CREATING AND EDITING FILES

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Beverly Boyd
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1 CREATING AND EDITING FILES

2 Table of Contents How to Create a Matter... 3 Create a New Prospect File... 4 Create a New Client File (Migrant)... 8 Create a Matter from an Create a New Business Sponsor Matter...16 Duplicating a Matter...21 How to Edit Files...26 Record the Basic Details...27 Change a file from a Prospect to a Client...35 Changing Primary Applicant...37 Linking Files...41 How to link a Migrant and Business Sponsor together...42 How to link a Migrant and Family Sponsor...50 Opening a File...58 Opening a File and Search Options...59 Deleting Files...63 User Permissions - File Deletion...64 How to Delete a Matter...68

3 How to Create a Matter Page 3

4 Create a New Prospect File For each new matter you should create a file within Migration Manager so that you can record details about the potential/actual client. Prospect files are used in Migration Manager to record information about potential clients who have not formally retained the agent s services yet. Generally a Prospect file will be used for recording initial information from an enquirer or performing an initial assessment. A prospect file should not be used as an active Client file. 1. Click the New button With your mouse click on the New button in the top left hand corner of the screen which will open the New Matter window. 2. Select New Prospect On the lower left hand side of the New Matter window choose New Prospect. Page 4

5 3. Insert the Prospects basic details 4. Check the Matter ID Depending on your preference settings, Migration Manager will propose a Matter ID for this matter. If you want to have a different Matter ID you can amend it at this stage. Page 5

6 5. Assign the responsible Staff Members Choose who will be the responsible staff for this file. On the right hand side you can click the box which will bring up a window which will allow you to choose the RMA (Registered Migration Agent), Manager and Clerk for this matter. 6. Assign an Office (if applicable) If you have multiple Offices set up in the preferences, you can assign which Office will be responsible for this file. Page 6

7 7. Click Create To create the Prospect file click the Create button. 8. New Matter will Open The new file will now open. You should proceed to now enter the information you have available. Page 7

Create a New Client File (Migrant) For each new matter you should create a file within Migration Manager so that you can record details about the client.

8 Create a New Client File (Migrant) For each new matter you should create a file within Migration Manager so that you can record details about the client. Client files are used in Migration Manager to record information about clients who have formally retained the agent s services. 1. Click the New button With your mouse click on the New button in the top left hand corner of the screen which will open the New Matter window. 2. Select New Client On the lower left hand side of the New Matter window choose New Client. Page 8

9 3. Insert the Client basic details 4. Check the Matter ID Depending on your preference settings, Migration Manager will propose a Matter ID for this matter. If you want to have a different Matter ID you can amend it at this stage. Page 9

10 5. Assign the responsible Staff Members Choose who will be the responsible staff for this file. On the right hand side you can click the box which will bring up a window which will allow you to choose the RMA (Registered Migration Agent), Manager and Clerk for this matter. 6. Assign an Office (if applicable) If you have multiple Offices set up in the preferences, you can assign which Office will be responsible for this file. Page 10

11 7. Click Create To create the Client file click the Create button. 8. New Matter will Open The new file will now open. You should proceed to now enter the information you have available. Page 11

Create a Matter from an Email When an email is received from a prospective client, Migration Manager gives you the ability to easily convert that email in to a Prospect file.

12 Create a Matter from an When an is received from a prospective client, Migration Manager gives you the ability to easily convert that in to a Prospect file. Furthermore when you convert an in to a Prospect file, Migration Manager will record the address on the file and then the Auto Capture Service will review all of the s currently held in the capture window to search for, match and save any other s from that person to the new matter. 1. Open Capture First click the 'Capture' button in the main toolbar. 2. Select and Match the Once the Capture window opens, select the that you want to convert to a new matter and then right click it. From the context menu that appears choose 'Match'. Page 12

13 3. Click 'New Matter' When the match window appears, click the 'New Matter' button. 4. Record the relevant information After you click the 'New Matter' button, a panel will appear to record details of the new prospective Matter. Page 13

14 5. Click Match and create the Matter Migration Manager will now create the new Prospect matter and assign and save the to that file. Page 14

15 Page 15

Create a New Business Sponsor Matter For each new matter you should create a file within Migration Manager so that you can record details about the potential/actual client.

