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Case Management

Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency

posted by: INSZoom INSZoom date: Feb 23, 2016 Customizing Your Case Management System to Improve Efficiency, How To comments: Comments Off on Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency
Using INSZoom Questionnaires for the Foreign National Immigration Process

Welcome back! Thanks for following along and educating yourself on how you can improve efficiency at your firm. The next blog in the series of Customizing Your Case Management System to Improve Efficiency is going to be on capturing data through the use of questionnaires. In my last blog we discussed the importance and benefits of using the INSZoom HR Portal to help improve efficiency within your firm. This blog is going to show you how sending questionnaires to your foreign nationals to capture data can greatly improve your efficiency and cut down on the time spent doing manual data entry in the foreign national immigration process.

Questionnaires are an excellent tool to use to capture data from your foreign nationals. Depending on the edition of INSZoom that you are using, you can either use the INSZoom created questionnaires that match the corresponding government forms, or you can create your own. We have an entire team of people who ensure that the INSZoom created questionnaires that are available to you match the government issued forms. If you have specific data that you wish to capture then you can create your own questionnaires.

To get started using the questionnaires you will want to link the questionnaire to the petition at the case level. You simply find the one that corresponds to the government form or the petition that you are filing and link it to the case. You can link more than one at a time and send them all to your foreign national at the same time by using the email feature.

To email the questionnaires to your foreign nationals you draft the email within INSZoom and choose which questionnaires you wish to send out. Once sent, the foreign national clicks on the link and accesses the data by inputting an Access Code and then they can view the questionnaires you have sent to them for completion. The process of completing the questionnaires is very easy for the foreign national. The information, once added by them, is automatically updated in your database so you don’t need to manually enter the data. The information also will appear on the other questionnaires so they truly only need to add the data one time. As they work through the questionnaires they just add in the data specific to that questionnaire. Once they finish they can click on “Verify and Inform Case Manager” and an email will get sent to you notifying you that they completed the questionnaire.

Case Managers always have access to the questionnaires and they can update the information, add information and view the status of the questionnaire. If the foreign national has accessed it and/or completed the questionnaires the status gets updated automatically. There is no need to email your foreign national to see if they have completed them but following up and chasing them is up to you!

Utilizing questionnaires to capture data will greatly improve your efficiency and productivity. The foreign national is adding the data to your database so there is no need to retype the information or add information to the forms!

If you are a busy law firm or corporation and you struggle to find time to get everything done then look into using INSZoom’s questionnaires. For our next blog we will cover how using the forms within INSZoom can help you to improve efficiency and streamline processes at your organization.

If you would like more information on using questionnaires please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285  
date:  Feb 23, 2016 comments:  Comments Off on Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To Read More

Allow Your Clients to Access Their Immigration with the Foreign National Portal

posted by: INSZoom INSZoom date: Dec 28, 2015 Customizing Your Case Management System to Improve Efficiency, How To, Money and time saving tips comments: Comments Off on Allow Your Clients to Access Their Immigration with the Foreign National Portal
  Foreign-National-Portal

Welcome back!  Thank you for following along with the series of Customizing Your Case Management System to Improve EfficiencyIn my last blog we covered case steps/reminders (commonly called case steps) and also known as work flows – Maximize Firm Productivity with Case Steps.  For this blog I will discuss the importance and benefits of using the INSZoom Foreign National Portal to help improve efficiency within your firm.  This blog will also help you see why it is useful to use those case steps/reminders!

Are you wondering what the Foreign National Portal (FNP) is?  If you are unsure and never heard of it then shame, shame!  The FNP is a valuable tool that all clients who use Enterprise and Professional Editions have access to and you can grant access to your clients/assignees/foreign nationals/employees.  For purposes of this blog we are going to refer to them as foreign nationals.

