Schedule a Training

Create New Case

Create New Case

The Create New feature allows users to create a new case by first entering the client and case details, then uploading a retainer agreement and generating invoices, managing case-related contacts, scheduling events, creating tasks, and housing many legal document templates.

In the left navigation panel, under the My Dashboard section, the Create New feature is available.

This feature has multiple sections for storing essential information from the client and creating a
new case depending on the information obtained. The sections involved in forming a new case
are given below, and they include:

  • Case Details
  • Retainer/invoice
  • Contacts/Forms
  • Events/Tasks
  • Templates/Documents

While Case Details is the gateway to the client’s case details entry, the remaining sections can
be entered only and be finalized in sequence as long as the fields in the preceding sections are
completed correctly and properly.
The Case Details tab acts as the foundation of setting up a new case with all the details.

Case Details

The Case Details interface is intended to add a new case by allowing users to enter client information, case strategy, case summary, client address details, case assignment, schedule a client meeting to discuss the case, and checkboxes to indicate whether the meeting or case has a deadline or if the client is eligible for an Employment Authorization Document.

Client Details

The client details section allows users to capture essential details about the client, such as:
• First Name (Required): The client’s first name.
• Middle Name (Optional): A text field for the client’s middle name.
• Last Name (Required): A text field for the client’s last name.
• Date of Birth (Optional): A date field in DD/MM/YYYY format.
• Mobile number (Required): A phone number with a country code selector.
• Email (Required)
• Gender
• Nationality: A drop-down for selecting the client’s nationality.
• Alien Registration Number (sometimes used in immigration cases)
• Send intake form to client: A checkbox to indicate whether to deliver an intake form to
the client by email or another mode of communication.
• Send Client Portal Access: A checkbox for granting the client portal access to view case
details.
• Conflict Check Completed: To determine whether there is a conflict of interest within the
case.

Case Information

This section primarily deals with case details apart from the client’s personal information, enabling users to manage and track the cases. It consists of case types to categorize and organize cases when selected, a specific branch managing the case, determining the severity level of the case in order to prioritize and handle deadlines, giving a brief description or summary regarding the case, and supporting a varying strategy or approach to be implemented depending on the case type, priority, and stage.

The Case Information section includes:

  • Case Type
  • Branch
  • Case Priority
  • Case Stage
  • Case Summary
  • Case Strategy

Case Assignments

This section describes the roles and responsibilities to be assigned in each case type so that
cases are managed efficiently and seamlessly, such as:

  • Lead attorney (required): point of contact who will manage the case
  • Lead paralegal (required): who will assist the lead attorney in handling the case
  • Case Started by (required): defining who initiated the case
  • Other Caseworkers: Team members who are all involved in the case (such as legal assistants, investigators, etc.) to collaborate and assign tasks
  • Relationship manager: Act as a bridge between client and firm to maintain client communication and a positive experience

Introductory Meeting with the Client

This feature enables users (from a firm) to conduct the first meeting with the customer in order to capture and organize case details. By selecting the Notify Client checkbox, it manages communication by informing the client of the scheduled meeting.

The “Introductory Meeting with Client” section is an important section that allows scheduling and handling of the first meeting with a new client, discussing and recording the case details, and building a good experience with the client.

Deadlines/Events

The Deadlines and Events section is critical for meeting deadlines while retaining accountability. Along with managing deadlines, it also provides explanations in cases where no deadline has been given or indicated and ensures thoroughness and proactive management while handling the case.

Adding a Deadline

Under the Deadlines/Events section, the Deadline? checkbox is located. When the checkbox is marked, it indicates that the case has at least one deadline that should be monitored.

To enter the deadline, follow the steps below:

  1. Select the event type (e.g., Court Hearing, Filing Deadline, Introductory Meeting, etc.) from the drop-down.
  2. Enter the event title or description.
  3. Specify the deadline.
  4. Select a video conferencing option from the drop-down menu.
    1. Zoom Meeting
    2. Google Meet
  5. Add a reminder for the event from the dropdown.

By clicking the Add button, users can enter multiple deadlines for the case in situations where the case is extended, like changes in legal strategy or court adjournments.

