Migration Manager Knowledge Base (Internal)

For each new matter you should create a Matter within Migration Manager so that you can record details about the potential/actual client. Prospect Matters are used in Migration Manager to record information about potential clients who have not formally retained the agent’s services yet. Generally a Prospect Matter will be used for recording initial information from an enquirer or performing an initial assessment. A prospect Matter should not be used as an active Client Matter.

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’.

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.

5 Assign the responsible Staff Members

Choose who will be the responsible staff for this Matter. 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 Matter.

7 Click Create

To create the Prospect Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

1.2 Record the Basic Details

A prospect Matter 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 Matter. When you first start working on a Prospect Matter you may have all or only some of the information listed below. Video Demonstration

1 Open the Matter Detail window.

If you have just created the Matter, 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

Click the Person icon next to the Applicants name.

You should insert any of the basic information that you have about the potential primary visa applicant. Note that any information added to this window will also be replicated under the Applicants tab for this person.

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. It is strongly recommended that you specifically

record an email address as many features of Migration Manager make use of the email address.

2 The residential/physical 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 correspondence 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 Matter, 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 to record a note for the cover of a matter, see the following sub-steps (click the chevrons to show additional screenshots).

4.1 To start the note, click the centre of the note where it says

"Click here to add a new note".

4.2 A note window will appear on the right. Click on the area

marked "Add Comment…" and start typing your note.

4.3 When you have finished recording the text, click Enter.

4.4 Set the status of the note and any applicable review date.

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 drop-down

please see: How to edit the Referral Sources)

You can also click the More button to add any other information that you might wish to record such as different reference numbers that you might use in your office.

6 Record any other known information

The fields in the middle right 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.

7 Update

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.

1.3 Create a New Client Matter (Migrant)

For each new matter you should create a Matter within Migration Manager so that you can record details about the client. Client Matters are used in Migration Manager to record information about clients who have formally retained the agent’s services. Video Demonstration

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Client Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

1.4 Change a Matter from a Prospect to a

Client Migration Manager gives you the ability to track whether a matter is a Prospect or a Client Matter. Prospect Matters 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 Matter type. Changing the Matter 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. 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.

2 How to use Web

Questionnaires

2.1 How to send a Web Questionnaire

This article covers how to send a Web Questionnaire for completion by your client. The sending of a Web Questionnaire is done via the Portal and as such you must have first activated the Portal for your firm in order to be able to make use of Web Questionnaires. For instructions on how to Activate the Portal, go to: Setting Up the Secure Client Portal

1 Open the matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Select Web Questionnaire

When you click the CIQ or BSQ button, you will be presented with a number of different types of Questionnaires to choose from. To use the Web Questionnaires, select Web Questionnaire and then choose Send Web Questionnaire. Note that if you not previously activated the Portal for this Matter, you will be prompted to do so at this stage. Check the email address and then click Turn Portal On and Send Email. For further details on activating the Portal for a matter please see: Adding a Matter to the Secure Client Portal

4 Select the Questionnaire Type and Edit Message

A Web Questionnaire message window will now appear. This window is used to select the type of Questionnaire you want to send along with any instructions.

4.1 Set the Questionnaire Type

First you need to select what type of Questionnaire you want your client to complete. To do this, click the Questionnaire Type dropdown and then select the relevant Questionnaire.

4.2 Choose if you wish to Merge from Existing Data.

Web Questionnaires have the ability to pre-populate the Questionnaire with Data already held within Migration Manager. This is useful if a client is returning for a second stage visa and you already have a lot of their details.

4.2.1 Merging from Existing Data

If the Matter you are sending the Web Questionnaire from already contains data, click Merge From Existing Data.

4.2.2 Preview Data to be Exported

If you wish to preview the Data to be exported into the Web Questionnaire, click Yes. Otherwise click No to continue.

4.3 Review/Edit the Subject Line and Message Body

Once you have selected the Questionnaire type, the Subject line and the Body of the message will be populated based on the default Questionnaire Message text that you have set up (for instructions on how to set the default Questionnaire Message text please see: How to edit a Web Questionnaire Message Template). To make changes to the Subject Line and Body, click in these fields and type in the required information.

 Tip: You can use Quickparts to select and use template text to populate your message body. For instructions on how to use a Quickpart see: How to use Messaging Quickparts

4.4 Select Additional options

When sending the message, you also have the ability to perform the following task:

• Mark a Progress Item as Complete – this control allows you automatically tick off items from the Progresstab at the time you send the message. For example, you may have a required activity listed in the Progress tab for notifying the client of the decision. That item can be selected from the dropdown. If the activity doesn't exist yet on the Progress tab for this matter, then you can create and add a new one by clicking the + button.

5 Send Message

To finish, choose how you would like to Send the Message: • Send Message – Will simply send the message with the Questionnaire to the Client's Portal • Send Message and Notify Client by Email – Will send the message and Questionnaire, but will also create an Outlook Email which can be sent to the client to notify them. • Send Message and Notify Client by SMS – If you have enabled SMS, then this will send the message and Questionnaire, but also send a SMS to the client to notify them. The Message will now be sent to your client's Portal inbox.

2.2 How to Complete a Web Questionnaire –

A guide for your clients This article covers how your client can complete a Web Questionnaire via the Secure Client Portal.

1 Open the Secure Client Portal Inbox

When a Web Questionnaire is sent by a Lawyer/Agent for completion by a client, it will appear in the Client Portal Inbox as an encrypted message. To access the Inbox you will need to log in to the Portal using the relevant login information. Once logged in, you will see the Inbox with a message that contains the Questionnaire.

2 Open and Review the Message

To open the message, click any where on the message row or the arrow at the end of the row The message will now decrypt and open. You should review the contents of the message carefully and it will contain instructions on how to complete the Questionnaire.

3 Open the Questionnaire

To open the Web Questionnaire, click the Open Questionnaire button

4 Start the Questionnaire

The Questionnaire will now proceed to open to the Start page. You should read the instructions which appear on the Start page and then when you are ready to commence filling out the Questionnaire, click the Start button.

5 Provide the Required Information

Follow the instructions on each page and answer every question, providing as much information as you can. If you don't know the answer to a question, you can continue and come back and edit an answer later. You can save, close, and come back to the Questionnaire at any stage before you submit it.

To move between pages, use the Continue or Previous buttons that are at the bottom of each page. Clicking Continue or Save will save what you have entered on the page.  Tip: You can save, close, and come back to the Questionnaire at any stage before you submit it. To return back to the main Portal page at any time click the Home button in the top right hand corner of the page.

6 Review

When you get to the end of the Questionnaire, you will be able to review all of the information you have provided.  Tip: Each heading section on the submit page contains hyperlinks that you can click to take you back to a specific section in the Questionnaire.

7 Submit

When you have provided all of the information you can, go to the end of the Submit page and review the declaration and the terms and conditions. To submit the Questionnaire, you will need to click Yes on the declaration and then click the Submit button to send your completed Questionnaire. Once you click Submit, the Questionnaire will be finalised and sent for review. To finish, click the Continue button.

 Note that no further changes can be made to the Questionnaire after it has been submitted unless it is returned to you by the Lawyer/Agent. You can however at any stage open the Questionnaire via the original message to review a copy of what has been provided.

2.3 How to Import a Web Questionnaire

The Web Questionnaires enable a client to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Templates, eLodge, etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. To import a Web Questionnaire into Migration Manager follow the below steps. *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover 100% of the field. We aim to refine the questionnaires over time to improve coverage. Video Guide

1 Receive the Web Questionnaire

Once your client has completed their Questionnaire and clicked the Submit button (see How to Complete a Web Questionnaire for details on how your client does this), the Questionnaire will be received as a Portal Message. It will appear in the Document Inbox and in the Document and Progress tabs of the relevant matter. For more details on how Messages are received and how you will be notified please see: Receiving Messages and Documents from the Secure Client Portal

2 Open the Questionnaire Message

Double click the Questionnaire Message to open the message window.

The body of the message contains details about what has taken place and the steps you should follow to import the Questionnaire data in to Migration Manager.

3 Click Review

Important: the data stored in Migration Manager is only as good as the data you import/enter. If you import a Questionnaire which contains errors or missing information that will negatively impact the effectiveness of Migration Manager. As such, before you can import the data you must first review the information which has been entered in to the Questionnaire. Click the Review button.

4 Confirm the correct Questionnaire and Matter

If the system detects a different between the primary applicant's name which has been entered in to the Questionnaire and what is already in Migration Manager you will be prompted to confirm that the data is being imported in to the correct Matter. Click Yes to proceed.

5 Match People

Next you will be presented with a window that requires you to match the people from the Questionnaire to people who are already in Migration Manager on this matter. The objective is to ensure that the import process is correctly importing the right data for the right person. If you have not previously entered any one into this matter then you can proceed to click Continue.

If you have previously entered people you should check to make sure that the system has correctly matched the applicants and other people. If it hasn't correctly matched, then use the re-assign button to select the correct person.

6 Review the Data

The Review window will now appear. Use the navigation pane (1) to review all of the Questions (2) and the answers which your client has provided (3). For full details on what each of the sections and buttons are used for in this window please see: Understanding the Web Questionnaire Import screen

 The navigation pane is broken up into sections that mirror the pages in the online Web Questionnaire

7 Add data to the Values to Import column

Next you will need to populate information in to the Values to Import Column. The information in this column is what will be imported in to the matter. You have the options of:

7.1 Coping the Entire Matter

Clicking Copy Entire Matter will copy all of the information which has been entered by your client from the Questionnaire Answers column to the Values to Import column – this will be the most common option

7.2 Coping a Section or block Only

Clicking the Copy this Section Only button or the >> (copy button) will copy only the section or block of data which is currently visible. This option is useful if you only want to import a small section of data – often used when you are re-importing another questionnaire in to an existing matter.

7.3 Manually entering data

You also have the option of manually entering an answer to any of the Questions. To do this, click on the cell that you wish to insert information in to and type the relevant data.

7.4 Manually Adjusting Values to Import

Once you have selected to copy either a section or the entire Matter and the 'Vales to Import' have appeared, you can then edit these values if you wish. Click the field you would like to Edit, then change the value as needed.

Tip: Exclude Sections of Data  Note that on sections which contain multiple entries of information (such as employment), you have the ability to control whether or not a section of data is imported as a new entry, excluded or, if data already exists in Migration Manager, is updated.

8 Preview Results (optional)

If you would like to see what the impact of the import of the data will be on the information that is already stored in Migration Manager on this matter, you can click the Preview Results button. Clicking the Preview Results button will display how the data which has been added to the Values to Import column will impact the data that already exists in Migration Manager on this matter. The colours mean: • White = No Change • Yellow = The existing data will be modified • Green = New data will be added to a currently blank field

9 Import

Once you have finished reviewing the data and copying/typing data in to the Values to Import column, you can proceed to import the data in to the matter by clicking Import. The import process will now commence. Please note that the time for the process to complete is dependent upon the size of the Web Questionnaire and the speed of your connection to your database/cloud server. Large Questionnaires on slow connections can take a number of minutes to complete.

10 Finalise

Once the import has completed you will be prompted to set the Document Status. If nothing further needs to be done with this Questionnaire, set the status to Complete and click OK.

2.4 Understanding the Web Questionnaire

Import screen This article covers the different fields and functions of the Web Questionnaire Import screen

1 The Import screen sections

The Review window will now appear. The key parts of this window to be aware of are:

1.1 The navigation pane.

The data is broken up in to sections designed to mirror the location of the data in the Web Questionnaire. Use this navigation pane to navigate between the different blocks of data.

1.2 The Questionnaire Questions.

This column contains details of what the client was asked in the language it was asked.

1.3 Questionnaire Answers

This column contains details of the answers that were typed in to the Questionnaire in the language that they were typed in as.

1.4 Values to Import

This column will be what is imported in to Migration Manager

1.5 Preview

This section shows you what the impact of the data import will have on the data in Migration Manager

2 The Import Screen buttons

The Review window also has the following controls:

2.1 Collapse All

With sections which have a lot of entries, the Collapse All button will reduce the number of rows visible.

2.2 Copy All.

This button allows you to copy data from the Questionnaire Answers column to the Values to Import Column and contains two options: • Copy this Section Only – this option will just copy data for the section you are currently in. This option is useful when only wanting to import a small amount of data. • Copy Entire Matter – this option will copy data for all of the sections. This will be the most common option.

2.3 Clear All

This button allows you to clear data from the Questionnaire Answers column. This is useful when a client has provided too much information and you wish to exclude this information from the import. There are two options: • Clear this Section Only – this option will clear just the data for the section you are currently in. • Clear Entire Matter – this option will clear data for all of the Values to Import sections.

2.4 Print All

This button will convert the Questions, Questionnaire Answers and Values to Import column in to a PDF.

2.5 Preview Results

Clicking the Preview Results button will display how the data which has been added to the Values to Import column will impact the data that already exists in Migration Manager on this matter. The colours mean: • White = No Change • Yellow = The existing data will be modified • Green = New data will be added to a currently blank field

2.6 >> – Copy button

The >> button will copy the block of answers in to the Values to be Imported column

2.7 Erase

Clicking this button will erase a block of answers from the Values to be Imported column.

2.8 Previous and Next

These buttons will help you navigate between the different sections of the questionnaire

2.9 Report Questionnaire Bug

If you encounter an error or issue with using the Questionnaire import, please let us know by using the Report Questionnaire Bug button.

2.10 Save

You can save your progress by clicking the Save button.

2.11 Import

The Import button will import all of the data you have entered in to the Values to Import column into Migration Manager.

2.12 Close

The Close button will allow you to close the Questionnaire at any time.

2.5 How to return a Web Questionnaire to

the client for editing The Web Questionnaire's allow you to collect information for your client that is relevant to their application. Once a client submits their Questionnaire they are prevented from making further changes. However there will be occasions where the client has not answered or completed correctly all of the questions and you will required to return the Questionnaire to them for editing. This article covers how to return a Web Questionnaire to a client.

1 Open the received Web Questionnaire

First you will need to locate the received Web Questionnaire message in either the Documents tab of the relevant matter or your Document Inbox (accessed via the Tasks button in the main toolbar). Once you have located the Questionnaire message, double click it. The message window will now open.

2 Click Send Back

Next, click the Send Back button.

3 PDF Print a Copy

Before sending the Questionnaire back to your client, you will be given an opportunity to generate PDF record of what has previously been provided. It is recommended that you do generate this PDF as once the Questionnaire is returned to the client they will be editing the original results.

4 Edit the Message

Next you will be presented with a Portal Message which will be used to send the Questionnaire back to the client. With in the body of the message you should insert details about what you need your client to do with the returned questionnaire.

5 Send the Message

When you have completed the message, click Send Message Note that if you want to also send an email or SMS notification to the client to check their Portal, click the drop-down arrow and choose 'Send Message and Notify Client by Email' or 'Send Message and Notify Client by SMS'

The message and the attached questionnaire will now be sent to the client.

 Your client will now proceed to receive a Portal Message with the Questionnaire attached.

6 Close the original message

Depending on your settings the original message may still be open. Click Save & Close.

2.6 How to generate a Web Questionnaire

Status Report This article covers how to access and use the Web Questionnaire Status Report to track the progress of your clients' questionnaire completion. The Web Questionnaire status report is available as of version 8.7.7

1 Click on the CIQ Button

To access the Web Questionnaire Status Report, click on the CIQ button in the main tool bar then choose Web Questionnaire then Status Report. The Systems Report window will now appear and Portal – Web Questionnaires will be highlighted

2 Set report filters

Next you can choose to set any require filters for the report.

3 Click Build Report

To generate the report, click Build Report

4 Review Report

A report window will now appear. The following information is provided:

1 The Matter ID and the name of the client

2 The type of questionnaire that was sent

3 The date that the questionnaire was sent to the client

4 The date and time your client first accessed the Web Questionnaire

5 The most recent date and time your client last accessed the Web Questionnaire

6 The status of the Questionnaire. This will change if your client has submitted the

Questionnaire or you have returned the Questionnaire to your client for editing.

7 The date the status of the Questionnaire changed.

 Tip: If you right click a data row in the report, you have the option to open the relevant matter.

2.7 How to preview your client's

questionnaire progress This article covers how you can download a preview of a client's Web Questionnaire so that you can review their progress.

1 Open the Documents Tab

First, you will need to open the relevant matter's Documents tab and find the message which was sent that contained the Web Questionnaire for your client to complete.

2 Preview the Message

Next, right click the message and choose Preview

The Message Preview window will now appear.

3 Expand the View to show the More button

If the 'More' button does not appear, click the Show All Details button to expand the view.

4 Click More then Check Progress

Now click the More button followed by the Check Progress option.

5 Review Results

Migration Manager will now proceed to download a preview of the Web Questionnaire and the information which your client has so far entered in to it. You can review this information by clicking on the various headings in the left hand navigation column.

 Note: You can not import a preview of the results as there may be a lot of missing information. Importing a questionnaire that has not been submitted could potentially cause data integrity issues due to missing data and therefore the import is not enabled until your client submits the questionnaire.

3 Merge and Send a

Form

3.1 How to Merge a Department PDF Form

Migration Manager allows users to merge data from a matter in to fillable PDF forms made available by Immi.

1 Open the relevant Matter

In order to be able to merge a Form, you must first open the relevant Matter.  To merge a form for an employer Sponsorship, the relevant Business Sponsor must be the active Matter. If you want to merge a Visa, Nomination or Family Sponsorship form you must have the relevant Migrant matter set as the Active Matter.

2 Click the Forms button

3 Select the Form to merge

When the Form Filler window has appeared, select the Form you want to merge from the Select Form dropdown.

4 Use the most up to date version of the Form

It is important to check when you last downloaded a version of this Form from Immi. It is your responsibility to ensure that you are using the most up to date version of the form. Migration Manager will not "automatically" download forms for you, but does provide you with details of when you used the program to download a form.

4.1 Check the date you last downloaded this Form

The date this selected form was last downloaded from Immi Account will be displayed.

4.2 Download the latest version

If the Form is old/out of date you can download an up to date version of this particular form from Immi by clicking the Download Latest button. This will download this one form as currently published by the Department of Immigration. When the Form download has completed the Last Downloaded field will show an updated date and time.

5 Select the person to merge the Form for

Use the Select Person dropdown to choose the person you wish to merge the Form for.

6 Modify how the text appears or the filename used

By default the Form will be merged with text in the Case as it is recorded in Migration Manager. You can choose to have the Form fill out entirely in Uppercase by selecting the option UPPER. You can also change the file name that the Form will be saved as and whether the file name should include the Date/Time and the Users initials.

7 Click Merge Form

When you are ready to merge the Form, click Merge Form.

8 Read and Accept the notification

 It is important that you remember that it is your responsibility to check a Form after merging.

9 Review the Merged Form

The merged Form will now appear. You should review the Form and make any amendments necessary.

10 Save and Close the Form

When you have finished reviewing/amending the Form, you must save it before you close it. If you do not save the form before closing, the Form may appear blank the next time you open it.

11 The merged Form is saved in the Documents tab

The merged Form is now saved as an entry in the Documents tab in the active Matter. Video Guide

3.2 How to send a Form via Email

When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via Email.

1 Merge the Form

First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see: How to Merge a Department PDF Form

2 Open the Documents tab

First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder.

Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.

3 Select the Form, Right Click and select Email To

After you have selected the Form you wish to email, right click it and from the context menu choose Email To and then choose the person you wish to email it to.

 Tip – you can send multiple forms and documents in the same email by:

1 using your Ctrl key to select multiple items at the same time

2 then right clicking one of the selected items and choosing Email To from the context

menu.

4 Select who to Email To

 Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Create the Email

When you have finished add receipients, click the Create Email button to generate the email in Outlook.

6 Review and Send the Email

An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it.

4 Lodge an Online

Application

4.1 How to use eLodge – ImmiAccount online

Applications Migration Manager has the ability to interact with the Department immi Account and Skills Select systems to help users complete online visa applications. Through the use of Migration Manager eLodge system, Migration Manager can speed up the filling out of online applications by opening up immi Account or Skills Select through the users installed Chrome browser and then auto filling the various online application fields with information held within Migration Manager.  IMPORTANT NOTICE: It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the Deparment to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system.

1 Open the Matter

To prepare a Visa or Nomination application, you must first open the relevant Migrant Matter. If you are preparing an SBS, you must open the relevant Business Sponsor Matter.

2 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear.

3 Select the Application Type

From the Application Type dropdown, select the type of application you wish to undertake. In order to prepare an online Visa application, choose 'Visa Application'.

4 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of visa application you wish to prepare using the eLodge system.

5 Click Start Application

Click the 'Start Application' button to proceed.

6 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the Department to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. herefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

7 Login to ImmiAccount

A Google Chrome browser should now open on your computer. The Migration Manager eLodge Filler buttons will also appear in the top left-hand corner of the screen as well as the ImmiAccount login panel. Select the immi user to logon as and click Logon to log into immi.

 If you have not previously entered your ImmiAccount login details, Click More, then + New Logon.  Here you can now enter your new immi Account Logon Name and Logon Password. You can also make this your default login details for immi.

Click Logon to proceed.

8 Proceed through the ImmiAccount Information pages

You will now be taken to the immiAccount information page. To proceed, click Process Page.  It is recommended that you regularly read the Information page as it provides important information from the Department of Immigration about the operations of ImmiAccount and any maintenance/use issues.

9 Proceed through the Applications page

You will now be taken to your ImmiAccount list of applications page. To proceed, click Process Page on the eLodge toolbar.  Important: Do not click any of the buttons on the page. Use the eLodge toolbar to proceed.

10 Commence filling out the Application

The eLodge System will now select the type of application and proceed to the first page. Once it arrives that the first page you use the eLodge toolbar to process and complete each page. Once you click Process Page, the eLodge toolbar will enter data into the various fields. The process bar will go fully green once it is complete and then go clear, at which point you can either manually type in any other fields.  Note: the eLodge system can only fill a field if the data is held within the program. If a field does not fill please check that the information has actually be recorded in the program.

11 Move to the Next Page

After the system has finished completeing a page, review it to make sure that all of the content has been completed. If there is missing information you can manually type the required information. Once complete, you can move to the next page by clicking the 'Next' button on the eLodge toolbar. The eLodge system will then proceed to the next page of the application.

12 Continue Processing each page

Continue to fill in the remainder of the application remembering to always click the 'Process Page' button on each page, followed by the 'Next' button. Note that as you should click Process Page on every page that you come to, even if there are no fields to complete as Migration Manager will assess each page and will on certain pages record important information back to the system such as the TRN, which is saved to the Dept tab.

If you answer a question that has multiple entries to be added, the Smart Filler should tell you how many have been inserted. To ensure that you do not miss any entries make sure you always click 'Process Page' whenever you come to or a returned to a multi entry page / section.

13 Review and Print the Application

When you reach the summary page of the application, it is strongly recommended that you review what has been completed and make any necessary amendments. Again, it is your responsibility of ensure that any application that you complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the Department to ensure all of the necessary details have been completed correctly. We also recommend that you print a copy of the application by clicking the 'Print' button on the webpage.  Note: eLodge helps populate and navigate through the Online Application. It will not automatically Save or Submit the Application for you. We reccomend you periodically click the Save button on the application pages to save your application's progress, and always remember to click Save before you leave an incomplete application.

14 Submit the Application

Once you reach the Submit page for the application, Migration Manager ceases to be involved in the process. Migration Manager is not involved in lodging the application, recording payment details or uploading documents. From this point forward you must enter all information manually.

15 Close the eLodge toolbar

When you have finished with eLodge, you must close both the webpage and the Smart Filler tool. Do Not start another eLodge application without first closing these windows. Any new eLodge must be started from within Migration Manager in order for eLodge toolbar to work. Video Guide

5 Send and Capture an

5.1 How to Send an Email

Sending emails from within Migration Manager provides a quick and easy way to auto complete email addresses and subject lines including the Matter Reference which is essential for fast and efficient email captures.

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the Email button

On any page where you see an email address you should also see an email button. To generate an email to this person, click the email button.

3 Choose recipients

Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

4 Add Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

5 Add any Attachments (optional)

5.1 Go to the Attachments tab

Select the Attachments tab.

5.2 Attach a File

You can attach a document either by:

1 Dragging and Dropping the file from its current location into the attachments window.

2 Or by clicking the ‘Attach’ browse button:

Then browsing to the file and selecting Open.

The file will then show as an attachment.

6 Attaching or Embedding the first Word Document (Optional)

If you have attached a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach.

When you click Create Email the the document will be attached to the email.

7 Generate and Edit the Email

Now click the Create Email button. Migration Manager will proceed to open a new email from your Outlook and (1) insert the email address of the selected person(s) and (2) insert the subject into the email subject line. You can now proceed to add content to the body of the email.

8 Send the Email

When you have completed your email, send using your standard Outlook processes. A copy of your email should now be saved in to your Outlook.  Note: Until you perform an email capture this email will not have been saved in to Migration Manager.

5.2 How to Capture, Match and Save Emails

Migration Manager's automated Email Capture allows you to automatically capture, match and save emails from Outlook into the relevant Matters in Migration Manager. Once activated, Migration Managers Automated Email Capture service is designed to automatically monitor and capture email from the User's Inbox and Sent folders in Outlook and then try to match and save those emails to the relevant matters in Migration Manager. When turned on, whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at the set time intervals performing the following steps:

1 It will capture and copy all emails and attachments from Outlook which have been sent

and received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45*

days to determine whether there is any new information which has been entered or updated in to Migration Manager which would now allow these emails to be assigned (i.e. a matter might have been updated with Department reference numbers, in which case if there is an email which contains this Department reference number in the subject line it will now be assigned to that Matter).

4 Emails which have been assigned, will now be copied to the tab of the relevant matter.

Your involvment with the capture system will be to check what has been captured and review those items which were not automatically matched to a matter and manual match these items where necessary. The following article shows you how to use the Email Capture.  Note: The email capture process will only be operational whilst Outlook is open on the same computer as Migration Manager.

1 View the Captured Emails

To view what emails have been captured and matched automatically and which have not, follow these steps:

1.1 Click the Capture button

In the main toolbar, click the Capture button.

1.2 View the matched and unmatched Emails

By default the capture window will be groupd in to Matched & Saved and Unmatched emails. To view the emails in either group, you can click the chevron next to 'Matched & Saved' or 'Unmatched' to reveal all the emails.

2 Review the unmatched emails

The emails which are grouped in the Unmatched section have not been matched and saved to a matter. These emails will remain in this section for the next 45 days or until they are successfully matched to a Matter or selected to be ignored. You now need to review these and ascertain which emails:

1 Need to be manually matched to a Matter;

2 Which emails need to be converted in to new matters

3 Which emails can be ignored.

3 Manual Match Emails

Emails which belong to Matters which have not been automatically matched and saved to their respective Matters need to be manually matched by you.

3.1 Select Emails

First, select the emails you wish to assign. To select multiple emails, hold down your Ctrl key on your keyboard and select the various emails/documents with your mouse.

3.2 Right Click and select 'Match'

Next, right click the email(s) you wish to manually match and select 'Match' from the context menu.

3.3 Search for the relevant Matter

The Match window will now appear. To search for the relevant matter that you want to match the email to, click the drop down to reveal a list of all of your current matters.  Quick Tip: You can type part of the matter name in the drop down section and it will search for the Matter.

3.4 Click 'Match'

Clicking 'Match' will now assign that email to the selected matter.

3.5 The email is now Matched and Saved

The email will now move to the 'Matched & Saved' category and a copy of the email and any attachments will be saved in to the relevant matter.

4 Convert emails to New Matters

4.1 Select Emails

First, select the email you wish to convert in to a new matter.  Important – If there are multiple emails from the same person / entity, you don't need to convert all of them. You only need to convert one and Migration Manager will then try to automatically match all of the other emails.

4.2 Right Click and select 'Match'

Next, right click the email and select 'Match' from the context menu.

4.3 Click New Matter

The Match window will now appear. Click the 'New Matter' button The New Matter window will now appear.

4.4 Enter the relevant matter details

Enter all of the relevant information to create a new matter. When complete, click 'Match'.

4.5 A new Matter will be created an the email matched to that

matter.

5 Complete

You have now finished the Email Capture process. You can now close the Email Capture window.  Note: As well as Auto Capture, you can also manually capture emails from Outlook either selectively or via a date range. For further details on these topics, see: • How to perform a manual 'Selected Emails' Capture • How to perform a manual All Email Capture

6 Add a Workflow and

monitor Due Dates

6.1 Progress Items – How to add a Document

and Tasks Checklist to a Matter (Pre Version 8.8.1.0) The Progress Items function within Migration Manager allows a user to set a list of documents and activities/tasks in a matter and tack when these tasks/documents are required to be attended to or have been completed. Migration Manager has a built in set of Progress Items checklists available for most visa types that based on the Immigration Department's issued document checklists. The information in the Progress tab also directly links into Snapshot which allows users to quickly and easily keep track of their caseload activity. This article covers how to add a basic checklist to a Matter.

1 Open the Matter

First click the 'Open' button in the main menu to open the relevant Matter that you want to add a checklist to.

2 Go to the Progress Tab

Once the matter window opens, click the Progress tab. If this is the first time you have opened the Progress tab for this matter it will contain a blank screen.

Creating a Checklist from a Template

1 Right Click and select 'Add Progress Items' > 'From Template'

Now right click anywhere on the grey screen and from the context menu choose 'Add Progess Item(s)' and then select 'From Template'.

2 Select the Checklist to use

From the 'Matter Type' dropdown, select the checklist that you want to use. In this example we will be using the 'Short List'.

3 Untick the items you don't want in your checklist

4 Click 'Commit'

Click the 'Commit' button to add the selected items to this matters Progress tab.

5 Basic list created

The selected Progress Items from the template will now be added to this matters Progress Tab

Add a One-Off Progress Item If you wish to just add a one-off Progress Item for this Matter (An Item that is not in a progress template and wont be used again), then you can add a One-Off Progress Item.

1 Right Click and select 'Add Progress Items' => ‘One-Off’

Right click anywhere on the grey screen and from the context menu choose Add Progress Item(s) and then select One-Off.

2 Enter the Description

When the Add Progress Item window appears, enter the Description of this Progress Item, then click OK.

3 The item will appear on the Progress list

4 Choose Progress Item Type

A Progress Item can either be a Document Item or an Activity. Example: • A Document Item may be a Request for a Form, or a Form needing to be sent. • An Activity Item is usually a task that needs to be completed. Double click the Document icon on the left of the row to toggle between the item being a Document or an Activity. (Blank means Activity, Document icon means Document)  Once you have started adding items to the Progress tab of a Matter you can then do a number of different things with this list including: • Add additional items to a matters checklist • Tracking due and completed dates using the Progress list and Snapshot • Scan or Bookmark received items • Request documents via the Secure Client Portal

6.2 Snapshot – The Features

Migration Manager's Snapshot is designed to give the user a quick overview of key of tasks, activities, filenotes and documents which are set for review or expiry during a specified time period. The tool is designed to assist users in avoiding missing critical dates and reminders. Clicking on the numbers within Snapshot takes the user to more detailed reports and data about the items in question. The Main Features The Snapshot window will open each day the first time you login. When looking at the Snapshot it is important to understand what each part means and does.

1 The Title Bar

The Title Bar will tell you what time period you have choosen to view and whether that numbers shown on the screen include or exclude items which have expired. Note: We generally recommend that you include expired items so that you don't miss any important dates.

2 Documents

The number in the Documents field represents how many documents/emails are currently in your Document Inbox that have either been scheduled for review during the selected time period or that have been triaged in to the Do Now or Do Later columns. If you click the number in the Documents field, it will open up the Document Inbox. The items shown will be filtered to the same parameters as that which applied to the Snapshot. Within this tab you can attend to the various documents. For full details, see Snapshot – Documents Option

3 Tasks

The Tasks number represents all of the Progress Items which have been marked as due within the specified time period. Note: In this example the Tasks circle has a red ring around the outside of it. This means that there are Tasks which are now overdue. If you click the Tasks number, it will open up the Progress Items tab of the Task Inbox and show you all of the items which are due to be completed within the specified time period. The items shown will be filtered to the same parameters as that which applied to the Snapshot. Within this tab you can tick items as being complete or adjust their due date. For full details, see Snapshot – Tasks Option.

4 File Notes

The File Notes number represents all of the File Notes which have been marked for review or have a deadline date within the specified time period. Note: In this example the File Notes circle has a red ring around the outside of it. This means that there are File Notes which are now overdue.

If you click the File Notes number, it will open up the File Notes tab of the Task Inbox and show you all of the items which are due to be completed within the specified time period. The items shown will be filtered to the same parameters as that which applied to the Snapshot. Within this tab you can open, review, update, reschedule and mark file notes as complete. For full details, see Snapshot – File Notes Option.

5 Expiries

The Expiries number represents all of the Visa and Sponsorships which are set to expire during the specified time period. Note: Visas and Sponsors will only be shown on the Snapshot if those items have been ticked to be tracked in Snapshot (this is the default setting on all visas and sponsorships created). If you click on the number in the Expiries circle on the Snapshot it will open the Visas/ Sponsorships Expiries tab and filter to show all of the Visas and Sponsorships due to expire

during the specified time period. Double clicking on an item in this tab will open up the relevant Matter and take you to the item in question. For full details, see Snapshot – Expiries Option.

6 Webleads

The Webleads number shows the number of emails currently waiting to be reviewed and attended to in the Webleads tab. If you click the Webleads number it will open the Webleads window. Within this tab you can review and convert emails into prospect files, or delete as necessary. For full details, see Receiving and Reviewing Webleads.

7 The Home Page Button

The Home Page on Snapshot is a quick link to open the Home Page window.

The Home page window is designed to provide you with a detailed overview of what is happening in the practice. Clicking the Home button on Snapshot will default the Home page to show this users statistics and pipelines

8 Time Period Controls

The Time Period controls let you set the time period you want Snapshot to show you. You can choose to show: • Only overdue items. • All items due Today • All items due within the next 7 days (including today) • All items due within the next 31 days (including today) • All items due within the next 90 days (including today) When you click any of these buttons you will see the Title Bar change to tell you what time period is being shown in the Snapshot.

9 View Controls

The View Controls let you set who and what you want to view in the Snapshot. • Clicking the exclamation mark button will change the Snapshot to either show or exclude in the numbers items which have expired or become overdue i.e. if you are view all items due today and you click the exclamation mark, then it will show all items due today including expired items. • Clicking the You button will make Snapshot show all the items for which you have been marked responsible. • Clicking the Team button will show you all items for everyone in your practice. • Clicking the drop-down next to the Team button will let you choose to see the snapshot for another person in your practice. Note that users can only use this option if their user preferences have been set accordingly. • Click the refresh button will update Snapshot to reflect any changes made elsewhere in the program.

10 View Latest News

If you click the View Latest News link you will be taken to our online Blog which contains all of our recent news items. We recommend that you regularly review the news items to keep up to date with everything that is happening with Migration Manager.

11 The Snapshot User Options

The Snapshot Options button opens the user Options window which allows the user to modify Snapshot's default viewing behavior.

In the Options window for Snapshot, you can set the default time period that Snapshot will display data for and whether the numbers displayed in items which have become overdue or expired. For full details on how to use the Options window please see: Snapshot User Settings Video Guide

7 Use the Secure Client

Portal

7.1 Activating the Secure Client Portal for a

Matter This section describes how to add a matter to the Secure Client Portal and notify your client of their access details. Suggestion – when you first use the portal, you might like to set up a dummy matter with your own email address and add that matter to the Portal. That way you will be able to log in to the portal yourself and see exactly what your clients will see when they use the Portal.

1 Open the Portal Form

Open the matter, click on the Progress tab and then click the Portal button. Note, if you don't see a Portal button, you need to Set Up the Portal for your firm.

2 Turn on Portal for this Matter

If this is the first time the portal form has been opened for this matter, Migration Manager will need to add the matter to the Portal and generate the Client's logon details. When you click the Portal button the 'Turn Portal On' window will appear. The client's email address will be displayed. Check if the email address is correct. If you want to send the email to a different email address, enter it here.

3 Generate Logon Details

When you are ready to turn the Portal on for this matter, click Turn Portal On and Send Email.

4 Send Portal Logon Details

Migration Manager will now add this matter to your Client Portal and generate an email to be sent to your Client which contains their logon details.

5 Send the email to your Client

Click Send on your Outlook Email.

7.2 Send a PDF Questionnaire – via the

Secure Client Portal Although we are introducing more and more Web Based Questionnaires all the time, there are still some questionnaires that are currently only available in PDF format. This section describes how to send a Client Information Questionnaire PDF to a client via the Secure Client Portal.

1 Select the Questionnaire to be sent

1.1 Open the Matter

1.2 On the Tool Bar, click CIQ

1.3 Then move your mouse to select the Questionnaire Type =>

Sub Type, then click Upload to Portal

2 Complete the Secure Portal message

When the Send a Secure Message Appears, make any desired changes and send the message

1 The Subject of your message. The default text pulls from your preferences.

2 Attachments. The Questionnaire will be automatically attached to this message. You can

add additional attachments if you want using the “Paperclip” or by Dragging and Dropping.

