Managing your Case Folders

Managing your Case Folders

When you log in to the E-Registration system you will see a list containing the case folders you have created.
Each case folder can be used to submit an application to the Land Registry.

The following information is shown for each case folder in the list:

  • User: The name of the user who created the case folder.
  • Case Folder Ref: The reference you allocate when you create the case folder.
  • Status:  Any case folder not yet submitted to the Land Registry will appear as ‘In Progress’.  After submission, the status will be updated by the Registry, through ‘Submitted’, ‘Case Accepted’, 'Case Completed', with the possibility of the folder appearing as ‘Rejected’ or 'Abandoned' by the Registry. Case Folders containing a Priority Search application may also appear as ‘Results Avail’, once Land Registry have made the results of the application available to review within the Case Folder.
  • Modified Date:  The last date the case folder was viewed/edited.

By default, your list of Case Folders will show only those you have created and those you submitted on behalf of another user, which you have accessed within the past year.  

Any Case Folders you have chosen to archive, or which you have not accessed within the past year, will not appear in the list.  However, you can find these at any time via the  'Search using Case Folder Reference' panel.

The list is ordered by Status/Type, followed by Case Folder Reference.  The Status/Type order is as follows:

  • Rejected:  Case folders rejected by the Registry after you have submitted the folder for processing (for reasons such as missing payment or missing documents). View guidance on dealing with Rejected/Abandoned Applications.
  • Abandoned:  Case folders abandoned by the Registry after you have submitted the folder for processing the Registry (if, for example, the documentation and payment were not submitted to the Registry within the permitted time period.) View guidance on dealing with Rejected/Abandoned Applications.  
  • Case Accepted/Results Avail:  Case folders containing a Priority Search application, the results of which have been made available by the Registry for you to inspect within your Case Folder.
  • Cases folders containing Registry correspondence which is available for you to view online.  Such Case folders will be highlighted for your attention for 30 days after the correspondence has been issued, until you view the details online.
  • In Progress:  Case folders on which you are still working, possibly containing complete/incomplete transactions, and not yet submitted to the Registry.
  • Submitted:  Case Folders submitted to the Registry and awaiting processing.
  • Case Accepted:  Non-Priority Search Case Folders currently being processed by the Registry.       
  • Case Complete: Case Folders on which Registry processing has completed.

Archiving E-Registration Case Folders
Your completed E-Registration case folders are shown in your list of Case Folders for up to 365 days after you last accessed the case folder.  When you have not accessed a completed case folder for 365 days or more, the case folder is automatically archived and no longer appears in your list.
You can also choose to archive your own case folders so that they no longer appear in your list.  On the Case Folder List screen, an ‘Archive’ button will appear alongside each case folder where the current status allows it to be archived.
Once a folder has been archived in this way, it will not appear in your list of case folders.  However, such folders will always appear when you search for the case reference directly, or if LPS have issued correspondence relating to the case within the last 30 days.

Searching for Case Folders

The 'Filter/Order List' panel allows you to restrict your list to folders with a certain status, to those created/submitted by another or all users within your practice, or those accessed within a certain date range.

The 'Search using Case Folder Reference' panel also allows you to search for all case folders that match your search criteria, regardless of how old they are, when you last accessed them or whether they have been archived.
Combining ‘%’ with your text returns folders where the reference partially matches your search criteria, eg:

  • 2007% would return all case folders with a reference beginning 2007
  • %2007 would return all case folders with a reference ending with 2007
  • %2007% would return all case folders containing the text 2007

Opening a case folder which has been archived (either through age or because you have chosen to archive it) will cause it to reappear in your list of case folders for the next 365 days.