16 Create a New Business Sponsor Matter For each new matter you should create a file within Migration Manager so that you can record details about the potential/actual client. The Business Sponsor file type is used for preparing and having conduct of applications such as Subclass 457 Sponsorships. These instructions set out how to create a Business Sponsor. 1. Click the New button With your mouse click on the New button in the top left hand corner of the screen which will open the New Matter window. 2. Select New Prospect On the lower left hand side of the New Matter window choose New Prospect. Page 16

17 3. Select Sponsor and Business In the Matter Type section, first select Sponsor and then select Business. Page 17

If you want to have a different Matter ID you can amend it at this stage. 6.

18 4. Insert the Business name 5. Check the Matter ID Depending on your preference settings, Migration Manager will propose a Matter ID for this matter. If you want to have a different Matter ID you can amend it at this stage. 6. Assign the responsible Staff Members Choose who will be the responsible staff for this file. On the right hand side you can click the box which will bring up a window which will allow you to choose the RMA (Registered Migration Agent), Manager and Clerk for this matter. Page 18

19 7. Assign an Office (if applicable) If you have multiple Offices set up in the preferences, you can assign which Office will be responsible for this file. 8. Click Create To create the Prospect file click the Create button. Page 19

20 9. New Matter will Open The new file will now open. You should proceed to now enter the information you have available. Page 20

21 Duplicating a Matter You may wish to duplicate an existing Matter to a new Matter. This is often a case if the client has previously used your firm to process an Application, now they are applying for the next stage visa. Creating a new Matter allows you to keep each case as a separate entity. Duplicating a Matter will not copy the following case specific details into the new file: Documents from the Documents tab. Filenotes. Progress Items. Details from the Dept tab. The previously linked Sponsor (Family or Business). 1. Select the New button on the Main Toolbar. Page 21

22 2. Choose if you are creating a Migrant or Sponsor. 3. Select 'Duplicate Selected Matter'. Page 22

23 4. Click the Filter box and type the name of the Matter you would like to Duplicate. Page 23

24 5. Select the Matter you would like to duplicate. 6. Confirm the Client s name and Proposed Matter ID details. Page 24

25 7. Select the RMA (and Manager and Clerk if required), then click Create. The Duplicate Matter is now created. Page 25

26 How to Edit Files Page 26

Record the Basic Details A prospect file allows you to record basic details about a person including their bio data (name, date of birth, gender), their contact details, their passport details and

27 Record the Basic Details A prospect file allows you to record basic details about a person including their bio data (name, date of birth, gender), their contact details, their passport details and any current visa. The following instruction guides illustrates the type of information that you can record on the Cover Page of a Prospect file. When you first start working on a Prospect file you may have all or only some of the information listed below. 1. Open the Matter Detail window. If you have just created the file, the new Matter Detail window will open to the Cover Page. The purpose of the Cover Page is to give you an easy location to quickly record basic information about this matter. 2. Insert basic bio-data You should insert any of the basic information that you have about the potential primary visa applicant on to the cover page. Note that any information added to this Cover Page will also be replicated under the Applicants tab for this person. Page 27

3. Record Contact and Address details Next insert the known contact and address details for this person including: 1. the phone and email details for this person.

Note that if you want to make use of the Trust Accounting features in Migration Manager you are required to insert a residential address. 3. the correspence address for this person.

28 3. Record Contact and Address details Next insert the known contact and address details for this person including: 1. the phone and details for this person. It is strongly recommended that you specifically record an address as many features of Migration Manager make use of the address. 2. the residential address for this person. Note that if you want to make use of the Trust Accounting features in Migration Manager you are required to insert a residential address. 3. the correspence address for this person. The correspondence address will be inserted in to any letter or document that you merge in Migration Manager. 4. Record a note about what this matter is about When first starting work on a file, you should consider quickly record any initial information or basic information you have about this matter in the summary file note. For instructions on how Page 28

29 to record a note for the cover of a matter, see the following substeps (click the chevrons to show additional instructions) 4.1. To start the note, click the centre of the note where it says "Click here to add a new note". Page 29

30 4.2. A note window will appear on the right. Click on the area marked "Add Comment..." and start typing your note. Page 30

31 4.3. When you have finished recording the text, click Enter Set the status of the note and any applicable review date. Page 31