By using the Foreign National Portal you can:
  • Customize the portal to show only the information that you want the foreign national to see.
  • Assign tasks, also known as “To Do” to your foreign national’s.
    • Questionnaires that need to be completed.
    • Forms that need to be reviewed and signed.
    • Documents that need to be uploaded.
  • Provide access to corporation travel policies and guidelines.
  • Provide access to corporation related updates, news or travel alerts.
  • Allow the foreign national to upload documents so they don’t need to be sent via email. This method is much more secure for the foreign national and it saves you time because once uploaded they are in INSZoom and you don’t need to upload them.
  • Provide access to cases along with the status of the case so the foreign national can check on the case status without sending you an email.
  • Allow them to view the case related emails and notes.
  • View documents that you are tracking so they can see the expiration dates.
  • If you track their international travel they can view information that is commonly needed for visa applications such as the country, arrival date, departure date, and departure city.
  • View and see if their Status Documents are valid or expired and what the validity dates are.
  • Set appointments with the foreign national that will appear on a calendar in the FNP.
  • Allow the foreign national to check the status and the profile of their dependents.
  • Depending on whether or not your firm subscribes to the “Advanced Case Request” you can grant access and allow the foreign national to request a new case from you.

As you can see from the lengthy list above, there is a lot that can be done with the Foreign National Portal.  The wonderful thing is that each firm (this would be you) can customize the FNP to meet their needs and the needs of their clients.  You can hide functions and areas you don’t want the foreign national to see and you can do it per corporation.

If you are using INSZoom and populating information in the system about each foreign national then it only makes sense to grant access to the foreign national’s.  There are many benefits that result from granting access to the FNP and teaching your clients to use it.

A few of the benefits that result from using the FNP are:
  • Reduce the amount of emails that come from the foreign national asking for an update on their immigration case.  If you built the case steps that I taught you about in my last blog and they match the immigration process then the foreign national can login to the portal, check the status of their case and easily see where they are in the immigration process.
  • Assign tasks to the foreign national so they know what is expected of them.  Once the items have been completed they no longer show up in the FNP as “To Do” items.  This helps to keep the foreign national on track and ensures that you have the info that you need in a timely manner.
  • Track the expiration dates of their many documents from passports, visas, cases, I-94, I797, EAD, Green Card, and anything else you could possibly want to track!  This will greatly help to reduce the emails that the foreign national will send to you asking for this information.
  • Upload documents in a secure manner!  Not only is it safer but it is faster.  Many email servers have limits on the size of the documents that can be sent and received.  If the foreign national is uploading documents directly into INSZoom then you don’t need to worry about the email getting bounced due to size limits.  This also saves you a lot of time because you don’t need to upload their documents from your email into INSZoom.
  • You are empowering your foreign national’s and they will feel more in control of their immigration process and aware of the status of their immigration case.  Moving to a new country, packing up their household goods, finding schools for their children, obtaining passports, visas, work permits, residence permits, taking language classes among a host of other things is very stressful and overwhelming.  This window into their immigration case might seem small but it goes a long way in reducing the stress to the foreign national.  They can easily see what is going on and that you have everything immigration related taken care of.

To get started using the FNP if you have not used it before is to review how you are using INSZoom.  Analyze the features that you are using and what information you would like to provide to your foreign national’s.  Then review the needs of your corporate clients and discuss this option with them.  You will need the support and approval of your corporate clients but if you think this would help you then by all means have a discussion with them.  You have access to this fantastic tool and you should use it.  If you do family law you will want to review the needs of your clients and if they will have access to the internet.

Once you have figured out what the needs of your clients are and how you want to use the FNP you will then want to customize it.  If you only want to grant access to view case status then you can simply hide all of the features or sections that you don’t want the foreign national to see.  Before you roll this out to your clients I recommend that you detail internally how you will grant access to the FNP, inform the foreign national and have hammered out all of your internal processes.  I then recommend creating a guide or cheat sheet for the foreign national’s.  Not everyone is tech savvy and having something drafted and available to send out will be helpful and much appreciated by your clients.