3 The Body of the message. The default text pulls from your preferences.

4 Request a Document from Client. This will default to the Questionnaire (as you would like

it completed and returned). You can add additional document requests at the same time by clicking the down arrow for existing Progress Items, or + sign to add new Progress Items.

5 Mark a Progress Item as Complete. This would normally remain unticked because you are

sending out a Questionnaire at this stage.

6 Notify Client Via Email to Check the Portal. If this option is ticked, then as you send this

Portal Message, an Outlook Email will also be generated, ready to send to the client to notify them to check their Portal.

7 Send. Click Send to send the Portal Message.

3 Questionnaire Uploaded

Once the Questionnaire has been uplaoded, you can see the item in 2 places: Progress Items updated An update will be added to the Client's Progress tab showing that the Questionnaire has been uploaded to the Portal. Documents tab updated The Documents tab will list the Portal Message that has been sent:

4 Client's View

If the Client logs on to their Secure Client Portal, they will see a message in their Inbox containing the PDF questionnaire. There will also be an entry in the list of Documents Required and the option to upload the Questionnaire back via the Portal when complete. If they click on the message, they will find the PDF ready to be downloaded as well as your message and instructions on how to download and open the PDF.

7.3 Requesting a Document from your Client

via the Secure Client Portal This section describes how to request a Document from your client via the Secure Client Portal. The Documents that you request are selected from the items you have listed in the selected Client's Progress tab.  IMPORTANT: You must have items in the Progress tab of the Matter to be able to add these items to the Portal. For details on how to add Progress Items, see Progress Items – How to add a Document and Tasks Checklist to a File

1 Open the Portal Form

Open the matter, click on the Progress tab and click the Portal button. Note: If the Portal is not currently activated for this client you will be prompted to do so.

2 Select the Documents you want from your Client

Once the Portal window opens in Migration Manager, you will need to select the Documents you want from your Client from the 'Not Yet Uploaded to Portal' window.

3 Continue selecting Documents

Continue selecting the Documents you want to request by holding down your Ctrl key and clicking the additional items.

4 Add selected items to Portal

Click the Add to Portal button to add the selected requested items to the Portal.

5 Requested Documents added to Portal

The Documents that you selected will now be added to the online Client Portal for this Client. The items will now be listed in the 'Uploaded to Portal' section of the Portal window along with the date they were requested.

6 Progress Items updated

An update will also be added to the Client's Progress tab showing that the documents have been requested from the Client. Note: On the right hand side of the Progress tab, there will appear a symbol to indicate the status of the Progress item on the Portal (see the Key for details on what each symbol means)

7 Client's View

If the Client logs on to their Client Portal, they will see the Documents which have been requested from them. They can then upload the requested Documents by clicking the 'Upload File' button.

 Note: The customer can upload multiple documents for a single Document Request. The total size of all documents uploaded for a single Document Request is 30MB. Each individual document is limited to 5MB. This is to keep in line with Immi’s own policy of 5MB per document. There is also a maximum of 200MB across all files in a Migrant’s Portal https://manual.mmcpd.com/m/50001/l/456292-receiving-messages-and-documents-from-the- secure-client-portal

7.4 How to send a Form via the Secure Client

Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via an Encrypted Message in the Secure Client Portal. Note: The instructions below are for using Migration Manager version 8.5.3 or newer.

1 Merge the Form

First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a Department Form

2 Open the Documents tab

Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder.

3 Select the Form, Right Click and select Upload to Portal

After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed.

4 Add a Message/Instructions

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

This option allows you to also to request a document back from the Client via the Portal. This request will be linked to an item in the Progress tab for this matter. To find the relevant item in the Progress list that you wish to link to you can:

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the 'Send Message' button. The message and its attachments will now be sent to the Secure Client Portal.

7 Send notification email

If you have selected the option to Notify Client, Migration Manager will also generate an email for you to review and send to the Client to notify them that you have uploaded documents for their review.

7.5 How to send a Letter or Document via

the Secure Client Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal. Note: The method of sending letters and documents to the Portal has changed as of MM Version 8.5.3. This article has been updated with the new method.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder.

3 Select the Document, Right Click and select Upload to

Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

The Portal Messaging window will now appear along with a list of the items you have selected to send.  Tip: You can add additional documents to the message by dragging and dropping them on to the Attachments section of the message.

4 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the Send Message button. The document/form will now be upload to the Secure Client Portal via encrypted message.

7 Send notification email

8 Record a File Note

8.1 Creating a File Note – When you have the

Matter Open Users of Migration Manager should create file notes for every pertinent conversation or meeting that they have with clients, people, entities and agencies associated with a matter. To create a file note for a matter which is already recorded in Migration Manager, follow these steps.

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the New FN button

To create the file note, click the New FN button in the main toolbar.

3 File Note Window

A new File Note window will now appear, docked to the side of its associated matter.

4 Record your Note

Type details of the note into the 'Add New Note' part of the File Note window.

5 Click Enter

When you have finished recording the content of the note, click Enter.

6 Note is Recorded

Once you have clicked Enter, the content you previously typed will be added to the note record at the top of the File Note window.

7 Add Additional Content

To add additional comments to the note, repeat steps 4 and 5 and record the details in the Add New Note panel and then click Enter to record the content.

8 Set the Status

Prior to closing the File Note, you should set the Status of the note. Note: If you set a Status other than 'Complete', a reminder will appear in Snapshot. Also note that by setting the Status to something other than 'Complete', a reminder date will be set for 1 day ahead of today.

9 Set Reminder Date and Responsibility

If you want to change the Reminder Date and who has Responsibility for a File Note, click the reminder button on the bottom of the File Note. The Reminder settings window for this File Note will now appear. When you have made the required changes click Update.

10 Save & Close

When you have finished with the File Note, click Save & Close.

11 Filenotes Tab

The saved File Note will now appear in the File Notes tab in the Client Detail window. To open a File Note, just double click it within the File Notes window.

Video Guide

9 Merge and send a

Document/Letter

9.1 How to merge a Template Letter

Migration Manager's Template Merge function allows users to create template letters and documents in Word and then merge those with information and data from Migrant and Sponsor files. For instructions on how to create a template, please see: How to create a Template Letter. The instructions below cover how to merge a Template that you have created using one of the sample templates that comes pre-installed with Migration Manager. Video Demonstration

1 Open the relevant Matter

First open the Migrant or Sponsor matter that you wish to merge a letter/document for.  Note that Migrant and Sponsor matters use different template lists. The list shown to you will depend on which type of matter you have open and active.

2 Click the Letters button

Click the 'Letters' button in the main toolbar to bring up the Word Templates window showing a list of all of the available letters and documents able to be merged for the active matter

3 Select the document / letter to merge

Once the Word Template window appears, use the folder tree on the left hand side to find the folder that contains the template that you wish to use. Then on the right hand side, select the letter/document template from within the choosen folder that you want to merge.  Quick Tip – If you want the letter/document to merge and save with a file name that is different to what the default Template Name is, you can type the preferred name in the 'Save Merged Document As' column. When the merged letter saves to your computer, it will now be saved with this name.

4 Click Merge

When you are ready to merge your choosen template, click 'Merge'.

5 Review the completed Document

The template will now be merged in to a Word document with the relevant information from the matter being inserted in to the corresponding merge fields in the template. The Word document is then saved in to the relevant matter and can found in the Documents tab under the letters Out sub-folder. To open and edit the document, just double click it.

9.2 How to send a Letter or Document via

Email When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder.

3 Select the document, Right Click and select Email To

After you have selected the letter or document you wish to send via email, right click it and from the context menu choose Email To.

4 Select who to Email To

The Email To window will now appear, showing all of the individuals who are linked to this matter along with their email addresses. If you have clicked an email button on a file next to an email address, that email address will appear in the To section. You can add additional receipients by clicking the +Add button next to their name.  Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Add a Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

 Note: In Preferences, you can set emails to automatically have the subject line based on the name of the letter being sent.

6 Select whether to embed or attached (Word Documents

Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. When you click Create Email the the document will be attached to the email.

7 Review and send the email

To finish, review the email and then click 'Send'. This will send the email.

10 Link a Migrant and

Sponsor together

10.1 Create a New Business Sponsor Matter

For each new matter you should create a Matter within Migration Manager so that you can record details about the potential/actual client. The Business Sponsor Matter type is used for preparing and having conduct of applications such as Subclass 482 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’.

3 Select Sponsor and Business

In the Matter Type section, first select Sponsor and then select Business.

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 matter. 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.

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 Matter.

8 Click Create

To create the Prospect matter click the ‘Create’ button.

9 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

10.2 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.

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.

4 The Sponsor file will now open

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

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

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.

8 Confirm the Migrant to be linked

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

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.

10.3 How to link a Migrant and Family

Sponsor When a migrant is applying for a family visa (Partner, Parent Child visa etc), the Migrant Matter needs to be linked to a Sponsor Matter.  Note: The vast majority of work (Form Merging, eLodge, Letter Merge) will still completed via the Migrant Matter even though the Family Sponsor Matter exists.

1 Open the Migrant Matter

Click the Open button.

2 Go to the Relations tab of the Migrant Matter

Select the Applicants tab, then Relations tab.

3 Link the Family Sponsor

3.1 If the Family Sponsor person has been previously entered

as a person on the Matter, but not listed as a Relative of the Primary Applicant

1 Click the Add button at the bottom right of the Relations Grid.

2 The next screen will show you a list of previously recorded people on the Matter. (if they are

not listed, then they don’t exist on the Matter yet so go to step 3.3). Otherwise select the Person by ticking the Add box and select how this person is related. Then click Apply.

3 The Person is now listed as a Relative of the Primary Applicant. Continue with step 3.2 to link

the Family Sponsorship.

3.2 If the Family Sponsor person is already listed as a Relative

1 Select the Row where the Sponsor person appears, then tick the box “This person is the

Family Sponsor”.

2 Confirm the person is the Family Sponsor by clicking “Yes”.

3 Choose to Select an Existing or Create new Family Sponsor Matter

If you have already created a Family Sponsor Matter:

1 Select “Choose Existing Family Sponsor File”.

2 Select the Matter in the grid.

3 Then click Select Existing Family Sponsor.

If you have not yet created a Family Sponsor Matter

1 Select “Create New Family Sponsor File details”.

2 Confirm the personal details.

3 Then click “Create New Family Sponsor”.

4 Confirm by clicking YES.

3.3 If the Relative has not been entered in the Matter yet

1 Click the Add button at the bottom left of the Relations Grid

2 Select “Other Non-Migrating Person” and complete their personal details

3 Tick the “Family Sponsor” box and choose which Family Sponsor Matter to link to

• If you have not yet created a Family Sponsor Matter, then select “Create New Family Sponsor File” (1) • If you have already created a Family Sponsor Matter, then select “Choose Existing Family Sponsor File”, then select the Matter from the drop down. (2)

4 Click Apply.

4 The Person has now been created and linked as the

Family Sponsor

11 How to use PDF

Questionnaires

11.1 Send a Questionnaire – By Email

1 Initial Questionnaire. This is a short questionnaire that aims to ask enough questions for

an agent to be able to assess a Prospect or New Clients situation and advise them of the appropriate course of action.

2 Temporary Questionnaire. This is a medium length questionnaire that aims to ask

enough questions and collect enough data for an agent to prepare a temporary visa such as a Subclass 482 Visa.

3 Full Questionnaire. This is a full length questionnaire that aims to collect a large amount

of data so as to cover a majority of the questions for most permanent residence visa applications. *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover a 100% of the field. We aim to refine the questionnaires over time to improve coverage.

1 Open the Matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Choose the Questionnaire type

When you click the CIQ or BSQ button, you will be present with a number of different types of Questionnaires to choose from. Choose which type of questionnaire you wish to send and who you want to send it to. For example, if you wish to send an Initial Assessment Questionnaire to a migrant, click the first option and then choose Email to Primary Applicant.

4 Review the Questionnaire Email

A new email should open up, with the client's email address listed and the questionnaire attached with instructions for your client on how to proceed. Note that you may need to add your Signature to the bottom of the email using Outlooks standard insert Signature option.

5 Send the Questionnaire.

11.2 Importing PDF Questionnaires

The questionnaires enable a client to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Letter and Form merging, eLodge etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. To import a completed Questionnaire into Migration Manager follow the below steps: *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover 100% of the field. We aim to refine the questionnaires over time to improve coverage.

1 Add the Questionnaire to the Client's Document's tab

The completed questionnaire can be added to the client's document tab in several different ways, depending on how you received the questionnaire back from the person who completed it. • If you received the questionnaire by email, it will be added to the Documents tab via the Automated Email capture. For instructions on how the capture works: How to Capture and Save Emails • If the client uploaded the completed questionnaire to the Secure Client Portal, the questionnaire will be added to the client's Documents tab automatically when it is downloaded from the portal. • You can also drag and drop the questionnaire onto the Documents tab and this will start the import.

2 Review the Questionnaire

Open the Documents tab and double click on the questionnaire to open it (if you are in Tree View, the Questionnaire should be in either the Attachments or the Documents Received folders depending on how it was received). Review the questionnaire and confirm that you are happy with the contents and ready to import. Important: the data stored in Migration Manager is only as good as the data you import/enter. If you import a Questionnaire which contains errors or missing information that will negatively impact the effectiveness of Migration Manager.

3 Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

 Note: The Name of the Questionnaire must have the word “Questionnaire” somewhere in the name. Otherwise Migration Manager will not recognise this as a Questionnaire and the Import Data option will not be available. If this occurs, simply right click and Edit to rename the form to a name containing the word Questionnaire.

4 Review the Data to be imported

The Data preview window will appear and the program will now proceed to load the data into a preview window. Please be aware that large questionnaires may take some time to load the data. You can review and amend the data in this window if you want to.

5 Process the Data Import

Once the data is loaded you have the opportunity to again review and edit the data. When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

6 Confirm the Correct Matter

If the basic identity data in the questionnaire is different to what is already contained in Migration Manager for this Matter, you will receive a warning asking you to verify that you are importing the data into the correct Matter. If you are sure that this is the correct Matter, click ‘Yes’ to proceed.  Caution: please carefully check that you are importing data into the correct Matter. If you import into the wrong Matter your database will have to be rolled back and restored. Please contact our help desk immediately to attend to this.

7 Finalise Import

The data import process will now commence. If the questionnaire is large the import process may take some time. When it is complete you can click ‘Ok’ on the pop up window.

8 Review the Migration Manager Matter

You will now be returned to the Client Detail page where you can review all of the imported data. FAQ  Question Can I import a Business Sponsor Questionnaire from a Migrant Matter Answer No. You will need to open a Business Sponsor Matter and follow the import instructions.

Creating and Editing Files

1 Click the New button
2 Select New Prospect
3 Insert the Prospects basic details
4 Check the Matter ID
5 Assign the responsible Staff Members
6 Assign an Office (if applicable)
7 Click Create
8 New Matter will Open
1 Click the New button
2 Select New Client
3 Insert the Client basic details
4 Check the Matter ID
5 Assign the responsible Staff Members
6 Assign an Office (if applicable)
7 Click Create
8 New Matter will Open
1 Open Email Capture
2 Select and Match the Email
3 Click 'New Matter'
4 Record the relevant information
5 Click Match and create the Matter
1 Click the New button
2 Select New Prospect
3 Select Sponsor and Business
4 Insert the Business name
5 Check the Matter ID
6 Assign the responsible Staff Members
7 Assign an Office (if applicable)
8 Click Create
9 New Matter will Open
1 Select the New button on the Main Toolbar.
2 Select 'Duplicate Selected Matter'.
3 Click the Filter box and type the name of the Matter you
4 Select the Matter you would like to duplicate.
5 Confirm the Client’s name and Proposed Matter ID
6 Select the RMA (and Manager and Clerk if required), then
1 Open the Matter Detail window.
2 Insert basic bio-data
3 Record Contact and Address details
1 The phone and email details for this person. It is strongly recommended that you specifically

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Prospect Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

Create a New Client Matter (Migrant) For each new matter you should create a Matter within Migration Manager so that you can record details about the client. Client Matters are used in Migration Manager to record information about clients who have formally retained the agent’s services. Video Demonstration

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Client Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

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 Matter. Furthermore when you convert an email in to a Prospect Matter, Migration Manager will record the email address on the file and then the Auto Capture Service will review all of the emails currently held in the email capture window to search for, match and save any other emails from that person to the new matter.

1 Open Email Capture

First click the 'Capture' button in the main toolbar.

2 Select and Match the Email

Once the Email Capture window opens, select the email that you want to convert to a new matter and then right click it. From the context menu that appears choose 'Match'.

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.

5 Click Match and create the Matter

Migration Manager will now create the new Prospect matter and assign and save the email to that Matter.

Create a New Business Sponsor Matter For each new matter you should create a Matter within Migration Manager so that you can record details about the potential/actual client. The Business Sponsor Matter type is used for preparing and having conduct of applications such as Subclass 482 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’.

3 Select Sponsor and Business

In the Matter Type section, first select Sponsor and then select Business.

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

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 Matter.

8 Click Create

To create the Prospect matter click the ‘Create’ button.

9 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

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 matter: • 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.

2 Select 'Duplicate Selected Matter'.

3 Click the Filter box and type the name of the Matter you

would like to Duplicate.

4 Select the Matter you would like to duplicate.

5 Confirm the Client’s name and Proposed Matter ID

details.

6 Select the RMA (and Manager and Clerk if required), then

click Create.  The Duplicate Matter is now created.

How to Edit Files

Record the Basic Details A prospect Matter 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 Matter. When you first start working on a Prospect Matter you may have all or only some of the information listed below. Video Demonstration

1 Open the Matter Detail window.

2 Insert basic bio-data

Click the Person icon next to the Applicants name.

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. It is strongly recommended that you specifically

record an email address as many features of Migration Manager make use of the email address.

2 The residential/physical 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 correspondence 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

4.1 To start the note, click the centre of the note where it says

"Click here to add a new note".

4.2 A note window will appear on the right. Click on the area

marked "Add Comment…" and start typing your note.

4.3 When you have finished recording the text, click Enter.

4.4 Set the status of the note and any applicable review date.

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 drop-down

please see: How to edit the Referral Sources)

You can also click the More button to add any other information that you might wish to record such as different reference numbers that you might use in your office.

6 Record any other known information

7 Update

Change a Matter from a Prospect to a Client Migration Manager gives you the ability to track whether a matter is a Prospect or a Client Matter. Prospect Matters 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 Matter type. Changing the Matter 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.

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.

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, please 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.

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.

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 Duplicate 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

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.

Adding a Relation to a Matter After you have created a Matter, you may wish to manually add additional relations to the Matter. These people may be family included in the Application, or non-migrating relatives, acquaintances etc.  Note: If you import a questionnaire completed by the client, then all relations in the Questionnaire will automatically import into Migration Manager. The below procedure is how to manually create additional relative records. There are 2 methods of creating Relations on a Matter:

1 Creating an ‘Included in Application’ Relation from the Cover

Page These Relations will automatically be included in the Application

1.1 Open the Matter.

• Click the Open button on the Main Toolbar and select the Matter.

1.2 Click the Add button.

• On the Cover Page, click the Add button in the lower right corner.

1.3 Complete the new Applicants section.

When the Add Applicant window appears, complete the required fields, then click Save & Close (or Save & New if you wish to add more relatives).

 Note: Using this method will automatically include these new people as included applicants. If you wish to add non-included applicants, use the method below.

2 Create a Relation from the Relations tab

2.1 Open the Matter.

• Click the Open button on the Main Toolbar and select the Matter.

2.2 Go to the Relations tab.

Select the Applicants tab, then the Relations sub-tab

2.3 Click Add

At the bottom right of the Relations Grid, click the Add button

2.3.1 Adding a Previously Recorded Person.

If the person has already been recorded in the Matter (as a Relation of another applicant), they will automatically appear in the list of previously recorded people. You can add them as a relation to this person.

1 Click the Add box.

2 Select how this person is related to your applicant.

3 You can also choose if the person is Included in the Application and if they are Dependent

on the Primary Applicant.

4 Then click Apply.

2.3.2 Adding a new person to the Matter.

1 Click the Other Non-Migrating Person box.

2 Enter the Person’s details.

3 Then click Apply.

2.4 Select any Attributes for this person

Once the person has been added, you can select their row, then choose certain attributes for that person.

Using Nomination Occupation Templates Migration Manager has the ability to save Occupation details from the Sponsor’s Nomination tab as a Template which can then be used for other Nominees with the same Occupation. This article describes how to create an Occupation Template and how to select that Template for other nominees. Creating a Template

1 Find the Nomination that the new Template will based on

1 Open the Sponsor Matter and go to the Nominations tab.

2 Select the Nomination you wish to save as a Template.

2 Complete details to be saved as a Template

Complete the tabs you would like saved as a Template.

3 Save these details as a Template

Once you have entered all the details you would like saved, go to the Position tab (1) and then click Save as Template (2). The Template will be created/saved.

Retrieving the Template Now when you wish to use these Occupation details again, they can be retrieved against a new Nomination

1 Go to the Nomination you wish to apply the Template to

1 Open the Sponsor Matter and go to the Nominations tab.

2 Select the Nomination to use the Template on.

2 Go to the Position Tab

After selecting the Nomination Row, click the Position sub-tab.

3 Browse to your Template

1 Select the Occupation Template Browse button.

4 Select your Template

Highlight the Template you wish to use, then click Select.

All Occupation Detail tabs will now be populated with the information from the Template.

How to Remove an Applicant from a Matter You may wish to remove an Applicant from a Matter. Depending on your requirement, you can either: • Make the person no longer included in the Application but leave them as a non-included Relation on the Matter. or • Remove them entirely from Matter. Making the person no longer included in the Application. This process will remove the person as an Included Applicant but will leave them on the Matter as a relation.

1 Open the Matter

From the Main Toolbar, click Open, then select the Matter.

2 Go to the Applicants => Relations tab

3 Remove the Inclusion Status

Select the Row for the person you want to exclude, then untick 'This person is included in the application'. The Person is no longer included in the Application, but remains as a Relation.

Remove the Person entirely from the Matter This process will delete the person from the Matter. It is important to note that once the person is removed, their information is deleted, and they cannot be restored to the Matter without re-importing the Questionnaire.

1 Login as user Administrator

Only the Administrator can delete Applicants.

2 Open the Matter

From the Toolbar, click Open, then select the Matter.

3 Go to the Cover Page tab of the Matter

4 Delete the Applicant

From the Cover Page, select the Applicant in the lower right of the window, then click the red minus (Delete) button.

5 Confirm

Click Yes to confirm Deletion. The Applicant has been deleted.

Entering Supporting Witness details again a Matter If a client is applying for a Partner Visa, they will be required to supply Supporting Witnesses. The online Partner Web Questionnaire does ask for Supporting Witness details, however the client may not have organised this at the time of completing the Questionnaire. In this case you may wish to enter the Supporting Witness details against the Matter manually at a latter stage. This document describes where to enter the Supporting Witness details against a Matter

1 Open the Matter

From the Main Menu, select Open, then choose your Migrant Matter.

2 Go to the Relations tab

Select the Applicants tab, then Relations sub-tab.

3 Add a new Relation

Click the Add + button.

4 Complete the details

Select ‘Other Non-Migrating Person’, then complete the person’s details. Then click Apply.

5 Set the person as a Supporting Witness

Select the row for the person who is a Supporting Witness, then tick ‘This person is a Supporting Witness for the PA/Spouse Relationship’.

6 Enter the Supporting Witness details

Once the person has been made a Supporting Witness, additional tabs for Witness Details and Form 888 will appear for that person. These details can now be entered.

Linking Files

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.

3 Select the relevant Business Sponsor

4 The Sponsor file will now open

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

5 Create the Sponsorship (if it doesn't exist already)

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

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

8 Confirm the Migrant to be linked

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

9 Migrant and Sponsor are now linked

How to link a Migrant and Family Sponsor When a migrant is applying for a family visa (Partner, Parent Child visa etc), the Migrant Matter needs to be linked to a Sponsor Matter.  Note: The vast majority of work (Form Merging, eLodge, Letter Merge) will still completed via the Migrant Matter even though the Family Sponsor Matter exists.

1 Open the Migrant Matter

Click the Open button.

2 Go to the Relations tab of the Migrant Matter

Select the Applicants tab, then Relations tab.

3 Link the Family Sponsor

3.1 If the Family Sponsor person has been previously entered

as a person on the Matter, but not listed as a Relative of the Primary Applicant

1 Click the Add button at the bottom right of the Relations Grid.

2 The next screen will show you a list of previously recorded people on the Matter. (if they are

not listed, then they don’t exist on the Matter yet so go to step 3.3). Otherwise select the Person by ticking the Add box and select how this person is related. Then click Apply.

3 The Person is now listed as a Relative of the Primary Applicant. Continue with step 3.2 to link

the Family Sponsorship.

3.2 If the Family Sponsor person is already listed as a Relative

1 Select the Row where the Sponsor person appears, then tick the box “This person is the

Family Sponsor”.

2 Confirm the person is the Family Sponsor by clicking “Yes”.

3 Choose to Select an Existing or Create new Family Sponsor Matter

If you have already created a Family Sponsor Matter:

1 Select “Choose Existing Family Sponsor File”.

2 Select the Matter in the grid.

3 Then click Select Existing Family Sponsor.

If you have not yet created a Family Sponsor Matter

1 Select “Create New Family Sponsor File details”.

2 Confirm the personal details.

3 Then click “Create New Family Sponsor”.

4 Confirm by clicking YES.

3.3 If the Relative has not been entered in the Matter yet

1 Click the Add button at the bottom left of the Relations Grid

2 Select “Other Non-Migrating Person” and complete their personal details

3 Tick the “Family Sponsor” box and choose which Family Sponsor Matter to link to

4 Click Apply.

4 The Person has now been created and linked as the

Family Sponsor

Changing the Matter linked to a Business Sponsor If the wrong Migrant has been incorrectly linked to a Business Sponsor, you can change the linked Migrant without deleting the Nomination.

1 Open the Business Sponsor Matter

Click the Open button on the main toolbar and select your Sponsor Matter.

2 Go to the Nominations Tab

From the Sponsor Matter, select the Nominations tab.

3 Select the Nomination

4 Go to the Nominee sub-tab

5 Select the Browse button

6 Click Yes on the Warning message

7 Choose the correct Nominee and click Select

8 Confirm the warning, then click Proceed.

 Note: If you do not have permissions to change this link, see your Migration Manager Administrator, or if you control Migration Manager security yourself, see the help document on Add/Edit Users and allow the permissions 'Able to Delete/Modify Sponsorship links' and 'Able to Delete/Modify Nomination links'. The new Migrant is now linked to the Sponsor.

9 Click Refresh to see the updated details

Unlinking a Business Sponsor from a Migrant If a Migrant has been linked to a Business Sponsor Incorrectly, you must first un-link the Migrant from that Sponsor Matter before you can link it to the correct Sponsor.

1 Login as a user with permission to Delete Nomination

Links A Nomination can only be un-linked by a user with permission 'Able to Delete/Modify Nomination Links'. If your user does not have this permission, log in with a user that does, or increase your permissions. For details on adjusting your permissions, see 'Updating User Permissions and Preferences'.  Note. You must be logged in as an actual user, not the 'Administrator' user profile to unlink a Business Sponsor from a Migrant.

2 Open the Sponsor Matter

3 Go to the Nominations Tab

From the Sponsor Matter, select the Nominations tab.

4 Delete the Nomination

Right Click on the Nomination line and select Delete Current Entry.

5 Select Yes to Delete the entry

 Note: This function does not delete the Migrant or the Sponsor, only the Nomination. Any Nomination Information will be lost. These details would need to be re-entered/ imported into the correct Sponsor.

Opening a File

Opening a Matter and Search Options When you open an existing Matter, there are many search options you can take to filter your results. As well as this, you can set default search filters. Opening a Matter

1 View the most recent 8 Matters.

If you know the Matter ID and it has been worked on recently, you can 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

From the Main Tool Bar, select Open.

The main Open Search window Main Search options From the Matters tab, there are a number of filters you can choose to narrow your search.

1 Search. The search box allows you to enter search criteria for the Matter ID, Surname,

Given Names, Preferred Name or Sponsor Business Name.

2 Clients, Prospects, Migrants, Sponsors. Use these checkboxes to narrow your search to a

particular Matter Type.

3 Also Search For and in. These 2 fields work together to search other fields on the Matter.

By selecting a field from the ‘In’ dropdown, you can then also search for values in that field by typing in the ‘Also Search for’ field.

Advanced Search options By clicking the Advanced arrow, additional options will be available.

1 Matter Status. The Matter Status dropdown allows you to select which Matter Statuses you

wish to filter by. Primarily the most common are ‘All excluding Closed Files’, ‘All Including Closed Files’. You can also filter by any particular Matter Status as you like.

2 My Files Only. This filter allows you to include only Matters where you are marked as the

RMA, Manager or Clerk, or search on all Matters.

3 Apply Date Filter and Date Range. The Date filter allows you to search by date on

particular values against the Matter. The available values are: • Applicant DOB • Applicant Passport Expiry Date • Client Engagement Date • Current Visa End Date • File First Created • Intended Lodgement Date • Prospects Created • Weblead Converted Other Features: Exporting to Excel. By clicking the Excel button, the contents of search window will export into an Excel spreadsheet. Leave this window open. Selecting this option will make the Open window stay open after you select a Matter.

User options cog. The user Options will allow you to set permanent preferences for your user when the Open window is selected.

1 Default Secondary Filter. This option sets a default ‘Also Search For’ IN value in the open

window (example. You may wish the ‘Also Search for’ IN filter to always default to the Matter’s email address).

2 Default Status Filter. This option sets a default Matter Status filter in the open window

(example. You may wish to always include or exclude Closed files).

3 Default Filter by My Files Only. This option will set the default return results to include

only Matters where you are marked as the RMA, Manager or Clerk, or include all Matters. Opening the Matter Once you have found the Matter you are after, you can open it either by double clicking on the Matter row, or by selecting the Matter, then clicking the Open button.

The Document Search tab The Document Search tab is a powerful tool for searching Migration Manager for a particular document.

The Search Options:

1 Search. This field can be used to search documents for the File Name Title, Tag, and if an

email, the To and From values.

2 Also Search for. This field can be used to filter the search by Matter ID, Surname or

Business Name.

3 Show. The show option allows you to filter by File Type (example. Emails, PDFs, Word

Documents etc).

4 Sort. Choose to sort by Date, Reverse Date or by Matter ID.

Advanced Search Options:

1 Status. You can choose to filter by the document’s status (example. Incomplete, With

RMA, Complete, etc)

2 My Files Only. This filter allows you to include only Documents where you are marked as

the RMA, Manager or Clerk, or search all Documents.

3 Date range From and To. Filter by Date Range to narrow your search.

Opening the Document Once you have found the Document you are after, you can open it either by double clicking on the Document row, or by selecting the Document, then clicking the Open button.

Deleting Files

User Permissions – Matter 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.

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".

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.

Delete Matter – 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 all 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 "File Closed" or "File Closed – To be Archived" and it will hide the matter from the Open window and will not prompt you via Snapshot for any due/expiry dates.  You can not delete a Matter if a transaction has been recorded in the Client Account for that matter. 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 with permissions to delete matters. For instructions on how a user can be given permission to delete Matters, see: User Permissions – File Deletion

Delete the Matter from the Open Window

1 Click the 'Open' button

On the Main Toolbar, click the Open button.

2 Find the Matter to be Deleted

Use the search function to find the Matter you want to delete.

3 Right-click and select Delete

Once you have found the relevant Matter, right-click the Matter and select Delete Matter.

4 Confirm by typing DELETE

Enter the word DELETE (in uppercase), then click Confirm.

Confirmation will appear that the Matter has been Deleted.

Emails and SMS

1 Open the Matter
2 Click the Email button
3 Choose recipients
4 Add Subject Line
5 Add any Attachments (optional)
5.1 Go to the Attachments tab
5.2 Attach a File
1 Dragging and Dropping the file from its current location into the attachments window.
2 Or by clicking the ‘Attach’ browse button:
6 Attaching or Embedding the first Word Document (Optional)
6.1 If you select Embed
6.2 If you select Attach
7 Generate and Edit the Email
8 Send the Email
1 Generate the Letter or Document
2 Open the Documents tab
3 Select the document, Right Click and select Email To
4 Select who to Email To
5 Add a Subject Line
6 Select whether to embed or attached (Word Documents
6.1 If you select Embed
6.2 If you select Attach
7 Review and send the email
1 Merge the Form
2 Open the Documents tab
3 Select the Form, Right Click and select Email To
1 using your Ctrl key to select multiple items at the same time
2 then right clicking one of the selected items and choosing Email To from the context
4 Select who to Email To
5 Create the Email
6 Review and Send the Email
1 It will capture and copy all emails and attachments from Outlook which have been sent
2 It will assess each of the newly captured emails to determine if they can be automatically
3 It will assess each of the emails which have previously been captured over the last 45*
4 Emails which have been assigned, will now be copied to the tab of the relevant matter.
1 View the Captured Emails
1.1 Click the Capture button
1.2 View the matched and unmatched Emails
2 Review the unmatched emails
1 Need to be manually matched to a Matter;

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the Email button

On any page where you see an email address you should also see an email button. To generate an email to this person, click the email button. Emails & SMS

3 Choose recipients

Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient. Emails & SMS

4 Add Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

5 Add any Attachments (optional)

5.1 Go to the Attachments tab

Select the Attachments tab. Emails & SMS

5.2 Attach a File

You can attach a document either by:

1 Dragging and Dropping the file from its current location into the attachments window.

2 Or by clicking the ‘Attach’ browse button:

Then browsing to the file and selecting Open. Emails & SMS

The file will then show as an attachment.

6 Attaching or Embedding the first Word Document (Optional)

If you have attached a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment. Emails & SMS

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. Emails & SMS

When you click Create Email the the document will be attached to the email.

7 Generate and Edit the Email

8 Send the Email

How to send a Letter or Document via Email When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder. Emails & SMS

3 Select the document, Right Click and select Email To

After you have selected the letter or document you wish to send via email, right click it and from the context menu choose Email To. Emails & SMS

4 Select who to Email To

5 Add a Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number. Emails & SMS

 Note: In Preferences, you can set emails to automatically have the subject line based on the name of the letter being sent.

6 Select whether to embed or attached (Word Documents

Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email. Emails & SMS

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. When you click Create Email the the document will be attached to the email. Emails & SMS

7 Review and send the email

To finish, review the email and then click 'Send'. This will send the email. Emails & SMS

How to send a Form via Email When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via Email.

1 Merge the Form

First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see: How to Merge a Department PDF Form

2 Open the Documents tab

First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder. Emails & SMS

Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.

3 Select the Form, Right Click and select Email To

After you have selected the Form you wish to email, right click it and from the context menu choose Email To and then choose the person you wish to email it to. Emails & SMS

 Tip – you can send multiple forms and documents in the same email by:

1 using your Ctrl key to select multiple items at the same time

2 then right clicking one of the selected items and choosing Email To from the context

menu.

4 Select who to Email To

 Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Create the Email

When you have finished add receipients, click the Create Email button to generate the email in Outlook. Emails & SMS

6 Review and Send the Email

An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it. Emails & SMS

Capturing and Saving Emails Emails & SMS

How to Capture, Match and Save Emails Migration Manager's automated Email Capture allows you to automatically capture, match and save emails from Outlook into the relevant Matters in Migration Manager. Once activated, Migration Managers Automated Email Capture service is designed to automatically monitor and capture email from the User's Inbox and Sent folders in Outlook and then try to match and save those emails to the relevant matters in Migration Manager. When turned on, whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at the set time intervals performing the following steps:

1 It will capture and copy all emails and attachments from Outlook which have been sent

and received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45*

4 Emails which have been assigned, will now be copied to the tab of the relevant matter.

1 View the Captured Emails

To view what emails have been captured and matched automatically and which have not, follow these steps: Emails & SMS

1.1 Click the Capture button

In the main toolbar, click the Capture button.

1.2 View the matched and unmatched Emails

2 Review the unmatched emails

1 Need to be manually matched to a Matter;

2 Which emails need to be converted in to new matters

3 Which emails can be ignored.

3 Manual Match Emails

Emails which belong to Matters which have not been automatically matched and saved to their respective Matters need to be manually matched by you.

3.1 Select Emails

First, select the emails you wish to assign. To select multiple emails, hold down your Ctrl key on your keyboard and select the various emails/documents with your mouse. Emails & SMS

3.2 Right Click and select 'Match'

Next, right click the email(s) you wish to manually match and select 'Match' from the context menu. Emails & SMS

3.3 Search for the relevant Matter

3.4 Click 'Match'

Clicking 'Match' will now assign that email to the selected matter. Emails & SMS

3.5 The email is now Matched and Saved

The email will now move to the 'Matched & Saved' category and a copy of the email and any attachments will be saved in to the relevant matter.