32 4.5. Click Save & Close to finalise. 5. Record file status details On the top right hand side of the Cover Page, you can record details about: 1. the current status of the matter (for details on how to modify this list please see: How to edit the File Status List) 2. the referral source (for details on how to modify the option available in this dropdown please see: How to edit the Referral Sources) 3. any other information that you might wish to record such as different reference numbers that you might use in your office. Page 32

record down any basic information that you might know about this

33 6. Record any other known information The fields in the bottom right hand corner of the Prospects Cover Page provide a location for you to record down any basic information that you might know about this person which may be relevant to your assessment of their options. Page 33

34 7. Update and Edit when necessary When you have finished recording all of the known information about this Prospect, you can close the file by clicking the X in the top right hand corner. You can return and edit the content of this file at any time. Page 34

At the point that the person / business becomes a Client of the Agent / Lawyer, in Migration Manager you can change the file type.

35 Change a file from a Prospect to a Client Migration Manager gives you the ability to track whether a matter is a Prospect or a Client file. Prospect files are usually used for matters for which the Agent / Lawyer has not yet received instructions. At the point that the person / business becomes a Client of the Agent / Lawyer, in Migration Manager you can change the file type. Changing the file type from Prospect to Client only charges the layout of the Cover Page of the matter - all the other tabs and information remain the same. 1. Open the Matter First you must open the relevant matter. 2. Click the Prospect dropdown 3. Select 'Client' From the dropdown, select the 'Client' option. Page 35

36 The file type will now change from Prospect to Client. You can easily change a matter from Prospect to Client and bank again using these instructions. Page 36

Login as Administrator The Primary Applicant can only be changed by the Administrator.

37 Changing Primary Applicant After creating a Matter, you may wish to change the Primary Applicant to one of the other applicants on that Matter. To change the Primary Applicant, follow these steps: 1. Login as Administrator The Primary Applicant can only be changed by the Administrator. The Administrator must first login to Migration Manager. 2. Open the Matter Using the Open button, find and open the matter in question. Page 37

38 3. Select the new Primary Applicant On the Matter Cover Page, highlight the Applicant in the bottom right that you would like to be the new Primary Applicant. 4. Select Change Primary Applicant On the Matter Cover Page, click the Change Primary Applicant button. Page 38

Instead it will create a new Dupicate Matter with the selected Applicant as the new Primary Applicant.

39 5. Accept the Notification Message Click Yes to the message to create a new Matter with the new Primary Applicant. The Process will NOT modify the existing Matter. Instead it will create a new Dupicate Matter with the selected Applicant as the new Primary Applicant. The process will not: Copy Documents from the Documents tab of the original Matter Copy Filenotes of the original Matter. Retain any links to previous Sponsors/Nominations Page 39

40 6. Choose the new Matter ID Type the Matter ID you would like the new Matter to have. The new Matter is created with the new Primary Applicant. An information message is also displayed explaining what has happened during the process and suggests the user re-populates a new Questionnaire based on the New Primary Applicant and sends that to the new Primary Applicant for checking and updating. Page 40

41 Linking Files Page 41

How to link a Migrant and Business Sponsor together Applications for employer sponsored visas require that you designate a Business Sponsor for that matter. 1.

42 How to link a Migrant and Business Sponsor together Applications for employer sponsored visas require that you designate a Business Sponsor for that matter. 1. Open the Sponsor tab of the Migrant file First, open the relevant Migrant file and then go to the Sponsor tab. 2. Click "Link a Business Sponsor" Next, click the 'Link a Business Sponsor' button. Page 42

43 3. Select the relevant Business Sponsor The Sponsor selection window will now appear. Select the Sponsor you want to link to this migrant and click 'Select'. Note: If you do not see the Sponsor you require you will need to create a new Business Sponsor. Please see the separate instructions on how to create a new Business Sponsor. Page 43

44 4. The Sponsor file will now open The selected Sponsor file will now appear and you will be taken to the Nominations tab. Page 44

5. Create the Sponsorship (if it doesn't exist already) To create the Sponsorship you will now need to click the + button at the bottom right hand side of the grid.