One important item I would like to mention before I close is that the FNP and the use of it will really help you if you competing in an RFP (Request for Proposal).  Every single RFP that I have ever seen from a corporate client had a lot of questions about security and access to a portal for their employees.  If you want to be able to compete in an RFP you will need to understand the FNP and how you are going to use it.

This is a screen shot of the Foreign National Portal that has information populated in it and all of the features available.  Remember, for items that you don’t use or don’t want the foreign national to be able to view, you can hide them.

Allow-Clients1(click image to enlarge)

If you would like more information on using the Foreign National Portal please reach out to me, Christen Gause, for more information.  I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285

date:  Dec 28, 2015 comments:  Comments Off on Allow Your Clients to Access Their Immigration with the Foreign National Portal
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To, Money and time saving tips Read More

Another great AILA event for INSZoom

posted by: INSZoom INSZoom date: Jun 23, 2015 Blog comments: Comments Off on Another great AILA event for INSZoom
The INSZoom team has returned from yet another successful AILA conference and customer appreciation event!   AILA INSZoomOne of the reasons AILA is such an important event for the INSZoom team is because it gives us an opportunity to get real time feedback from our customers in-person. While introducing new upgrades to our software and workflow features to potential clients is a priority for us, our top priority at AILA is spending time with the law firms and attorneys already using our case management cloud-based software.   We hope everyone who came to our customer appreciation event on Friday at The Tasting Room Wine Bar and Shop had as much fun as we did.   AILA INSZoom Your positive feedback and candor regarding different ways our software can continue to customize to fit the needs of your clients and help you grow your business is instrumental to our product developers and engineers.   Again, thank you to all our customers who we had a chance to spend time with, to everyone who stopped by our booth for demos, and all the new customers we left with. We look forward to fostering these newly formed partnerships and seeing you all at the next AILA event! AILA INSZoom  
  • “The INSZoom team has been my immigration “partner” since the beginning of my immigration practice. The support staff has been amazing by providing service that goes well beyond what is expected. In a crunch, I was able to draft documents to halt the deportation of my client THAT DAY thanks to the ease of document generation and the support from Arun, product support specialist, who guided me in the preparation process. The INSZoom team created my website and provides technical support that I desperately need as a solo practitioner. INSZoom is a reliable partner! Thanks INSZoom family!” – Sharon Cole
 
  • “I have been using INSZoom since 2011, and it has been such a great tool not only for my firm but for my clients (removals and businesses). I had tried in the past other software and I would extremely recommend INSZoom for your firm.” – Mary Teruya, The Law Office of Mary Teruya
 
  • “Forsythe Immigration Law Firm relies on INSZoom to deliver efficient and effective service to our clients. We have tried other vendors and have found no other comprehensive solution to better meet our needs.” – Jordan Forsythe, Forsythe Immigration Law Firm
 
  • “I have been using INSZoom for about 10 years and it is great. It saves time and impresses clients. The tech support is superlative.” – Adam King, Ketchum, Idaho
 
  • “Pride Immigration Law Firm has been using INSZoom for our corporate and family based work for some time. It is a great tool and the cloud based computing is spot on. I have tried other vendors and INSZoom has been the best so far. Pride Immigration Law Firm PLLC has made our practice run a lot more efficiently through efficient workflows. It is no surprise that they are the Form powerhouse.“ – Jon Martin (on behalf of Pride Immigration Law Firm PLLC’s use of INSZoom’s workflow system)
 
  • “We have been using INSZoom for almost 8 years and it makes our large global firm efficient. We are able to process cases quickly and effectively keeping our global clients informed.” – Andrea Elliott, Pro-Link GLOBAL
 
  • “Our network has been using INSZoom for years. We have appreciated the ability to access our case data from anywhere, including off-site churches where we often meet with clients. The customer support has also been a big help.” – Rob Rutland-Brown, National Justice for Our Neighbors
 
  • “I started using INSZoom as soon as I started my solo practice and it was the best investment I could have made. The clients loved the ability to just submit their info on-line, and I have immediate access to it. The customer service is professional and very fast. They follow-up to make sure everything works. Thank you.” – Miha Britt, Britt Immigration Law LLC
 
  • “We started using INZOOM in 2005 after trying various other software. It is by far the best immigration software we have used. Its functionality is unmatched. We also appreciate the prompt service whenever we have questions. “ – Gary Hansen & Company
 
  • “My firm has been using INSZoom since 2012. We really like it and it is easy to use. We are able to process more cases because it has improved efficiency and saves us time.” – Murthy K. Venkata Ramana, Law Offices of Murthy K. Venkata Ramana P.C.
 