4 Convert emails to New Matters

4.1 Select Emails

4.2 Right Click and select 'Match'

Next, right click the email and select 'Match' from the context menu. Emails & SMS

4.3 Click New Matter

The Match window will now appear. Click the 'New Matter' button The New Matter window will now appear. Emails & SMS

4.4 Enter the relevant matter details

Enter all of the relevant information to create a new matter. When complete, click 'Match'. Emails & SMS

4.5 A new Matter will be created an the email matched to that

matter.

5 Complete

Understanding Email Capture – FAQs Migration Manager Automated Email Capture system is designed to significantly reduce the amount of time and effort required by Migration Agents, Lawyers and their support staff to save their email correspondence to their client Matters. To help you understand a bit more about this new feature, we have put together the following Frequently Asked Question and Answer guide about the new Automated Email Capture service: QUESTION: WHY IS EMAIL CAPTURE IMPORTANT? Answer: Email Capture is a very important tool for ensuring that all users are saving a copy of their correspondence with clients and relevant parties to their respective Client Matters. When an email is captured, matched and saved by Migration Manager, that email and any attachments are copied out of Outlook and saved as separate files on your computer/server. This process serves a number of purposes including:

1 it ensures that Outlook is no longer the only place that you have this email saved and acts as

a form of backup should anything happen to the email in outlook;

2 it enables you and your staff to be able to find all of the relevant correspondence about a

matter in one location. You no longer have to go and search through different people's Outlook looking for a particular email;

3 you no longer need to waste time filing and sorting emails into folders in Outlook or spend

time creating complex filter rules;

4 you no longer need to go and manually extract and save each and every attachment from an

email. The capture process does that for you. QUESTION: HOW DOES THE AUTOMATED EMAIL CAPTURE SERVICE WORK? Answer: Once activated, whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at the set time intervals (usually every 20 minutes) performing the following steps:

1 It will monitor Outlook and capture and copy all emails and attachments from Outlook which

have been sent and received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

matched to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45 days to

determine whether there is any new information which has been entered or updated in to Emails & SMS

Migration Manager which would now allow these emails to be matched (i.e. a matter might have been updated with Department File Numbers, in which case if there is an email which contains this Department File Number in the subject line it will now be assigned to that file)

4 Matched emails are copied to the relevant matter and can be accessed via that Client's

Documents tab or the Browse button. Your involvement with the capture system will be to check what has been captured and review those items which were not automatically matched to a matter and manual match these items where necessary. QUESTION: WHY HAS MIGRATION MANAGER MOVED TO A NEW AUTOMATED EMAIL CAPTURE SYSTEM? Answer: One of the biggest problems we found with the previous manual capture system was the fact that it was a manual process that required each user to regularly run a capture, assign emails and post/save those emails to their matters. If users were diligent and did this process on a regular basis then the email capture process was a relatively quick task. However we generally found that most users did not regularly capture emails and therefore when they did, they would often have days or weeks worth of emails to go through. Or ever worse, they would just regularly use the selective email capture tool which often resulted in relevant emails being overlooked and matters being incomplete. Automated Email Capture aims to solve the biggest problems of email capture – human nature. The Automated Capture Service works constantly in the background monitoring a users Inbox and Sent folders in Outlook, capturing emails that are sent and received, matching emails where it can identify them and then saving those emails to the relevant files in Migration Manager. By automating these process, the users need to do anything is significantly reduced in fact once setup, the only real involvement a user has is to occasionally check the capture window to see if there are any emails which were not automatically matched. And the best part is, the more you use Migration Manager to generate and send emails, as well as recording relevant information on the file such as Department File Number and email address, the smarter the Automated Capture Service becomes and less you need to check for unmatched emails. QUESTION: DO YOU HAVE INSTRUCTIONS ON HOW TO USE THE NEW AUTOMATED EMAIL CAPTURE? Answer: Yes we do. We are currently in the process of building a new, easier to use instruction manual and the new instructions for the new Automated Email Capture service are amongst the first articles to be published. We recommend you have a read of the following guides: • How to Activate Auto Email Capture; • How to Capture, Match and Save Emails; and • Understanding the Email Capture Toolbar. Emails & SMS

QUESTION: WHY DO YOU CAPTURE ALL OF MY EMAILS? Answer: All emails are captured so that Migration Manager can assess all of those emails to determine if there is a match to a relevant matter. Furthermore over the next 45 days, Migration Manager will constantly reassess each of the unmatched emails to determine if there is any new information available which would allow a match to made. QUESTION: IS THERE A WAY TO INCREASE THE NUMBER AND EFFECTIVENESS OF AUTOMATIC MATCHES? Answer: Yes. The Automated Capture Service looks for the following parameters in the following order when trying to perform a match: (1) the Matter ID in the subject line; (2) a unique Departmental File Number in the subject line; (3) a unique Alternative Reference Number in the subject line; (4) a unique Primary Applicant's email address. If the Automated Capture Service can detect any of these parameters in an email, it will be able to automatically match and save the email to the relevant matter. Taking the following steps will significantly increase how well the automated matching occurs:

1 Generate and send emails using Migration Manager. Doing this will ensure the Matter ID is

being added to the subject line of the email;

2 Save Department File Numbers in to the Dept tab of each matter;

3 Record the Primary Applicant's email addresses on their files.

And remember that the Automated Capture Service will reassess old emails from the last 45 days to see if it can find a match from any eligible information you update to a file. QUESTION: WHY DOES EMAIL CAPTURE KEEP A COPY OF MY EMAILS FOR 45 DAYS? Answer: So that the Automated Capture Service has the opportunity to constantly reassess those emails to look for a match based on any new information added to a file. A common scenario is that you might finally create a file for someone who has previously been in contact with you the Automated Capture Service will be able to detect all of these previous correspondence and automatically match and save it for you. The 45 days also gives you an opportunity to review any unmatched emails and perform any manual matches that might be necessary. Emails & SMS

QUESTION: WHAT HAPPENS TO EMAILS RECEIVED BY MULTIPLE PEOPLE IN THE FIRM I.E. EMAILS WHICH HAVE BEEN CC'D TO EVERYONE? Answer: The Automated Capture Service will capture and match those emails for each person and save a copy to the file. However when you look in the Documents tab of that file you will only see one copy as of version 8.2, the Documents tab has a de-duplication function that hides all duplicate emails and documents. Note that a copy of each of those emails will still be saved to your server and can be accessed via the Browse window (we don't presume to delete anything), but you will not see these duplicates via the Documents tab. QUESTION: WHAT HAPPENS IF I DELETE THE EMAIL FROM OUTLOOK? Answer: If you delete the email from Outlook after Migration Manager has performed its capture, the deletion will not affect the copy of that email saved in Migration Manager. If you delete the email before the capture occurs then Migration Manager will have never seen that email. QUESTION: CAN I EXCLUDE CERTAIN EMAILS FROM BEING CAPTURED? Answer: Yes you can. If you receive certain emails that you never want the Automated Capture service to capture, you can choose to exclude those emails either via their Domain (which will block all emails which come from that domain i.e. blocking the domain @gmail.com will block all emails sent by anyone using a gmail account) or exclude via just their email address. In the future any emails which come in to Outlook which are on the domain or email exclusion lists will not be captured and copied to Migration Manager. Note that any emails which are excluded can never be assess by Migration Manager for a future match, so use these tools carefully. QUESTION: DOES IT CAPTURE MY SPAM FOLDER Answer: No. The Automated Capture Service can only capture your Inbox and Sent folders and any subfolders of those folders. If an email ends up in your Spam folder it will not be captured. Also note that if an email is moved out of the Spam folder and in to your Inbox after a capture has taken place, you may need to use the manual selected email capture tool to get this email in to Migration Manager. Emails & SMS

Question: CAN I HAVE THE OLD EMAIL CAPTURE BACK? Answer: No. It has been assigned to the dustbin of programming history. There is a manual capture tool available via the toolbar in the Capture window. The primary use of this is for manually capturing emails from before you have turned on the automated capture service. Once the emails have been manually captured, the Automated Capture Service will still kick in to automatically assess, match and save those emails to their respective files. We do not recommend that you use the manual capture regularly as you will lose all of the benefits of the Automated Capture Service. Emails & SMS

Understanding the Email Capture Toolbar Migration Manager's automated Email Capture system is designed to continuously monitor and capture emails which you have sent and recieved that are stored in your Outlook Inbox and Sent folders. When those emails are captured, they are copied from Outlook and saved in Migration Managers Email Capture window. Migration Manager will then attempt to automatically match and save those emails (and any attachment) to their relevant matter based on a number of protocols. Most of this will occur automatically – the main interaction you will have with the Email Capture window is to review and manually match any email which the system was unable to automatically match. The toolbar in the Email Capture window has a number of tools which you can use to review, search and interact with emails which have been captured.

1 The Auto Capture button

The Auto Capture On/Off switch controls whether Auto Capture for this user is activated. When you first start using Migration Manager this will be set to Off. You need to turn it to the On position for Auto Capture to be activated for this User. For instructions on how to Activate Auto Capture see this article: Activating Auto Email Capture. Once Auto Capture is activated you can leave this switch set to the On position. If you switch it to the Off position the Auto Capture will cease to monitor and capture your emails automatically.

2 The Run button

The Run button will force Migration Manager perform a capture of your emails. You use this button if you want to run the capture before the next scheduled auto capture. Emails & SMS

3 The Manual Capture button

The Manual Capture button enables you to launch the Manaual Email Capture tool. The Manual Email Capture tool is user in two scenarios:

3.1 To capture selected emails from anywhere in Outlook.

This function is most often used to capture emails from time periods before you turned on the Auto Capture service. For full details see: How to perform a Manual Selected Email Capture.

3.2 Where you choose not to use the Auto Capture service and

instead want to capture emails yourself as and when you want to. For full details see: How to perform a manual All Email Capture. Emails & SMS

4 The Preview button

When you have an email selected, you can preview its contents by clicking the Preview button. This will open the selected email in a preview window on the right hand side of the Email Capture window.

5 The Match button

When you have an email selected, clicking the Match button brings up the Match window, from where you can search for a relevant matter to match the email to, or create a new matter. See How to Match an Email to an Existing Matter and How to create a New Matter from an Email for instructions on how to use this feature. Emails & SMS

6 The Duplicate Email button

When you have an email selected, clicking the Duplicate Email button will create a duplicate email entry in the Unmatched section of Email Capture. This will allow you to match an email to multiple Matters (each duplicate can be matched to a different Matter).

7 The Exclude Domain button

When you have an email selected, if you click the 'Exclude Domain' button it will add the domain (ie the @gmail.com.au part of the email) from which this email was sent to the excluded Domain list. It will then hide this email and all other emails which have been received from that domain. All future emails received from this domain will not be captured. For full details see: Blocking Emails

8 The Exclude Email Address button

When you have an email selected, if you click the 'Exclude Email' button it will add the email address from which this email was sent to the excluded Email list. It will then hide this email Emails & SMS

and all other emails which have been received from that email address. All future emails received from this address will not be captured. For full details see: Blocking Emails

9 The Ignore and Hide button

When you have an email selected, if you click the Ignore and Hide button, it will hide this email from the main view. You use this function if you don't want to see this email (or multiple selected emails) in the Email Capture window.

10 The Refresh button

Clicking the refresh button just refreshes this screen.

11 The Show Ignored Emails button

Clicking the 'Show Ignored' emails button will change the window to only show you all emails which have previously been set to be ignored. Note that this view does not show emails which have not been captured as a result of being on the Domain or Email block list.

12 The Group View button

Clicking the Group View button will present you with a number of options to sort and view the captured including: Emails & SMS

1 Chronological Order – this will sort and show all emails in the order that they were sent/

received by Outlook. The order shown is from oldest to newest.

2 By Match Status – this is the default view. This seperates the emails in to two groups:

Matched & Saved and Unmatched

3 By Name – this will group the emails by email address

13 The Search field

You can use the Search Emails field to search for emails which have been captured. This field can search receipient, email addresses and subject line.

14 The Settings button

Clicking the settings button opens up the Email Capture settings window. For full details on this window see: Understanding the Email Capture Settings Emails & SMS

15 The Capture History button

Clicking the Capture History button will reveal the Email Capture History window. This window shows you a record of each time a capture was performed and what occured during that process. Emails & SMS

16 The Help button

Clicking the Help button will open a webpage which will take you to the User Manual section that covers the topic of Email Capture Emails & SMS

1 Open Email Capture

First click the 'Capture' button in the main toolbar.

2 Select and Match the Email

Once the Email Capture window opens, select the email that you want to convert to a new matter and then right click it. From the context menu that appears choose 'Match'. Emails & SMS

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. Emails & SMS

5 Click Match and create the Matter

Migration Manager will now create the new Prospect matter and assign and save the email to that Matter. Emails & SMS

Emails & SMS

How to perform a manual All Email Capture Migration Manager's automated Email Capture system is designed to continuously monitor and capture emails which you have sent and received and stored in your Outlook Inbox and Sent Items folders. However, there may be times when you need to run a Manual Capture to capture all emails for a particular date range. The main reason for this is for new users of Migration Manager who may wish to capture some of their email history which occurred prior to starting with Migration Manager. When Auto capture is run for the first time, it will only capture the last 14 days prior to its first run. If a user wants to capture for example the last month, then manual capture would be necessary.  Running Manual Capture for a large date range can be significant and take a very long time to run. We would suggest not capturing more than a months’ worth of emails at a time. Using the 'All Emails' Manual Capture function This method allows you to capture all emails for a selected date range.

1 Go to Capture

From the Main Toolbar, select Capture. Emails & SMS

2 Select the Manual Capture button

When the E-mail Capture window appears, click the Manual Capture button.

3 The Manual Email Capture window will appear

4 Select All Emails

Select the Capture Type for All Emails. Emails & SMS

5 Select the Capture options

1 Choose if you wish to skip capturing emails that have been previously captured (this will

avoid capturing duplicate emails).

2 Select the date range you wish to capture From and To.

3 Then click Capture.

6 Choose Folder selection

1 Click the Inbox folder you wish to capture from.

2 Click the Sent Item Folder you wish to capture from.

(note: you can only capture from one Inbox and Sent Item folder at a time (repeat the capture process for additional Inboxes and Sent Items folders).

3 Select if you would like these Folders captured by default for the next Manual Capture.

4 Select if you wish to see this selection window again.

5 Then click Select.

Emails & SMS

7 Email Capture will run

 This may take some time if there are many emails to capture.

8 Refresh the Capture Window

When complete, click Yes to refresh the Email Capture window Emails & SMS

9 The Emails will have now been captured and appear in

the Capture window If Migration Manager finds a Matter to match to, the emails will appear in Matched & Saved, otherwise they will appear in Unmatched. For details on matching, see How to Capture, Match and Save Emails. Emails & SMS

How to perform a manual 'Selected Emails' Capture Migration Manager's automated Email Capture system is designed to continuously monitor and capture emails which you have sent and received from your Outlook Inbox and Sent folders. However, there may be times when you want to manually capture an email or emails. These maybe emails that reside in a folder which is not normally included in Auto Capture, or you may need to capture an email quickly without waiting for the next auto capture to run. Using the 'Selected Emails' Manual Capture function This method allows you to select, then capture particular emails from Outlook.

1 Go to Capture

From the Main Toolbar, select Capture.

2 Select the Manual Capture button

When the E-mail Capture window appears, click the Manual Capture button. Emails & SMS

3 The Manual Email Capture window will appear

Note the option for “Selected Emails” is selected by default.

4 Go to Outlook

Open Outlook and go to the folder where the email/s you wish to capture from resides. You will note that the Manual Email Capture window remains on top. Emails & SMS

5 Highlight the emails to capture

In Outlook, highlight the email or emails you wish to manually capture.

6 Run Capture

Click the green Capture button to capture the selected emails. Emails & SMS

7 Refresh you view

Click Yes to Refresh the Capture window.

8 The Emails will have now been captured and appear in

Why are my emails appearing ‘grey’ in Email Capture? When an email is captured via Email Capture, the saved email is placed in a ‘Temporary’ folder where it is stored ready to be matched to the relevant Matter. If this Email file is no longer accessible, it will appear grey – and if you double-click on the email, you will get a message saying the file does not exist. There are 2 typical places where these temporary emails are kept and 2 typical reasons why these files are not accessible.

1 When Temporary Emails are stored on the local C: drive.

Within Email Capture settings is a setting called ‘This user performs email captures on multiple computers’. Emails & SMS

If this is un-ticked, then the temporary email files will be saved to: C:Usersyour_userAppDataLocalMigrationManagerEmailsyour_MM_user (This is a local folder on your C: Drive) How can the file be grey in the scenario? Usually the cause of files becoming grey with this setting is because emails have been captured on one machine (and saved to its C: Drive), then the user goes to another machine to match/ process. Of course, the 2nd machine cannot see the files on the C: drive of the 1st machine, so they appear in grey.  Suggestion:

1 If possible, complete the matching for these emails from the first machine where they

are available. If this is not possible, you will need to manually re-capture those emails.

2 If you are capturing/matching emails on multiple machines, we would recommend

ticking the option for ‘This user performs email captures on multiple machines’. In the above settings window. This way all emails going forward will save to a shared drive and can be seen from multiple devices. Emails & SMS

2 When the emails are stored on a shared drive

Within Email Capture settings is a setting called ‘This user performs email captures on multiple computers’. If this is ticked, then the temporary email files will be saved to your shared Migration Manager folder, under sub-folder Emailsyour_MM_user. (Example: M:Emails4-Marco) How can the file be grey in the scenario? Usually the cause of files becoming grey with this setting is because emails have been captured on one machine and gone to the Shared Drive, however there are syncing issues between your machines and the files are not syncing to the second machine, hence can not be accessed from the second machine.  Suggestion: In this case we would suggest using the Cloud Storage not syncing between PCs help document to troubleshoot why your machines are not syncing. Emails & SMS

Email and Capture Settings Emails & SMS

How to Set Up Auto Email Capture In order for a user to start using Migration Manager's automated Email Capture, that user must first activate the service. The following article shows you how to set up Auto Email Capture. Note that this article covers the basics of how to setup auto capture – for full details on what all of the different functions do, please read: Understanding the User Email Capture Settings  Note: For Email Capture to run, you must first install Microsoft Outlook and have it configured to read your company’s Mailbox. Migration Manager’s Support does not cover the installation or configuration or Microsoft Office. For technical assistance with Microsoft products such as Outlook, contact your IT Support.

1 Open the Email Capture Settings

You can activate Email Capture via either the User Setup Guide or the Email Capture window.

1.1 Via the User Setup Guide

First Go to Tools > User Setup Guide Emails & SMS

Click on the Email Capture button

1.2 Or via the Email Capture window

To open the Email Capture window, click the Capture button. Click the Settings icon

2 Set the basic Auto Capture options

The Auto Email Capture Settings window will now open and you can set the basic settings Emails & SMS

Note to get set up and start that you only need to set the following basic settings. Other more detailed settings which can be altered at a later time are covered under: Understanding the User Email Capture Settings

2.1 Set the Frequency of the Auto Capture

The frequency setting determines how often the Automated Email Capture service will run. By default it is set to run every 20 minutes but you can increase or decrease that fequency. Note that the most frequent it can run is every 5 minutes. If you have an old/slow computer it is recommended that you either leave the settings as is, or that you decrease the frequency. When turned on, whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at this set time interval to perform the following steps:

1 It will capture and copy all emails and attachments from Outlook which have been sent and

received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45* days

to determine whether there is any new information which has been entered or updated in to Migration Manager which would now allow these emails to be assigned (i.e. a matter might have been updated with Department reference numbers, in which case if there is an email which contains this Department reference number in the subject line it will now be assigned to that Matter)

4 Emails which have been assigned, will now be copied to the Documents tab of the relevant

matter. Emails & SMS

2.2 Specify how long the captured emails will remain in the

Capture window The "Days to keep emails for" setting determines how long Migration Manager will keep a copy of the email in the Email Capture window. Whilst a copy of an email remains in the Capture window, Migration Manager will constantly assess that email to determine whether or not it should be assigned to a relevant Matter. At the end of the time period the email is removed from the Capture window.  At the end of the time period the email will not be deleted from a matter if it has been assigned. It is just removed from the Capture window. Emails which have not been assigned will be removed completely from Migration Manager. This feature does not affect the emails in Outlook in any way.

2.3 Turn Windows notifications On or Off

Every time Migration Manager runs the email capture service, if it actually captures an email or is able to assign an email that has previously been captured (due to new information), then your computer will display a notification via the Windows Notification centre. Untick this option to turn these notifications off.

2.4 Allow this user to perform email captures on multiple

computers If a user uses Migration Manager on multiple computers, please make sure that this option is ticked so as to ensure that Email Capture is synced between the various computers. If a user does not work on multiple computers this option can be unticked.

2.5 Default Grouping

This setting controls how emails are grouped in the capture window. To begin with it is recommended that they be grouped by Match Status. Emails & SMS

3 Select the Outlook folders which are to be captured

In the Folder Selection window, you need to choose which email accounts you want Migration Manager to monitor, and from those accounts, which Inbox and Sent folders are captured from. Note that Migration Manager can monitor your Inbox and your Sent folders from multiple accounts. When you have selected the relevant folders click 'Apply'.  Please note that while Microsoft is currently suggesting the ‘New’ version of an Outlook program to customers, this is not compatible with Migration Manager. This ‘New’ version of Outlook is a replacement for the free Windows Mail program and does not include the features of Classic Outlook installed with Microsoft Office. You will need to make sure you have the Office 365 version of Classic Outlook open to work with Migration Manager.  Migration Manager can capture emails from the Inbox and Sent folders and any subfolder of these root folders. However Migration Manager can not monitor and capture emails which are saved in any other folders that are not part of the Inbox or Sent item folder structure. Emails & SMS

4 Turn Auto Capture On

To finish turning on capture, slide the Auto Capture switch to the 'On' position and then click Apply. Emails & SMS

5 Email Capture is now operating

Migration Manager's Email Capture service will now regularly monitor and capture emails from your selected email folders. Video Guide Emails & SMS

Understanding the User Email Capture Settings Migration Managers Automated Email Capture service is designed to automatically monitor and capture emails from the User's Inbox and Sent folders in Outlook and then try to match and save those emails to the relevant matters in Migration Manager. When turned on, and whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at the set time intervals performing the following steps:

1 It will capture and copy all emails and attachments from Outlook which have been sent and

received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45* days

4 Emails which have been assigned, will now be copied to the Documents tab of the relevant

matter. *The 45 day time period can be modified in the 'Days to keep emails for" setting. The Auto Email Capture Settings window allows each user to specify their own personal Email Capture settings. This article provides details on what each of the settings do on each tab of the settings window. Accessing Email Capture Settings To open the Email Capture window, click the Capture button. Emails & SMS

Click the Settings icon.

1 General Tab

The General Tab provides the user with the ability to modify the behaviour of the Auto Capture system including: Emails & SMS

1.1 Turn Capture On or Off

Each user can turn Auto Capture on or off at their discretion. To ensure that emails are being captured regularly and consistently we recommend that you always leave Auto Capture on. If you turn Auto Capture off, emails will not be captured automatically by this user.

1.2 Set the Frequency of the Auto Capture

The frequency setting determines how often the Automated Email Capture service will run. This can be set to either: • A Set Period of Time (minutes) By default it is set to run every 20 minutes but you can increase or decrease that frequency. Note that the most frequent it can run is every 5 minutes. If you have an old/slow computer it is recommended that you either leave the settings as is, or that you decrease the frequency. When turned on, whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at this set time interval to perform the following steps:

1 It will capture and copy all emails and attachments from Outlook which have been sent and

received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45* days

to determine whether there is any new information which has been entered or updated in Emails & SMS

to Migration Manager which would now allow these emails to be assigned (i.e. a matter might have been updated with Department reference numbers, in which case if there is an email which contains this Department reference number in the subject line it will now be assigned to that Matter)

4 Emails which have been assigned, will now be copied to the Documents tab of the relevant

matter. • Each Day at a Particular Time Select the option 'Daily At' and choose which time you would like Capture to run. Note: The Migration Manager Application and Outlook must be running on your machine at that time for capture to run.

1.3 Specify how long the captured emails will remain in the

1.4 Enable Email Capture Log

Turning on Email Capture Log will record details of when and why emails were captured, matched and saved. This is handy for troubleshooting or explaining why Capture matched an email to a particular Matter.

1.5 Days to keep log history for

Like all data, the longer you keep capture history records, the more space it will consume. We usually recommend keeping the Email Capture History Log for 14 days, but this can be adjusted. After this time history records will be cleared. Emails & SMS

1.6 Turn Windows notifications On or Off

1.7 Allows this user to perform email captures on multiple

1.8 Add matched emails to this user's Document Inbox

If this option is selected, then as emailed are matched to Matters, an email item will also appear in the user’s Document Inbox so it can be triaged and actioned accordingly.

1.9 Use Redemption Security Settings (32-Bit Office Only)

For users using 32bit Office, enabling the “Use Redemption Security Settings (32-Bit Office Only)” feature will prevent the Outlook Security Warning appearing during Capture for those users without a recognised virus shield. You should only select this option if you are running 32bit Office and you are receiving the Outlook security warning each time Capture runs.

1.10 Enable Double Pass

Enabling Double Pass allows Email Capture to re-capture the previous capture period in case any emails were missed due to timing issue.

1.11 Use Early Binding

Select this option only if requested by the Migration Manager Support Team

1.12 Default Grouping

Choose how you would like emails to be grouped in the capture window: Emails & SMS

• Group by Match Status • Chronological Order • Reverse Chronological Order • Group by Name

1.13 Open Auto Email Matched Schedule

See: Auto Email Matches – How to Create & Edit

2 Folder Selection Tab

 Please note that while Microsoft is currently suggesting the ‘New’ version of an Outlook program to customers, this is not compatible with Migration Manager. This ‘New’ version of Outlook is a replacement for the free Windows Mail program and does not include the features of Classic Outlook installed with Microsoft Office. You will need to make sure you have the Office 365 version of Classic Outlook open to work with Migration Manager. The folder selection tab allows you to set which Inbox and Sent folders in Outlook this user wants the Auto Capture system to monitor and capture emails from. Note that Migration Manager can monitor your Inbox and your Sent folders from multiple accounts. Emails & SMS

 Migration Manager can capture emails from the Inbox and Sent folders and any subfolder of these root folders. However Migration Manager can not monitor and capture emails which are saved in any other folders that are not part of the Inbox or Sent item folder structure

3 Exclude Lists Tab

The Exclude Lists tab shows all email domains and email addresses which have previously been blocked by this user. All future emails received from the listed domains or email addresses will not be captured in future captures run by this user. Emails & SMS

4 Exclude Subjects Tab

The Exclude Subjecst tab shows all email subjects which have previously been blocked by this user. All future emails received with these subjects will not be captured in future captures run by this user. • Apply by Method. This is how the subject line will be tested. The available options are:

1 Equals

2 Contains

3 Starts with

4 Ends with

5 Regular Expression

• Subject. The subject Text that the above test will test on. Emails & SMS

 For Migration Manager global Email Capture Preferences, see Email Capture Preferences. Emails & SMS

Email Capture Preferences – The 'Email Capture' preference tab The Email Capture settings control how Migration Manager's email capture process works for all users. This article covers how to access the program level Email Capture settings and what each section does. Accessing the 'Email Capture' tab From the Main Menu, select Tools, then Administrative, then Preferences.  If you don’t have access to this feature, you may need to log into Migration Manager as user Administrator. In Preferences, select the Email Capture tab. Emails & SMS

What each of the settings do The Email Capture Program level preferences controls how Email Capture works for ALL the firms users of Migration Manager.

1 When to Update the Email Capture History

The 'When to Update the Email Capture History setting' determines whether when you use the 'Selected Email Capture' tool, Migration Manager should update the time of the last capture. General it is recommended that you do not change this setting if you use Auto Email Capture as it may interfere with the Auto Capture service. If you are not using the Auto Capture Service then setting this setting to 'Always Update Capture History' will mean that when ever you run any form of capture, it will record the time of last capture as the time your ran a Selected or Full capture. Emails & SMS

2 Subfolders of Inbox and Sent Items (Manual Captures Only)

If you perform Manual Captures, ticking this box will mean Migration Manager will also capture subfolders of the Inbox and Sent Items folders.

3 Default Handling of Attachments

The Default Handling of Attachment setting determines what type of email attachments Migration Manager will make a copy of and save separately during the capture process. By default we recommend that you have PDF, Word and Excel ticked. It is not recommended that you have Images ticked as this will mean emails which have logos in their signatures will have those images extracted and saved separately for you as the program can not differentiate between an email signature logo and something like a passport photo as they are both image files.

4 Auto-Assignment of Emails

The Auto-Assignment settings determines what elements of the email Migration Managers Capture service assesses in order to try and determine where to match a file to. After an email is capture, Migration Manager will try and match an email base on these settings in the priority they are listed. If it finds a match on a parameter, it will match the email to that account. If it doesn't, it will move on to assessing the next parameter.

1 The Matter ID; next

2 Auto Email Matches, next

3 The Department File Number (as recorded in the DIBP tab); next

4 The Department TRN (as recorded in the DIBP tab); next

5 The Department Application ID (as recorded in the DIBP tab); next

6 The Primary Applicant's main and alternative email addresses; next

7 The 1st Alternative Reference (as recorded on the Cover Page); next

8 The 2nd Alternative Reference (as recorded on the Cover Page); next

9 The 3rd Alternative Reference (as recorded on the Cover Page)

 It is important to note that Migration Manager will only match an email by a unique parameter – if a parameter is the same across multiple files then it can not perform the match based on that parameter. For example, if two seperate Matters had the same email address a match would not be made on that parameter. Emails & SMS

5 Document Inbox

Activating this setting with turn on the Document Inbox for all users to receive copies of all email and attachments captured in to their Document Inbox. We do not recommend that you turn this setting on unless you intend to actively use your Document Inbox for reviewing emails that have been captured.

6 Staff members the Document Inbox will be activated for

Once you have activated the Document Inbox (step 5), you need to specify which staff members on the Matter will have these emails and attachments sent to their Document Inbox.

7 Save

Once all adjustments have been made, click Save & Exit. Emails & SMS

Microsoft Outlook warning each time Email Capture is performed When you run Migration Manager's Email Capture tool, you may encounter a pop up notification from Outlook asking for you to authorise Migration Manager's temporary access to Outlook. The reason for this message is because Windows/Outlook is not finding a “valid” (or what it thinks is a valid) virus shield on this computer, so will show this message any time a program interacts with Outlook. There are three ways of dealing with this pop up message:

1 Continue to click 'Allow' each and every time (not recommended); or

2 Install a valid and up to date anti virus program on this computer (highly recommended

in any event); or

3 Adjust your email capture settings to block this message. Depending on your version of

Outlook, the Redemption Security setting in Email Capture maybe able to block this message. Refer to the Understanding the User Email Settings guide.

4 Turn off the notifcation for 'programatic access'.

For instructions on how to perform option 4 and turn off the notification, read below. Emails & SMS

1 Close Outlook

2 Open Outlook again, but start by "Running as

Administrator".

1 Click on the Windows button.

2 Find the Outlook icon and right click on it.

3 Select More.

4 Select Run as Administrator.

3 Go to Outlooks Options

Click File then click Options. Emails & SMS

4 Go to the Trust Centre Settings

Once the Outlook Options window opens, go to the Trust Centre and click 'Trust Centre Settings'. Emails & SMS

5 Disable the Programmatic Access Security warning

When the Trust Centre window opens, click Programmatic Access and then click 'Never warn me about suspicious activity'. Then Click OK. Emails & SMS

6 Close Outlook and reopen Outlook normally.

From this point you should no longer receive a notification from Outlook whenever Migration Manager performs an Email Capture.  Whilst turning off the notification is an option, the better option is to install an antivirus program and keep it up to date. Emails & SMS

Adding or Changing Mailboxes to be Captured Email Capture can capture emails from multiple Inboxes and Sent Item folders within Outlook. You can add additional folders to capture, or to change the Folders to be captured.

1 Select Email Capture

From the Main Toolbar, click on the Capture button.

2 Go to Settings

Click on the Settings Cog.

3 Go to Folder Selection

Click on the Folder Selection tab. Emails & SMS

4 Select the Folders to capture

Expand the Mailboxes you wish to add/change, then tick or un-tick the Inbox and Sent Items folders as desired. Then click Apply. Emails & SMS

Excluding or Un-Excluding Emails from Capture Email Capture has the ability to exclude email addresses, domains and even subjects from future captures, meaning if you are receiving junk emails or personal emails, you can prevent these items from being captured into Migration Manager.  Excluding emails from Email Capture has no effect on emails within Microsoft Outlook. Excluding emails will simply prevent these emails from being copied from Outlook into Migration Manager. To Exclude or Un-Exclude Emails, you need to be in the Email Capture Window. From the Main Toolbar, click the Capture Button.

1 Excluding Domains

 Excluding a Domain will exclude ALL emails from that Domain. For example, if you exclude the Domain for an email from john.smith@hotmail.com, then ALL future emails from Hotmail.com will be excluded. This function is great for excluding particular businesses from being captured, but you do need to be weary when excluding webmail Domains like Hotmail, Gmail etc as future potential client emails will not be captured. Emails & SMS

1.1 Highlight the Email and Exclude Domain

Once the email is highlighted, you can either: • Right click on the Email, then select Exclude Domain. • Or click on the Exclude Domain button on the Toolbar.

1.2 Confirm the action

You will be warned of the Exclusion to take place and asked to confirm by clicking Yes. Emails & SMS

2 Excluding Email Addresses

 Excluding Email Addresses will only affect the email addresses you have highlighted to exclude. These particular email addresses will no longer we considered in future captures.

2.1 Highlight the Email and Exclude Email Address

Once the email is highlighted, you can either: • Right click on the Email, then select Exclude Email Address. • Or click on the Exclude Email Address button on the Toolbar.

2.2 Confirm the action

You will be warned of the Exclusion to take place and asked to confirm by clicking Yes. Emails & SMS

3 Excluding Subjects

Excluding Subjects is done from within the Email Capture Settings itself. This function will exclude any emails with that subject from future captures.

3.1 Go to Settings

Click on the Settings Cog within Email Capture.

3.2 Go to Excluded Subjects

Click on the Excluded Subjects tab. Emails & SMS

3.3 Add the Excluded Subject and Method

Enter the Subject Text you wish to Exclude. Select the Method of detecting this text. Emails & SMS

Then click Add. The Subject has now been added. Click Apply to save and exit. Emails & SMS

4 Removing Exclusions

If you have added an exclusion by mistake, these exclusions can easily be removed.

4.1 Go to Settings

Click on the Settings Cog within Email Capture. Emails & SMS

4.2 Removing List Exclusions

4.2.1 Go to Excluded Lists

Click on the Excluded Lists tab.

4.2.2 Remove unwanted Exclusions

Select the unwanted Domain or Email Address Exclusion you wish to remove, then Right Click => Remove. Then click Apply to save & exit. Emails & SMS

 You can select multiple Domains or Emails by highlighting one item, then using the Ctrl or Shift keys to highlight multiple items (the same as you do in Excel).

4.3 Removing Subject Exclusions

4.3.1 Go to Subject Exclusions

Click on the Excluded Subjects tab.

4.3.2 Remove unwanted Exclusions

Select the unwanted Subject Exclusion you wish to remove, then Right Click => Remove. Then click Apply to save & exit. Emails & SMS

 You can select multiple Subjects by highlighting one item, then using the Ctrl or Shift keys to highlight multiple items (the same as you do in Excel). Emails & SMS

Creating Files from Emails Emails & SMS

How to convert an email in to a new Matter Migration Manager's automated Email Capture allows you to automatically capture, match and save emails from Outlook into the relevant Matters in Migration Manager. However if an email has been captured that does not yet have a corresponding Matter created in Migration Manager, you will need to create that matter.

1 View the Captured Emails

In the main toolbar, click the Capture button.

2 Review the unmatched emails

1 Need to be manually matched to a matter;

2 Which emails need to be converted in to new matters

3 Which emails can be ignored.

For the purposes of this article we will focus on converting an email in to a new matter. Emails & SMS

3 Select Email to be Converted

If there is an email in your email capture list from a potential new matter or existing client who is not yet a Matter in Migration Manager, you can convert that email in to a new matter or mark it as a Lead for review later. First, select the email you wish to convert in to a new matter.  Important – If there are multiple emails from the same person / entity, you don't need to convert all of them. You only need to convert one and Migration Manager will then try to automatically match all of the other emails. Emails & SMS

4 Right Click and select 'Match'

Next, right click the email and select 'Match' from the context menu. Emails & SMS

5 Click New Matter

The Match window will now appear. Click the 'New Matter' button The New Matter window will now appear.