45 5. Create the Sponsorship (if it doesn't exist already) To create the Sponsorship you will now need to click the + button at the bottom right hand side of the grid. A box will appear allowing you to choose whether you want to create a New Sponsor or a New Nomination. Click 'New Sponsorship' and then click the type of Sponsorship you want to create i.e. '457'. Note: You only need to create a New Sponsorship if you are creating a Subclass 457 Sponsorship or a Labour Agreement. For other types of applications which do involve a 3 stage process (Sponsorship/Nomination/Visa) you can select the 457 option. Example: The following example will presume that you are creating a Subclass 457 Sponsorship and that there is not already an existing and current sponsorship recorded in this matter. 6. Create the Nomination A new sponsorship will have now been created. You can, if you already have the details, proceed to enter in any of the relevant information about the Sponsorship. Next you need to create the Nomination. To create the Nomination you will now need to click the + button at the bottom right hand side of the grid. A box will appear allowing you to choose whether you want Page 45

46 to create a New Sponsor or a New Nomination. Click 'New Nomination' and then click the type of Sponsorship you want to create i.e. '457'. 7. Select an available Sponsorship You will now need to select an available Sponsorship for this business to link the Nomination to. Then click 'Select'. A business may have multiple sponsorship available to select from. Make sure you select the appropriate one if more than one is shown. Page 46

47 8. Confirm the Migrant to be linked Next you will need to confirm the Migrant to be linked to the Nomination. Then click 'Select'. Page 47

48 9. Migrant and Sponsor are now linked The Migrant and Sponsor files are now linked. In the Sponsor file, you can proceed to enter in details about the Nomination. The Sponsor tab of the Migrant file will now show details about the linked Sponsorship and Nomination. Page 48

49 Page 49

50 How to link a Migrant and Family Sponsor 1. Open the Sponsor tab of the Migrant file First, open the relevant Migrant file and then go to the Sponsor tab. For an Existing Relative 2. Click "Link a Family Sponsor" Page 50

51 3. The Select This Person s Sponsor window will now appear. This will show a list of relatives of the Primary Applicant listed in the database. A pop up box should now appear asking you to confirm that the individual selected is to be the designated family sponsor. Click Yes to proceed. Page 51

52 Note: Existing family sponsor files usually exist if the Sponsor file was set up first or that person has sponsored other people. You can either select "CHOOSE EXISTING Family Sponsor File", or "CREATE NEW Family Sponsor file details". Page 52

53 4. Click "Create New Family Sponsor " Click "Yes" on the pop up "Confirm Selection" window. Page 53

54 Family Sponsor will now be linked to the Migrant. If you now return to the Relations tab, you will see that that the chosen relative is now recorded as the Family Sponsor. For a Relative that does not exist 5. Click "Link a Family Sponsor" Page 54

55 6. Select "Family Sponsor ( Existing Relative)". 7. Then click on "Go to Relations Tab" This will take you to The "Relations"Tab of the Migrant file. Page 55

56 8. Click on the "+"(plus) button "Add Relatives for George Clooney"window will appear. Click "Other Non-Migrating Person" and "Choose EXISTING Family Sponsor File" Page 56

57 Click "Apply" 9. Migrant and Sponsor are now linked Page 57

58 Opening a File Page 58

Opening a File and Search Options When you open en existing Matter, there are many search options you can take to filter your results. 1. View the most recent 8 Matters.

59 Opening a File and Search Options When you open en existing Matter, there are many search options you can take to filter your results. 1. View the most recent 8 Matters. Click the Down Arrow just to the right of the Open button to view the last 8 Matters you have had open. Then click on the Matter ID to open it. 2. Or open the main Open Search window. Click the Open button to bring up the main Search window. Page 59

3. The Quick Search window. 3.1. Using the Quick Search window. 1. Hide Closed Files. Use this to Filter to only show Matters with a non-closed Status. 2.

Refresh the list of Matters on display. 4. The Search field. You can use this field to search on much more than just the Matter ID.

60 3. The Quick Search window Using the Quick Search window. 1. Hide Closed Files. Use this to Filter to only show Matters with a non-closed Status. 2. Leave this window open. If you are opening many Matters during the day, you may find having this window left open will help save time. 3. Refresh. Refresh the list of Matters on display. 4. The Search field. You can use this field to search on much more than just the Matter ID. Typing in this field will also search on Surname, Given Names, Preferred Name, and Sponsor Business Name. 5. Clients, Prospects, Migrants, Sponsors. Use these checkboxes to narrow your search. Page 60

6. Also Search For and in. These 2 fields work together to search other fields on the Matter. For example, you may want to search by email.

