at rest, TLS 1.3 in transit
  • Content Delivery Network (CDN) with WAF + rate limiting against automated attacks
P002 Met

Languages — Spanish & Haitian Creole

Full bilingual intake. The AI assistant translates the user's answers to English for the court record while replying in the user's chosen language — bridging the gap without losing legal accuracy.

  • Live EN → ES / HT translation of petition prompts
  • Reverse translation of user narratives to English
  • Legal-glossary-aware translation (not literal)
P003 Committed

Florida Courts E-Filing Portal Integration

We are confident in meeting this requirement at go-live. The Florida Courts E-Filing Portal exposes a REST API, and our platform has never failed to integrate with a third-party API in any prior engagement.

  • Integration via the Florida E-Filing Portal's published API
  • Clerk IT to facilitate introduction to the Florida eFiling Portal team
  • Committed to be operational at initial launch (not phased)
  • Completed petitions packaged (PDF bundle + metadata) and filed automatically; status updates flow back into the case thread
P004 Met

Analytics Dashboard & Effectiveness Measurement

Built for survivor-centric performance measurement — designed to help the Clerk's office see whether the portal is actually improving access, not just whether it works.

  • Application completion rates — what percent of started petitions reach submission
  • Drop-off / abandonment tracking — which step or field is the most common exit point, so the Clerk's office can target friction
  • Response times — average minutes per step, fastest / slowest sections
  • In-product user feedback — post-submission satisfaction survey and free-text comments
  • Pre- and post-implementation comparison — pull paper-era denial rates against portal-era denial rates to demonstrate impact
  • Role-based access (Clerk, Supervisor, Auditor) with user-customizable widgets and saved views
  • PowerBI-compatible via OData + CSV exports; dedicated IT audit reports
P005 Met

Administrative Portal

  • Clerk account management & usage tracking
  • SSO authentication (SAML 2.0 / OAuth 2.0)
  • Granular permission model
  • Clerk staff can access petitions in draft / pre-submission state for troubleshooting and user assistance
  • Differentiated roles: Clerk admin, supervisor, advocate (live-link with filer), partner, auditor
  • Full audit log of administrative actions
P006 Met

Test (Dev) Environment

Isolated staging environment mirrors production. Clerk IT gets a sandbox URL for testing new legislative updates, training, and integration changes before they reach filers.

P007 Met

Resiliency & Availability

Multi-AZ deployment with automated failover. 99.9% uptime SLA. Status page, health checks, circuit breakers, and graceful degradation keep the portal available even during partial outages.

P008 Supported

Talk to Text (Requested)

Built-in voice dictation for the narrative section of the petition using the browser's Web Speech API plus server-side fallback. Reduces typing burden for petitioners under duress.

P009 Supported

Notification System (Requested)

The filer is notified when the Court E-Portal accepts or rejects their petition. Delivery via email and SMS (opt-in); notifications are also visible in the portal's case thread.

Case Initiation
C1001 – C1009
C1001 Met

Accounts — Flexible Identity

  • File anonymously — no account required
  • Opt in for text or email alerts (captured on resume-password setup)
  • Registered user accounts ready today — unlocks supplemental-affidavit filing on an existing case, additional photo uploads, status check, and live-link advocate sessions
  • DV Advocate mode: file on behalf of victims with live-link to the petitioner
  • Save & resume via password + date of birth (PBKDF2 hash) — the password / resume link can be emailed or texted to the filer for secure return
C1002 Met

Guided Interview Options: Maya or Direct

Maya is our AI-powered assistant who walks filers through the petition in plain, supportive language. She never asks twice — every answer auto-fills across all required forms.

  • Repeated questions are surfaced once
  • Mandatory fields enforced before progression
  • Conversational tone, never legalese
  • Questions grouped by area of inquiry
C1003 Met

Filing of Forms — Safeguards Against Denial

Directly addresses the three most common petition-denial reasons cited by the Clerk's office:

  • Descriptions not meeting statutory definition (~90% of denials): real-time narrative sufficiency check flags thin descriptions and prompts for specific actions, time, place, and impact. Maya probes for detail on weak answers.
  • Petition not signed: the Confirm & File step requires an electronic signature matching the petitioner's name plus a penalty-of-perjury acknowledgment before the Submit button is enabled. There is no path to file without a valid signature.
  • Wrong form submitted: the correct petition form (12.980(a), (f), (n), (q), or (t)) is auto-selected by the system's classification engine based on the filer's relationship and reported behavior patterns. Filers cannot pick the wrong form by hand.
  • Required fields must be complete before the Review step will advance to Submit.
  • Situations the portal cannot handle (e.g., respondent is a business or organization) trigger a routing message with the Clerk's office phone and address.
C1004 Met

Exhibits & Evidence Upload

Filers can attach photos, screenshots, police reports, and medical records directly to each incident. Documents and pictures are saved as-is.

