Tracking Progress with Status, Tasks, Tags, and Case Flow

After you open a case in Prima.Law, there are several built-in tools you can use to stay on top of its progress and make sure nothing falls through the cracks. From visual guides to practical filters, these features are designed to help you and your team manage cases efficiently. Here’s how:

Case Flow: Your Milestone Roadmap

The first place to start is the Flow tab, also known as the Case Flow. This is a step-by-step visual guide that outlines the general progression of the case.

Each case type may have a different flow — for example, one might start with submitting an application, while another might begin with requesting a FOIA. Think of the Case Flow as a set of mini-milestones. They won’t replace your professional judgment as a paralegal or attorney, but they offer a reliable outline to keep you moving forward.

You can check off each step by clicking the small circles, marking them as complete. This is not only useful for your personal tracking but also for your colleagues, who will instantly see where things stand when they access the case.

Checklist: Track Supporting Documents

Right next to Case Flow is the Checklist—your document tracking tool. While the Flow tracks actions, the Checklist tracks what supporting documents have been uploaded to the case.

You can use the checklist in two ways:

Internally: Paralegals or attorneys can upload and manage documents directly.
With the client: If the Client Portal is activated, clients can also view and upload items to the checklist.

This checklist is fully customizable—you can add, rename, or delete items to match the needs of each case. Once an item is complete, check it off to indicate that no further action is required for that document.

This feature makes it easy to ensure nothing gets missed, whether you’re collecting affidavits, proof of relationship, or government-issued IDs.

Status, Metastatus, and Priority

Unlike Case Flow, the Status, Metastatus, and Priority dropdowns are visible from the Case Page, and are compatible with the Case Management Board — making them perfect for high-level filtering and overviews.

Status: What’s the current stage? Examples: “Drafting,” “Waiting on Client,” “Filed.”
Metastatus: Adds more nuance. Examples: “Needs Review,” “On Hold,” “In Progress.”
Priority: Quickly spot urgent matters. Choose between “Low,” “Medium,” and “High.”

These selections not only help you organize your cases — they help your entire team understand what’s happening without opening the case. You can filter or group cases on the board based on these values, which makes them essential for workload management.

How to Add a Custom Meta Status in the Case Management Board

Prima.Law includes a set of default Statuses and Meta Statuses (such as Waiting on Client, Waiting on Attorney, Waiting on Government, etc.) to help firms track case progress. However, every firm’s workflow is unique — which is why you can easily create your own custom Statuses and Meta Statuses.

To create a new Meta Status:

Navigate to your Case Management Board.
Find the Status or Meta Status column.
Click on any existing status in the list.
Scroll to the bottom of the dropdown menu and select + Add Meta Status.
In the pop-up window, type your desired Status Name (for example, Waiting for USCIS or Waiting for DOL).
Choose a background color and text color to customize how the status will appear on the board.
Click Save to apply your new Meta Status.

Your newly created Meta Status will now appear in the dropdown list for all users in your firm, allowing you to categorize and manage cases with greater precision.

Tip:

You can create as many custom statuses as you need to reflect your firm’s internal process. If your firm uses specialized workflows, this flexibility helps ensure your Case Management Board stays fully aligned with how your team operates.

USCIS Receipts: Live Case Status Updates

Use the USCIS Receipts tab to keep track of the most up-to-date information directly from USCIS.

Here’s how to use it:

Open the USCIS Receipts tab.
Click New to add a receipt.
Enter the receipt number, an optional label (e.g. NBC, Texas Service Center), and select the form type (e.g. I-130, I-765).
Click Update Status to fetch the latest update from the USCIS case status website.

The system will log the most recent update into Prima.Law so your team can stay informed.

NOTE: Automatic updates are coming soon! For now, you can manually update at any time. We recommend using Tasks to remind yourself to refresh the status on a regular basis.

Tags: Custom Classifications

Tags let you group cases your way.

Label cases connected to a specific marketing campaign
Track cases with past due payments
Create an internal tag for Special Review or Follow-Up Required

Just like with contacts and leads, tags can be created and filtered on the case board. This lets you create saved views for quick access to very specific sets of cases.

Tasks: Actionable To-Do’s

Tasks in cases work the same way they do for leads and contacts. Use them to:

Assign follow-ups (e.g. “Call client to confirm address”)
Track internal actions (e.g. “Review documents before submission”)
Delegate prep work (e.g. “Assemble and send package to attorney for signature”)

Tasks can be assigned to yourself or teammates, and you’ll find them directly within each case record. They’re ideal for keeping everyone accountable and ensuring next steps are never forgotten.

Final Tips

Use Case Flow for guidance and milestone tracking.
Use the Checklist to manage supporting documents—whether uploaded by you, your team, or the client.
Use USCIS Receipts to pull live case status updates directly from the USCIS website.
Use Status, Metastatus, and Priority to quickly identify what stage a case is in and how urgent it is.
Use Tags for flexible, searchable categorization.
Use Tasks to assign and monitor case-specific actions.

Together, these tools turn Prima.Law into a centralized command center—so you and your team always know what’s done, what’s pending, and what’s next.