6 Enter the relevant matter details

Enter all of the relevant information to create a new matter. When complete, click 'Match'. Emails & SMS

7 A new Matter will be created and the email matched to

that matter. Emails & SMS

8 Complete

Emails & SMS

Sending SMS Emails & SMS

How to Enable SMS The SMS function in Migration Manager allows users to harness the Email to SMS protocol to send an SMS to their clients. Note that Migration Manager does not actually send the SMS – for that you will need to register for and use a third party SMS gateway service. What Migration Manager does is converts mobile phone numbers in to an acceptable Email to SMS formatted addresses that can then be used in an email for sending to the SMS gateway which will then convert the email to an SMS. What is Email to SMS? Email to SMS is a form of technology that converts standard emails into SMS messages. How does it work? Depending on the Email to SMS service that you use, the service works by using an Application Programming Interface which allows for emails to be converted into SMS messages. For example, the gateway service may work by accepting emails from you (you would send to xxxxxx@email.smsgatewayservice.com), which will then convert that email into an SMS compatible format and push the message to the intended recipients. You can use this process to send an sms to individual numbers or create groups of numbers and send in bulk. Which SMS gateway services does it work with? Migration Manager can convert a mobile phone number to fit any gateway service that supports Email to SMS. Note that Migration Manager can not provide a specific recommendation as to which service you can/should register with. The following article covers how to enable Email to SMS in Migration Manager

1 Register with a SMS gateway service

In order to use the SMS functionality in Migration Manager, you will need to register with an SMS gateway service that uses the Email to SMS protocol. A simple google search of Email to SMS will bring up a number of third party providers. Note that Migration Manager does not specifically recommend any particular service and it is up to each user to undertake their own research as to suitable options. Note that these service general charge a fee per SMS that you send and the prices charged by these services and their terms and conditions will vary. When you sign up for one of these services, you will need to ascertain the address to which emails are to be sent i.e @email.smsgatewayservice.com Emails & SMS

2 Open System Preferences

To set up the Email to SMS, first, in the top menu, go to Tools > Administrative > Preferences.

3 Go to the Emails preference

Once the Preferences window has opened, go the Program Level tab and then go to Emails. Emails & SMS

4 Enable SMS

To enable the Email to SMS function you will need to:

1 Slide the Enable Email to SMS functionality to ON

2 Insert the SMS gateway address. It is this address that will convert the mobile phone number

to an acceptable Email to SMS address i.e. xxxxxx@email.smsgatewayservice.com

3 If the gateway service you are using does not automatically remove the leading zero of a

mobile phone number, slide Remove leading Zero from number to Yes

5 Click Save & Exit

To finish setting up the Email to SMS, click Save & Exit in the bottom right hand corner. Emails & SMS

On each matter you should now see an SMS button appear next to each mobile phone number. Note that you may need to close and re-open a matter if it was open when you were changing the preferences. Emails & SMS

How to Send an SMS from Migration Manager The SMS function in Migration Manager allows users to harness the Email to SMS protocol to send an SMS to their clients using email (via Outlook). Note that Migration Manager does not actually send the SMS – for that you will need to register for and use a third party SMS gateway service. What Migration Manager does is converts mobile phone numbers in to an acceptable Email to SMS formatted addresses that can then be used in an email for sending to the SMS gateway which will then convert the email to an SMS. What is Email to SMS? Email to SMS is a form of technology that converts standard emails into SMS messages. How does it work? Depending on the Email to SMS service that you use, the service works by using an Application Programming Interface which allows for emails to be converted into SMS messages. For example, the gateway service may work by accepting emails from you (you would send to xxxxxx@email.smsgatewayservice.com), which will then convert that email into an SMS compatible format and push the message to the intended recipients. You can use this process to send an sms to individual numbers or create groups of numbers and send in bulk. Which SMS gateway services does it work with? Migration Manager can convert a mobile phone number to fit any gateway service that supports Email to SMS. Note that Migration Manager can not provide a specific recommendation as to which service you can/should register with. Any charges you incur as a result of using a third party SMS service are your responsibility. The following article covers how to enable Email to SMS in Migration Manager

1 Enable SMS

If you have not already done so, you will need to enable the SMS functionality in Preferences. See: How to Enable SMS Emails & SMS

2 Click the SMS Button

If SMS has been enabled, on each matter you should see an SMS button appear next to each mobile phone number. To send an SMS to this email address, click the SMS icon.

3 Review the Details

Because the SMS function uses Email to SMS, the Email To window will now appear. The SMS address will appear in the To field. Emails & SMS

4 Click Create Email

Now click the Create Email button to generate an email with the SMS address You can now proceed to type the content of your SMS in the body of the email. Send the email as per normal. Note: Make sure you pay attention to the length of the message as this will affect the size of the SMS and any charges you incur from your SMS gateway provider. Emails & SMS

Online Meeting Request Tool Emails & SMS

eMeet – The Online Meeting Request Tool Migration Manager includes the option to create an Online Meeting Request using either Skype or Jitsi. This feature will create an Email or Portal Message with the meeting invite details and link, ready to send you your customer. Creating an Invite

1 Open a Matter

Open the Matter to send the Invite to.

2 Click the Send Online Meeting Request icon

Click the Send Online Meeting Request icon at the top-right of the Matter window. Emails & SMS

3 Select the Meeting criteria

• Choose if you wish to host the meeting via Skype or Jitsi. • Select the Meeting Date and Time. • Select which Timezone the above time is based upon. • Select the Meeting Duration.

4 Send the Meeting Request

You can choose to either Email the meeting request, or if the client has their Portal Activated, you can send the message via a Secure Portal Message.

5 Sending Via Email

If you choose to send the Request via Email, you will see the ‘Email To’ window appear. Select the recipients, then click Create Email. Emails & SMS

An Outlook email will be created. The Body of the email will contain the details of the meeting’s date and time, and a link to the online meeting. As well as this, the email will also contain a Calendar attachment (.ics file) which both the client and Staff member can use to add to their Outlook Calendar. Once you are happy with the contents of the message, click Send. Emails & SMS

 Note: A copy of the ics file will also be saved to the Document tab of the Matter (under the ‘Letters Out’ folder).

6 Sending Via Portal Message

Providing the Portal has been activated for this Matter, you can select to send the Request via a Portal Message. When you do so, then the Portal Message window will appear. The Message will contain the Date and Time of the Meeting, as well as a Link to the online meeting. The Portal message will also contain a Calendar attachment (.ics file) which both the client and Staff member can use to add to their Outlook Calendar. Once you are happy with the contents of the portal message, click Send Message to send. Emails & SMS

 Note: The Portal Message and Calendar file will be saved in the ‘Letters Out’ folder of the Documents tab for that Matter. Emails & SMS

File Notes

1 Open the Matter
2 Click the New FN button
3 File Note Window
4 Record your Note
5 Click Enter
6 Note is Recorded
7 Add Additional Content
8 Set the Status
9 Set Reminder Date and Responsibility
10 Save & Close
11 Filenotes Tab
1 Record the File Note
1.1 Close any Active File
1.2 Click the New FN Button
1.3 Record the File Note
2 Link the File Note and Matter
3 Finalise the File Note
1 Record the File Note
1.1 Close any Active File
1.2 Click the New FN Button
1.3 Record the File Note
2 Create the new Matter
2.1 Click the 'New Client' button
2.2 Record the Matter Details
2.3 Click Create
3 Link the File Note and Matter
4 Finalise the File Note
1 How to Create a Summary File Note
1.1 Click add New Note
1.2 Enter the relevant information
1.3 Click Save & Close
2 How to add content to a Summary File Note
2.1 Click Open Filenote
2.2 Enter content
2.3 Click Save & Close
1 Open the Summary Note
2 Click the User Settings button
3 Change the User Preference
4 Click Save & Close
5 Click Refresh

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the New FN button

To create the file note, click the New FN button in the main toolbar.

3 File Note Window

A new File Note window will now appear, docked to the side of its associated matter.

4 Record your Note

Type details of the note into the 'Add New Note' part of the File Note window.

5 Click Enter

When you have finished recording the content of the note, click Enter.

6 Note is Recorded

Once you have clicked Enter, the content you previously typed will be added to the note record at the top of the File Note window.

7 Add Additional Content

To add additional comments to the note, repeat steps 4 and 5 and record the details in the Add New Note panel and then click Enter to record the content.

8 Set the Status

9 Set Reminder Date and Responsibility

10 Save & Close

When you have finished with the File Note, click Save & Close.

11 Filenotes Tab

The saved File Note will now appear in the tab in the Client Detail window. To open a File Note, just double click it within the window.

Video Guide

Create a File Note – When you have the Matter Closed When you receive a phone call from a client, you may not have have the file open. You do not need to open the Matter to record the note. You can do this by creating an unlinked File Note and then linking that File Note to the matter. This article sets out how to create a File Note when the matter is not open and then link the matter to the note.

1 Record the File Note

1.1 Close any Active File

To be able to create an unlinked File Note, you must first close any current "Active File" by clicking the 'Close' button.

1.2 Click the New FN Button

Now click the 'New FN' button in the main toolbar.

1.3 Record the File Note

As with a normal File Note, record your comments and then click the 'Enter' button to add the comments to the note.

2 Link the File Note and Matter

In the Client dropdown, search for the relevant matter by starting to type the name of the new Matter. When the required Matter is found, click on it to set it.

3 Finalise the File Note

Finish recording the relevant details of the note such as the Status and any Review Date. The click 'Save & Close' to finish the note and save it to the Matter. The File Note will be saved to the Matter and can be found in the Filenotes tab.

Create a File Note – For a Potential Client When you receive a phone call from a potential client, you may want to record this conversation prior to having created a matter in Migration Manager. You can do this by creating an unlinked file note and then creating and linking the new file. This article sets out how to create a File Note when there is no file in existence and then create and link the new matter to the note.

1 Record the File Note

1.1 Close any Active File

To be able to create an unlinked File Note, you must first close any current "Active File" by clicking the 'Close' button.

1.2 Click the New FN Button

Now click the 'New FN' button in the main toolbar.

1.3 Record the File Note

As with a normal File Note, record your comments and then click the 'Enter' button to add the comments to the note.

2 Create the new Matter

Once you have finished recording the note, you can now proceed to either link the File Note to an existing matter, or create a new Matter.

2.1 Click the 'New Client' button

To create a new Matter, first click the New Client button.

2.2 Record the Matter Details

The New Matter window will now appear. Enter the details of the matter that you want to create.

2.3 Click Create

When you have finished recording the necessary details for the new Matter, click 'Create'. The new Matter will now be created and open. Add any additional information to the file as necessary.

3 Link the File Note and Matter

In the Client dropdown, search for the relevant matter by starting to type the name of the new Matter. When the required Matter is found, click on it to set it.

4 Finalise the File Note

How to use the Summary File Note The Summary File Note or Cover Note is a File Note which appears on the front cover of a matter. The Summary File Note works exactly like a normal File Note, but will always appear as the first File Note in the Filenotes tab and the content of this note will be displayed on the front cover of a matter. This Summary File Note is often used as a detailed status record for the matter due to the fact you can fit a lot more detail than is possible in the standard File Status dropdown.

1 How to Create a Summary File Note

1.1 Click add New Note

To create a Summary File Note, open the relevant Matter and on the Cover Page click the note area which is labeled Click here to add new note.

1.2 Enter the relevant information

A Filenote window will now appear

Enter details in to the note like you would a normal File Note (see Creating a File Note – When you have the Matter Open) by typing in the relevant text and setting a status for the note.

1.3 Click Save & Close

Click Save & Close to Finish. The content of the note will now be displayed on the Cover Page in the Summary Filenote panel.

2 How to add content to a Summary File Note

2.1 Click Open Filenote

To add content to a summary file note, click the Open Filenote button on the Cover Page.

2.2 Enter content

The Filenote will now open

2.3 Click Save & Close

Enter the new content and then click Save & Close. The updated file note will be displayed on the Cover Page. Note: The amount of content you see on the summary file note will vary depending on whether or not your user options are set to only display the most recent summary note on the cover page. See How to display only the most recent Summary Note on the Cover Page

How to display only the most recent Summary Note on the Cover Page The Summary File Note or Cover Note is a File Note which appears on the front cover of a matter. The Summary File Note works exactly like a normal File Note, but will always appear as the first File Note in the Filenotes tab and the content of this note will be displayed on the front cover of a matter. This Summary File Note is often used as a detailed status record for the matter due to the fact you can fit a lot more detail than is possible in the standard File Status dropdown. This article covers how a user can set their user preferences to have the cover page only display the most recent Summary Note entry.

1 Open the Summary Note

The easiest way to access the Summary File Note display settings it to first open the Summary Note by clicking the Open Filenote button on the cover page of any matter.

2 Click the User Settings button

After the File Note has opened, clicking the settings button in the right hand corner.

3 Change the User Preference

Once the Options window appears, to set the Summary Note to only display the most recent entry, tick the box for "Show only the most recent cover page summary note".

4 Click Save & Close

To save the user preferences, click Save & Close.

5 Click Refresh

To update what is shown on the matter that is currently open, click the refresh button in the top right hand corner. The Summary File note will now only show the most recent Summary Note entry.

How to Delete a Filenote After creating a Filenote, it may be decided that the note needs to be deleted. To delete a filenote follow these steps:

1 Enable User Permission

In order to delete a file note your user profile must have permission to delete a filenote.

1.1 Login as Administrator

To set the user permission you will need to first login as Administrator.

1.2 In the top toolbar, go to Tools > Administrative >

Preferences

1.3 Set the User Permission

Now go to the User Permissions tab and set the user to 'Allow User to Delete Filenotes'. The click Save & Exit to finish.

2 Go to the Filenotes Tab

Find the filenote that you want to delete, by first going to the Filenotes tab of the relevant matter.

3 Select the Filenote and then right-click

To bring up the delete option, select the Filenote that you want to delete, and then right click that note to bring up the context menu. Now click Delete Filenote.

4 Confirm Deletion

You will now be asked to confirm that you want to delete the filenote. Click Yes to proceed.

5 Filenote Deleted

The Filenote will now be deleted.

Restore Filenotes – How to restore a Deleted Filenote After deleting a Filenote, it may be decided that the note wasn't meant to be deleted. To restore a deleted filenote follow these steps:

1 Enable User Permission

In order to restore a deleted a filenote your user profile must have permission to restore a filenote.

1.1 Login as Administrator

To set the user permission you will need to first login as Administrator.

1.2 Access Preferences

From the Main Menu, select Tools, then Administrative, then Preferences.

1.3 Set the User Permission

Now go to the User Permissions tab and set the user to 'Allow User to Restore Filenotes'. The click Save & Exit to finish.

1.4 Log back in as the user to Restore the Filenote

2 Access Restore Filenotes

From the Main Menu, select Tools, then Administrative then Restore Filenotes. The Restore Filenotes window will now appear.

3 Select and Restore

Now select the Filenote(s) that you want to 'un-delete' and then click Restore Selected Filenotes. (You can select multiple items by using Ctrl + click or Shift + click)

4 Confirm Restore

You will now be asked to confirm that you want to restore the filenote. Click Yes to proceed.

5 Filenote Restored

The Filenote will now be restored to the original matter. If you open the Filenotes tab of the matter, the restored filenote should now be visible.

How to edit a Filenote After creating a Filenote, you may wish to edit the note. To Edit a Filenote follow these steps:

1 Enable User Permission

In order to edit a Filenote, your user profile must have permission to Edit Existing Filenotes. Enabling Permission to Edit Filenotes

1.1 Login as Administrator

To set the user permission you will need to first login as Administrator.

1.2 Go to Preferences

In the top toolbar, go to Tools > Administrative > Preferences.

1.3 Set the User Permission

Now go to the User Permissions tab and set the user to 'Allow User to Edit Existing Filenotes'. Then click Save & Exit to finish.

2 Go to the Filenotes tab

Once you have logged back in as yourself, open the Matter and find the Filenote that you want to edit, by first going to the Filenotes tab of the relevant matter

3 Select the Filenote

To Edit the Filenote, first open the Filenote by double clicking on the record you wish to edit.

4 Select the Note to Edit

Once the Filenote opens click on the text you wish to change, then right click => Edit.

5 Edit the Text

The Text will appear in the edit box, adjust as required.

6 Save & Close

Once you have edited the text, click Enter, then Save & Close to update.

The Filenote has now been updated.

File Note Templates / Quick Parts

How to Create a Template File Note – File Note Quick Parts Within the Migration Manager File Note system, you have the ability to create template File Notes (called Quick Parts) which can be used to add text, questions, links etc to a new or existing file note. This article covers how to create a Quickpart for future use.

1 Open a File Note

To access the Quick Parts editor/creator, you first need to open a File Note. The easiest way to do this is to click the New FN button in the main toolbar.

2 Right click the comments section of the File Note

Next, right click anywhere on the comment section of the File Note. This will bring up the File Note context menu.

3 Select Quick Parts

On the context menu, click Quick Parts. The Quick Parts window will now appear showing a list of the available Quick Parts.

4 Click the + button

To create a new Quick Part, click the green + button in the left hand corner.  The Quick Parts editor will now appear. Tip: Use the expand button on the right hand side to expand the window.

5 Add your content to your Template / Quick Part

First add a description of your Quick Part so that in the future you will know what the Quick Part is about / meant to be used for. Then select a category which applies by using the Category dropdown.

Add the body of the Quick Part by either typing or copying from another document – when a Quick Part is added to a File Note the body of the Quick Part is what will be added to the note.  Tip: use the right click menu to format your text, add links etc.

6 Click Save & Close

When you have finished adding content, click Save & Close. The finished Quick Part will now appear in the list of available Quick Parts for use in a File Note.

How to use a Template File Note – File Note Quick Parts Within the Migration Manager File Note system, you have the ability to create template File Notes (called Quick Parts) which can be used to add text, questions, links etc to a new or existing file note. This article covers how to use a Quick Part that you have previously created (for instructions on how to create a Quick Part plese see: How to Create a Template File Note – File Note Quickparts)

1 Open a File Note

To use a Quick Part, you first need to open a File Note. The easiest way to do this is to click the New FN button in the main toolbar.

2 Right click the comments section of the File Note

Next, right click anywhere on the comment section of the File Note. This will bring up the File Note context menu.

3 Select Quick Parts

On the context menu, click Quick Parts. The Quick Parts window will now appear with a list of available Quick Parts.

4 Select the Required Quick Parts

Tick the Quick Parts that you want to add to your File Note. You can choose as many Quick Parts as you want to add to your note.

5 Select / Ignore "Use as Filenote Title"

If you want to use the Description of the Quick Part as the title of the File Note, tick Use as Filenote title.

6 Click Select

To add the content of the selected Quick Parts to the File Note, click Select

7 Edit the File Note

The content of the Quick parts will now be added to the File Note. You can proceed to continue adding additional content to the File Note.

File Note Preferences

How to modify your User Preferences – Via the File Note options You are able to modify how your File Note's behave via either the User Preferences panel in the Administrative tools, or via the options button on the File Note window. This article covers how to modify your user File Note preferences via the options button.

1 Open a File Note

First, click the 'New FN' button in the main toolbar.

2 Click the Options button

When the window options, click the Options button on the upper right hand side of the File Note.

3 The Options window

The Options window will now appear. This window shows the File Note user preferences that this user can modify.

3.1 Covernote Edit Mode

The "Double clicking a cover note opens in edit mode" option allows you to modify how the Covernote of a file can be edited. If the option is not ticked, if there is already a comment on the Covernote, you will only be able to edit it by first clicking Open File Note and then right clicking

the particular comment you wish to edit. If this option is ticked, then you can double click that comment on the Covernote and the Filenote window will open in edit mode for that comment.

3.2 Default Size

The "Expand file note window to available space on opening" option allows you to change the default opening size of the File Note window. If this option is not ticked, the File Note window will always open by default in its smallest size. If the option is ticked, then the File Note window will open at its largest size, provided there is sufficient screen space to do so i.e. if you have a small monitor with low resolution the File Note will not be able to open to its maximum size.

3.3 Centre Docking

The "Open file note window centre screen (instead of docking)" sets the default open location of the File Note window. If this option is unticked, the File Note window will open by default docked to the left hand side of the Active Client window. If this option is ticked, the File Note window will open by default in the middle of your screen.

3.4 Covernote View

The "Show only the most recent cover page summary note" allows you to modify what content is shown on the Covernote. If this option is unticked, the Covernote will show you all comments which have been added to the Covernote. If this option is ticked, the Covernote will only show you the most recent entry made to the Covernote – note that all of the other comments are still

saved and can be accessed by opening up the File Note, its just with this setting you will only see the most recent comment displayed on the matter Cover Page.

Filenotes Preferences – The 'Filenotes' preference tab The Program Level Preferences allows you to set how Filenotes will operate for all users. The following user article explains how each part of the preferences works. Accessing the Filenotes tab From the Main Menu, select Tools, then Administrative, then Preferences.  If you don’t have access to this feature, you may need to log into Migration Manager as user Administrator. In Preferences, select the Filenotes tab.

Filenotes Preferences

1 Default Dates

This preference allows you to specify whether a Deadline and/or Review date should automatically be set for Filenotes when they are first created and how many days ahead of today that default due day should be. The default setting is for this not to be set.

2 Default Status

This preference allows you specify what the default Status of a Filenote will be and whether there is a requirement that the Filenote must have a Status set before it can be saved and closed. The default setting is for the Status to be blank but that Status must be set before a Filenote can be saved and closed.

3 Default Responsibility

This preference allows you to set who will have default responsibility for all newly created Filenotes and whether the Responsibility on a Filenote must be set prior to a Filenote being able to be saved and closed. The default setting is for the responsibility to be with the RMA and that Responsibility must be set prior to being able to save and close a Filenote.

4 Filenote locked to this User

When adding a comment to a Filenote, if this preference is selected it will lock the initials as shown on the Filenote comment to this user. The default is set to unlocked.

5 Cover Page (Summary Filenote) Order

This preference allows you set the order of the Summary Filenote on the Cover Page. The default setting is for the most recent note to appear in chronological order at the bottom of the cover notes.

6 Filenote Order

This preference allows you set the order of the notes for all Filenotes other than the Cover Page Summary Note. The default setting is for the most recent note to appear in chronological order at the bottom of the cover notes.

7 Status Change Dates

This preference allows you to set what deadline and review dates should automatically be added to Migration Manager when you change the Filenote status to a Status other than complete. The default setting will result in the review date being set one day ahead of the current day when the Status is changed to something other than complete – provided that the review date is not already in the future.

8 Default Font

This preference allows you to set the default font which will be used in all new Filenotes. To change the default font settings click the A button.

8.1 Changing Font

If you open the font changing window you will be presented with a standard Windows font changing tool. Select the Font you would like and click OK.

9 Save and Exit

When you have finished making changes, click Save & Exit.

User Level Permissions – The User Level Permissions for allows the Administrator to set how will operate for individual users. Note that the permissions is seperate to the user preferences.

1 Login to Migration Manager as Administrator

In order to edit the User preferences you must log in as Administrator.

2 Open Preferences

To open the Preferences window, go to Tools > Administrative > Preferences

3 Click the User Permissions tab

The User Permissions tab contains a list of all of the Users and their permissions settings

4 Find the relevant Permissions

If you scroll to the right of the grid, you will find the list of user permissions for File notes

4.1 Edit Existing File Notes

Enabling this user preference will give the selected user the ability to edit an existing File Note entry. Note that if this preference does not prevent a user from adding additional comments to a File Note – it only restricts the ability to edit comments previously made.

4.2 Delete Existing File Notes

Enabling this user preference will give the selected user the ability to delete an existing File Note entry. The default setting is for this to not be enabled.

4.3 Edit Cover Page Summary Note

Enabling this user preference will give the selected user the ability to edit the Cover Note on a file. If this preference is not enabled the user will be unable to add any comments to the Cover Note.

4.4 Allow User to Restore Filenotes

Enabling this permission will give the selected user the ability to restore filenotes which have previously been deleted by any user.

5 Save & Exit

When you have finished making changes, click Save & Exit.

Letters and Documents

1 Open the relevant Matter
2 Click the Letters button
3 Select the document / letter to merge
4 Click Merge
5 Review the completed Document
1 Generate the Letter or Document
2 Open the Documents tab
3 Select the document, Right Click and select Email To
4 Select who to Email To
5 Add a Subject Line
6 Select whether to embed or attached (Word Documents
6.1 If you select Embed
6.2 If you select Attach
7 Review and send the email
1 Generate the Letter or Document
2 Open the Documents tab
3 Select the Document, Right Click and select Upload to
4 Add Message details
5 Select additional options
5.1 Request a Document from Client
1 Use the dropdown list which will show a list of all documents/forms currently show on this
2 Use the + button to create a new document/form entry on the Progress tab for this matter.
5.2 Mark a Progress Item as Complete
1 Use the dropdown list which will show a list of all tasks currently show on this matters
2 Use the + button to create a new task entry on the Progress tab for this matter.
5.3 Notify Client that New Documents are Available
6 Click Send Message
7 Send notification email
1 Open any Matter.
2 Click the Letters button on the Main Toolbar.
3 When the Letter Merge window appears, click the
4 Download the Latest Templates
1 To download the sample Templates, click Download Basic Templates.
2 To download the lastest Template Package (for Template Package subscribers), click
5 Click Yes to download the Templates
1 Open any Matter File.
2 Click the Letters button on the Main Toolbar
3 When the Letter Merge window appears, click the MM
4 In the MM Template Feedback window, complete the
1 Open the Documents tab

1 Open the relevant Matter

2 Click the Letters button

Click the 'Letters' button in the main toolbar to bring up the Word Templates window showing a list of all of the available letters and documents able to be merged for the active matter

3 Select the document / letter to merge

4 Click Merge

When you are ready to merge your choosen template, click 'Merge'.

5 Review the completed Document

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder.

3 Select the document, Right Click and select Email To

After you have selected the letter or document you wish to send via email, right click it and from the context menu choose Email To.

4 Select who to Email To

5 Add a Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

 Note: In Preferences, you can set emails to automatically have the subject line based on the name of the letter being sent.

6 Select whether to embed or attached (Word Documents

Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. When you click Create Email the the document will be attached to the email.

7 Review and send the email

To finish, review the email and then click 'Send'. This will send the email.

How to send a Letter or Document via the Secure Client Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal. Note: The method of sending letters and documents to the Portal has changed as of MM Version 8.5.3. This article has been updated with the new method.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder.

3 Select the Document, Right Click and select Upload to

Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

4 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the Send Message button. The document/form will now be upload to the Secure Client Portal via encrypted message.

7 Send notification email

Downloading the Latest Templates The Migration Manager Template module comes with pre-defined with a small set of Basic Sample Templates as a guide to building your own Templates. As well as this, if you have purchased the MM Templates Package, then you will have many subclass specific Templates available. You can ensure these are up-to-date using the following procedure.

1 Open any Matter.

2 Click the Letters button on the Main Toolbar.

3 When the Letter Merge window appears, click the

Settings button.

4 Download the Latest Templates

1 To download the sample Templates, click Download Basic Templates.

2 To download the lastest Template Package (for Template Package subscribers), click

Download Latested MM Templates.

5 Click Yes to download the Templates

If you wish to download the latest set of pre-defined Account Templates (Invoices, Deposit Requests etc), see: How to Customise Accounts Templates.

Sending Template Feedback If you have purchased the MM Template Package, you have access to hundreds of Templates for many of the Department’s Application Subclasses. If you have an enquiry or feedback regarding these Templates, you can submit your enquiry or feedback directly to the Template Team.  If your enquiry is technical in nature (e.g. You are getting an error message when trying to Merge a letter), then contact Migration Manager Support directly via Help => Log a Support Call Online

1 Open any Matter File.

2 Click the Letters button on the Main Toolbar

3 When the Letter Merge window appears, click the MM

Template Feedback button

4 In the MM Template Feedback window, complete the

fields with as much detail as possible, then click Submit One of the Template Team will respond as soon as possible.  Examples of queries to submit to the Template Team:

• When there is a new Subclass released by Immi and you wish to know when/if a Template Package will be written for it. • You find a spelling mistake. • You have a suggestion regarding one of the Templates. Examples of queries that should be submitted directly to Migration Manager Support (Help => Log a Support Call Online): • When you try to Merge a Letter, you get an error. • You are paying for the Template Package, but no Templates appear. • Your Query is regarding an Accounts Templates (Invoices, Deposit Requests etc). • You would like to know how to Edit Templates.

How to use eSign The eSign function in Migration Manager allows a user to upload a Word or PDF document directly from the Documents tab to their Docusign account for sending for esignature. This function works via an integration between Migration Manager and Docusign.  Note: In order to use eSign, you must have a valid subscription with Docusign (which is a separate third party provider). You can find out more about Docusign by going to: https://mmcpd.link/docusign

1 Open the Documents tab

Navigate to the Documents tab of the relevant matter and find the document you want to upload to Docusign for esigning.

2 Select the Document

Select the document you want to upload, then right click the document and choose the eSign menu option

The eSign window will now appear.

3 Add the signees

Next select the individual(s) that you want to have sign the document by clicking the Add button next to the person's name. Their details will be uploaded to Docusign along with the document.

4 Edit the Subject and Message

If you want to add a Subject and a Message to go along with the document being uploaded to Docusign, add this information in to the relevant fields. These fields will appear on the message/envelope sent out by Docusign.

5 Generate the Docusign Envelope

When ready, click the Create Envelope button.

6 Login to Docusign

You will now be asked to log in to Docusign. Enter your Docusign credentials and follow the logon steps that appear. If you don't have an account, you can click the link in the logon window to learn more.

The document will now be uploaded and your web browser will open and redirect to your Docusign account.

7 Docusign

Once your Docusign account webpage opens, you will be able to proceed to add signature fields etc to the document. For instructions on how to use Docusign's interface we recommend reading the Docusign User Guide.  Tip – if you want to edit the message or the recipients in Docusign, you can use the Actions button at the top of the Docusign page

Click the Send button when you are ready to send your document for signing.

How to Create and Edit Templates

Letters Merge Preferences – The 'Letters' preference tab The Letter Merge preferences control how the Template/Letter merge system work for all users in the Firm. These instructions cover how to access the Letter Merge preferences and what each of the settings controls. Accessing Letter Merge Preferences The Letter Merge preferences can be accessed via either the Firm Setup Guide or via the top menu Tools > Administrative > Preferences.

1 Via the Firm Setup Guide

To access the Firm Setup Guide click on Tools in the top menu and then click on Firm Setup Guide. Once the Firm Setup Guide appears, click on the Letter Merge button.

2 Via the Tools menu

You can also access the Letter Merge preferences by clicking on Tools, then Administrative, then Preferences.  If you don’t have access to this feature, you may need to log into Migration Manager as user Administrator. In Preferences, select the Letters tab.

Letters settings The Letters' settings window should now be visible.

1 Word Template Configuration

The Word Template Configuration section gives you control over various aspects of how the letters merge.

1.1 Use Saved Letterhead

Tick this preference if you want Migration Manager to apply a letterhead by default to any Word document that is merged.

1.2 Download and Edit Letterhead

To use the Letterhead functionality, you must first download the Letterhead template by clicking the Download Letterhead button. A pop up will appear. Click Yes to download a new letterhead (note that any existing letterhead will be deleted) Now click the Edit button and then follow the steps outlined in How to set up a Letterhead

1.3 Remove the File Path

By default, when Migration Manager merges a Template it automatically inserts into the footer the file path location of the document which has been merged. Ticking the option 'Remove the file path from the footer of MM Templates when they are merged' will result in that footer information not appearing on merged documents.

1.4 Insert a Logo in Logo Field

One of the merge fields available is a Logo field. If this option is ticked and a logo file is selected (via the 3 dots button), then at the time of merging any letter/template, Migration Manager will insert the chosen logo file in to the document.  Note that any logo file should be no more than 170×85 pixels and in the JPEG format. It should also be saved in to Migration Manager's DataMiscFIles sub-folder so that all users can access it.

1.5 Generate and Save Document Merge ID in Tags

Ticking this option will result in Migration Manager generating a Document Merge ID whenever a new letter/document is merged. This ID will then be saved in to the Tags of the Word file and will show up in the Keywords/Content column in Migration Manager. It can also be searched for via the Documents search window. The MID (Merge ID) is available as a merge field which can be added to the body of the document, or to the footer of the Letterhead (see note above about editing Letterheads).  Note: Do not place the MID merge field in the footer of a template other than the Letterhead template. Merge fields located in the footer of a template do not merge.

2 Letter Merge Default Behaviour

These settings control:

1 Whether or not the document will open in Word immediately after the merge has

completed; and

2 The default save location in an matter. Note that this can be changed at the time of merge.

3 Rounding of Fees and Charges

This setting controls whether any fees and charges information is rounded to the nearest dollar or not.

4 Text to Insert when a Merge Field is Blank

A merge field can only be filled out at the time of merging a document if there is relevant content stored in the matter in Migration Manager. To avoid the user missing that a field did not fill out due to lack of data, this setting determines what happens if there is no data. The system can be set to either insert the merge field name or text of the users own choosing.

5 Document Email

This setting controls what happens when you send a document from the Documents tab of matter. If the first tick box is ticked, the document file name forms part of the subject line of the email. The second tick box will limit the subject to being that part of the file name up until the first period.

6 Template Downloader

Use the buttons in this section to download the latest templates. The first button will download small number of basic templates that are available to all users of Migration Manager. The second button is only available to those who subscribe to Migration Manager's Templates Package.

7 Save

Once all adjustments have been made, click Save & Exit.

How to set up a Letterhead When you merge a document or letter in Migration Manager, you can choose to have your letterhead applied to the letter at the time of the merge. To do this, you first need to set up your letterhead template in Migration Manager. This letterhead can then be used across all of the template documents that you use.  An extra benefit of this system is that if you ever need to update your letterhead (such as when you move address), you only need to edit the letterhead template instead of all of your documents.

1 Accessing Letters Preferences

In order to access the letterhead template, you must first open the letter merge settings which are located in the System Preferences. From the Main Menu, select Tools, then Administrative, then Preferences.  If you don’t have access to this feature, you may need to log into Migration Manager as user Administrator.

In Preferences, select the Letters tab.

2 Download Letterhead

If you have not already downloaded a Migration Manager Letterhead template, click the Download Letterhead button to download the default letterhead template. You will edit this document to create your letterhead. Click Yes to confirm the download.

3 Edit the Letterhead template

To customise the letterhead to what you require, click the Edit button.

4 Edit the Word Document

The letterhead will now open as a word document. You will now need to edit the Header and Footer with the images and text that you require.

4.1 Open the Header and/or Footer

Using the menu options in Word, open up the Header or Footer.

4.2 Edit the Header and or Footer

Using Word, you can now edit the Header and Footer to show the content you want to have in your letterhead.  Tip: The easiest way to do this is to copy and paste the Header or Footer from an existing letterhead you might have in to the Header / Footer of the Migration Manager letterhead template.

5 Save the Word Document

Once you have finished editing the Word document, you must click Save in Word. You can now close the Word document.

6 Save the Merge Settings in Migration Manager

You can now click Save & Exit which will close the Letter settings window.

7 Merge a Letter

You can now merge a letter using your new letterhead. For instructions on how to merge a letter / document from a template, see: How to merge a Template Letter

How to create a Template The document merge system in Migration Manager provides users with a powerful tool to create template letters that can be used to merge letters, emails and documents for a matter. This article covers how to create a template.

1 Open a Matter

To access the template system, you first need to open a matter by clicking the Open button in the main toolbar and then selecting a matter  Note: The templates for Migrants and Sponsors are stored and accessed separately. To create templates that can used when you are in a Business Sponsor matter you will need to access the template system via a Sponsor matter.

2 Click on the Letters button

Next, click on the Letters button in the main toolbar.

3 Select the appropriate folder

When the Word Template Merge window appears, you need to select the folder that you want to save your new template in to.  Tip: To create a new folder, right click the left hand panel and choose Create Folder and then give your new folder a name.

4 Click New Template

After you have selected the folder (or created a new one) that you want to save your new Template in to, click the New Template button.

5 Give the Template a Name and Keywords

A Template Creator Window will now appear where you can insert the template's name and keywords.  Tip: It is recommended that you add some keywords to the Template so that users will be able to identify what the template is about. These keywords will also appear in any letter merges in the future (so long as they are no overwritten at the time of merge with new keywords). You can use multiple Keywords by separating them eith a ;

Using Special Keywords NLH or NMFCO There are two special Keywords that actually trigger functionality when merging.

5.1 NLH (No Letterhead)

Entering NLH as a keyword will result in the ‘Use Letterhead’ checkbox being unticked by default when your Template is listed. (Note the Use Letterhead checkbox can still be manually ticked before a Letter is Merged).