EAD Eligibility

The EAD Eligibility field is designed to capture whether the client is eligible for an Employment Authorization Document (EAD). It is an important aspect of many immigration cases, as it permits people to work legally during the time when their case is pending.

Note: If the EAD box remains unchecked, it indicates that the client is not eligible for the EAD.

When a user clicks the checkbox, the page gets extended with two options:

  • Eligibility Date: Specify the date the client becomes eligible for an EAD
  • EAD Comment: Add a comment associated with the eligibility determination, the specific circumstances, or any other information EAD.

Additional Details

Under the Additional Details section, several parameters are available that might be
relevant to a case.

• Memo: Memo or internal note required for the case.
• Translation: Specifies the language preference to be imposed in the case.
• FOIA (Freedom of Information Act): Specifies that a FOIA request has been made or is
pertinent to the case.
• Attorney Representation: Specifies that attorney representation is involved in the case.
• In Removal Proceedings: Specifies that the client is in removal or deportation
proceedings.
• NVC Case (National Visa Center): Shows that the case is processing through the
National Visa Center.
• Client Deported: Shows that the client is deported.
• Previous Attorney File Request: A request filed by an attorney previously.
By checking these parameters, users may easily classify and categorize cases based on these
specific attributes/elements/parameters, making filtering, searching, and managing cases more
convenient.
After filling in all the required fields and sections, click to save the changes.
After saving the changes, a modal window with a specific case number with five options will
appear.
• Skip to case overview
• Proceed to retainer/invoice
• Proceed to parties/forms
• Proceed to events/tasks
• Proceed to templates/documents
The user can choose how to proceed to add the remaining sections related to the case. The
user has the option to either review their newly created case or proceed with adding additional
sections.

Retainer/Invoice

The Retainer/Invoice section permits users to organize the billing information of a case, with a
main focus on retainer agreements and invoices.

This page is used to manage the financial components of a case, such as retainers (upfront
fees) and costs for services provided. This page will also display the current outstanding
balance.
The Retainer/Invoice page has been divided into two sections:
• Retainer
• Invoice

Retainer

This section will allow users to manage documents related to the retainer agreement.

The Upload the Retainer option allows the user to upload a document relating to the retainer
agreement.
Before uploading the retainer document, ensure that the client has signed the retainer
agreement, as the user will be required to click the checkbox for acceptance.
In the Retainer section, follow the steps provided to upload a retainer document.
1. Click the Upload button to upload the retainer.
2. When uploading your retainer agreement, make sure to use the following file format:
a. Docs
b. Docx
c. PDF
d. PNG
e. JPG
3. Choose a billing mechanism (e.g., hourly, flat rate, contingency) from the dropdown.
4. Enter the date when the retainer was formed.
5. Describe the scope of the retainer and any relevant remarks in the field provided.

Invoice

In this section, the invoice details can be created, tracked, and managed efficiently.

To enter the invoice details, follow these steps:
1. Enter the date the invoice was generated.
2. Specify the payment due date.
3. Enter the total amount of legal fees charged.
4. Enter the deposit amount applied to the invoice and agreed upon.
5. After entering the deposit amount, other options such as Deposit Date, Payment
Reference Number, Payment Mode, and Accepted by will appear.

6. Enter the deposit date when the amount was deposited.
7. After depositing the amount, enter the payment reference number that was provided for
future transactions.
8. Enter the payment method from the drop-down menu.
9. Please enter the name of the person who accepted the payment.

Payment Plan

Users can create a payment plan over time based on the client’s preference if the total amount
remains unpaid. Users can create a payment reminder by sending automatic reminders to the
client based on a chosen payment frequency. If the client does not agree to payment reminders,
then users can choose the Don’t remind me option from the drop-down.

After the payment reminder feature is selected, enter the payment frequency amount.
Payment Frequency Amount is the payment due at each periodic payment interval within a
payment plan.

Filling Fee Details

In this section, users can learn about the filing fee and whether it is included in the total cost. If
the user clicks the checkbox, it indicates that the filing fee is included. In that scenario, users
should enter the filing fee details.

1. When the checkbox is selected, the Filing Fee Amount and Filing Fee Payment Date
will appear.
2. Enter the filing fee that is paid.
3. Enter the date when the filing fee was paid or will be paid.
4. Click the Save button to save the changes.

