Managing Contacts and Cases in Prima.Law
In Prima.Law, everything starts with a contact. This guide will walk you through the process of creating and managing contacts, starting cases, and understanding the differences between contact pages and case pages.
Creating a New Contact
- Click the “+” Icon:
- On the main page, click the “+” icon to create a new contact.
- Enter Required Information:
- First Name (Required)
- Last Name (Required)
- Middle Name (Optional)
- Email (Highly recommended for client portal access).
- Phone Number (Helpful for sending text messages).
- Optional Information:
- Biographic Information (e.g., language preference).
- For companies, use the “Company” tab.
- Save the Contact:
- Once saved, you’ve created a basic contact profile. All cases and interactions for this individual will begin here.
Using the Contact Page
The contact page contains essential data that may be used across multiple cases. Here’s what you can manage:
- Basic Information:
- Name, display name, date of birth, country of birth, citizenship, and other biographic details.
- Passport information and address history.
- Phone Numbers:
- Add multiple numbers and label them (e.g., mobile, work).
- Family, Marriage, and Job History:
- Include family members, prior jobs, and marriage details.
- Immigration Information:
- Current status, dates of becoming a legal permanent resident, naturalization numbers, travel history, visa details, and I-94 data.
- Use the Prima.Law Chrome extension to pull information from USCIS and CBP websites.
- Related Contacts:
- Link spouses, family members, or other relevant individuals to this contact. For example, adding a spouse ensures their data autofills forms when applicable.
- Notes and Communications:
- Track all notes and communications (e.g., phone calls, text messages) directly from the contact page.
- Tasks:
- Assign follow-up tasks even without creating a case.
Starting a Case
When ready to begin working with a client, create a case:
- Create an Intake Case:
- Intake cases are useful for consultations and initial screenings. They allow you to:
- Screen for inadmissibility issues.
- Collect biographic and immigration details.
- Use the intake form for gathering critical client data.
- Intake cases are useful for consultations and initial screenings. They allow you to:
- Assign Staff and Dates:
- Assign an attorney and primary paralegal.
- Optionally, set a completion or expiration date.
- Save the Case:
- This creates a case page specific to the client and their needs.
Using the Case Page
The case page is where you manage the specific details and workflow of a particular case:
- Case Details:
- View key case information, including case type, assigned staff, and case status.
- Flow Items and Checklists:
- Use predefined checklists to gather required documents and exhibits for the case.
- Smart Interviews:
- Generate client interviews based on case type (e.g., I-130 family petition).
- Assign roles (e.g., petitioner, beneficiary) to autofill forms.
- Forms and Package Assembly:
- Complete immigration forms and assemble them with supporting documents into a package for submission.
- Receipts and Tracking:
- Add USCIS receipt notices and follow up on case statuses.
- Files, Notes, and Communications:
- Store case-specific files and notes.
- Track calls, tasks, invoices, and payment plans.
- Custom Fields and Calendar:
- Add custom fields and events specific to the case.
Key Differences Between Contact and Case Pages
- Contact Page:
- Stores general information used across multiple cases.
- Includes biographic data, family members, immigration details, and communication history.
- Case Page:
- Focuses on the details and workflow of a specific case.
- Includes checklists, forms, flow items, and case-specific communications.
Important Tips for Managing Contacts and Cases
- Start with a Contact:
- Always create a contact first before starting a case. This ensures all biographic and immigration information is stored centrally.
- Use Intake Cases for Screening:
- Intake cases allow paralegals to screen clients for inadmissibility, gather details, and prepare for consultations. This saves time and improves efficiency.
- Set Case Status and Priority:
- Use status indicators (e.g., “Waiting on Client”) and priority levels to track progress and manage workloads.
- Create Important Notices:
- Add visible notices (e.g., “Do not contact spouse – DV case”) to highlight critical information on both contact and case pages.
- Assign Roles:
- Assign attorneys, paralegals, and other staff to ensure accountability and streamlined case management.
- Leverage Related Contacts:
- Link spouses, children, or other related individuals to autofill data and streamline form completion.
- Utilize Smart Interviews and Package Assembly:
- These tools simplify gathering client data and assembling documents for USCIS submissions.
By understanding the organization of contacts and cases in Prima.Law, you’ll be able to efficiently manage your workflow and provide better service to your clients. Everything starts with a contact, so begin there and let Prima.Law guide you through the rest!
James