5.2 NMFCO (No Merge. File Copy Only)

Entering NMFCO as a keyword will result in the following: • When the Letter is merged, no actual merge fields will merge. • Instead, the document will simply be copied into the Letters Out folder of the Migrant File. This functionality is handy if you have a generic information document or documents with no merge fields and you simply wish to copy these documents into the Migrant file, ready to be emailed or uploaded to the Portal. Because there is no field merging taking place, the process is very quick. Do not use this functionality if you have Merge Fields in the Template.

6 Create

Once you have completed the Filename and Keywords, click Continue.

7 A blank Word document will now open

A blank Word document should appear along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised.

8 Add Content and Merge Fields

The templates are just Word documents with merge fields added to those parts of the text that are meant to change depending on the information contained within a matter. To add a merge fiele to the blank document:

1 first click where you want the merge field to appear;

2 find the required merge field from the Merge Fields window; then

3 click the Add Field button.

9 Continue adding content

Continue adding the required content to your letter along with any required merge fields.  Tip: If you already have existing documentation, you can just copy and paste the content of those documents into a template letter and then add merge fields as required.

10 Click Save & Close Letter

When you have finished editing the document, click Save & Close Letter.

11 New Template available

The new template is now available for all users to now merge. To merge the template and save it to the current matter, select the template and then click Merge. Video Guide

How to edit an existing Template The document merge system in Migration Manager provides users with a powerful tool to create template letters that can be used to merge letters, emails and documents for a matter. This article covers how to edit a template.

1 Open a Matter

2 Click on the Letters button

Next, click on the Letters button in the main toolbar.

3 Select the appropriate folder

When the Word Template Merge window appears, you need to select the folder that contains the template that you wish to edit.

4 Right Click the Template that you want to edit

Right click the template that you want to edit, and then from the menu that appears, click Edit Template

 Warning: If you edit an Existing Template from the ‘MM Templates’ Package, your changes may get overwritten when new versions of those Templates are released. Because of this, if you are wanting to edit a Template from the ‘MM Templates’ Package, we recommend you first Copy the Template to a Custom Folder, then Edit the Copied Template.

Copying a Template

4.1 Create a Custom Folder to place your Templates.

4.1.1 Right-click on the Folder 'StandardNewLetters', then select Create

Folder.

4.1.2 Enter the name for your new Folder and click OK.

Your New Custom Folder has been created.

4.2 Copy the Template

4.2.1 Find the Template you would like to copy

4.2.2 Right-click on the Template and 'Duplicate Template'.

4.2.3 Enter the Filename for this duplicate Template. Then click 'Create'.

(You can also enter keywords for the Template to make searching easier).

4.3 Move the Template

Now that the Template has been copied. It can be moved to your required location.

4.3.1 Right-click on your Copied Template and select 'Move Template'.

4.3.2 Select the Folder.

Browse to the folder location. If the Template is for a Migrant, it will reside within the folder StandardNewLetters. If the Template is for a Sponsor, it will reside within the folder StandardNewLetters(SPON). Select the Folder, then click OK.

The newly copied Template is now is now in your Custom Folder.

5 A Word Document will now open

A Word document should appear (being the template) along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised.

6 Add Content and Merge Fields

1 first click where you want the merge field to appear;

2 find the required merge field from the Merge Fields window; then

3 click the Add Field button.

7 Continue adding content

8 Click Save & Close Letter

When you have finished editing the document, click Save & Close Letter.

9 Updated Template available

The update template is now available for all users to now merge. To merge the template and save it to the current matter, select the template and then click Merge.

Adding a Logo to Templates Templates (such as Invoices, Deposit Request etc) have a special Merge Field at the top of the document called <<LOGO>>. This field allows you to set a Logo picture in Letter Settings which will then appear on any documents where the <<LOGO>> Merge Field is used.

1 Open any Matter File.

2 Click the Letters button on the Main Toolbar.

3 When the Letter Merge window appears, click the

Settings button.

4 In the Word Template Configuration section, tick the

'Insert a logo in Logo field' option, then click the Browse button to browse to your Logo File.  Note: Your Logo should be a small JPEG image no larger than 170 x 85 pixels. You can re-seize your logo using Microsoft's 'Paint' program.

5 Select your File.

Browse to your File Location. Select the File and click Open.  The Logo file must be available for all users using Migration Manager. We normally suggest saving your Logo file to the DataMiscFiles sub-folder of your Migration Manager (or LEAPMM) Folder (often located in your M: drive).

6 Once the Logo has been selected, click Save & Exit.

7 When Letters are now produced which use the LOGO

Merge field, your logo will appear.  If you need to resize your Logo if it is too small or too large in the document, you can do this by opening the Logo file in Paint (comes as part of Windows), then use the Resize option

Creating a Signature Block as a Letter Merge Field When creating or editing Letters, you can use a single merge field populate a signature block on your document. The following will show you how to configure the Signature Block and how to insert it into your Template. Editing the ‘Signature Block’ Custom Merge Field

1 Open Custom Merge Fields

From the Main Menu, select Schedules => Custom Merge Fields.

2 Select Edit for the ‘SignatureBlock’ Merge Field

Highlight the ‘SignatureBlock’ row, then select More => Edit.

3 Edit the Signature Body

You can now edit the text and add additional merge fields to your Signature Block.

3.1 You can type text directly into the Text window

Add or edit the existing text

3.2 You can add additional Merge Fields

You can add additional merge fields into the text section. Click on the ‘Add Merge Field’ drop-down and select a merge field.

Position the cursor where you would like the field to go, then click the + button to add.

4 Save the Signature Block.

Once you are happy with the Signature, click Save & Close.

Adding the Signature Block to your Template Now that the Signature Block is the way you like it, it can be added to your Templates either by editing an Existing Template or adding it to a New Template. Follow the below guides for detailed instructions on Creating or Editing Templates. How to create a template How to edit an existing Template Once you are within the Template Editor, you can find the Signature Block Merge Field under Custom Merge Fields => SignatureBlock.  Q. What Font will my Signature Block appear as? A. When you edit your Letter Template and add the SignatureBlock merge field, you can then highlight that merge field in Word and set it to the desired Font and Size. This will then be the font and size that appears when the letter is merged.

The Documents Tab

How to manually add a Document to the Documents Tab The Documents tab contains all of the documents, forms, messages and correspondence that relate to a particular matter. Migration Manager will automatically add these items to the Documents tab if they have been received and captured via email capture, received as a portal message or have been scanned using the scan function. It is also possible to add documents and file to the Documents tab by just dragging and dropping the item from your computer on to tab itself.

1 Go to the Documents tab

To add a document to a particular Matter, first open that Matter and then go to the Documents tab.

2 Open the relevant folder

To save a document/file to particular folder, first make sure that your Document tab view is set to Tree View by clicking the Tree View / Flat View button. Note: You don't need to set the view Tree View. If the view is set to Flat View and you drag and drop a file on to the documents tab, it will be saved in to the Misc folder.

Now select and double click the folder that you want to save in to.

3 Drag and Drop

You can now drag and drop the relevant file(s) or document(s) from any where on your computer on to the Documents tab in Migration Manager.

4 File Added

The file/document will now be added to the matter and will be saved on your computer/server in the relevant file.

How to use the Documents tab menu option To be released in version 8.3.7 of Migration Manager. The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. This article provides details on what all of the menu bar options in the Documents tab can do:

1 The Home tab

The Home subtab in the Documents tab provides the user with the ability to interact with the documents stored within the Matters

1.1 Flat View/Tree View

Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view. In Tree View, the Documents tab will show all of the folders. To access the content you need to double click a folder in the left hand side tree. In Flat View, all of the documents held on a matter a shown in chronical order.

1.2 Open

Clicking the Open button, will open the currently selected document. For example, if you click Open whilst a Word document is selected the selected item will open in Microsoft Word.

1.3 Preview

The Preview button will open the selected document in the Document tab Preview window. The Preview window provides a quick way to view the contents of any document in Migration Manager without having to actually open the documents up in different programs.

1.4 Edit

If you click the Edit button, you can edit the name/Title , the Keywords, Status, Responsibility and Review Date of a selected document.

1.5 Delete

Clicking the Delete button will delete the selected item(s). When you click Delete you will be prompted to confirm that you do in fact want to delete all of the selected items. Click Yes to confirm the deletion.

1.6 New Folder

Clicking the New Folder button will create a new folder within the current folder. When you click the button, you will be prompted to provide a name for the new sub folder. Enter the name and then click OK.

The new folder will now appear in both the folder tree on the left hand side and within the folder currently in view.

1.7 Move To

The Move To button enables you to move selected documents to any other folder in any matter in Migration Manager. Note that if you move a document, it will no longer be in the orignal folder (as contrasted to using the Copy option). When you click Move To you will be prompted to select the matter and folder you want to move the item to.

When you have selected where you want to move the selected item to, click Move to finalise the transfer. The item will now be moved.

1.8 Copy To

The Copy To button enables you to copy selected documents to any other folder in any matter in Migration Manager. When you click Copy To you will be prompted to select the matter and folder you want to copy the item to. When you have selected where you want to copy the selected item to, click Copy to finalise the transfer.

The item will now be copied in to the selected location.

1.9 Scan Document

The Scan Document button allows the user to scan a document in to this matter using a networked/usb connected scanner. When you click the Scan Document button, the Scan Document window will appear.

To perform a scan you need to:

1 Select the scanner you want to use;

2 The format you want to save the scanned document in;

3 The location where you want to save the scanned document;

4 What name the document will be saved as; and

5 Click Acquire to perform the scan.

 Note your scanners inbuilt scanning software may appear at this point ask you to select additional paramaters for the scan. Select the necessary options and click Scan to perform the scan.

1.10 Convert to PDF

If a Word document has been selected, clicking the Convert to PDF button will create a PDF version of the selected document. To perform the conversion, select the document you wish to convert and then click Convert to PDF. A PDF version of the Word document will now be saved to the file.

1.11 Send To

The Send To button allows you to internally send a document to another user in Migration Manager via their Document Inbox. To send a document to someone's inbox, select the item and then click Send To, and then choose the staff member you want to forward the item to. The item will now be sent to that selected user's Document Inbox.

1.12 Email To

Clicking the Email To button will enage the email function in Migration Manager which will enable the user send the selected documents in or as an email. To send a document as an email or as an attachment on an email, select the item and then click Email To. For full instructions on how to send documents via Email please see: How to send a Letter or Document via Email The Email To window will now appear. Now select the email addresses that you want to send the email to by clicking the Add button.

If the document you are sending is a Word document, you can select whether to embed the content of the document in the body of the email or have it as an attachment by switching the Attach slider. To generate the Email, click Create Email. The email will now open in Outlook.

1.13 Upload to Portal

The Upload to Portal button allows you to upload selected documents to the Client Portal. Clicking the Upload to Portal button will bring up the Portal Messenger window. For full instructions on how to send documents to the client via the Portal please see: How to send a Letter or Document via the Secure Client Portal

1.14 Import Data

The Import Data button allows you to start the PDF Questionnaire import process. To begin the import, select the PDF Questionnaire and then click the Import Data button. For full details on how to import a Questionnaire see: Importing Questionnaires

1.15 Portal

The Portal button opens the Portal interaction window. For instructions on how to use the Portal with documents, please refer to: How to send a Letter or Document via the Secure Client Portal

1.16 Reconcile

The Reconcile button allows the user to update the information contained in the Documents tab to fully reflect the files stored on the hard drive / server. Note that in normal usuage, you will normally not need to use the Reconcile button. However, if a user alters/adds/deletes files directly through Windows Explorer, then a discrepency between what is recorded in the Documents tab and what is actually on the drive may occur. Documents which have been previously recorded in the Documents tab but which are now not found on the hard drive will be shown in light grey text, whereas those that have been added to the hard drive but not via Migration Manager, are shown in red. To reconcile the Documents tab with the contents of the hard drive, click the Reconcile button.

The Reconcile window will now appear showing the discrepencies. To rectify the discrepencies, click the Clean Up button. The information shown in the Documents tab will now be up to date.

2 The Search Tab

The Search tab lets the you search the documents of the matter. The buttons within the Search tab allow the you to modify/condition the search that they are performing

2.1 Location

The buttons contained with the Location grouping allow you to define the location scope of your search. • Clicking the All Folders button will mean that the search is conducted over all of the folders within the matter inquestion; • Clicking the Current Folder button limits the search to the currently selected folder; • Clicking the Sub Folders button searches all of the subfolders within the folder that you are currently in.

2.2 Status

The Status button lets you limit the scope of any search by the status of a document.

2.3 File Type

The File Type button lets you limit the scope of any search by the type of document i.e. Word, Excel etc.

2.4 Date Range

The Date Range button lets you limit the scope of any search by the date a document has been created.

2.5 Search

The Search section is where you perform your search by typing in the text you want to search by. The text field will search everywhere the word(s) typed appear in either a document name

or document keywords. Below the text field appears a list of all of the paramters which you have set in the Location and Options grouping. To perform the search, type the text to search and then click the Search button. A list of results that fits the search will now apear.

2.6 Clear Search

Clicking the Clear Search button wipes the results from the search list.

3 The View Tab

The View tab lets you change the types of documents shown in the Documents tab along with the various viewing options.

3.1 Show File Types

The options in this grouping allow to change what type of documents are visible in the current view.

3.2 Preview

Clicking this button will open the selected document in the Migration Manager preview window.

3.3 Show Duplicates

By default, Migration Manager will hide from the Documents tab any item which it detects is a duplicate of another document already saved in this matter (based on document name and date created/received). If you want to see all of the duplicates which exist on a matter, click the Show Duplicates.

3.4 Flat View / Tree View

Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view (see paragraph 1.1 above)

3.5 Maximise

The Maximise allows you expand the Documents tab to full screen. Clicking the button a second time will retun the Documents tab back to normal size.

3.6 Options

The Options button allows you to access your user preferences for the Documents tab. For instructions on how to use the User Options for the Documents tab, see: Documents Tab User Preferences

How to use the right click menu options in the Documents tab Released in version 8.3.7 of Migration Manager. The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. This article provides details on what all of the right click menu options in the Documents tab can do. To activate the right click menu, go to the Documents tab, select an item and then right click on your mouse. The menu will now appear. The same right click options are availabe in Flat or Tree View.

 Note that a lot of the options available in the right click menu are also available in the menu bar.

1 Open Document

Clicking the Open Document option, will open the currently selected document. For example, if you click Open Document whilst a Word document is selected the selected item will open in Microsoft Word.

2 Preview

The Preview option will open the selected document in the Document tab Preview window. The Preview window provides a quick way to view the contents of any document in Migration Manager without having to actually open the documents up in different programs.

3 Edit

If you click the Edit option, you can edit the name/Title , the Keywords, Status, Responsibility and Review Date of a selected document.

4 Delete

Clicking the Delete option will delete the selected item(s). When you click Delete you will be prompted to confirm that you do in fact want to delete all of the selected items. Click Yes to confirm the deletion.

5 Move To

The Move To option enables you to move selected documents to any other folder in any matter in Migration Manager. Note that if you move a document, it will no longer be in the orignal folder (as contrasted to using the Copy option). When you click Move To you will be prompted to select the matter and folder you want to move the item to.

When you have selected where you want to move the selected item to, click Move to finalise the transfer. The item will now be moved.

6 Copy To

The Copy To option enables you to copy selected documents to any other folder in any matter in Migration Manager. When you click Copy To you will be prompted to select the matter and folder you want to copy the item to. When you have selected where you want to copy the selected item to, click Copy to finalise the transfer.

The item will now be copied in to the selected location.

7 Convert to PDF

If a Word document has been selected, clicking the Convert to PDF option will create a PDF version of the selected document. To perform the conversion, select the document you wish to convert and then right click and select Convert to PDF.

A PDF version of the Word document will now be saved to the file.

8 Send To

9 Email To

Clicking the Email To right click option will enage the email function in Migration Manager which will enable the user send the selected documents in or as an email. To send a document as an email or as an attachment on an email, select the item and then click Email To. For full

instructions on how to send documents via Email please see: How to send a Letter or Document via Email The Email To window will now appear. Now select the email addresses that you want to send the email to by clicking the Add button.

10 Upload to Portal

The Upload to Portal option allows you to upload selected documents to the Client Portal.

Clicking the Upload to Portal button will bring up the Portal Messaging window. For full instructions on how to send documents to the client via the Portal please see: How to send a Letter or Document via the Secure Client Portal

11 Mark as Complete

Clicking the Mark as Complete option will set the status of a document as complete. This feature is used if you have set review dates for a document and now wish to mark the monitored item as having been attended to. If you click Mark as Complete the status of the selected document will now be set to Complete

12 Change Status

Clicking the Change Status option will enable you to chane the status of a document. This feature is used if you want to set review dates for a document in order that they appear in a users Document Inbox. If you click Change Status, you will then have the ability to select one of the status options. The status of the document will now be changed to the selected option.

13 Import Data

Documents Tab User Preferences The Documents tab contains all of the documents, forms and correspondence that relate to a particular matter. In the Documents tab user preferences you can set whether your default view of the tab is in Tree (folder) view or Flat (chronological) view plus set the default document and message previews. You can set the user preference for this option by either:

1 Going to the Options window in the Documents tab (single user change); or

2 Going to the User Preferences setting in the Preferences settings accessed via the Tools

option in the top menu (multiple user change)

1 Via the Documents tab Options (for single user changes)

If you want to set just your Documents tab user preferences, you can use the User Options interface accessed via the Documents tab on any matter.

1.1 Go to the Documents tab

First you will need to open a matter (it can be any matter) and then go to the Documents tab.

1.2 Go to the View subtab and click Options

Next click on the View tab and the clik on the Options button.

1.3 Set your Default View Preference

The user Options window will now appear. From the Default View dropdown, select whether you want to set the default view of the Documents tab to either Flat View or Tree View. Click Save and Close to save your settings.

1.4 Set the Default Preview View

The default Preview View dropdown lets you set the default size of the document and received messages preview window. "As tall as possible" will set the preview window to open the full length of the screen whereas "As tall as the client window" will set it the length of the Client Detail window.

1.5 Set the Default Send Message View

The default Send Message View dropdown lets you set the default size of the new Messages window. "As tall as possible" will set the window to open the full length of the screen whereas "As tall as the client window" will set it the length of the Client Detail window.

1.6 Set the Message Reply Options

The Message Reply options allow a user to set whether, when replying to a Portal Message, the original message remains open or is closed when you click reply.

1.7 Set the Default Signature

The Default Signature setting allows users to set a default signature to appear on new messages and replies. For instructions on how to create and set a default signature for a user please see: How to set up a default Message Signature

2 Via the main Preferences window (for multiple users at

once) If you want to change the default preference for multiple users at once, you can do so via the main User Preferences system.

2.1 Login as Administrator

To edit multiple users at the one time, you will need to first login as the Administrator.

2.2 Go to Tools > Administrative > Preferences

To open the program and User preferences, in the top tool bar go to Tools > Administrative > Preferences

2.3 Go to User Preferences

When the Preferences window opens, click on the User Preferences tab and then scroll until you reach the option for editing the Document tab default view. Use the dropdowns to set the default preferences on a per user basis.

2.4 Click Save & Exit

To finish, click Save & Exit.

Standard Directories – How to Create & Edit When you create a new Matter in Migration Manager, it will automatically create a number of sub folders within the file. Migration Manager relies on the existence of these folders to do certain procedures and if the folders are removed by a user this can create a problem for the program. These are the default folders and what they are used for: • Accounts = merged accounts items • Attachments = attachments received via email • Documents = not used by the program but it’s a popular folder for people to have the letter merge save to by default (if they override the default letter merge save location) • Documents Received = documents received via the Portal • Forms = merged Department pdf forms • Letters in = emails received • Letters out = emails sent and merged template letters • Misc = the default folder where items are saved if you drag and drop them on to the Documents tab • Photographs = where you can save a passport photo if you want it to appear in the right hand active client panel • Scanned Documents = items which have been scanned to MM via the scan function As well as the standard set of folders, you can also add your own custom folders and these will also be created by default as new Matters are made.

1 Log in As Administrator

Only the Administrator can add new default folders.

2 Access Standard Directories

From the Main Menu, click on Schedules and then select Standard Directories.

3 Adding a new Standard Directory

To add a new Standard Directory, click the +Add button.

Enter the name of the new Standard Directory, then click OK. The list of directories will now be updated.

Editing or Deleting a Standard Directory To Edit or Delete a Standard Directory, right-click on the item and select Delete Directory or Edit Directory.  Note: Migration Manager default directory items are greyed out and cannot be edited or deleted. Only your own custom directories will appear in back and can be edited or deleted.

Detect/Fix Missing Directories This function will search through all your Matter folders and compare the folders there to the list of folders in your Standard Directories list. If the function finds a folder is missing from a Matter, it will automatically create it for you. This function is useful if you create a new Standard Directory and wish to add this new folder across all existing Matters.

1 To run Detect/Fix Missing Directories, you can either right-click and select Detect/Fix

Missing Directories or click the More dropdown, then select Detect/Fix Missing Directories.

Click Yes to Proceed. The confirmation will appear when complete.

4 Close

When you have finished editing Standard Directories, click Close.

How to edit the Name of a Document The menu controls in the Documents tab allow you to rename a file which has been saved to a matter. Changing the name of a document in Migration Manager will also result in the name on the document on your server/hard drive also being changed.

1 Open the Documents tab

First go to the Documents tab of the relevant matter.

2 Find and Select the relevant Document

Next navigate to the relevant document and then select it by clicking on it.

3 Click the Edit button

To rename the document, click the Edit button in the Document tab toolbar (or right click the document and select Edit from the context menu) . The Document Preview window will now open in Edit mode.

4 Edit the Title

You can now change the name and keyword/tags of the document by typing in the relevant information in to either the Title or the Tag fields.

5 Click Save & Close

Once you have finished making the necessary changes, click Save & Close to finish

The document will now be renamed.

Scan Document – How to Scan a Document for a Matter Migration Manager includes the functionality to Scan Documents for your Matter Matter. These files are then saved within the Documents tab so they can be stored, emailed to the client or sent to the client's Portal.  Like most Software, Migration Manager needs a TWAIN driver to be able to communicate with your Scanner. This software usually comes with your Printer. The easiest way to confirm if you have your Printer TWAIN software installed is to open Paint (which comes with Windows).

1 Confirm your PC has your Printer TWAIN software

installed

1.1 How to check your PC has your Printer TWAIN software

installed.

1 From your Windows Search, type the word Paint, then select the Program Paint.

2 From inside Paint, click File.

3 The option for 'From Scanner or Camera' should be available and you should be able to

scan a document from your scanner into Paint. • If you can, then you will be able to scan from Migration Manager. • If the option is greyed out, or you cannot scan, then contact your local IT support to get the Scanner working for your PC.

 Note: Migration Manager Technical Support does not support printer driver or TWAIN driver installation. This needs to be performed by your local IT Support.

2 Scan from the Toolbar.

2.1 How to scan from the Toolbar.

1 Open the Matter you wish to scan to.

2 From the Main Toolbar, click Tools => Scan Document.

3 Then continue with Step 4. 'Complete the Scanner Settings'.

3 Scan from the Matter.

3.1 How to scan from the Matter.

1 Open the Matter you wish to scan to.

2 Go to the Documents tab of the Matter.

3 Click the Scan Document button.

4 Complete the Scanner Settings.

1 Select your TWAIN Data Source (your Scanner).

2 Select the File Format you would like the Scan saved as.

3 Select where to save the Scan to (usually this would be the Matter you have open).

4 Select which Subfolder of the Matter you would like the Scan saved to.

5 Type the Document Name you would like the Document saved as.

6 Click Acquire.

5 Choose your Scan options.

Depending on your Printer Software, you will usually be asked details about the Scan (your window may appear differently). In the below example, we are asked:

1 Which tray/source the Scanned paper will come from.

2 If the Scan will be colour or black and white.

3 The paper size.

4 Then click Scan.

6 The Scan will process and the saved document will

appear in the Documents tab of the Matter.

How to Reconcile the Documents tab The Reconcile button allows the user to update the information contained in the Documents tab to fully reflect the files stored on the hard drive / server. Note that in normal usuage, you will normally not need to use the Reconcile button. However, if a user alters/ adds/deletes files directly through Windows Explorer, then a discrepency between what is recorded in the Documents tab and what is actually on the drive may occur. Documents which have been previously recorded in the Documents tab but which are now not found on the hard drive will be shown in light grey text, whereas those that have been added to the hard drive but not via Migration Manager, are shown in red.  If you perform all adding and deleting actions from within the Documents tab, then this will remove the need to reconcile in most cases. Examples: If you wish to add a document for the Matter, simply drag and drop the file directly into the Documents tab of the Matter within Migration Manager (this way it adds the file to the Documents tab and the Matter’s File Folder at the same time). If you wish to delete a document, delete it directly from the Documents tab in Migration Manager by right clicking on the document and Delete (this way it deletes the file from the Documents tab and the Matter’s File Folder at the same time).

To reconcile the Documents tab with the contents of the hard drive, click the Reconcile button. The Reconcile window will now appear showing the discrepencies. To rectify the discrepencies, click the Clean Up button The information shown in the Documents tab will now be up to date.

Previewing a Document Migration Manager has the ability to preview documents within Migration Manager (without opening the document in an external program). More so, this function allows you to edit the Document name, enter a ‘Tag’ to search on as well as setting reminders for the document or sending the Document to another user’s inbox for action.

1 Opening the Preview Window

From the Documents tab, select the Document you wish to preview, then either right click => Preview, or select the Preview button on the Document tab Toolbar. The Document Preview will open.

2 Adjusting the Document Name or adding a Document

Tag

2.1 Open the Preview in Show all Details mode

Click the Show all Details button. The Show all Details section will now appear.

2.2 Edit the Document Details

• Edit the Document Title. This is the Title/Name of the document you see in the Documents tab. • Add or Edit a Tag. This is a Tag which will appears in the ‘Contents’ column of the Document tab as well as being a Searchable field using the Search Documents Function.

2.3 Save

Once you have made changes, click Save & Close.

3 Setting a Reminder

You may wish to set a reminder for yourself or another user to action this document.

3.1 Set the Status

1 In the Preview Window for the document, set the Status to a Status other than 'Complete'.

3.2 Go to Reminder Details

Click the Reminder button

3.3 Set Responsibilities and Date

Set the user you wish to be responsible, set the Review Date. Then click Update.

3.4 Save & Close

Click the Save & Close button. When the Reminder Date arrives, this item will now appear in the Documents Inbox for the user you have assigned the document to.

4 Sending the Document to a user’s Inbox

Unlike sending a Reminder above (which is based on a reminder date), you may wish to simply send the document now to another users Document Inbox.

4.1 Send to the user

In the Preview Window for the document, click the More button, then Send To, then select to user to send the document to.

4.2 Click Save & Close

This item will now appear in the Documents Inbox for the user you have sent the document to.

5 Viewing/Changing your Document Tab settings

5.1 Go to Settings

Open the Document Preview, then click the Settings button.

5.2 Change Settings

You can now change default settings such as • How your Document Tab is Viewed. Tree View or Flat View • How large the Preview View should be. • How large the Send Message View should be. • If the Message Reply window should close the original message window. • Which Default Signature to use.

5.3 Save & Close

Once complete, click Save and Close.

Restoring a Document Deleted from Migration Manager As a safeguard, when you delete a Document from Migration Manager, the document is not permanently removed at this point. Instead it is moved to a special folder where it can be recovered if necessary. The below procedure explains how to recover a document that you have accidently deleted from the Documents tab of Migration Manager.  Warning: If you delete a file from the back-end (ie. File Explorer), you are deleting the file outside of Migration Manager and there is no safeguard. If you delete a file via this method, you will need to speak to your local IT to investigate what backup options you have in place. We always recommend using the Documents tab in Migration Manager to delete any files as this way they are safeguarded against accidental deletion. How is a Document deleted from Migration Manager? A document can be deleted from Migration Manager by going to the Documents tab of a Matter, then highlighting the document followed by clicking the Delete button or by right- clicking and Delete.

Where does the deleted document go? The document will go into a folder called ClientsZZZZ Files Removed From MM DocRegFileDeletions. How do I get to this File?

1 Click Browse

From within Migration Manager, click the Browse Button:

2 Navigate to the Clients Folder

Clicking Browse will take you to the Matter Folder that you are currently in. Navigate back to the 'Clients' folder by click on Clients.

3 Find the 'ZZZZ Files Removed from MM' folder

Now that you are in the main Clients folder, scroll to the bottom of the of the list and open the folder ‘ZZZZ Files Removed From MM’

4 Open ‘DocRegFileDeletions’

Open the Folder ‘DocRegFileDeletions’. Here you will find your file.

How do a Recover the document back into my Matter?

1 Move the File back

1.1 Cut the File from its current location

Right-click on the file and Cut.

1.2 Navigate back to your Matter’s folder

Navigate back to your main Clients folder, then select the Matter ID followed by the sub- folder you wish to place the document in.

1.3 Paste

Right-click and Paste. The Document has now been returned to the Matter’s folder.

2 Reconcile the Documents tab in MM

2.1 Run the Reconcile

Back in Migration Manager, go to the Documents tab of the Matter and click the Reconcile button.

2.2 Run the Clean Up

The Reconcile process will find the newly added Document and suggest it be added to the Document Registry. Click Clean Up.

Your Deleted Document has now been recovered.

File Management

1 The Title Bar
2 Documents
3 Tasks
4 File Notes
5 Expiries
6 Webleads
7 The Home Page Button
8 Time Period Controls
9 View Controls
10 View Latest News
11 The Snapshot User Options
1 Open Snapshot
2 Open the Preferences
3 Edit the User Preferences/Options
4 Save and Exit
5 Snapshot will now display the new time periods
1 Show. Allows you to choose which File Types to display (example “only emails”, “only Portal
2 Sort. You can sort by Date, Reverse Date or Client.
3 Search. Allows you to search for a Client ID, Name or Description.
1 Gives you the option on including all items other than Completed/Rejected, or you can filter
2 My Files Only. To only show Documents where you are the RMA, Manager or Clerk.
3 My Responsibility. To only show Documents that has been marked as your responsibility.
4 From and To date range.
1 Preview. Opens the document in a Preview window.
2 Edit. Opens the document in a Preview window, but also allows you to edit the item such as
3 Mark as Complete. Once you have confirmed the document is correct and the task is
4 Remove from Inbox. Removes from the Document Inbox without updating the Status on
5 Change Status. Change the Status of an item on the Matter (example. Complete, Awaiting
6 Add to To Do Now / Add to To Do Later. Moves the item to the To Do Now or To Do Later
7 Send To (RMA, Manager, Clerk). Send this item to the selected Person’s Document Inbox.
8 Sent To Other. Allows you to send this item to another staff member who is not the RMA,
9 Open Matter. Opens the Matter that relates to that particular document.
10 Set as Active Matter. Set the Matter as Active, but do not open the Matter Window.
11 Open Document. Opens the document for you.
12 Copy Document. Allows you to copy the document to another location on your machine.
13 Move Document. Allows you to move the document to a different Matter.
14 Reject Portal Document. If the document is a Portal Document, you can choose to reject
1 Sort by Due Date or Completion Date.
2 Range. Tick to Select a From and To date range.
3 Checkbox Options

1 The Title Bar

2 Documents

3 Tasks

4 File Notes

5 Expiries

during the specified time period. Double clicking on an item in this tab will open up the relevant Matter and take you to the item in question. For full details, see Snapshot – Expiries Option.

6 Webleads

7 The Home Page Button

The Home Page on Snapshot is a quick link to open the Home Page window.

8 Time Period Controls

9 View Controls

10 View Latest News

11 The Snapshot User Options

The Snapshot Options button opens the user Options window which allows the user to modify Snapshot's default viewing behavior.

Snapshot User Settings When Snapshot opens, it will display to the user the number of items with review dates / expiry dates set to occur in the designated display time period. A user can change what the default display time period is and whether the numbers displayed also include expired items.

1 Open Snapshot

If Snapshot is not already open, click the Snapshot button in the main Toolbar To make changes to user preferences you must first login as the Administrator

2 Open the Preferences

Click the User Preferences Setting icon.

3 Edit the User Preferences/Options

The User Options window will now appear. You can edit the default time period that Snapshot will display when it is opened as well as whether the numbers displayed will include expired items.

4 Save and Exit

Click Save & Close to finish and save your preferences.

5 Snapshot will now display the new time periods

whenever this user opens it.

Snapshot – Documents Option Taking the Document Inbox option from the Snapshot window will show you: • Emails and their Attachments which have been allocated to a Matter that you are responsible for. * This depends on your System Preferences * Also depends on your user's own Email Capture Preferences. • Portal Messages and Documents that have arrived for a Matter you are responsible for (Depending on your preferences). • Online Questionnaires that have arrived for a Matter you are responsible for. • Filenotes that have been sent to you by another user. These documents will appear in the Inbox column and can be Triaged by moving them to the To Do Now and To Do Later columns. The Document Inbox window options:

1 Show. Allows you to choose which File Types to display (example “only emails”, “only Portal

Messages” etc).

2 Sort. You can sort by Date, Reverse Date or Client.

3 Search. Allows you to search for a Client ID, Name or Description.

Advanced Options

1 Gives you the option on including all items other than Completed/Rejected, or you can filter

by particular Statuses (example. “In Progress”, “To be Reviewed”).

2 My Files Only. To only show Documents where you are the RMA, Manager or Clerk.

3 My Responsibility. To only show Documents that has been marked as your responsibility.

4 From and To date range.

Using the Document Inbox Triage When Documents arrive in the Inbox, you can prioritise them by dragging an item to either the To Do Now or To Do Later column.

Options for Documents Right clicking on a document will give you options on processing the Document

1 Preview. Opens the document in a Preview window.

2 Edit. Opens the document in a Preview window, but also allows you to edit the item such as

changing the Document title etc.

3 Mark as Complete. Once you have confirmed the document is correct and the task is

complete, you can mark the item as complete which will updates the status of the item on the Matter to Complete and remove it from the Document Inbox.

4 Remove from Inbox. Removes from the Document Inbox without updating the Status on

the Matter.

5 Change Status. Change the Status of an item on the Matter (example. Complete, Awaiting

Information, With RMA etc)

6 Add to To Do Now / Add to To Do Later. Moves the item to the To Do Now or To Do Later

columns.

7 Send To (RMA, Manager, Clerk). Send this item to the selected Person’s Document Inbox.

8 Sent To Other. Allows you to send this item to another staff member who is not the RMA,

Manager or Clerk.

9 Open Matter. Opens the Matter that relates to that particular document.

10 Set as Active Matter. Set the Matter as Active, but do not open the Matter Window.

11 Open Document. Opens the document for you.

12 Copy Document. Allows you to copy the document to another location on your machine.

13 Move Document. Allows you to move the document to a different Matter.

14 Reject Portal Document. If the document is a Portal Document, you can choose to reject

the document (for example if the Quality is bad or the wrong document has been sent). Further details below. Rejecting a Portal Document If a document is of poor quality or the wrong document, you can reject the document and send the document task back to the customer to correct. You have the options: • Reject Portal Document. This will reject the document and give you a message window to explain why the document is rejected and what is needed • Reject Portal Document and Notify Client by Email. This will reject the document and give the same message window as above, but will also send an email notifying the customer that attention is needed on the Portal. The notification is set in preferences. • Reject Portal Document and Notify Client by SMS. This will reject the document and give the same message window as above, but will also send an SMS notifying the customer that attention is needed on the Portal. The notification is set in preferences. After selecting one of the above Rejection options, you will be asked to confirm. Click Yes. Complete the new instructions you would like for this task, then click OK.

The Document will be rejected on the Client's Portal with the message you entered. The Rejected Document will be removed from your Document Inbox. Note: The rejcted document will still remain on the Documents tab of the Matter, however will have '(Rejected)' added to the Document's name.

Snapshot – Tasks option The Tasks option will show you the Progress Items you are responsible for. You can mark these items as complete, change the Responsibility, change Due Dates or edit the comments for a Progress Item The Progress Items/Tasks options:

1 Sort by Due Date or Completion Date.

2 Range. Tick to Select a From and To date range.

3 Checkbox Options

• My Files Only. Only Items where you are the RMA, Manager or Clerk of the Matter. • My Tasks Only. Only items where you are physically assigned as the Responsibility for that item. • Hide Completed. Hides any items which have been marked as ‘Done’. • Prompt for Scan. When a Document type Progress Item is marked as ‘Done’, Migration Manager will prompt for a Document to be Scanned.

4 Restore. Any changes that has been made on this screen but not Saved yet can be reverted

to how the screen was when it first appeared/was last saved.

5 Save. Save changes to this screen without needing to exit (otherwise changes can be Saved

on exit).

6 Excel. Exports the contents of this screen to Excel.

Using the Progress Items/Tasks window

1 Client ID. Right Click on the Client ID for the options of Setting as Active Matter, or to Open

the Matter.

2 Due Date.

• Dates that have passed their Due Date will appear in Bold Red. • Items Due today will appear in Red. • Items Due in the next 7 days will appear in Orange. • Items Due later than 7 days will appear in Black. • The Due Date can be changed on this screen if required by double clicking in the field.