61 6. Also Search For and in. These 2 fields work together to search other fields on the Matter. For example, you may want to search by . In this case you would enter the client's address in the Also Search For field and select Applicant from the dropdown list in the In dropdown. 7. Excel button. Use this button to export the filtered results into Excel. 8. Open. Once you have selected the Matter you wish to view, click Open. When the Quick Search window opens, it auto-focuses to the Search field. This means you don t have to first move your mouse and click on the Search field. Just: 1. Click Open on the Main Toolbar. 2. When the Open window appears, start typing what you are searching for. 4. The Advanced Search Window 4.1. Using the Advanced Search Window In most cases, the Quick Search window should suffice, however the Advanced Search window does have some additional filters. 1. Clients, Prospects, All Files. Select the tab to suit your search. Page 61

62 2. Leave this Window Open. If you are opening many Matters during the day, you may find having this window left open will help save time. 3. Refresh. Refresh the list of Matters on display. 4. Search by particular name components rather that the wider search of Quick Search. 5. Client ID, Search by the Matter ID. 6. Alt. Ref. Search by the Alternal Reference field on the Matter Cover Page. 7. Dept Ref. Search by the Dept File Number (BCC/CLF) found on the Dept tab of the Matter. 8. Visa Applying For. Searches the Matter Type field on the Matter Cover Page. 9. Date of Birth. Searches Date of Birth. 10. Client Status. Searches the File Status on the Cover Page of the Matter. 11. Extended Filter - Find File According to Secodary Applicants. Tick the Box Name Contains, then enter the Secondary Applicant's Name. 12. Engagement Date Filter. Searches based on the Engagement Date set on the Matter Cover Page. 13. Main Visa Applicants. Search Migrants. 14. Sponsors. Search Sponsors. 15. Show 'my files' only. Search only Matters where your User ID is selected as a RMA, Manager or Clerk on the RMA tab. 16. Hide Closed Files. Show only Matters where the Status is not Closed. 17. Remember These Filter Settings. The Settings on this screen are saved for future searches. 18. Open. Once you have selected the Matter you wish to view, click Open. Page 62

63 Deleting Files Page 63

64 User Permissions - File Deletion By default, a user does not have permission to delete a matter within Migration Manager. This article covers how to enable a user permission for a user to have the ability to delete matters without having to log in as the Administrator. 1. Log in as Administrator In order to change a User Permission, you must first log in as the Administrator 2. Go to Tools > Administrative Preferences In the top toolbar click Tools and then from the menu select Administrative and then Preferences. Page 64

65 3. Go to the User Permissions tab Once the Preferences window opens, click on the User Permissions tab. 4. Find Permission Now scroll across until you find the column titled "Allow User to Delete Matters". Page 65

66 5. Tick Permission Tick the box for the user that you want to enable the permission for. 6. Click Save & Exit To finish, click Save & Exit. The user will now have the ability to delete Matters. Page 66

67 Page 67

68 How to Delete a Matter This article provides instructions on how to delete a Matter from Migration Manager. IMPORTANT: Note that if you delete a Matter in Migration Manager it will delete of the matter including all data, documents, file notes, checklists, Portal connections etc. As such you should only delete matters where you do not need that record in Migration Manager. It also recommended that you do not delete matters which are just being archived: instead you should set the matter status to "Closed" and it will hide the matter from the Open window and not prompt you via Snapshot for any due/expirty dates. You can not delete a Matter if a transaction has been recorded in the Client Account for that matter. 1. Log in as Administrator or as a User with permission to Delete To delete a Matter, you will either need to log in as the Administrator, or as a User for which a user permission has been enabled giving the ability to delete matters. For instructions on how a user can be given permission to delete Matters, see: User Permissions - File Deletion Page 68

69 2. Click the Open button In the main toolbar, click the Open button. 3. Go to the Advanced Search tab When the Open window appears, click on the Advanced Search tab. 4. Find the Matter to be deleted Use the search function to find the Matter you want to delete. Page 69

Confirm Deletion You will be prompted to confirm that you do

70 5. Right Click and select Delete Once you have found the relevant Matter, right click it and select Delete Client. 6. Confirm Deletion You will be prompted to confirm that you do wish to delete the matter. Click Yes to confirm the deletion. Page 70

You must also confirm that no other user

71 You must also confirm that no other user is not accessing the Matter you are about to delete. Click OK to confirm that no other user is accessing the Matter in question. 7. Matter Deleted The Matter will now be deleted and the Open window will close. Page 71

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