Training 104: Creating your first Contact and Case

Creating Your First Contact and Case in Prima.Law

Welcome to this guide on creating your first contact and case in Prima.Law! Everything starts with a contact, so let’s walk through the process step-by-step to help you get started efficiently and stay organized.

Step 1: Create a New Contact

  1. Click the “+” Icon:
    • On the main page, click the “+” icon to create a new contact.
  2. Enter Basic Information:
    • First Name (Required)
    • Last Name (Required)
    • Email Address (Recommended for client portal access).
    • Phone Number (Recommended for text messaging).
  3. Upload a Photo (Optional):
    • For added security, upload a photo of the client. This can help quickly verify their identity during interactions.
  4. Add Tags (Optional):
    • Tags help categorize contacts. For example, if the client has DACA, create a “DACA” tag for future filtering.
  5. Create Important Notes:
    • Add critical notes, such as “Do not contact spouse – DV case,” or billing-related notices. These will appear prominently on both the contact and case pages.
  6. Save the Contact:
    • Once saved, you’ve created a basic contact profile, and all cases for this individual will be linked here.

Step 2: Add Biographic and Address Information

  1. Biographic Information:
    • Fill in details such as country of birth, place of birth, citizenship, and middle name if available.
  2. Address History:
    • Add the client’s current address and mark it as “physical” or “mailing.”
    • Include previous addresses, specifying the dates they lived there.
  3. Additional Information:
    • Add phone numbers, employment history, marriage history, and family member details if relevant.

Step 3: Add Related Contacts

  1. Create Related Contacts:
    • For example, if the client has a spouse, add them as a related contact. Include their email and create a contact profile for them.
  2. Link the Contact:
    • Once saved, related contacts will appear in the “Related Contacts” tab. These relationships enable seamless autofill of forms (e.g., selecting a spouse as the petitioner).

Step 4: Create an Intake Case

  1. Start with an Intake Case:
    • Go to the “Cases” tab on the contact profile and click New Case.
    • Select “Intake Case” as the case type. This is critical for screening the client’s eligibility and gathering comprehensive details.
  2. Assign Staff:
    • Assign a primary attorney and paralegal to the case.
  3. Use the Intake Form:
    • Apply the client’s information to the form by clicking Edit.
    • Complete the form by filling in details such as:
      • Entry and departure history.
      • Screening for inadmissibility (e.g., 3/10-year bars, permanent bar).
      • Screening for VAWA, U-Visa, or T-Visa eligibility.
  4. Save and Close the Intake Case:
    • Once the intake is complete, close the case if no further action is needed. This ensures your case list stays organized.

Step 5: Create a Substantive Case (e.g., I-130)

  1. Go to the Contact’s “Cases” Tab:
    • Click New Case and select the appropriate case type (e.g., I-130 Spousal Petition).
  2. Define Case Details:
    • Assign staff roles (e.g., attorney and paralegal).
    • Set optional due dates or completion goals.
  3. Use Case Tools:
    • Case Flow Items: Follow step-by-step workflows to move the case through production.
    • Checklists: Collect necessary documents like passport photos, birth certificates, and filing fees.
    • Smart Interviews: Define roles (e.g., petitioner and beneficiary) and generate interviews for the client or staff to complete.
    • Forms: Autofill forms like the I-130 and I-130A with the client’s data.
  4. Assign Status and Priority:
    • Update the case status (e.g., “Waiting on Client”) and priority level (e.g., high, medium, or low).

Best Practices

  • Start with an Intake Case:
    • Even if the client claims to know what they need, screening them ensures no critical details are missed.
  • Keep Contacts and Cases Organized:
    • Use tags, notes, and related contacts to ensure all relevant information is easy to access.
  • Utilize Smart Interviews:
    • These save time by allowing clients or staff to fill in missing details step-by-step.
  • Leverage Automation:
    • Autofill forms using stored data and link related contacts for seamless form preparation.

Key Features of the Case Page

  • Package Assembly:
    • Organize and submit forms, exhibits, and supporting documents.
  • Receipts and File Storage:
    • Track USCIS receipt numbers and securely store case-related files.
  • Task Management:
    • Assign tasks to staff and monitor their progress.
  • Billing and Invoicing:
    • Set up payment plans or issue invoices directly from the case page.
  • Communication Tracking:
    • Record phone calls, text messages, and email history.

By following these steps and best practices, you’ll efficiently create and manage your first contact and case in Prima.Law. With this foundation, you’ll be well-prepared to handle more complex cases and workflows as your practice grows!

Last updated byJames