3 Resp. The RMA, Manager or Clerk that is responsible for this Item. The Responsibility can be

changed if required.

4 Date Requested/Commenced. Date can be entered/adjusted if required.

5 Done. If the Item is complete, tick the Done box which will automatically populate the By

and Completion Date Fields.

6 Comments. Enter or adjust any comments for that Progress Item.

Updating When complete, as you exit this screen you will receive a message noting that changes have been made and if you wish to Save. Click Yes to save.

Snapshot – File Notes option The Filenotes option will show you the Filenotes you are responsible for. You can mark these items as complete, send a note to another staff’s Document Inbox regarding an item, or open the Filenote for editing. The Filenotes options:

1 Show:

• Here you can select the show All File Notes (File Notes and Summary Notes), or just Summary Notes.

2 Sort By:

• Deadline Date • Creation Date • Matter ID • Review Date

3 Search:

• Using this field, you can search Filenotes by Matter ID, Names, File Note Title.

4 Advanced:

• Select this to see Advanced Search options. Advanced Search Options:

1 Hide Completed. By default Completed File Notes will be hidden. To view Completed File

Notes, set this switch to No.

2 My Files Only. Only File Notes where you are the RMA, Manager or Clerk of the Matter.

3 My Responsibility. Only File Notes were you are marked as the responsible person for that

particular File Note.

4 User: Here you can select which user to view that user's File Notes. You can also select

'Unassigned' to view File Notes which have not been assigned to any user, or 'TEAM' to view File Notes for All Users.

5 Date Type. Choose which Date Type to filter by. You can choose either Deadline Date or

Review Date.

6 Date Range. Based on the above option, select the date range to Search upon. The default

dates pull from your main Snapshot range selection.

Using the Filenotes window: Right Click Options Right Click on a Filenote for more options.

1 Open. Opens the Filenote for viewing/editing.

2 Undock. Undocks the current open Filenote from this window so you can continue to view

other Filenotes whilst leaving this Filenote on screen.

3 Mark as Complete. Sets the Filenote Status to Complete.

4 Send To. (RMA, Manager, Clerk, Other). Send this item to the selected Person’s Document

Inbox.

5 Open Matter. Opens the Matter that relates to that particular Filenote.

6 Set as Active Matter. Sets the Matter as Active, but does not open the Matter Window.

7 Delete Filenote. Providing you have the correct permissions, you can delete the Filenote

Other options Double Click on a Filenote to Open the Filenote

Click on the Expand icon to see summary details of the Filenote.

Snapshot – Expiries option The Expiries option will show you all expiring Visas , Sponsorships and Required Departures in the date range selected. How it works. On the Applicants => Visas tab of a Migrant Matter, Visas show an Expiry Date and ‘Track in Snapshot’ option. These 2 fields are used to track expiring Visas in the Snapshot Window. Likewise, on the Nomination tab of a Business Sponsor, sponsorships show an Expiry Date and Track in Snapshot option. These 2 fields are used to track expiring Sponsorships in the Snapshot Window.

And on the Visits tab of a Migrant Matter, there is a Required Departure Date and Track in Snapshot option. These 2 fields are used to track Required Departure Dates in the Snapshot Window. Selecting the Snapshot option for Expiries From the Snapshot Window, select the option for Expiries.

The Visa/Sponsorship Expiries window options:

1 'Show' options

• All. Search Expiring Sponsorship, Visas and Required Departures in the Date Range. • Visas. Search only for Expiring Visas in the selected Date Range. • Sponsorships. Search only for Expiring Sponsorships in the selected Date Range. • Required Departures. Search only for Matters where the Required Depart Date (found on the Visits tab of the Matter) falls into the selected Date Range.

2 'Sort By' options

• Sort by Country • Sort by Deadline Date • Sort by Matter ID • Sort by Type (Visa Expiries, Sposnorship Expires, Required Departures)

3 Search

Search for a Matter ID or Name.

4 Advanced

Select this option for additional features The Advanced Options:

1 Track in Snapshot’ Items Only. Only visas, sponsorships and required departures which

have ‘Track in Snapshot’ ticked will be selected. Un-tick this to see all Expiring Visas and sponsorships in the range.

2 My Files Only. Show only Expiries where you are the RMA, Manager or Clerk of the Matter.

When this option is selected as Yes, then you can also select other users to see their expiries. Selecting No will show all expiries for the whole team.

3 Date Range. Based on the above selection, select the date range to Search upon. The

default dates pull from your main Snapshot date range selection.

Using the Visa/Sponsorship Expiries window: Right clicking on a row will give you more options.

1 Open Matter. Opens the Matter that relates to that particular Visa or Sponsorship.

2 Set as Active Matter. Sets the Matter as Active, but does not open the Matter Window.

3 Mark as Complete. This option removes the ‘Track in Snapshot’ tick from the Migrant or

Sponsor so it will no longer appear in Snapshot. The Visa or Sponsorship record itself remains unaffected. Other options: Double clicking on a Row will open that Matter and take you to the relevant Visa or Sponsorship record.

Progress Item Checklists

Progress Items – How to add a Document and Tasks Checklist to a Matter The Progress Items function within Migration Manager allows a user to set a list of documents and activities/tasks in a matter and track when these tasks/documents are required to be attended to or have been completed. Migration Manager has a built in set of Progress Items checklists available for most matter types that based on the Immigration Department's issued document checklists but users are also able to create their own lists. The information in the Progress tab also directly links into Snapshot which allows users to quickly and easily keep track of their caseload activity. This article covers how to add a basic checklist to a Matter (For MM Versions 8.8.1.0 and higher)

1 Open the Matter

First click the 'Open' button in the main menu to open the relevant Matter that you want to add a checklist to.

2 Go to the Progress Tab

Once the matter window opens, click the Progress tab. If this is the first time you have opened the Progress tab for this matter it will contain a blank screen.

Once you are in this tab, you will have the ability to Add items to your Progress list for this matter by either adding them: • from a pre-configured Template; or • by adding one-off individual items.

3 Creating a Checklist from a Template

3.1 Right Click and select 'Add Progress Items' > 'From Template'

To add items from a Progress List Template, you can click the Add button on the bottom left of the screen or right click anywhere on the screen and from the context menu choose 'Add Progess Item(s)' and then select 'From Template'.

3.2 Select the Checklist to use

The Add Progress Items will now appear. You will now need to select which template list(s) that you want to select items from for inserting in to your checklist/workflow for this matter. Note that if you have set a Category and Matter Type on the front cover of the matter, the dropdowns in the Add Progress Item window will try to match – if there is not match or nothing has been set the checklist will default to Favourites > Short List From the 'Category' and 'Progress List' dropdowns, select the checklist that you want to select items from.  Note that you are not restricted to just using one list. You can progressively select and add items from any of the lists

3.3 Review the Advanced filter

To help curate the list of possible items that you can select from, the system includes a simple filter that will show or hide various items depending on the marital status of the main applicant, the existence/status of a Partner/Spouse and the age of any dependents. For full details on how these filters work with Groups please see: Progress Item Groups – How do Progress Item Groups work

3.4 Untick the items you don't want in your checklist

The next step is for you to review the pre-set list of documents/tasks and determine if all of the pre-set items are relevant to the matter at hand. Those items which you determine are not relevant to the matter at hand should be unticked.  We recommend only adding items as and when they are needed instead of inserting an entire list at the start due to the fact that the circumstances and what you require from your client might change. As such we recommend using the Untick All option and then selectively ticking the items you need at this point in time.

3.5 Click 'Insert'

When you have finished selecting the items you want, click the 'Insert' button to add the selected items to this matters Progress tab.

3.6 Select more items or close the Add window

After you have clicked Insert, the Add Progress Items window will remain open so that you can select additional items from any of the Progress List templates. When you have finished click the Close button

3.7 Basic list created

The selected Progress Items from the template will now be added to this matters Progress Tab

4 Add a One-Off Progress Item

To add an activity or document entry to the Progress tab that is is not from a checklist you can use the Add Progress Item > One-off function via either the Add button or the right click menu.

4.1 Right Click and select 'Add Progress Items' > ‘One-Off’

Right click anywhere on the Progress tab and from the context menu choose Add Progress Item(s) and then select One-Off.

Alternatively you can use the Add button on the bottom left of the screen.

4.2 Enter Details

When the Add Progress Item window appears, enter the following information about the Progress Item.

1 Progress Item/Task – This is the description of the task or the document required

2 Type: Choose between whether this progress item is a Task or a Document

3 Group: The Groups allow you to categorise/sort the progress items. For details on how

Groups work see: Progress Item Groups – How do Progress Item Groups work

4 Required From: If this is a Document, this dropdown will let you choose from people on the

matter from whom you require this document from.

When you have added the required information click Save and Close – or if you want to add another item click Save and New,

4.3 The item will appear on the Progress list

 Once you have started adding items to the Progress tab of a Matter you can then do a number of different things with this list including: • Add additional items to a matters checklist • Tracking due and completed dates using the Progress list and Snapshot • Scan or Bookmark received items • Request documents via the Secure Client Portal

Progress Items – How to Create/Edit a Progress List template The Progress List allow users to create document and task checklist on a matter and set up 'progress worklfows'. There are a number of inbuilt checklist templates in Migration Manager but users can also create their own checklist templates. This article covers how to create a Progress List template.

1 Open the Progress List schedule

All of the Progress List templates are contained with the Schedules. To access these, in the top menu, go to Schedules > Progress Lists > Configure Progress Lists The Configure Progress Lists window will now appear The Configure Progress Lists Window consists of three panes: • The left pane is the Progress Category. This is so you can group Progress Lists into particular Categories for ease of use. • The middle pane is the Progress List. If you click a particular Category in the left Pane, you will see which Progress Lists exist for that Category.

• The right pane are the Progress Items. By selecting a Progress List in the middle pane, you can see what Progress Items are available for that list. In the below example, we are looking at the Visa Application Category and by selecting the '010- Bridging (Class A)' Progress List we can see the Progress Items for that list.

2 Select a relevant Category

To create a Progress List you must first select a relevant Category from the first column

 If there isn't a category relevant to the list you want to create, click the Add button to create a new Category.

3 Add a Progress List

In the Progress List column (the second column), click the Add button on the bottom of the screen (or use the right click options) to start creating a new list.

The Add Progress List window will appear. Enter the name of the new Progress List and then click OK The new Progress List will appear and is now ready for you to add Progress Items.

4 Add Progress Items

To add Progress items to the list, you have two options.

1 Manually add new items using the Add button; or

2 Import items from another list using the Import button under the More button

4.1 Using the Add button

To add a new Progress Item click the Add button in the Progress List column (the third column)

The Add Progress Item window will now appear. You should insert details in to some or all of the following fields:

1 Progress Item/Task (required) – this is the name of the task or document

2 Type (required) – select whether the item is a Document or an Activity

3 Group (optional) – setting the Groups has an affect when importing a checklist in to a matter

as it can automate the setting of the Required From information as well as whether the visibility filter will control the availability of the item on the import view. For full details on how Groups work, see: Progress Item Groups – How do Progress Item Groups work

4 Default Comment (optional) – The information inserted in to this field will automatically

appear as a comment on the Progress Item when it is added to a matter

5 Default Portal Instructions (optional) – If the item is a document, you can set the default

instructions which will appear on the Portal if this item is uploaded to the portal

6 Add to all lists in this category (optional) – If this new item is one that you want to have

appear on all of the Progress List templates in this Category, slide this to Yes. Note that the item will appear on the bottom of all of the lists.

When you have finished inserting the relevant information, click Save and Close (or 'Save and New' to add another) The created item will now appear in your template Progress List Repeat this process to add as many items as needed.

4.2 Using the Import option

If there is already a Progress Item (or a number of Progress Items) on another Progress List template that you would like to add to your new list, you can import these items by going to the More button in the Progress List column and clicking Import

Select the Progress List you wish to add the new items to. In the Progress Item Pane, click More, then Import. The Import Progress Item window will now appear. Using the Select Category and Select List dropdown, you can search for the existing template list that you want to import items from.

Next, select the items that you want to import by ticking each applicable item using the tickboxes on the left.

 Tip: If you want to select everything in the list, click on the Selection button and choose Tick All When you have finished selecting the items you want to import, click Insert. The items will now be imported in to your new list.  Note: You can import items from different lists to build your new list.

5 Editing Items

To Edit a Category, Progress List or Progress Item, simply right-click on the item you wish to edit and select the Edit option.

6 Close

When you have finished building your new list, click the Close button in the right hand corner of the window.

Progress Item Groups – How do Progress Item Groups work The Progress List Groups have a subtle but important role in the use of the Progress Item. They are responsible for: • controlling the Required From field when you import a Progress Item from a template • controlling which Progress Items are displayed as suggestions in the import window based on the import window filter As such the Group to which a Progress Item is assigned in a template can affect how you use the Progress Lists. This article covers what each of the Groups affects

1 The Required From Field

When adding a Progress Item to a matter, the Group setting will impact upon how Migration Manager automatically inserts a person's name in the Required From field Progress Item Group Primary Applicant How Required From is Populated The Required From field has the primary applicant's name inserted Skills The Required From field has the primary applicant's name inserted Skills – Talent The Required From field has the primary applicant's name inserted Secondary App – Spouse Sponsor – Family The Required From field has the spouse/partner's name inserted The Required From field has the sponsor's name inserted Dependant (+18yrs) The Required From field has the dependent's name inserted (if they are over 18) Dependant (+16yrs) The Required From field has the dependent's name inserted (if they are over 16) Dependant The Required From field has the dependent's name inserted (no matter the

Progress Item Group How Required From is Populated age) Non-Migrating Dependant The Required From field has the dependent's name inserted (non- migrating) — All Others — For all other groups, the Required From field is not filled out with any name automatically

2 The Progress List Import filter

When you choose Add Progress Items > From Template on the Progress tab of a matter, the Import window appears will recommend to you a list of Progress Items. This list is based on the type of Progress List you have selected and the filters which sit under the Advanced button on the import window. The filters relate to: • The marital status of the Primary Applicant • Whether the Spouse is included/not included/a Sponsor • The age of the dependents and whether they are included or not

2.1 Dependants

There are 4 Groups which are aligned with items needed for Dependants. These are:

• Dependant – these are for documents that are required for dependants regardless of age • Dependant (+16yrs) – these are for documents that are required for dependents who are over the age of 16 • Dependant (+18yrs) – these are for documents that are required for dependents who are over the age of 18 • Non-Migrating Dependents – these are for documents that are required for dependents who are not included in the application Dependant Status Affect on Groups Eldest dependant age is less than 16 All progress items from Groups "Dependant (+16yrs)" and "Dependant (+18yrs)" are hidden Eldest dependant age is between 16 and 18 All progress items from the Group "Dependant (+18yrs)" are hidden Eldest dependant age is greater than 18 or empty Number of migrating dependants is zero in all 3 boxes (this overrides "Eldest dependant age" box) No dependent groups are hidden All progress items from Groups "Dependant", "Dependant (+16yrs)" and "Dependant (+18yrs)" are hidden No. non-migrating dependants is zero All progress items from the Group "Non-Migrating Dependant" are hidden

2.2 Spouse/Partner

The Groups also control which documents are recommended based on the marital status of the Main Applicant and whether the Spouse/Partner is included in the application. The groups involved are: • Relationship Marriage – these documents are specific to marriage relationships i.e. a Marriage Certificate • Relationship – Other – these documents are relevant to demonstrating a relationships other than a marriage • Secondary App – Spouse – these are documents which are related to including a spouse as a secondary applicant in a matter such as identity docs etc Marital Status Spouse/Partner Is Progress Groups that will be Hidden Married "a Secondary Applicant" or empty "Relationship – Other" is hidden

Marital Status Spouse/Partner Is Progress Groups that will be Hidden Married "the Sponsor" Nothing is hidden Married "Not Included" "Never Married", "Divorced" or "Widowed" N/A "Relationship – Other", "Relationship – Marriage" and "Secondary App – Spouse" are hidden "Relationship – Other", "Relationship – Marriage" and "Secondary App – Spouse" are hidden "In a De Facto Relationship", "Interdependent Relationship" or "Engaged" "In a De Facto Relationship", "Interdependent Relationship" or "Engaged" "a Secondary Applicant" or empty "Relationship – Marriage" is hidden "a Sponsor" "Relationship – Marriage" is hidden "In a De Facto Relationship", "Interdependent Relationship" or "Engaged" "Not Included" "Relationship – Other", "Relationship – Marriage" and "Secondary App – Spouse" are hidden

Progress Items – How to use the Side-Panel When you double click on a Progress Item in the Progress tab of a matter or the Task Inbox, it will reveal a Side-Panel that lets you record information relevant to the Progress Item. This article covers the different features of the Side-Panel and how to use them

1 The Side-Panel controls

Across the top of the Side-Panel are a number of controls that let you change how the Side- Panel functions.

 Click the each of the heading below to learn more about each function

1.1 Minimise Details button

This is the default view of the Side-Panel when it opens and results in only the Progress Item description being visible at the top of the Progress Item (compare to the Show Details button)

1.2 Show Details button

If you click the Show Details button, additional fields become visible at the top of the Progress Item including: • Group Name – For details on how Groups works, see: Progress Item Groups – How do Progress Item Groups work • Type – whether the item is a Document or Activity • Required From – if the item is a Document, which applicant/sponsor is required to provide the document When these fields are visible they can be edited/changed by you

1.3 Help button

The Help button will direct you to this user manual page.

1.4 User Options

The User Options button will open up the Progress Item user Options window for this user. The options in this window allow you to control: • The default opening size of the Side-Panel • Whether the Side-Panel opens docked or in the middle of the screen by default • Whether the Scan/Link option is ticked by default (for whenever you mark a document as complete)

1.5 Minimise/Maximise

The Minimise/Maximise button lets you control the size of the Side-Panel window. If you click Maximise it will expand to approximately double the surface area of the Minimise size.

2 Comments

The Comments tab allows you to record comments/notes about the Progress Item. In addition, various actions (such as Portal activity) will be recorded as a comment against the Progress Item affected. To add a comment, follow these steps

2.1 Choose what type of comment you are making (optional)

Optional – You have the ability to change what type of comment you are making by using the first dropdown in the tab. You can also change the date/time of the comment and who is recording it.

Some of the options such as "Call From" will reveal additional fields.

2.2 Add Comment

In the comments panel, type the comment you want to add to this Progress Item. When you have finished typing, click Enter.

The comment will now be saved against this Progress Item and will appear in the comment history. You can add additional comments at any time.  To edit a comment which has previously been made, right click the relevant item in the comment history and choose 'Edit'

3 Documents

The Documents tab of the Side-Panel is where you can link any documents which are relevant to this Progress Item. It is also where any document which is sent to you by your Client via the Portal will appear.

3.1 Manually Add a Document

To manually add/link a document to this Progress Item, click the Add button. The Insert window will now appear and will display to you a list of documents on the matter. You can also use the Browse button to search on your computer for the document you want to link (this will copy the document to the matter).

Tick the items that you want to link to the Progress Item and then click Select Document. The Documents will now be linked to this Progress Item

Documents which are linked in the Documents tab of the side panel have options for: • Open Document – this lets you open the document outside of Migration Manager in the relevant program such as Word or Adobe • Preview Document – this will open the document in a preview window in Migration Manager • Edit Document – this lets you edit the name of the document • Remove Document Link – this will remove the item from this tab

3.2 Add/Reject Documents from the Portal

Documents which are uploaded by your client to their Client Portal, will appear in the Documents tab automatically. From within this, if a document has been uploaded via the Portal you will have additional options of • Redownload Portal Document – If the item is still available for download (documents are removed from the Portal after a set period after they have been originally downloaded by your firm) this option lets you redownload the document. Note that this will mark the original document as 'Replaced'. • Reject Portal Document (with options to notify by SMS or Email) – These options will let you reject an item that has been uploaded to the Portal and ask your client to re-upload it. Selecting this option will allow you to update the Portal Instructions with details of why the item was rejected.

This rejection information will be displayed against the particular requested item on the Portal

3.3 Remove a Linked Document

To remove a linked Document, select the item that you want to de-link and choose "Remove Link"

4 The Portal tab

The Portal tab allows the user to control whether a Document, Task or Web Questionnaire is visible on the Client Portal for a matter. It also gives the user control of: • For Documents – The ability to put make visible on the Portal instructions for individual document requests. These appear when the user clicks to upload the requested items • For the WCIQ – The ability to see a history of what has happened with the WCIQ and the ability review/import/send back the Web Questionnaires To control the visibility of an item on the Portal, use the "Show Document Request on Portal" Yes/No slider. Note that the wording will be different if the Progress Item is a Task or a Web Questionnaire.

4.1 Documents

If the Item being added to the Portal is a Document, the user has two additional controls being:

1 The ability to show details of the "Required From" field against a document request i.e. Birth

Certificate – Rory Fleming

2 The ability to add instructions to the Portal for this document

These instructions will appear on the upload window on the Portal against the Requested Document

4.2 Web Questionnaires

If the Progress Item is a web questionnaire, the Portal tab on the Side-Panel will display a history of what has happened with the WCIQ as well as give controls for: • Review (and then importing) the WCIQ • Viewing the original message it was sent with • Sending it back to the Client for further information

5 Status

The Status dropdown lets you signal that status of Progress item. For instructions on how you can create and order your own Statuses, see: Item Statuses – How to Create and Edit Item Statuses Note that marking an Progress Item as Complete will: • clear any due dates • set the completed by field to be that of the person setting the status • remove this Progress Item from the Task Inbox reminder system

6 Dates

Clicking the Dates button will bring in to the Dates & Responsibilities pop up for this Progress Item. This pop up has the following options:

1 Responsibility – this lets you set who is responsible for this Progress Item. The Responsible

Person(s) will receive a notification in their Snapshot if there is a due date set on this Progress Item

2 Commencement/Requested Date – This field lets you set the date that you commenced this

task or requested this document from the client. Note that if you add a Document request to the Portal it will automatically set the date of to the current date.

3 Due Date – On a Specific Date. The due date field has two options. The 'On a Specific Date'

lets you manually specify the due date of this item. Due dates will appear in the Portal if this item has been added to the Portal

4 Due Date – On a Calculated Date

1 Responsibility – this lets you set who is responsible for this Progress Item. The Responsible

Person(s) will receive a notification in their Snapshot if there is a due date set on this Progress Item

2 Commencement/Requested Date – This field lets you set the date that you commenced this

task or requested this document from the client. Note that if you add a Document request to the Portal it will automatically set the date of to the current date.

3 Due Date – On a Specific Date. The due date field has two options. The 'On a Specific Date'

lets you manually specify the due date of this item. Due dates will appear in the Portal if this item has been added to the Portal

4 Due Date – On a Calculated Date lets you calculate the Due Date based on another Progress

Item on this matter. The date will be calculated based on the Due Date, Requested Date or Completion date of that other Item. If a relevant date for that other item isn't currently set, the calculation will occur when the date is entered.

5 Completion Date – This date lets you record when a Task is complete or a Document has been

received. This date will automatically be set to the current date if you mark an Item as complete or tick Done on the main screen.

7 More

The More button contains the following functions: • Convert to PDF – this option will convert the Comment made against this Progress Item and convert them into a PDF • Print – this option will print a copy of the Comments made against this Progress Item • Email To – this option will let you email a copy of the Comments made against this Progress Item

8 Update

The Update buttons will Save and Close this Progress Item Side-Panel. If there are changes that impact upon the Portal, clicking Update will push those changes to the Portal. When you click Update you will have options to send an email or an SMS to the client notifying them that changes have been made on the Portal

Secure Client Portal

1 Set your Portal Details
1.1 Check the Portal URL
1.2 Add your Firm Logo
1.3 Set Download Frequency
1.4 Set whether Clients can send you a Message via the Portal
1.5 Specify who will receive the downloaded documents –
1.6 Set how long a copy of a document uploaded by your client
1.7 Set how long a copy of a document uploaded by you will
1.8 Set how long before clearing submitted Web Questionnaires
1.9 Set the Default Contact Details to Display
1.10 Choose if you wish to Enforce Multi Factor Authentication for
2 Set the default Portal Client Logon information/welcome
2.1 The Subject Line
2.2 Attachments to be sent with the welcome email.
2.3 Editing the welcome email
3 Set the default Resend Portal Login Details email
3.1 The Subject Line
3.2 Attachments to be sent with the Resend Login Details Email.
3.3 Editing the 'Resend Login Details Email'
4 Set the default Portal Notification emails
4.1 The Subject Line
4.2 Attachments to be sent with the Portal Notification Email.
4.3 Editing the 'Portal Notification Email'
5 Set the default Portal 'Expiring Items' Notification emails
5.1 Who should be notified and when.
5.2 The Subject Line
5.3 Editing the Portal Notification Email
6 SMS
6.1 Adjust the Subject line
6.2 Adjust the SMS Text
7 Terms and Privacy
7.1 Terms and Conditions
7.2 Privacy Policy
8 Activate the Portal
9 Click Save & Exit to finish
1 Open the system Preferences.
2 Navigate to the Portal Preferences
3 Enable Portal Messaging
4 Save & Exit
1 Access your website administration page

1 Set your Portal Details

You will now need to set your preferences for Portal.

1.1 Check the Portal URL

Portal URL – this is the web address your clients will use to access the portal. This will be based on your company name. eg if your company name is ABC Migration your url would be (and your clients would then go to) https://abcmigration.mmportal.com.au to access the portal. Note: If you want to use a different url, you will need to contact our Support team to change this (we have done this to stop people taking URLs that they are not entitled to).

1.2 Add your Firm Logo

This is the logo you want to appear on the top of your Portal website. Click the Select button to choose and add an image file. Note: The image file must be less than 50kb and we suggest using a jpg file.

1.3 Set Download Frequency

After your clients have uploaded documents to the Portal, Migration Manager will need to download the documents and add them to that relevant file. We generally suggest you choose to download documents automatically whenever they become available. However, if you have a poor internet connection we suggest you choose one of the other options and download the documents at a time and frequency of your choosing.

1.4 Set whether Clients can send you a Message via the Portal

Migration Manager allows users to send encrypted and secure messages to their Client via the Portal. This setting determines whether Clients can send messages/replies back from the Portal.

1.5 Specify who will receive the downloaded documents –

Document Inbox All documents received via the Portal will be downloaded directly to the relevant file. You can also choose to have associated responsible staff members notified via their Document Inbox that a document has been received from the Portal.

1.6 Set how long a copy of a document uploaded by your client

will remain on the Portal Server When a document is uploaded by your Client to the Portal it is stored on the Portal Server. Once you download the document in to Migration Manager, a copy of the document will remain on our Server for the number of days specified in this preference. We keep a copy on our server for a minimum of 24 hours in case there is a problem with your original download and you need to re-download it. Once the time period has elapsed the document is permanently deleted from our Portal Server (not your server). The maximum time period that can be set for a copy to remain on our Server is 14 days from the date you first downloaded the document.

1.7 Set how long a copy of a document uploaded by you will

remain on the Portal Server When a document is uploaded by you to the Portal for your client to download, it is stored on the Portal Server. The document will remain available for download by your client for the number of days specified in this setting. Once the time period has elapsed the download link for the document changes to 'expired' and document is permanently deleted from our Portal Server (not your server). The maximum time period that can be set for a copy to remain on our Server is 90 days from the date you uploaded the document.

1.8 Set how long before clearing submitted Web Questionnaires

Set the number of days after a Web Questionnaire has been downloaded by you to be removed from the Portal. Note: Once a Questionnaire is cleared, you cannot return it to the client for further processing. You can however send a new Questionnaire with existing Merged Data from the Matter.

1.9 Set the Default Contact Details to Display

You can set which default contact details the client will see on the Client’s Portal.  These details can be changed on a Matter by Matter basis by opening the Matter, then going to the RMA tab.

1.10 Choose if you wish to Enforce Multi Factor Authentication for

all Portal users Choose if you would like to enforce MFA (2FA) on all new Portal Activations. By switching this setting to Yes, all Portal users will be required to setup MFA when they log into their Portal for the first time. Left as No, Portal users can choose whether to use MFA or not.

2 Set the default Portal Client Logon information/welcome

email When you use the Portal, Migration Manager will generate emails to the client advising them of their logon details. To edit the text of these emails,click on the Portal Email 1tab: Email to send portal logon details – when you add a client to the portal, Migration Manager will draft an email to the client to let them know how to logon to the portal. You can customise the email subject and email body if you wish.

2.1 The Subject Line

The Subject line of the Welcome Email will display here. It can be edited using step 2.3.

2.2 Attachments to be sent with the welcome email.

Each time you turn on the Portal for the client and the Welcome/login Details Email is generated, you can also automatically attach any documents/files you would like to send the client at the same time. Any attachments already added will appear in the attachments window. New Attachments can be added in step 2.3.

2.3 Editing the welcome email

Begin by clicking the Edit Button.

2.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

2.3.2 Adding Attachments

Drag and Drop any files from their location on your PC into the Attachments section.

2.3.3 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

2.3.4 Save your changes

Once you are done, click Save.

3 Set the default Resend Portal Login Details email

Email to resend portal logon details ('Portal Email 2' tab) – if a client forgets their username, you can resend their username and portal URL. You can customise the email subject, attachments and email body if you wish. Note for security reasons, this email cannot include the password. If the client has forgotten their password, they will be able to reset their password at the portal logon page.

3.1 The Subject Line

The Subject line of the Resend Login Details Email will display here. It can be edited in step 3.3.

3.2 Attachments to be sent with the Resend Login Details Email.

Any attachments already added will appear in the attachments window. New Attachments can be added in step 3.3.

3.3 Editing the 'Resend Login Details Email'

Begin by clicking the Edit Button.

3.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

3.3.2 Adding Attachments

Drag and Drop any files from their location on your PC into the Attachments section.

3.3.3 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

3.3.4 Save your changes

Once you are done, click Save.

4 Set the default Portal Notification emails

You can generate an email to your client when you have added or changed information on the Portal ('Portal Email 3' tab).

4.1 The Subject Line

The Subject line of the Portal Notification Email will display here. It can be edited in step 4.3.

4.2 Attachments to be sent with the Portal Notification Email.

Any attachments already added will appear in the attachments window. New Attachments can be added in step 4.3.

4.3 Editing the 'Portal Notification Email'

Begin by clicking the Edit Button.

4.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

4.3.2 Adding Attachments

Drag and Drop any files from their location on your PC into the Attachments section.

4.3.3 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

4.3.4 Save your changes

Once you are done, click Save.

5 Set the default Portal 'Expiring Items' Notification emails

Migration Manager can send an email to the client when a link for a document you have uploaded to a client is about to expire. These settings allow you to choose how many days before the link expires that a reminder email will be sent and who will receive that email ('Portal Email 4' tab).

5.1 Who should be notified and when.

Select who should be sent the reminder email and how many days before the items expires the email should be generated.

5.2 The Subject Line

The Subject line of the ‘Expiring Items’ Notification Email will display here. It can be edited in step 5.3.

5.3 Editing the Portal Notification Email

Begin by clicking the Edit Button.

5.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

5.3.2 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

5.3.3 Save your changes

Once you are done, click Save.

6 SMS

If you have enabled SMS, you can edit the default message that is generated when new information is sent to the client's Portal ('SMS' tab).

6.1 Adjust the Subject line

Adjust the subject line accordingly.

6.2 Adjust the SMS Text

Adjust the SMS Text Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

7 Terms and Privacy

Within the preferences you can set your own terms and conditions of use by your clients of the Portal as well as provide a link to your Privacy Policy.

7.1 Terms and Conditions

To create your own terms and conditions for use of the Portal by your clients, go to the Terms and Privacy tab and then click the Edit button in the Your Terms and Conditions section.

The editor window will now appear. You can now start entering details of the Terms and Conditions you want to have appear. To use the Default Terms and Conditions, click Use Default Terms and Conditions. Once you have entered all of your required Terms and Conditions, click Save.

7.2 Privacy Policy

To add a link to your Privacy Policy, insert details of the URL in the 'Link to your privacy policy' field'.

8 Activate the Portal

Once you have set all of the preferences, the Administrator user can activate the Portal. To do this, click Click on the 'Portal Details' tab and click Activate Portal. You will now be able to start using the portal. Note – if you don't see the Activate Portal button, this may mean that you are not logged in as Administrator (only the Administrator can activate the portal) or that the portal has already been activated.

 Note. If you are logged in as user Administrator and the Activate Portal button is missing, this means the Portal has already been activated.

9 Click Save & Exit to finish

Your Portal is now set and up and ready for your first client.

How to set up Encrypted Portal Messaging Version Released: Migration Manager Version 8.5.3 Migration Manager's Encrypted Portal Messaging functionality allows users of Migration Manager to securely communicate with their clients via the . All messages which are sent via the Portal are encrypted in both transit and at rest. Encrypted Portal Messages sent from Migration Manager can only be viewed by the intended recipient and are encrypted until the client logs in to the Portal and opens the message – at which point the message is decrypted – and vice versa for messages sent by the client to the Agent/Lawyer. As of Version 8.5.3 of Migration Manager you will have the ability to send messages from Migration Manager to the Portal. However, in order for your Client to be able to reply to those messages from within the Portal you must enable Client Replies. Note that once Client Replies is enabled, it available on all matter which have been activated for the Portal.

1 Open the system Preferences.

In the top toolbar, go to Tools > Administrative > Preferences

2 Navigate to the Portal Preferences

Once the Preferences window options, go to the Program Level tab and then the Portal tab.

3 Enable Portal Messaging

To enable Portal, tick the Allow Clients to Send you Messages from the Portal option.

4 Save & Exit

To finish, click Save & Exit.

Add the to your Webpage Adding the Portal to your website is simple. You or your webpage administrator just needs to add the Portal URL as a menu link. This article shows you how to add the Portal to a website created in WordPress (the most common type of website creator). The same concepts apply to nearly all type of website creators.  Important: Please note that the Migration Manager support team is not able to assist you with the creation or editing of a website. Please contact a professional website designer for assistance with the building and maintaining of a website. The instructions contained in this article are designed to assist you to add the Portal to an existing website.

1 Access your website administration page

First you will need to login to your website administrate page. Once you have logged in to your administration page, go to Appearance > Menus

2 Create a Custom Link

Now select the Custom Links option.

3 Copy link details from Migration Manager

Open the Portal preferences in Migration Manager by first going in the top menu to Tools > Administrative > Preferences Next go to the Portal preferences tab Now copy the Portal URL that you want to add to your website by clicking the copy button.

4 Add details to the Custom Link in your website

Now paste the selected information in to the Custom Link menu creator in your website and give the link a title. When you have finished click Save Menu.

5 Website Updated

Your website should now have the Client Portal page appearing as a menu option on your website.

Antivirus Requirement – How do I check what Antivirus I have? When you first go to access the on a computer, you will be asked to confirm that you have a current and up to date Antivirus on your computer. The Secure Client Portal has a number of security and malware protection features built in to it to try and prevent the transmission of infected files, however such is the state of the constant march and progression of malware that it is important that you take steps to ensure your system is always protected. The best way to do this is to have a current antivirus installed and active on your computer this basic data security principle applies whether you use the Portal or not. This article sets out how to check what Antivirus you have installed.

1 Open your computer Control Panel

The easiest way to find and open your computer's 'Control Panel' is to click the Start button and type in 'Control Panel'.

2 Click Review your Computer's Status in System and

Security Once the Control Panel opens, under System and Security, click Review your computer's status.

3 Open the Security panel

Click the arrow button next to Security to expand the information section about the security on this computer.

4 Review your Virus Protection details

You can now review details of what antivirus software is currently installed and protecting your computer.

5 Record your Antivirus Details in Migration Manager

With the information you have obtained from your computer's Control Panel, you can insert the required information in to Migration Manager. Once you have entered all of the required information you can click Continue.

How to link your Privacy Policy to the Portal and Assessment App The and Assessment Apps have the ability to display a link to your Privacy Policy. If added, it will appear as a link on the bottom of the Portal page and is available as an option to be added as a declaration to the Assessment App submission section. This article covers how to set up this link

1 Login as Administrator

To activate the portal, you must first login as the Administrator.

2 Open Preferences

In the top toolbar click Tools > Administrative > Preferences. The Preferences window will now appear.

3 Go to the Portal Tab

Click on the Portal tab.

4 Terms and Privacy

Within the preferences you can set your own terms and conditions of use by your clients of the Portal as well as provide a link to your Privacy Policy.

To add a link to your Privacy Policy, insert details of the URL in the 'Link to your privacy policy' field'

5 Click Save & Exit to finish

To finish, click Save & Exit. The Privacy Policy link will sync with the Portal over the next 20 minutes.

Using the Secure Client Portal

Activating the for a Matter This section describes how to add a matter to the and notify your client of their access details. Suggestion – when you first use the portal, you might like to set up a dummy matter with your own email address and add that matter to the Portal. That way you will be able to log in to the portal yourself and see exactly what your clients will see when they use the Portal.