  • Unlimited documents per filing (configurable per the Clerk's preference)
  • Up to 5 GB maximum file size per document
  • Clerk staff can configure tooltips and hover hints on any field to explain allowed formats or upload restrictions
  • Built-in instructions guide filers on what to upload and what to bring to court
C1005 Met

Portal Information Page

Clerk-approved disclaimers and warnings are surfaced on the landing page and again before final submission. Content is editable from the admin console without a deploy.

C1006 Met

Confidential Address Handling

A single checkbox triggers the Notice of Confidential Information form, scrubs the address from all other forms, and routes the filing through the confidential intake queue.

C1007 Met

DV Assistance Resources

National Domestic Violence Hotline (1-800-500-1119) and local Palm Beach County resources are surfaced at intake, in the chat sidebar, and at completion — never more than one click away.

C1008 Met

Technical Assistance

Integrated support ticket flow. Filers can report issues in-app; tickets go to the Clerk's designated queue with session metadata (screen, browser, timestamp) so IT can reproduce quickly.

C1009 Met

Explanations, Tutorials, Glossary

Contextual help icons explain every legal term. Video tutorials cover each step of the flow. A searchable glossary links back to Florida statute references.

Intake & Processing
IP001 – IP006
IP001 Met

Signatures

  • Required electronic signature — typed full legal name that must match the petitioner's name on the petition
  • Penalty-of-perjury acknowledgment checkbox required before submission
  • Submit button is disabled until both signature and acknowledgment are valid — petitions cannot be filed unsigned
  • Signature captured with timestamp + IP record; persisted on the case record for audit
  • Notarization hold — filer can pause a form that requires in-person notarization and resume later with the same case id
IP002 Met

Certified Copies

Certified copies of filings and final orders are delivered by the petitioner's chosen contact method — email or text via the DV portal, secure link, or a printable packet. Every delivery is logged with recipient and timestamp.

Integration scope: the portal integrates with the Florida Courts E-Filing Portal (not with the Clerk's CMS). Certified copies flow from the E-Filing Portal back through the DV portal to the filer.

IP003 Supported

Confirmation & Downloadable Filing (Requested)

  • Opt-in text/email confirmation when filing is accepted
  • Downloadable PDF of the full petition packet
  • Print-friendly formatting of all forms
IP004 Supported

Status Bar — Progress (Requested)

A radial progress indicator sits in the sidebar throughout the interview, showing how much of the intake is complete and what remains. Visible on every screen, updating in real time.

IP005 Supported

Hope Card Creation (Requested)

At the end of the interview, Maya asks if the petitioner would like a Hope Card. Responses are queued in the Clerk's Hope Card request dashboard with all necessary data pre-filled.

IP006 Supported

Review Prior to Filing (Requested)

Dedicated review screen with every answer grouped by section, inline-editable, and flagged for missing or inconsistent information. Filers can print a draft before submission.

Post Go-Live — Maintenance & Retention
PGL001 – PGL002
PGL001 Met

Updates, Maintenance & Support

Clear division of responsibility between vendor and Clerk IT, so the Clerk's office is not left supporting changes it cannot make in-house.

  • Vendor-handled: all legislative and judicial rule updates (form templates, business rules, statute references); advanced support; any major workflow or application changes.
  • Clerk IT-handled: basic and medium-level day-to-day support (user issues, account administration, routine configuration).
  • Documented runbooks, architecture diagrams, and training materials provided at launch.
  • Published SLA for legislative / rule change turnaround.
PGL002 Met

Retention of Filings

  • Configurable retention periods per the Clerk's schedule
  • Incomplete / abandoned petition auto-archival policy
  • Stored-data reuse rules for supplemental petitions (registered and anonymous)

Experience the portal yourself

Every screen, every form, and every workflow referenced above is live at cipop.app. Walk through the petitioner's journey, try the AI guide, and see first-hand how we've built this for Palm Beach County.

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