  • “I like the customer support and they are very helpful at ensuring I understand the system, they update me on the process of tickets that I have raised in a proactive way and it helps me to be more efficient. I like how the billing, forms, and reports are all in one location.” – Jeraline Singh Edwards, Law Offices of Jeraline Singh Edwards
 
  • “I have used INSZoom for many years now and loved the ease of use and set-up of the system. They constantly update their site and have a very fast response time for questions and issues. Most importantly, their cost per user beats most competitors. Thank you INSZoom for putting out such a great product.” Richard Chang, Wasserman, Mancini & Chang P.C.
 
  • “INSZoom is a great product because its accessibility. The staff is very helpful and willing to help with any issues. The company stands behind the product, which is great.” – Mandi Bucceroni
 
  • “INSZoom has helped organize our practice tremendously since we started using it. It is very comprehensive and easy for our entire staff to use, and it allows us to represent our clients effectively and efficiently. “ – Jenny Ansay, Justice for Our Neighbors
 
  • “INSZoom is a great asset to my practice. Working in the field of global immigration, it is a great “one stop shop” for the information I need to service my clients well. In addition, the support I receive from the INSZoom staff is top notch and they make the process seamless. INSZoom is a cost effective way of tracking client files and it’s very user-friendly.” – Alma Montes de Oca
date:  Jun 23, 2015 comments:  Comments Off on Another great AILA event for INSZoom
by:  INSZoom INSZoom category:  Blog Read More

VIDEO: Case management platform integrates with email

posted by: INSZoom INSZoom date: May 28, 2015 Money and time saving tips comments: Comments Off on VIDEO: Case management platform integrates with email
Hello and welcome to INSZoom’s video blog. Today we’ll be talking about the importance of staying on top of case milestones with email. INSZoom’s case management platform integrates with Microsoft Outlook to send alerts and help attorneys manage their calendars. Case management platforms: Juggling multiple cases at once is challenging if lawyers don’t have a strong grasp on when court dates or deadlines are approaching. INSZoom streamlines all case milestones into Outlook, a platform that employees are likely familiar with. Attorneys can easily view events and expiration dates within the Outlook interface, ensuring no case work is ever missed. This approach also saves time because employees don’t have to switch back and forth between two different platforms. In addition, INSZoom’s case management platform allows you to set alerts when deadlines are coming up. Thanks for watching and check back with INSZoom for more immigration news.
date:  May 28, 2015 comments:  Comments Off on VIDEO: Case management platform integrates with email
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Six Things Immigration Lawyers Must Know about the Cloud – Download INSZoom’s New White Paper

posted by: INSZoom INSZoom date: May 27, 2013 Announcement comments: Comments Off on Six Things Immigration Lawyers Must Know about the Cloud – Download INSZoom’s New White Paper
Every business process imaginable, from buying groceries to managing your stock portfolio, can be managed online, but should they all be? What are the key questions that immigration professionals must ask before taking their business management processes to the cloud? Download INSZoom’s new white paper, Moving to the Cloud: Key Considerations for Immigration Professionals. Find out exactly what you should be concerned about and what you’ll need to shift your immigration business to the cloud. Get answers to the types of cloud services available and get a list of six questions your cloud provider absolutely must be able to answer.
date:  May 27, 2013 comments:  Comments Off on Six Things Immigration Lawyers Must Know about the Cloud – Download INSZoom’s New White Paper
by:  INSZoom INSZoom category:  Announcement Read More