1 Open the Portal Form

Open the matter, click on the Progress tab and then click the Portal button. Note, if you don't see a Portal button, you need to Set Up the Portal for your firm.

2 Turn on Portal for this Matter

3 Generate Logon Details

When you are ready to turn the Portal on for this matter, click Turn Portal On and Send Email.

4 Send Portal Logon Details

Migration Manager will now add this matter to your Client Portal and generate an email to be sent to your Client which contains their logon details.

5 Send the email to your Client

Click Send on your Outlook Email.

How to send a Web Questionnaire This article covers how to send a Web Questionnaire for completion by your client. The sending of a Web Questionnaire is done via the Portal and as such you must have first activated the Portal for your firm in order to be able to make use of Web Questionnaires. For instructions on how to Activate the Portal, go to: Setting Up the

1 Open the matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Select Web Questionnaire

4 Select the Questionnaire Type and Edit Message

A Web Questionnaire message window will now appear. This window is used to select the type of Questionnaire you want to send along with any instructions.

4.1 Set the Questionnaire Type

First you need to select what type of Questionnaire you want your client to complete. To do this, click the Questionnaire Type dropdown and then select the relevant Questionnaire.

4.2 Choose if you wish to Merge from Existing Data.

4.2.1 Merging from Existing Data

If the Matter you are sending the Web Questionnaire from already contains data, click Merge From Existing Data.

4.2.2 Preview Data to be Exported

If you wish to preview the Data to be exported into the Web Questionnaire, click Yes. Otherwise click No to continue.

4.3 Review/Edit the Subject Line and Message Body

 Tip: You can use Quickparts to select and use template text to populate your message body. For instructions on how to use a Quickpart see: How to use Messaging Quickparts

4.4 Select Additional options

When sending the message, you also have the ability to perform the following task:

5 Send Message

Requesting a Document from your Client via the This section describes how to request a Document from your client via the Secure Client Portal. The Documents that you request are selected from the items you have listed in the selected Client's Progress tab.  IMPORTANT: You must have items in the Progress tab of the Matter to be able to add these items to the Portal. For details on how to add Progress Items, see Progress Items – How to add a Document and Tasks Checklist to a File

1 Open the Portal Form

Open the matter, click on the Progress tab and click the Portal button. Note: If the Portal is not currently activated for this client you will be prompted to do so.

2 Select the Documents you want from your Client

Once the Portal window opens in Migration Manager, you will need to select the Documents you want from your Client from the 'Not Yet Uploaded to Portal' window.

3 Continue selecting Documents

Continue selecting the Documents you want to request by holding down your Ctrl key and clicking the additional items.

4 Add selected items to Portal

Click the Add to Portal button to add the selected requested items to the Portal.

5 Requested Documents added to Portal

6 Progress Items updated

7 Client's View

If the Client logs on to their Client Portal, they will see the Documents which have been requested from them. They can then upload the requested Documents by clicking the 'Upload File' button.

How to send a Letter or Document via the

When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal. Note: The method of sending letters and documents to the Portal has changed as of MM Version 8.5.3. This article has been updated with the new method.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder.

3 Select the Document, Right Click and select Upload to

Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

4 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the for them to review.

6 Click Send Message

To finish, click the Send Message button. The document/form will now be upload to the via encrypted message.

7 Send notification email

How to send a Form via the Secure Client Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via an Encrypted Message in the . Note: The instructions below are for using Migration Manager version 8.5.3 or newer.

1 Merge the Form

First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a Department Form

2 Open the Documents tab

Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder.

3 Select the Form, Right Click and select Upload to Portal

After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed.

4 Add a Message/Instructions

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the for them to review.

6 Click Send Message

To finish, click the 'Send Message' button. The message and its attachments will now be sent to the .

7 Send notification email

How to send and request multiple documents in one Message The Encrypted Portal Messaging system allows Migration Manager users to send multiple documents to a client, whilst also creating a request for multiple items to appear in the Portal section "Documents Requested from your Agent".

1 Open the Documents tab

To send items via the Encrypted Messenger, first go to the Documents tab of the relevant matter and set the view to Flat View – this will show you a list of all of the documents across all of the folders.

2 Select the Documents, Right Click and select Upload to

Portal Select the documents that you want to send via messenger and click Upload to Portal.

The Portal Messaging window will now appear along with a list of the items you have selected to send.

 Tip: You can add additional documents to the message by dragging and dropping them on to the Attachments section of the message.

3 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.  Note: You do not have to add any content to the body of the message.

4 Request Multiple Documents from Client

When you send a message to a client, you can also request multiple documents back from the client which will then appear in the Documents Required by your Agent section in the Portal. These requests will be linked to items in the Progress tab for this matter. To find the relevant items in the Progress list that you wish to link to you can:

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

Next tick each item that you want to request.  Note: To remove an item from the list of documents, either untick it or click the x next to each item.

5 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

6 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the for them to review.

7 Click Send Message

To finish, click the Send Message button.

The documents will now be upload to the via encrypted message.

8 Progress List

The Progress list will now show details of what has been requested

9 Client Portal View

When the Client logs in to the Portal, they will see a message and a list of all of the documents requested from them. Opening the message will show the attachments plus any message text that was added.

Receiving Messages and Documents from the When a client has sent a message or uploaded a Document to the portal, Migration Manager will download these Messages and Documents and add them to the client's Documents tab. Depending on your preferences, the Messages and Documents will either be downloaded automatically in the background or manually when you choose to download them. The preferences will also determine who receives a notification within Migration Manager that a Message or Document has been received. Note: Portal Messaging is only available if you have Migration Manager version 8.5.3 or later. Versions prior to 8.5.3 can only receive Documents from the Portal.

1 How are the Messages and Documents Downloaded –

Preferences The manner in which messages and documents are downloaded from the Client Portal is determined by the Preferences settings: (a) Automated Download: If you have selected automatic downloads, Migration Manager will check for new documents either when you launch Migration Manager, every 15 minutes or every 15 minutes between 2 selected times, depending on your preferences. If it finds new messages or documents, it will download them automatically. Note that Migration Manager must be running for the downloads to occur. If you choose to have Migration Manager download messages and documents automatically in the middle of the night but then close Migration Manager at the end of each day, the documents won't be downloaded automatically. (b) If you have selected manual downloads, you will need to download the documents yourself.

1.1 Downloading Documents Manually

You can Download Documents in 2 ways: Either by going into a Matter, then the Documents tab and click the Refresh icon (this will download all pending documents for this particular Matter).

Or by going into the Documents option of Snapshot and clicking the Refresh icon (this will download all pending documents for All Matters). To Change your Download Preferences, please see the relevant instruction pages on how to adjust the Portal Preferences (click to view).

2 Where are Portal Messages and Documents downloaded

to? When Messages and Documents are downloaded from the Portal they are automatically saved in the relevant matter. They are saved in to the Documents tab and if it is a Document a bookmark is added to the relevant item in the Progress tab.

2.1 The Documents Tab

When a Portal Message or Document is downloaded, it is saved directly in the Documents tab for that Client. If you are Tree View, note the following: • Received Messages will show in the Letters In folder • Sent Messages will show in the Letters Out folder • Documents that have been received from the Portal (including message attachments) will appear in the Documents Received folder

2.2 The Progress Tab

When a Portal Document is downloaded, a record of the download is recorded in the Client's Progress tab and a bookmark link to the document is placed in the far right column. If you double click the bookmark the document will open. Note: If there are multiple pages to the document, if you double click the bookmark a pop up will appear asking you which page you wish to open.

3 How am Notified that a Portal Document has been

downloaded? This will depend on your Preference settings but generally a responsible staff member will receive a notification in their Snapshot and Document Inbox that a Portal Message or Document has been received.

3.1 Notification Settings

With the Portal Preferences you can set which responsible staff member will receive a notification in their Snapshot and Document Inbox that a Portal Document has been received. Note that all Portal Messages and Documents which are received are given a Review Date of today and the person notified is set as the person responsible for reviewing those Messages and Documents. By default the preferences are generally set to notify the RMA when an item from the Portal is received. If you want to change this go in to the Portal Preferences and edit the Inbox notifications:  Note in these same Preferences it is important to set the option to 'Allow Clients to Send you Messages from the Portal' if you wish for your clients to communicate back to you via the Portal.

3.2 Snapshot

In Snapshot, the number of items you have received/set for review is shown on the far left circle. This will include any Portal Messages and Documents that have been received. Clicking on this number will take to the Inbox.

3.3 Document Inbox

The responsible staff member (as set in the Portal Preferences) will see a list of the Portal Messages and Documents received in their Document Inbox. All Documents which have been received via the Portal (as opposed to visa email) will be labeled 'Portal Doc'.  For full details on how to action items in the Document Inbox including Marking Items as Complete and Rejecting Portal Documents, see: Snapshot – Documents Option.  For full details on how to use Snapshot, see: Snapshot – The Features.

Understanding the Symbols Within the Progress tab of a matter, if you are using the Portal a number of symbols will appear in the far right hand column of the grid to indicate the status of a particular item. The Portal Legend To help you understand what each symbol means, there is a Legend which sets out each item.

To view the Legend at any time, right click anywhere on the Progress tab grid and choose Client Portal > Legend / Key from the context menu.

How to Resend the Portal Logon Details This article covers how to resend the Portal Logon details from Migration Manager to your Client.

1 Open the Matter

First you will need to open the relevant Matter and go to the Progress tab.

2 Open the Portal window

Next you will need to click the Portal button to open the Portal interaction window in Migration Manager. The Portal interaction window will now appear.

3 Click Account Details

Now click the Account Details button and then click Email Username and URL

4 Send Email

An email will now be generated containing logon details for the Portal for this client. Note that the email does not contain the original password, so the user may need to reset their password by following the instructions in the email.

Disconnect a Client from Portal The Administrator has the option to disconnect a Client from the at any time. Please note that when you disconnect a Client from the Portal they will no longer be able to logon to the Portal and view any information or documents previously added to the Portal. If you do decide to turn the Portal back on for the Matter, their Portal will be empty and you will need to re-add all Documents, Tasks etc.

1 Log on as Administrator

Only the Administrator has the power to disconnect someone from the Portal

2 Open the relevant Matter

3 Open the Portal Form

Once the matter opens, click on the Progress tab and click the Portal button.

4 Open Account Details

Once the Portal window opens in Migration Manager, click on the Account Details dropdown.

5 Select 'Turn Portal Off..'

From the menu dropdown, select Turn Portal Off.

6 Confirm disconnect

You will now need to confirm that you wish to turn Portal off for this client. Click 'Yes' to confirm.

7 Client Disconnected

The Client will now be disconnected from the .

Viewing Portal Activity / History Once the Portal is activated, you may want to view the activity of the Portal to see what has been read, downloaded and uploaded. This is useful to ensure the client has been keeping up to date with their responsibilities. Viewing the Portal History  This guide is on the assumption that you have already Activated the Portal for the client and sent document requests, messages etc.

1 Viewing Portal History from the Matter

1.1 Open the Matter

Click the Open button from the Main Toolbar.

1.2 Go to the Portal window

Go to the Progress Tab, then click the Portal button.

1.3 Go into History

In the window, click the History button.

1.4 The Portal History Screen will appear

2 Viewing Portal History from Reports

2.1 Go to Reports

Click the Reports button from the Main Toolbar.

2.2 Go to System Reports

Select the System Reports tab.

2.3 Run the Portal – History Report

1 Choose Portal – History.

2 Select the required Date Range and the Matter to search on.

3 You can also Filter by the Date Uploaded or Date Downloaded.

2.4 Build the Report

Click Build Report.

2.5 The Portal History will display

3 Understanding Portal History – the Portal Descriptions

Notifications – From Agent To Portal records

1 Documents Requests or Activities added to the Portal by the agent. These will show the

Migration Manager User Name and the Machine ID (computer Name) where the request was made from.

2 When a Web Questionnaire is sent from the Agent, 2 records will display. The Notification

that the message was sent (containing the Questionnaire) and that the Web Questionnaire itself has been uploaded.

3 When a Secure Portal Message has been sent.

4 When a Document is uploaded by the Agent to the Portal, 2 records will display. The

Notification that the message was sent (containing the Document) and that the Document itself has been uploaded.

Notifications – From Portal To Agent

1 Notification that the client has read a message on the Portal.

2 Notification when a Questionnaire has been opened by the client.

3 Notification that the client has Uploaded a document (for the Agent) onto the Portal.

4 Notification that the Document (point 3 above) has now been Downloaded (transferred) to

the Matter within Migration Manager.

5 Notification that the client has downloaded a document from the Portal.

 1. The User Name and Machine and Windows Login Name will only appear on items where the activity has come in or out of Migration Manager. Activity from the customer (within the Portal) will show these fields as blank.

2 Downloaded item (such as completed Forms downloaded or the Web Questionnaire)

from the Portal to Migration Manager) will show a User Name and Machine and Windows Login Name. This is not necessarily the RMA or person responsible for this Matter. Migration Manager downloads documents at timed intervals meaning the first machine to start Migration Manager for the day will most likely be the machine that downloads the document. The physical machine for these records is recorded simply so the agent or Support can help troubleshoot where a document might be if an Agent is having technical syncing issues within their network.

4 Checking the Progress of a Web Questionnaire

As well as the above Portal History, when using Web Questionnaires the Agent can now view the progression of a Web Questionnaire in progress.

 Note: You can only view/check the progress of a partially completed questionnaire. You can not import it yet as the client has not finalised the Questionnaire.

4.1 Open the Matter

Click the Open button from the Main Toolbar.

4.2 Find the Web Questionnaire Message

1 Go to the Documents tab.

2 Select the Outbound Web Questionnaire message and double click to open it.

4.3 Select 'Show All Details'

If your preview opens in 'Document Only' view, click the 'Show All Details' button to view additional options.

4.4 Check the Progress

Click the More dropdown and select Check Progress.

4.5 View details

When the Preview appears, you will be able to select the various tabs on the left to view what information the client has completed and saved so far.

4.6 Close

When you have finished, click Close.

Re-Downloading a Document from the

When a customer uploads a document to the , the document will then flow into Migration Manager as a document in the Documents tab of the Matter. However, there may be a time when an Agent needs to re-download a document into Migration Manager from the . This would usually occur if the agent has accidently deleted the document, or if the agent’s network is having syncing issues and the file has not synced to their machine. In the below example, we can see a Progress Item on the Progress Tab which has been downloaded. However, when we look at the Documents tab, we can see that the document is greyed out. This means the document did download to Migration Manager, but is not longer available (the document is no longer located where it should be).

Re-Downloading a Portal Document The Portal Document can be re-downloaded via the Progress tab

1 Go to the 'Progress' Tab of the Matter

1.1 Go to the Documents sub-tab of the Progress item

1 Double-click on the item to open the side panel.

2 Go to the Documents sub-tab.

1.2 Right click on the Document to be re-downloaded, then select

'Redownload Portal Document'

1.3 Say Yes to the message to Re-download

The Item on the Comments Tab of the Progress Item, it will now show that it has been re- downloaded:

As well as this, the document will now appear in the Documents tab of the Matter, ready to be reviewed. Note: Documents are only available on the Portal for a set time after they have been downloaded to Migration Manager. After this time, they are no longer available in the Client Secure Portal and will need to be re-uploaded to the Portal by the customer. To view or change the number of days to keep in the file in Portal after download, go to Tools => Administrative => Preferences => Portal tab.

Rejecting a Portal Document Using the , you can request documents from your client. However, there may be occasions where a client will send you a document that is either incorrect or unclear. When this happens, you can reject the document and notify them that they need to re-upload the document. There are 2 ways to Reject a Document.

1 Via the Documents tab

1.1 Open the Documents tab of the Matter

1.2 Find the Document, then Right Click => Client Portal

1 You have 3 options:

• Reject Portal Document. This will simply reject the document. Good for if you have already discussed with the client that you are rejecting the Document • Reject Portal Document and Notify Client by Email. This will Reject the Document and create an Email for you to notify the client that the document has been rejected. • Reject Portal Document and Notify Client by SMS. This will Reject the Document and create an SMS for you to notify the client that the document has been rejected (providing your SMS Gateway has been enabled).

1.3 Once you select the option you want, you will be asked to

confirm that you are rejecting the Document. Click Yes.

1.4 If you chose to also notify the client, you will then be asked to

enter a rejection message. This will appear on the Document link so the client knows why it has been rejected. Complete the message, then click OK.

1.5 An email will now be generated ready to be sent.

2 Via the Progress Tab

2.1 Open the Progress Tab of the Matter

2.2 Find the Progress Item, then double click to open the Progress

Item details Window. Then select the Documents tab

2.3 Right-click on the Document.

You have 3 options to reject: • Reject Portal Document. This will simply reject the document. Good for if you have already discussed with the client that you are rejecting the Document • Reject Portal Document and Notify Client by Email. This will Reject the Document and create an Email for you to notify the client that the document has been rejected. • Reject Portal Document and Notify Client by SMS. This will Reject the Document and create an SMS for you to notify the client that the document has been rejected (providing your SMS Gateway has been enabled).

2.4 Once you select the option you want, you will be asked to

confirm that you are rejecting the Document. Click Yes

2.5 If you chose to also notify the client, you will be asked to

enter a rejection message. This will appear on the Document link so the client knows why it has been rejected. Complete the message, then click OK.

2.6 An email will now be generated ready to be sent.

What Does the Client See? When the client logs into their Portal, then will see in the “Documents Required From You” section the Document with a Rejected Status. When they click on this Document they will see the reason the document was rejected as well as the opportunity to browse and upload a new file.

Changing a customer’s email address for Portal When you activate the Portal for a Matter, the customer’s email address used at time of activation is stored against the Portal. This address is then used when Portal needs to send the client an email (for example, if a deadline is approaching for them to supply you a document or if they need to reset their Portal Password). You may however need to change this email address after the Portal has been activated for the Matter. If so, follow the below procedure.

1 Open the Matter

From the main toolbar, click the Open button and select the Matter.

2 Go to the Portal Window for the Matter

First go to the Progress Tab, then click the Portal button.

3 Select ‘Change Email Address’

From the Portal Window, click the Account Details drop-down and select Change Email Address.

4 Complete the new address

Populate the new email address to appear in Portal, then click OK. The email address has now been updated in Portal.

Updating the Contact details on Portal Within the , clients can see the contact details for their case: The Portal default contact details can be changed system-wide, but as well as this, you can also change the contact details for an individual Matter. Adjusting the Default Portal Contact Details system-wide To change the default Contact Details that appear when a client accesses the Secure Client Portal, change your system preferences.

1 From the Main Menu, select Tools, then Administrative, then

Preferences.

2 Go to the 'Portal' tab

3 Adjust your Default Contact details accordingly:

• You can choose to show the name, email address and phone number of either the RMA, Manager or Clerk assigned to a Matter. These details appear on the RMA tab each Matter. • You can choose to show the address of either the Office assigned to the Matter, or the RMA’s address for that Matter.

 Note: If the physical address of the Staff member is incorrect/needs updating, then you must update the address for that Staff member via Add/Edit Users.

4 Click Save & Exit

Note that if you have made a change, that you will be asked if you wish to change the details on all existing Matters. If so, click Yes. If you only want this change effecting new Matters, click No.

Adjusting the Default Portal Contact Details for a particular Matter If you only wish to change the Portal Contact details for an individual Matter, this can be done from the Matter itself.

1 Open the Matter and go to the RMA tab

2 Adjust the Portal Contact Details accordingly

• You can choose to show the name, email address and phone number of either the RMA, Manager or Clerk assigned to this Matter. • You can choose to show the address of either the Office assigned to the Matter, or the address for the RMA’s assigned to this Matter.

3 Update the Portal

The changes will take effect after approximately 5 minutes, however if you want the change to be made immediately, go to the Documents tab of the Matter and click the Refresh icon.

Updating your Portal Logo There maybe a time when you need to change/update your Portal Logo. This can be done via System Preferences.

1 Accessing Portal Preferences

From the Main Menu, select Tools, then Administrative, the Preferences. Then go to the Portal tab.

2 Select a new Logo

Click the Select button to browse to your new Logo. Browse to the location of your Logo, highlight the Logo and click Open.

 We suggest saving your Logo in the Migration Manager (or LEAPMM) folder under the DataMiscFiles sub-folder. This way the logo can be easily accessed in the future by your team or the Support Department.  Note that the new logo size must not exceed 50kb. We also strongly recommend your Logo file is a jpg file. If the file is another format (example png, tif), when the Portal converts the file to jpg the converted file may become larger than 50kb which will cause issues.

3 Save & Exit.

Once the changes have been made, click the Save & Exit button.

The changes will take effect after approximately 5 minutes, however if you want the change to be made immediately, go to the Documents tab of any Matter and click the Refresh icon (which will trigger a refresh of the Portal).  Note: Some web browsers ‘cache’ the logo so when you go to your portal website it may appear that on your machine that the change has not been made. In this case you may need to clear your browser history to allow the new logo to appear.

Enabling and Enforcing 2FA/MFA To boost the security of an account in the Client Portal, it is strongly recommended that 2 Factor Authentication (2FA/MFA) is utilised by the end user. This article covers the different options available for how to implement 2FA on the Portal including:

1 Optional – this is where the MM user chooses not to enforce the use of 2FA on the Portal

but the end user can choose to enable it themselves

2 Enforced (case by case) – this is where the MM user chooses to enforce the requirement

for 2FA on an individual matter

3 Enforced (all new Matters) – this is where the administrator has set that 2FA is enforced

by default on all new matters created

1 Optional 2FA

By default, all end users of the Portal can enable 2FA on their account, regardless of whether it is enforced by the MM user. To enable 2FA via the Portal:

1.1 Open the Portal settings

To enable 2FA, after logging in, the Portal user needs to click the menu button in the top right corner and then select Setup 2FA

1.2 Confirm

The user will then be asked to confirm that they want to set up 2FA and that they will need to use an authentication app on their mobile device such as Google Authenticator. They need to click Continue in order to proceed with the setup.  Google Authenticator is but one option – the user can use other MFA authenticators such as Authy, Microsoft Authenticator, Lastpass Authenticator etc.

1.3 Scan the QR

Next they will need to scan the displayed QR Code using their mobile device. This will generate a code on their Authenticator device.  If they can't scan the code, they can click the "Can't scan the QR code link" which will display the code as an alpha numeric code that can be typed/copied in to the Authenticator.

1.4 Enter the 6-Digit Code

The Authenticator app will now generate a 6 digit code which must be entered in to the Verification Code field. Then click Verify.

 The verification codes are time sensitive. They usually change every 30 seconds and may need to be re-entered if the timer has expired.

1.5 Completion

If successful, the user will be returned to the main portal page. Next time they login they will need to enter the 2FA code from the authenticator

2 Enforced 2FA – Case by Case

If you want to ensure that a client is using 2FA on the Portal, you can enforce this requirement via the Portal Control Panel for the matter. Note: You must be running version 8.8.3.4 or higher to have access to this functionality.

2.1 Open the Progress tab

First open the Matter and then go to the Progress tab and (assuming the Portal has been activated), click on the Portal button.

2.2 Click Account Details

After the Portal Control Panel opens, click on the Account Details button and then select MFA Requirement

2.3 Set Enforce option

Now set the Enforce MFA Requirement slider to Yes to enforce 2FA on the Portal for this client.

You will be prompted to confirm. Click Yes to proceed.

2.4 Complete

You can then click Close on the MFA Control. The next time the client logs in to the Portal, they will be required to set up 2FA before they can access the main page of their portal (see Step 1.3 above)

3 Enforce for All New Matters

If you want to have the MFA requirements enforced for all new matters, this can be set in the system preferences.  Note that this setting does not affect existing matters with active Portals. To enforce MFA for these users you will need to use option 2 above.

3.1 Open System Preferences

In the top menu of MM, go to Tools > Administrative > Preferences

3.2 Open Portal Preferences

After the System Preferences window opens, navigate to the Portal tab

3.3 Set Multi Factor Authentication Requirement

Now set the MFA Enforced by Default slider, located at the bottom of the window, to Yes

3.4 Save & Close

Now click Save & Close to finalise and save these changes. This will result in new matters by default having "Enforce MFA" enabled.

How to handle Portal Refresh Errors You Migration Manager regularly communicates with Migration Manager to send and receive messages, documents and tasks to and from the portal. If this communication encounters an error, Migration Manager will record this error in an error log so it can be viewed and actioned if necessary.  Portal Errors will often resolve themselves without user intervention. Often the error may simply occur because of a loss of connection between the Portal and your application. When this happens, Migration Manager will retry 15 minutes later and will often succeed the second time.  If you see an error in the error log which has occurred some time ago (example an hour ago), but then no errors since, this means the error has resolved itself and can be ignored. It is only if you see that the same error keeps occurring and has not resolved itself that you should contact support. Checking for Portal Errors If Migration Manager has encountered any Portal Errors in the last 24 hours, they will be displayed on your Migration Manager Information Bar at the bottom of the screen. If the log says there has been an error, you can click on the icon to display the error.

Viewing the Errors The Portal Refresh Error window shows you any errors that have occurred during the last 24 hours. Actioning the Error If you can see the error has occurred once or twice but has stopped occurring (no further errors in the last 30 – 60 minutes, then the error has resolved itself and no action is required. If the error continues to appear, then Contact Support for investigation. Contacting Support If the error is continuing, click the Contact Support button.

This will bring up the Log a Support Call window and automatically populate your details as well as automatically include the Portal Refresh Errors log file. Complete any empty fields, then click Submit. A Support Ticket will be sent to Support along with the log file so a Support Technician can investigate and resolve the issue for you.

Resetting MFA/2FA To boost the security of an account in the Client Portal, it is strongly recommended that 2 Factor Authentication (MFA/2FA) is utilised by the end user. If the end user has enabled MFA/2FA and they lose the device which has their Authenticator App, you will need to reset their MFA/2FA so it can be setup again by the end user.

1 Open the Matter

Select the Open icon from the main toolbar, then select your Matter.

2 Open the Portal window

Select the Progress Tab, then click the Portal button.

3 Open the MFA Requirement window

Click the Accounts Details drop-down, then select MFA Requirement.

4 Reset MFA

Select the option to Reset MFA.

5 Confirm

Click Yes to Confirm.

The end user's MFA/2FA has now been reset.  The end user will now be required to setup their MFA/2FA again the next time they log on. If the user no longer wants to use MFA/2FA Because the end user has previously activated MFA/2FA, once you reset their MFA/2FA, the end user will still need to re-activate MFA/2FA again before they can select the option to turn off MFA/2FA for their account.

Encrypted Portal Messaging

1 Open the system Preferences.

In the top toolbar, go to Tools > Administrative > Preferences

2 Navigate to the Portal Preferences

Once the Preferences window options, go to the Program Level tab and then the Portal tab.

3 Enable Portal Messaging

To enable Portal, tick the Allow Clients to Send you Messages from the Portal option.

4 Save & Exit

To finish, click Save & Exit.

How to send or delete an Encrypted Portal Message Migration Manager's Encrypted Portal Messaging functionality allows users of Migration Manager to securely communicate with their clients via the . All messages which are sent via the Portal are encrypted in both transit and at rest. Encrypted Portal Messages sent from Migration Manager can only be viewed by the intended recipient and are encrypted until the client logs in to the Portal and opens the message – at which point the message is decrypted – and vice versa for messages sent by the client to the Agent/Lawyer. This article covers how you send an encrypted message from a matter. Note: You need to enable Client Replies in order for your client to be able to reply to a message. See: How to set up Encrypted Portal Messaging Sending a Portal Message

1 Open a Matter and click the @ button.

To send a Portal Message, first open the relevant Matter. Once the matter has opened, click the @ Portal Message button on the top right of the Client Detail window.

2 Activate the Portal

If you have not already activated the Portal for this Matter you will be prompted to do so. Click Yes to activate the Portal for this Matter.

As part of the Portal activation, make sure you confirm the Client's email address. Click Turn Portal On and Send Email to activate the Portal for this matter and to send the logon details to the client.

3 The Message Window

The Secure Message window will now appear. It has the following important features:

3.1 User Options

Clicking the User Options button will reveal the options available for controlling the size of the messaging window and also setting a default signature (see How to set up a Message Signature)

3.2 Size Control

The size control button allows you to expand or shrink the size of the Messaging window.

3.3 Subject Line

When sending a message, you will need to ensure that you add a Subject line. This will be displayed in your Client's Portal Inbox when they receive the message.

3.4 Attachments

The Attachments panel allows you to add documents, files etc to the Portal Message either by dragging and dropping the items from the Documents tab (or from anywhere on your computer) or by clicking the paperclip button which will open explorer and allow you to browse, find and attach a file from your computer. See How to send a Letter or Document via the Secure Client Portal

3.5 Font Controls

The font control options allow you to modify the font size, colour etc of the text in the body of the Portal Message.

3.6 Word Document Import

The Word Document Import button allows you to copy and paste the text of a Word document (docx) in to the Portal Message and preserve most of the formatting. To copy and paste the content of a Word Document in to the Portal Message:

1 On the Word Document, highlight the text you wish to copy;

2 Click Ctrl + C on your keyboard or use the copy function in Word;

3 Click the W button on the Portal Message toolbar.

The content will now be copied and pasted in to the Portal Message. Note that if you copy and paste the content of a Word document in to the Portal Message window without using this W button the formatting will most like not remain consistent.

3.7 Quickparts

The Quickparts button allows you to quickly add template text (known as Quickparts) in to the body of the Portal Message. These Quickparts can include things such as signatures (see How to set up a Message Signature) or any other Quickpart that has been set up – see How to use Messaging Quickparts

3.8 Message Body

The body section of the Message window allows you to type in the relevant text that you want to include in your message.

3.9 Request a Document from Client

The Request a Document from Client control allows you to create and notify your client of a particular document(s) that you require at the same time as you send the message. This will create a specific checklist for your client in the Portal – see: Requesting a Document from your Client via the You can add a list of the document you require by either selecting from the dropdown (which displays a list of documents from the Matter's Progress tab) or you can create a new item by clicking the + button.

Items requested by you via the Messenger will appear on the Client's Portal under the Documents Required From You section.

3.10 Mark a Progress Item a Complete

The Mark a Progress Item as Complete control allows you automatically tick off items from the Progress tab at the time you send the message. For example, you may have a required activity listed in the Progress tab for notifying the client of the decision. That item can be selected from the dropdown. If the activity doesn't exist yet on the Progress tab for this matter, then you can create and add a new one by clicking the + button.

3.11 Notify Client by Email

Ticking the Notify Client Via Email option, will, once you send the Portal Message, generate an email in Outlook that you can send to your client notifying them that there has been a change on the Portal and that they should log on and review the content.

3.12 Cancel / Send

The Cancel button will close the message and delete any changes you have made. The Send button sends the Portal Message to the Client. Using the down arrow next to Send Message gives additional options 'Send Message and Notify Client by Email' and 'Send Message and Notify Client by SMS'.

4 Add Message Content

Using the controls and features mentioned above, type your message and select any relevant additional options.

5 Click Send

When you have finished preparing your message, click Send Message to send the encrypted message to your client. Using the down arrow next to Send Message gives additional options 'Send Message and Notify Client by Email' and 'Send Message and Notify Client by SMS'.

A copy of the sent message will now appear in the Documents tab. Using the 'Bump' button If your client has not responded to a Portal Message and you wish to follow up, you can use the Bump button to send a reminder.

1 Open the original Portal Message from the Documents tab.

2 Click the Bump button.

This will open a new message with the contents of the original message listed below it. Enter the follow up message, then click Send Message. The customer will receive a new message in their Portal.

Deleting a Portal Message If you have sent a Portal Message by mistake, you can delete it and remove it from the Portal.

1 Find the Portal Message to delete

After the opening the Matter, go to the Documents tab and find the portal message to delete.

2 Remove the message from the Portal

Right-click on the Portal Message and select Remove from Portal.

3 Confirm Deletion

Select Yes to delete the message.

The message has now been removed from the Portal and is no longer visible to the client. It will remain in the Documents tab of MM (for auditing purposes) prefixed with the word '(Deleted)'.

1 How are the Messages and Documents Downloaded –

1.1 Downloading Documents Manually

You can Download Documents in 2 ways: Either by going into a Matter, then the Documents tab and click the Refresh icon (this will download all pending documents for this particular Matter).

2 Where are Portal Messages and Documents downloaded

2.1 The Documents Tab

2.2 The Progress Tab

3 How am Notified that a Portal Document has been

3.1 Notification Settings

3.2 Snapshot

3.3 Document Inbox

How to Create or Edit a Message Template – Messaging Quickparts Within the Encrypted Portal Messaging system and File Notes, you have the ability to create template messeges (called Quick Parts) which can be used to add text, signatures, links etc to a new or existing message or file note. This article covers how to create a Quickpart for future use.

1 Accessing Quickparts

You can access Quickparts from one of the following three options.

1.1 Access Quickparts from the Main Menu

From the Main Menu, select Schedules, then Quickparts.  The Quickpart main window will appear.

 The Quickpart Window is spit into a left and right pane. • The Left Pane contains a list of Categories. These are to help you sort your Quickparts and can be added or deleted. • The Right Pane contains a list of the Quickparts in the selected Category.

1.2 Access Quickparts from a Portal Message

1.2.1 Open a new Portal Message

To access the Quick Parts editor/creator, you first need to open a Portal Message. The easiest way to do this is to open a matter and click the message button in the top right corner of the Client Detail window.

1.2.2 Click the Quickparts button

When the Portal Messaging window appears, click the Q button on the messaging toolbar to open the Quickparts window.  The Quickpart main window will appear.  The Quickpart Window is spit into a left and right pane. • The Left Pane contains a list of Categories. These are to help you sort your Quickparts and can be added or deleted. • The Right Pane contains a list of the Quickparts in the selected Category.

1.3 Access Quickparts from a File Note

1.3.1 Go to the File Notes tab

Open a Matter, then go to the File Notes tab.

1.3.1.1 Open a File Note

Open a File Note, either by double-clicking on an existing File Note or click the + button to add a new File Note.

1.3.1.2 Select Quickparts

In the Body section of the File Note, right-click, then select Quickparts.  The Quickpart main window will appear.  The Quickpart Window is spit into a left and right pane. • The Left Pane contains a list of Categories. These are to help you sort your Quickparts and can be added or deleted. • The Right Pane contains a list of the Quickparts in the selected Category.

2 Deleting, Editing or Adding Categories

2.1 Deleting or Editing a Category

If you wish to Delete or Edit and existing Category, highlight the Category, then click the More button, followed by either Delete or Edit. • Note: You cannot delete the 2 ‘Portal’ Categories as they are mandatory.

2.2 Adding a new Category

To Add a new Category, click the +Add button on the left-hand pane. Enter the name of the new Category, then click Save & Close.

The new Category is now created.

3 Adding Quickparts

3.1 Add the Quickpart

Select the Catagory on the left-hand pane you would like to add the Quickpart to, then click +Add on the right-hand pane to add a new Quickpart.

 The Quick Parts editor will now appear. Tip: Use the expand button on the right hand side to expand the window.

3.2 Add your content to your Template / Quickpart

First add a description of your Quick Part so that in the future you will know what the Quick Part is about / meant to be used for. Add the body of the Quick Part by either typing or copying from another document – when a Quick Part is added to a File Note or Portal Message, the body of the Quick Part is what will be added to the note.

 Tip: use the right click menu to format your text, add links etc.

3.3 Click Save & Close

When you have finished adding content, click Save & Close. The finished Quick Part will now appear in the list of available Quick Parts for use in a Message (or File Note).

4 Editing or Deleting a Quickpart

4.1 Editing a Quickpart

To Edit a Quickpart, first select the Category from the left-hand pane, then highlight the Quickpart you wish to Edit. Then from the More dropdown, select Edit.

Adjust the Description or Body as required, then click Save & Close.

4.2 Deleting a Quickpart

To Delete a Quickpart, first select the Category from the left-hand pane, then highlight the Quickpart you wish to Delete. Then from the More dropdown, select Delete. Confirm Deletion by clicking Yes.

How to use Messaging Quickparts Version Released: Migration Manager Version 8.5.3 The Portal Messaging Quickparts tool lets you create templates that can be added to a message. These Quickparts can be added either individually or in multiples. Note: For instructions on how to create a Quickpart Template, see: How to Create or Edit a Message Template – Messaging Quickparts

1 Create a new Message

To create a Portal Message, first open the relevant Matter. Once the matter has opened, click the @ Portal Message button on the top right of the Client Detail window.

2 Add a Subject

Before you can send a message, you must first add a subject line. When the Message window opens insert the subject.

3 Click the Quickparts button

The Quickparts function is used to add template text to the body of the message. To add a Quickpart, click on the Q button in the messaging toolbar.

The Quickparts selection window will now appear.