Contacts/Forms

Contacts/Forms enable users to populate their contacts by clicking the “Add Contact” button.
Users can assign roles to each contact by providing their basic information. Additionally, users
can manage case-specific custom forms.

Add Contact

The Add Contact button allows users to add new contacts associated with the case and assign
roles to them along with adding their basic information.
When a contact is added to a case, it will be listed in the Contacts section.
To add a new contact and assign them a role, follow these steps:
1. Click the Add Contact icon in the top right corner of the page.
2. The Add Contact modal window will display.
3. Select the roles from the drop-down menu.
4. Enter the following information:
a. Address Details
b. Identity Information
c. Biographic Information
d. Other Information
5. After entering all the information, click Save.

Edit Contact

The edit contact option allows the user to modify the information provided. Users can modify the
contact as per their wish.

To edit the contact, follow these steps:
1. From the existing contact, select the Pencil icon in the Action column.
2. The Edit Contact modal window will appear.
3. Modify the contact to match the requirements.
4. To save your changes, click the Save button.

Add Form

Users use this “Add Form” modal to select and set up a form, link it to parties, and save it. The
Add Form section allows users to add application forms specific to their cases. The list contains
several forms. Users can view forms from the list and choose the one which is applicable for
them. Forms can be added using:
• PDF Form
• Web Form

PDF Form
The form will be based on a PDF document.
When selecting PDF Form type
1. Choose a form from the drop-down menu.
2. After selecting the form type, the Form title will be updated, and Edition options will
appear.
3. Choose the appropriate edition or version from the drop-down menu.
4. Select a participant to assign roles to the parties so that data is automatically populated
into forms.
5. After entering the details, click Save.
6. The form will be listed under Custom Forms.
When selecting Web Form type
For the Web form type, follow the same steps mentioned above for the PDF type.
Once entered the add contact and add form types, click the Save and Continue button.

Events and Tasks

This section enables users to manage events and tasks related to a particular case. It gives an
option for scheduling events, allocating tasks, and monitoring their status. User can create a new
event and task by:
• Adding a New Event
• Adding a New Task

Adding a New Event

Adding a new event enables the creation and planning of a new event within a given case. It
records all the information required to define an event, such as its type, time, location,
attendees, and reminders.

To add a new event, follow the steps below:
1. Click All Day if the event is an all-day event.
2. Choose the event and branch type from the drop-down menu.
3. Select the following details:
a. Assignee
b. Start Date
c. Start Time
d. End Date
e. End Time
f. Set Reminder
g. Event Title
h. Add Video Conferencing
i. Judge Name
j. Optional
k. Description
4. Click the Notify Clients or Notify Other Contacts checkbox to notify them about the
event.
5. Add Reminder enables the user to add additional reminders to the clients.
6. Click the Save button to save the changes.

Adding a New Task

This field enables users to create and set new tasks on a certain case.

To add a new task, follow these steps:
1. A specific case number will be inserted in the case number field while creating a new
task.
2. Select the following details:
a. Task Status
b. Task Title: Enter the task title
c. Assignee: Choose an assignee from a list of users
d. Assigned Date: Enter the assigned date
e. Due Date: Enter the due date
f. Priority: Choose from options like High, Medium, or Low
g. Reviewer: Enable the user to select a reviewer from a list of users
h. Add Template or Click to Upload: Enables the user to choose a predefined task
template
i. Mail Out Required: indicate if a mail out is needed
j. Add Video Conferencing: Indicates the option to add a video conference
3. Add Reminder enables the user to add additional reminders to the clients.
4. Click the Save button.

Template/Documents

The section provides users the ability to manage templates and client documents of a particular
case. It provides a way of linking templates and uploading a list of documents from clients for
the case

Linking Template to a Case Type

This option enables users to choose and link templates with a given case type. It offers options
to link for static and automated templates.
The users can choose the template and link to the case. On the static template, or linking with
the case, the user can either choose the template or click the Add icon (+). The template will be
linked to the case.
When a template is added to a case, it will be listed in the Templates section.

Leave a Comment

Discover how Immigration Speed and GP Speed can simplify and organize your entire legal processes