4 Select Quickpart(s) to use

Tick the Quickpart(s) that you want to use in your message, then click the Select button  Tip: You can select multiple Quickparts and insert them all at the same time – Note that they will be inserted in the order that they appear in the selection window. If you want to use multiple Quickparts but use a different order you will need to add the Quickparts individually and re-open the Quickpart tool to select additional items.

The Quickpart template text will now be inserted in to the body of the message.

5 Complete message

You can now type any additional text or add additional Quickparts. When complete click Send Message.

How to set up a default Message Signature The Portal Messaging User Options allow you to set a default signature for messages generated by the logged in user.

1 Create a new Portal Message

To access the Portal Messaging User Options, you first need to open a Portal Message. The easiest way to do this is to open a matter and click the message button in the top right corner of the Client Detail window.

2 Click the User Options button

When the messaging window opens, click the User Options button in the top right hand corner.

The Options window will now appear.

3 Choose or Create a Signature

To set a default signature for this user, you can either:

1 Select a previously created signature from the Default Signature dropdown; or

2 Create a new Signature Quickpart by clicking the + button. For instructions on how to create

Quickparts see: How to Create or Edit a Message Template – Messaging Quickparts

4 Click Save & Close

To save the selected Quickpart as the default signature, click Save & Close.

How to use the Secure Client Portal

Logging into the When you engaged your Migration Agent, they would have sent you an email with their Website URL to access their as well as your login details.

1 Follow the link your Agent gave you to the Agent's

2 Complete the Login details

1 Enter the User Name given to you.

2 Enter the supplied Password.

3 Read the Terms and Conditions, then tick the box 'I have read and agreed to the Terms

and Conditions'.

4 Then click Log in.

 If you have previously logged in, but can no longer remember your password, you can reset your password by clicking on the Forgot your Password option.  Once you have logged in, you can change your user name or password. See Using the for details.

Using the The secure client portal is a website that allows agents and clients to communicate with each other securely. It gives the ability to: • Send and receive questionnaires. • Send and receive messages. • Provide and receive documents. • Allows the clients to know how their application is progressing. Getting to know the various sections of the Portal

1 The Main details section

1 Your File Reference Number.

2 Your User Icon. You can click on this icon to:

• Change your User Name. • Change your Password. • Or to Logout.

3 Logout of the Portal.

4 The Business Details of your Agent.

5 The specific Contact Details for the person handling your case.

2 Your Message Inbox

1 Your Inbox showing the number of unread messages.

2 The Refresh button. You can use this to refresh your Inbox if you know your Agent has just

sent communication.

3 The Inbox icon will open up a Larger window to view all your Inbox items.

4 The Sent icon will open up a Larger window to view all your Sent items.

5 The Search icon allows you to search for specific Subject or Body text in your messages.

6 The New Message icon allows you to send messages to your Agent via the Secure Portal.

7 The list of your received messages. Click anywhere on a row to open that message.

3 Activities

The Activities Window shows you all the Activities for the Application. This is an easy way for you to track the progress of your application.

1 The Description of the Activity.

2 The Due Date for this Activity to be completed by.

3 When the Agent marks the Activity is complete, a green tick will appear in the Done column.

4 The Refresh button. You can use this to refresh your Activities if you know your Agent has

just made a change.

4 Documents Required From You

The Documents Required from You section is a list of Documents your Agent requires to be able to process the application.

1 The Description of the Document Required. Click anywhere in the line to open details of

the request and to upload that document (see section 4.1).

2 The Due Date this Document is required by.

3 The Upload Status, See point 4 for the Legend details.

4 The Upload Status Legend:

• Upload Required. The Document has not yet been uploaded to the Agent. • Complete. The Document has been uploaded to the Agent. • Rejected. The document has been uploaded, but has since been rejected by the Agent. This may be because of quality issues, incomplete documents or the incorrect document was supplied.

 By clicking anywhere in the line for the required document, a window will appear giving you details of the Document and the ability to upload that document to the Agent.

4.1 Clicking a Document with the Status of "Upload Required"

A description of the Document Required will show. Click the Browse Files button to select your File/s (or Drag and Drop), then click the Upload button to upload the document/s to the Agent.

4.2 Clicking a Document with the Status of "Complete"

Details of the Document/s you have uploaded will appear including the time of upload. If you wish to add additional documents, you can click the Upload button.

4.3 Clicking a Document with the Status of "Rejected"

When an Agent has had to reject a document, they will enter a reason for the Rejection. Click the Browse Files button to select your new File/s (or Drag and Drop), then click the Upload button to upload the new document/s to the Agent.

Below is a video guide on how to use the

Portal Account Blocked – Too many login attempts When logging into the , you have 3 attempts to login with an incorrect password before the Account is temporarily blocked.  The Accounts is locked as a security measure against cyber-attacks.  After 5 minutes, the account will be un-blocked and you can try again.  Note: The 5 minute timer starts after the last unsuccessful attempt. In other words, if the user locks their account, then tries again after 4.5 minutes, the timer will re-start again upon that unsuccessful attempt. They must wait for 5 minutes before trying again.

Resetting you Password If you cannot remember your password, you can reset your password by clicking the Forgot your Password option. From there, enter the User Name given to you by your Migration Agent / Legal Practitioner and click Reset Password.

An email will be sent to the email address associated with this username enabling you to set a new Password.  If the email does not appear in your email inbox, make sure you check your Junk / Spam folders as it may have gone there.

Using Google Chrome or Microsoft Edge to translate the Secure Portal to another Language The Migration Manager is provided in English. However, both Google Chrome and Microsoft Edge have built in Language Translators that customer can use to view the Portal in other Languages.  It is important to note that the Department will only accept applications populated in English. This means either: • The Customer will need to answer the questions in the Web Questionnaire in English. • Or the Agent / Legal Practitioner will need to review the Questionnaire at time of importing and manually change any non-English values to English before processing the final import. See: How to Import a Web Questionnaire. Translating the Language of a Web Page. This guide will focus on the Translation function using Google Chrome. The process for Microsoft Edge is very similar.

1 Go to the Web Page you would like to Translate

Go to the Portal Login Page or the page you would like to Translate.

2 Select the option to Translate

Right-click on the Web Page. The 'Translate to xxxx' will display showing the Detected Language. Select this option.

3 Choose the Desired Language

At the top right or Google Chrome, the Detected Language box will appear.

1 Select the more icon (3 dots).

2 Select 'Choose another language'.

3 Select the desired Language.

4 Click Translate.

 The page will now appear in the chosen language.

When you get to new pages in the Portal, if they are not displayed in the chosen language, you should just need to right-click, and the option to "Translate to" should show the language you want. Selecting this will Translate the page.

How to activate 2FA/MFA on your Portal Account To boost the security of your account in the Client Portal, it is strongly recommended that 2 Factor Authentication (2FA/MFA) is utilised. This article covers how to implement 2FA on your Portal Account:

1 Log into your Portal Account

Using the login credentials given to you by your Migration Agent/Legal Practitioner, log into your Portal Account.

2 Select the Menu icon

Select the Menu icon in the top-right corner.

3 Select 'Setup 2FA'

Select the option 'Setup 2FA'. You will then be asked to confirm that you want to set up 2FA and that you will need to use an authentication app on your mobile device such as Google Authenticator. Click Continue in order to proceed with the setup.

 Google Authenticator is just one option – you can use other MFA authenticators such as Authy, Microsoft Authenticator, Lastpass Authenticator etc.

4 Scan the QR

You will need to scan the displayed QR Code using your mobile device. This will generate a code on your Authenticator device.  If you can't scan the code, you can click the "Can't scan the QR code link" which will display the code as an alpha numeric code that can be typed/copied into your Authenticator.

5 Enter the 6-Digit Code

The Authenticator app will now generate a 6 digit code which must be entered into the Verification Code field. Then click Verify.  Verification codes are time sensitive. They usually change every 30 seconds and may need to be re-entered if the timer has expired.

6 Setup Complete

Setup is now complete.  Next time you log into the Portal you will need to enter the 2FA code from your authenticator

Turning off MFA/2FA To boost the security of an account in the Client Portal, it is strongly recommended that 2 Factor Authentication (MFA/2FA) is utilised by the end user. If however, you have previously activated MFA/2FA and now wish to turn off MFA/2FA, follow the below process.  If your Migration Agent/Legal Practitioner has enforced MFA/2FA for all users, then you will not be able to turn off the requirement for MFA/2FA.

1 Log into your Portal Account

Using the login credentials, log into your Portal Account.  If you have lost the device that contains your Authenticator app and you are unable to log on, you will need to contact your Migration Agent/Legal Practitioner so they can reset your MFA/2FA.

2 Select the Menu icon

Select the Menu icon in the top-right corner.

3 Select 'Remove 2FA'

Select the option Remove 2FA.

4 Enter the 6 digit code provided by your authenticator

app Enter the 6 digit code provided by the authenticator app, then select Continue.  Your Two-Factor Authentication has now been turned off.

PDF Questionnaires

1 Open the System Preferences
2 Open PDF Questionnaire Email Settings
1 The Questionnaire Email Templates. In this section you can create and edit the content of
2 Select the Email to use for each Questionnaire. In this section you can assign a particular
3 Click Add
4 Add a Title
5 Add a Subject Line
6 Add the Message
7 Click Save & Close
8 Assign the Template
9 Save & Exit
1 Open the System Preferences
2 Open PDF Questionnaire Email Settings
1 The Questionnaire Email Templates. In this section you can create and edit the content of
2 Select the Email to use for each Questionnaire. In this section you can assign a particular
3 Select the Template to Edit
4 Edit the Template
5 Click Save & Close
6 Save & Exit
1 Initial Questionnaire. This is a short questionnaire that aims to ask enough questions for
2 Temporary Questionnaire. This is a medium length questionnaire that aims to ask
3 Full Questionnaire. This is a full length questionnaire that aims to collect a large amount
1 Open the Matter
2 Click the CIQ or BSQ Button
3 Choose the Questionnaire type
4 Review the Questionnaire Email
5 Send the Questionnaire.
1 Select the Questionnaire to be sent
1.1 Open the Matter
1.2 On the Tool Bar, click CIQ
1.3 Then move your mouse to select the Questionnaire Type =>
2 Complete the Secure Portal message
1 The Subject of your message. The default text pulls from your preferences.
2 Attachments. The Questionnaire will be automatically attached to this message. You can
3 The Body of the message. The default text pulls from your preferences.
4 Request a Document from Client. This will default to the Questionnaire (as you would like
5 Mark a Progress Item as Complete. This would normally remain unticked because you are
6 Notify Client Via Email to Check the Portal. If this option is ticked, then as you send this
7 Send. Click Send to send the Portal Message.
3 Questionnaire Uploaded

1 Open the System Preferences

First, go to Tools > Administrative > Preferences in the top toolbar.

2 Open PDF Questionnaire Email Settings

Once the Preferences window has opened, navigate to the Questionnaires tab and then go to the PDF Questionnaire Email Settings tab.

In the PDF Questionnaire Email Settings window there are two sections:

1 The Questionnaire Email Templates. In this section you can create and edit the content of

the template;

2 Select the Email to use for each Questionnaire. In this section you can assign a particular

template for use with a particular Questionnaire.

3 Click Add

If you want to create a new template that you can then assign to a particular Questionnaire, this is done from the Questionnaire Email Templates section. To create a new template, click on the Add button.

The email template editor will now appear.

4 Add a Title

First you will need to add a Title for the template so that you can identify it when adding as a default for a template.

5 Add a Subject Line

The Subject Line will be what appears in the Subject line of the email that is generated.

6 Add the Message

In the Message Body you will enter the content that you want to have appear when the email is generated. Tip: add the merge fields from the field selector on the left to have dynamic fields in your email that will be populated based on the data in the matter. To add click the > button.

7 Click Save & Close

To finish creating your template, click Save & Close.

8 Assign the Template

The new template will now appear in the list of Questionnaire Email Templates and will now be available to be set as the default template for a particular Questionnaire. To assign the new template, click the dropdown in the Message column next to the Questionnaire you want to assign the email template to.

9 Save & Exit

To finish, click Save & Exit. This will save the preference change.

How to edit a PDF Questionnaire Email Template When a user sends a PDF Questionnaire to a Client from Migration Manager, an accompanying email is generated and the Questionnaire is attached to that email. This article covers how to edit the Questionnaire email templates.

1 Open the System Preferences

First, go to Tools > Administrative > Preferences in the top toolbar.

2 Open PDF Questionnaire Email Settings

Once the Preferences window has opened, navigate to the Questionnaires tab and then go to the PDF Questionnaire Email Settings tab.

In the PDF Questionnaire Email Settings window there are two sections:

1 The Questionnaire Email Templates. In this section you can create and edit the content of

the template;

2 Select the Email to use for each Questionnaire. In this section you can assign a particular

template for use with a particular Questionnaire.

3 Select the Template to Edit

If you want to edit a template, this is done from the Questionnaire Email Templates section. First select the template that you want to edit and then click Edit

The email template editor will now appear.

4 Edit the Template

You can edit the template by typing/modifying the content in the available fields:

• Title: the Title for the template so that you can identify it when adding as a default for a template. • Subject Line: The Subject Line will be what appears in the Subject line of the email that is generated • Message Body: Tthe Message Body contains content that you want to have appear when the email is generated. Tip: add the merge fields from the field selector on the left to have dynamic fields in your email that will be populated based on the data in the matter. To add click the > button.

5 Click Save & Close

To finish editing your template, click Save & Close.

6 Save & Exit

To finish, click Save & Exit. This will save the preference change.

How to Request and Receive PDF Questionnaires

Send a Questionnaire – By Email The questionnaires enable a client to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Letter and Form merging, eVisa etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. There are 3 types of migration questionnaires:

1 Initial Questionnaire. This is a short questionnaire that aims to ask enough questions for

an agent to be able to assess a Prospect or New Clients situation and advise them of the appropriate course of action.

2 Temporary Questionnaire. This is a medium length questionnaire that aims to ask

enough questions and collect enough data for an agent to prepare a temporary visa such as a Subclass 482 Visa.

3 Full Questionnaire. This is a full length questionnaire that aims to collect a large amount

1 Open the Matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Choose the Questionnaire type

4 Review the Questionnaire Email

5 Send the Questionnaire.

Send a PDF Questionnaire – via the Secure Client Portal Although we are introducing more and more Web Based Questionnaires all the time, there are still some questionnaires that are currently only available in PDF format. This section describes how to send a Client Information Questionnaire PDF to a client via the Secure Client Portal.

1 Select the Questionnaire to be sent

1.1 Open the Matter

1.2 On the Tool Bar, click CIQ

1.3 Then move your mouse to select the Questionnaire Type =>

Sub Type, then click Upload to Portal

2 Complete the Secure Portal message

When the Send a Secure Message Appears, make any desired changes and send the message

1 The Subject of your message. The default text pulls from your preferences.

2 Attachments. The Questionnaire will be automatically attached to this message. You can

add additional attachments if you want using the “Paperclip” or by Dragging and Dropping.

3 The Body of the message. The default text pulls from your preferences.

4 Request a Document from Client. This will default to the Questionnaire (as you would like

it completed and returned). You can add additional document requests at the same time by clicking the down arrow for existing Progress Items, or + sign to add new Progress Items.

5 Mark a Progress Item as Complete. This would normally remain unticked because you are

sending out a Questionnaire at this stage.

6 Notify Client Via Email to Check the Portal. If this option is ticked, then as you send this

Portal Message, an Outlook Email will also be generated, ready to send to the client to notify them to check their Portal.

7 Send. Click Send to send the Portal Message.

3 Questionnaire Uploaded

4 Client's View

Importing The questionnaires enable a client to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Letter and Form merging, eLodge etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. To import a completed Questionnaire into Migration Manager follow the below steps: *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover 100% of the field. We aim to refine the questionnaires over time to improve coverage.

1 Add the Questionnaire to the Client's Document's tab

2 Review the Questionnaire

3 Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

4 Review the Data to be imported

5 Process the Data Import

Once the data is loaded you have the opportunity to again review and edit the data. When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

6 Confirm the Correct Matter

7 Finalise Import

The data import process will now commence. If the questionnaire is large the import process may take some time. When it is complete you can click ‘Ok’ on the pop up window.

8 Review the Migration Manager Matter

Importing Business Questionnaires The Business Questionnaire enables Sponsors to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Letter and Form merging, eLodge etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. To import a completed Business Questionnaire into Migration Manager follow the below steps: *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover 100% of the fields. We aim to refine the questionnaires over time to improve coverage.

1 Add the Business Questionnaire to the Sponsor's

Document's tab The completed questionnaire can be added to the sponsor's document tab in several different ways, depending on how you received the questionnaire back from the person who completed it. • If you received the questionnaire by email, it will be added to the Documents tab via the Automated Email capture. For instructions on how the capture works: How to Capture and Save Emails • If the Sponsor uploaded the completed questionnaire to the Secure Client Portal, the questionnaire will be added to the Sponsor's Documents tab automatically when it is downloaded from the portal. • You can also drag and drop the questionnaire onto the Documents tab and this will start the import.

2 Review the Questionnaire

Important: the data stored in Migration Manager is only as good as the data you import/enter. If you import a Questionnaire which contains errors or missing information, it will negatively impact the effectiveness of Migration Manager.  If the Questionnaire is a Full Buiness Questionnaire or Nomination Business Questionnaire and the Migrant matter has already been created in MM, be sure to check the Nominee's Family Name, Given Names and Date of Birth on the Business Questionnaire and check that these details match against what you have in the Migrant Matter within MM. This is required for the import to find a match and link correctly.

3 Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

4 Review the Data to be imported

 It is very important you check the to Proposed Action buttons (green or red buttons) to ensure the actions to be taken are what you are wanting to achieve. The Data preview window will appear and the program will now proceed to load the data into a preview window. Please be aware that large questionnaires may take some time to load the data. You can review and amend the data in this window if you want to.

5 Check and Change the Proposed Actions as required.

Examples: If the Migrant Matter has not yet been created Check the Proposed Action (Position Details) button shows as "Create This as a New Position" and Proposed Action Linking Nominee button shows as "Create New Migrant And Link As Nominee".  If the Proposed Actions are not showing as you want, you can click on the buttons to change the Action If the Migrant Matter has been created, but not yet linked to the Sponsor Matter Check the Proposed Action (Position Details) button shows as "Create This as a New Position" and the Proposed Action (Linking Nominee) button shows as "Link to Existing Migrant".  If the Proposed Actions are not showing as you want, you can click on the buttons to change the Action. Remember the Surname, Given Names and DOB must match between the Business Questionnaire and the Migrant Matter for the import to find a match.

If the Migrant Matter has been created AND already linked to the Sponsor Matter  Remember the Surname, Given Names and DOB must match between the Business Questionnaire and the Migrant Matter for the import to find a match. The Import routine will not overwrite/update an existing linked Nomination without your confirmation, so the default Proposed Action (Position Details) will be "Take No Action". Click on the Proposed Action (Position Details) button and change the Action to show as Update Existing Position Details.

Check the Proposed Action (Linking Nominee) button shows as "Link to Existing Migrant".

6 Process the Data Import

When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

 Caution: please carefully check that you are importing data into the correct Matter. If you import into the wrong Matter your database will have to be rolled back and restored. Please contact our help desk immediately to attend to this. The data import process will now commence. If the questionnaire is large the import process may take some time. When it is complete you can click ‘Ok’ on the pop up window.

7 Review the Migration Manager Matter

You will now be returned to the Sponsor Detail page where you can review all of the imported data. FAQ  Question Can I import a Business Sponsor Questionnaire from a Migrant Matter Answer

No. You will need to open a Business Sponsor Matter and follow the import instructions.

Merging a PDF Questionnaire from Data There will be times when you may wish to send a client a Questionnaire and have it pre- populated with details of the client's previous application which you already have in Migration Manager. The questionnaires enable a client to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Letter and Form merging, eLodge etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover a 100% of the field. We aim to refine the questionnaires over time to improve coverage.  You also have the ability to Merge a Web Questionnaire from existing data. If you are using Web Questionnaires, see the guide How to send a Web Questionnaire and point

4.2 for Merging from Existing Data.

1 Open the Matter

Before you can Merge a Questionnaire from Data you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Select Merge Questionnaire from Data

Once the matter is open, click the CIQ button on the main toolbar, then select the option for Merge Questionnaire from Data  This will now build a Full Questionnaire based on all available data held within the Migrant Matter. You now need to change the Questionnaire Type.

3 Open the CIQ

Open the Documents tab and double click on the questionnaire to open it (if you are in Tree View, the Questionnaire should be in the Misc Folder).

4 Accept the warning message

5 Click Yes in the Finish and Office Use Only Sections

Scroll to the bottom of the Questionnaire, then click Yes for both questions in the Finish section Click Yes for both questions in the Office Use Only section

6 Change the Questionnaire Type

Check the box for Change the Questionnaire Type and change to the appropriate Questionnaire Type for this Matter. For example, if you were wanting a Partner Questionnaire, you would select type Full Questionnaire, sub-type Partner  You will be notified that the Questionnaire Type is changing. The Questionnaire Type will change, and the "Finish" and "Office Use Only" sections will be reset

7 Save the Questionnaire

Click the Save button on the Tool Bar at the Top of Adobe. Then close the Questionnaire in Adobe

8 Send the Questionnaire to the client

You can now send the Questionnaire to the client. From the Documents tab of the Migrant Matter, highlight the Merged Questionnaire PDF, then select Email To and Applicant.

9 Confirm Email Address

In the Email To window, confirm you are happy with the chosen email address, then click Create Email

 An Email is now created containing the Merged Questionnaire. It is important the client checks all questions (including the pre-populated questions) in case their circumstances have changed. FAQ  Question Can I Merge Questionnaire from Data for a Sponsor Matter Answer No. Not at this point of time, however this functionality will be available in the future.

Questionnaire FAQ

Why can't my client open the PDF Questionnaire? The PDF Questionnaire is a 'dynamic' PDF. It is the dynamic nature of the PDF which enables it to show and hide questions depending on the answers provided by the person filling it out. This dynamic functionality means that the PDF Questionnaire can only be opened by certain types of PDF Viewers such as Adobe Reader or Adobe Acrobat. If someone tries to open the PDF Questionnaire in a viewer that is not supported, they will receive an error. This issue accounts for 99.8% of all reported issues with the Questionnaire. Why does this happen? The reason this occurs is due to the person trying to open the Questionnaire not reading/ following the instruction text which normally accompanies the Questionnaire. In particular point (b) of the instructions which points out that they need to use Adobe Reader to open the Questionnaire.

The usual course of action that results in the error occuring is that the person who is the receipient of the Questionnaire, having received the email via Gmail, Yahoo etc, will click the download button in their online email account, at which point the questionnaire will proceed to download on to their computer. In their browser, the downloaded item will usually appear as a icon/link across the bottom of the window. The mistake that the receipient usually makes is that they will then double click this icon/link in the browser, and as a result, the PDF will proceed to be opened by the browsers in built PDF viewer, as oppossed to Adobe Reader. The end result is that they will receive an error or waiting message because the browser does not have sufficient capabilities to open a dynamic pdf.

What is the solution? Instruct the receipient to do the following:

1 find the downloaded PDF on their computer;

2 right click the PDF;

3 Select Open with > Adobe Reader

The Questionnaire will then open.

Can the PDF be programmed not to open in the browser? No. How a browser downloads and opens attachments is entirely up to the developers of those browser i.e. Google and Microsoft.

Which Questionnaire for which Application? Questionnaires can be sent to clients for most Application Types. There is not always an exact match for every subclass, however in most cases there is a Web or PDF questionnaire to suit your needs. For a list of Application types and the most suitable Questionnaire for that Application, click the link below: Questionnaire Types

Web Questionnaires

1 Open the System Preferences
2 Open the Web Questionnaire Message Settings
1 The Message Templates. In this section you can create and edit the content of the template;
2 Select the Message to use for each Questionnaire. In this section you can assign a particular
3 Select the Template to Edit
4 Edit the Template
5 Click Save & Close
6 Save & Exit
1 Open the matter
2 Click the CIQ or BSQ Button
3 Select Web Questionnaire
4 Select the Questionnaire Type and Edit Message
4.1 Set the Questionnaire Type
4.2 Choose if you wish to Merge from Existing Data.
4.3 Review/Edit the Subject Line and Message Body
4.4 Select Additional options
5 Send Message
1 Open the Secure Client Portal Inbox
2 Open and Review the Message
3 Open the Questionnaire
4 Start the Questionnaire
5 Provide the Required Information
6 Review
7 Submit
1 Receive the Web Questionnaire
2 Open the Questionnaire Message
3 Click Review
4 Confirm the correct Questionnaire and Matter
5 Match People
6 Review the Data
7 Add data to the Values to Import column
7.1 Coping the Entire Matter
7.2 Coping a Section or block Only
7.3 Manually entering data
7.4 Manually Adjusting Values to Import
8 Preview Results (optional)
9 Import
10 Finalise
1 The Import screen sections
1.1 The navigation pane.

1 Open the System Preferences

First, go to Tools > Administrative > Preferences in the top toolbar.

2 Open the Web Questionnaire Message Settings

Once the Preferences window has opened, navigate to the Questionnaires tab and then go to the Questionnaire Portal Message Settings tab. In the Questionnaire Portal Message Settings window there are two sections:

1 The Message Templates. In this section you can create and edit the content of the template;

2 Select the Message to use for each Questionnaire. In this section you can assign a particular

template for use with a particular Questionnaire.

3 Select the Template to Edit

If you want to edit a template, this is done from the Questionnaire Message Templates section. First select the template that you want to edit and then click Edit

The Message template editor will now appear.

4 Edit the Template

You can edit the template by typing/modifying the content in the available fields:

• Title: the Title for the template so that you can identify it when adding as a default for a template. • Subject Line: The Subject Line will be what appears in the Subject line of the message that is generated • Message Body: The Message Body contains content that you want to have appear when the message is generated. Tip: add the merge fields from the field selector on the left to have dynamic fields in your message that will be populated based on the data in the matter. To add click the > button.

5 Click Save & Close

To finish editing your template, click Save & Close.

6 Save & Exit

To finish, click Save & Exit. This will save the preference change.

How to use Web Questionnaires

How to send a Web Questionnaire This article covers how to send a Web Questionnaire for completion by your client. The sending of a Web Questionnaire is done via the Portal and as such you must have first activated the Portal for your firm in order to be able to make use of . For instructions on how to Activate the Portal, go to: Setting Up the Secure Client Portal

1 Open the matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Select Web Questionnaire

When you click the CIQ or BSQ button, you will be presented with a number of different types of Questionnaires to choose from. To use the , select Web Questionnaire and then choose Send Web Questionnaire. Note that if you not previously activated the Portal for this Matter, you will be prompted to do so at this stage. Check the email address and then click Turn Portal On and Send Email. For further details on activating the Portal for a matter please see: Adding a Matter to the Secure Client Portal

4 Select the Questionnaire Type and Edit Message

A Web Questionnaire message window will now appear. This window is used to select the type of Questionnaire you want to send along with any instructions.

4.1 Set the Questionnaire Type

First you need to select what type of Questionnaire you want your client to complete. To do this, click the Questionnaire Type dropdown and then select the relevant Questionnaire.

4.2 Choose if you wish to Merge from Existing Data.

have the ability to pre-populate the Questionnaire with Data already held within Migration Manager. This is useful if a client is returning for a second stage visa and you already have a lot of their details.

4.2.1 Merging from Existing Data

If the Matter you are sending the Web Questionnaire from already contains data, click Merge From Existing Data.

4.2.2 Preview Data to be Exported

If you wish to preview the Data to be exported into the Web Questionnaire, click Yes. Otherwise click No to continue.

4.3 Review/Edit the Subject Line and Message Body

 Tip: You can use Quickparts to select and use template text to populate your message body. For instructions on how to use a Quickpart see: How to use Messaging Quickparts

4.4 Select Additional options

When sending the message, you also have the ability to perform the following task:

5 Send Message

How to Complete a Web Questionnaire – A guide for your clients This article covers how your client can complete a Web Questionnaire via the Secure Client Portal.

1 Open the Secure Client Portal Inbox

2 Open and Review the Message

3 Open the Questionnaire

To open the Web Questionnaire, click the Open Questionnaire button

4 Start the Questionnaire

5 Provide the Required Information

6 Review

7 Submit

How to Import a Web Questionnaire The enable a client to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Templates, eLodge, etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager. To import a Web Questionnaire into Migration Manager follow the below steps. *Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover 100% of the field. We aim to refine the questionnaires over time to improve coverage. Video Guide

1 Receive the Web Questionnaire

2 Open the Questionnaire Message

Double click the Questionnaire Message to open the message window.

The body of the message contains details about what has taken place and the steps you should follow to import the Questionnaire data in to Migration Manager.

3 Click Review

4 Confirm the correct Questionnaire and Matter

5 Match People

6 Review the Data

 The navigation pane is broken up into sections that mirror the pages in the online Web Questionnaire

7 Add data to the Values to Import column

Next you will need to populate information in to the Values to Import Column. The information in this column is what will be imported in to the matter. You have the options of:

7.1 Coping the Entire Matter

7.2 Coping a Section or block Only

7.3 Manually entering data

You also have the option of manually entering an answer to any of the Questions. To do this, click on the cell that you wish to insert information in to and type the relevant data.

7.4 Manually Adjusting Values to Import

8 Preview Results (optional)

9 Import

10 Finalise

Once the import has completed you will be prompted to set the Document Status. If nothing further needs to be done with this Questionnaire, set the status to Complete and click OK.

Understanding the Web Questionnaire Import screen This article covers the different fields and functions of the Web Questionnaire Import screen

1 The Import screen sections

The Review window will now appear. The key parts of this window to be aware of are:

1.1 The navigation pane.

The data is broken up in to sections designed to mirror the location of the data in the Web Questionnaire. Use this navigation pane to navigate between the different blocks of data.

1.2 The Questionnaire Questions.

This column contains details of what the client was asked in the language it was asked.

1.3 Questionnaire Answers

This column contains details of the answers that were typed in to the Questionnaire in the language that they were typed in as.

1.4 Values to Import

This column will be what is imported in to Migration Manager

1.5 Preview

This section shows you what the impact of the data import will have on the data in Migration Manager

2 The Import Screen buttons

The Review window also has the following controls:

2.1 Collapse All

With sections which have a lot of entries, the Collapse All button will reduce the number of rows visible.

2.2 Copy All.

2.3 Clear All

2.4 Print All

This button will convert the Questions, Questionnaire Answers and Values to Import column in to a PDF.

2.5 Preview Results

2.6 >> – Copy button

The >> button will copy the block of answers in to the Values to be Imported column

2.7 Erase

Clicking this button will erase a block of answers from the Values to be Imported column.

2.8 Previous and Next

These buttons will help you navigate between the different sections of the questionnaire

2.9 Report Questionnaire Bug

If you encounter an error or issue with using the Questionnaire import, please let us know by using the Report Questionnaire Bug button.

2.10 Save

You can save your progress by clicking the Save button.

2.11 Import

The Import button will import all of the data you have entered in to the Values to Import column into Migration Manager.

2.12 Close

The Close button will allow you to close the Questionnaire at any time.

How to return a Web Questionnaire to the client for editing The Web Questionnaire's allow you to collect information for your client that is relevant to their application. Once a client submits their Questionnaire they are prevented from making further changes. However there will be occasions where the client has not answered or completed correctly all of the questions and you will required to return the Questionnaire to them for editing. This article covers how to return a Web Questionnaire to a client.

1 Open the received Web Questionnaire

2 Click Send Back

Next, click the Send Back button.

3 PDF Print a Copy

4 Edit the Message

5 Send the Message

The message and the attached questionnaire will now be sent to the client.

 Your client will now proceed to receive a Portal Message with the Questionnaire attached.

6 Close the original message

Depending on your settings the original message may still be open. Click Save & Close.

How to generate a Web Questionnaire Status Report This article covers how to access and use the Web Questionnaire Status Report to track the progress of your clients' questionnaire completion. The Web Questionnaire status report is available as of version 8.7.7

1 Click on the CIQ Button

2 Set report filters

Next you can choose to set any require filters for the report.

3 Click Build Report

To generate the report, click Build Report

4 Review Report

A report window will now appear. The following information is provided:

1 The Matter ID and the name of the client

2 The type of questionnaire that was sent

3 The date that the questionnaire was sent to the client

4 The date and time your client first accessed the Web Questionnaire

5 The most recent date and time your client last accessed the Web Questionnaire

6 The status of the Questionnaire. This will change if your client has submitted the

Questionnaire or you have returned the Questionnaire to your client for editing.

7 The date the status of the Questionnaire changed.

 Tip: If you right click a data row in the report, you have the option to open the relevant matter.

How to preview your client's questionnaire progress This article covers how you can download a preview of a client's Web Questionnaire so that you can review their progress.

1 Open the Documents Tab

First, you will need to open the relevant matter's Documents tab and find the message which was sent that contained the Web Questionnaire for your client to complete.

2 Preview the Message

Next, right click the message and choose Preview

The Message Preview window will now appear.

3 Expand the View to show the More button

If the 'More' button does not appear, click the Show All Details button to expand the view.

4 Click More then Check Progress

Now click the More button followed by the Check Progress option.

5 Review Results

Deleting a Web Questionnaire from the Portal If you send a Web Questionnaire to a customer’s Portal by mistake, you can delete the Web Questionnaire from the Portal.  Deleting a Questionnaire from the Portal cannot be reversed. Any Data the client may have already entered in this Questionnaire will be lost.

1 Open the Matter

Before you can delete a Web Questionnaire you must open the relevant matter. To open a matter, click the Open button and then select and open the required Matter.

2 Go to the Documents tab

Select the Documents tab for the Matter.

3 Select the Web Questionnaire and Remove

Find the relevant Web Questionnaire, then right-click on the Questionnaire and select Remove from Portal.

4 Confirm

You will receive a message stating that the Questionnaire is about to be deleted and this cannot be reversed. Select Yes to proceed.

The Web Questionnaire has now been removed from the Portal.

Forms and eLodge

1 Open the Matter
2 Click the eLodge Button
3 Select the Application Type
4 Select the sub-type of application you want to prepare
5 Click Start Application
6 Acknowledge and Accept your responsibilities and the
7 Login to ImmiAccount
8 Proceed through the ImmiAccount Information pages
9 Proceed through the Applications page
10 Commence filling out the Application
11 Move to the Next Page
12 Continue Processing each page
13 Review and Print the Application
14 Submit the Application
15 Close the eLodge toolbar
1 Open the relevant Migrant Matter
1 Migrant Matter
2 Business Sponsor Matter
3 Family Sponsor
2 Check/Record details of the decision are recorded on the
3 Click the eLodge Button
4 Select Appeal as the Application Type
5 Select the sub-type of application you want to prepare
6 Select the person seeking review
7 Click Start Application
8 Acknowledge and Accept your responsibilities and the
9 Select the affected Visa
10 Login to the AAT
11 Proceed through the AAT Terms and Conditions pages
12 Commence filling out the Application
13 Move to the Next Page
14 Continue Processing each page
15 Review and Print the Application
16 Submit the Application
17 Close the eLodge toolbar
1 Open the relevant Matters
1 Migrant Matter
2 Business Sponsor Matter
3 Family Sponsor
2 Check/Record details of the decision are recorded on the

1 Open the Matter

To prepare a Visa or Nomination application, you must first open the relevant Migrant Matter. If you are preparing an SBS, you must open the relevant Business Sponsor Matter.

2 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear.

3 Select the Application Type

From the Application Type dropdown, select the type of application you wish to undertake. In order to prepare an online Visa application, choose 'Visa Application'.

4 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of visa application you wish to prepare using the eLodge system.

5 Click Start Application

Click the 'Start Application' button to proceed.

6 Acknowledge and Accept your responsibilities and the

7 Login to ImmiAccount

Click Logon to proceed.

8 Proceed through the ImmiAccount Information pages

9 Proceed through the Applications page

10 Commence filling out the Application

11 Move to the Next Page

12 Continue Processing each page

13 Review and Print the Application

14 Submit the Application

15 Close the eLodge toolbar

How to use eLodge to Lodge a Review Application for a Visa Decision – AAT Online Migration Manager has the ability to interact with the Administrative Appeals Tribunal to lodge online applications for review. Through the use of Migration Manager eLodge system, Migration Manager can speed up the filling out of online forms by opening up the AAT Online Lodgement site through the users installed Chrome browser and then auto filling the various online application fields with information held within Migration Manager.  IMPORTANT NOTICE: It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging it to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system.

1 Open the relevant Migrant Matter

Depending on the type of review application being sought, you will either need to open either a Migrant or a Business Sponsor Matter*. You have the following options:

1 Migrant Matter

• Visa Refusal • Visa Cancellation • Non-Revocation of a Visa Cancellation • Refusal of a Nominated Activity or Position • Points Test Assessment

2 Business Sponsor Matter

• Business Sponsor Approval/Variation Refusal • Business Sponsor Cancellation • Business Sponsor Bar

3 Family Sponsor

• The system does not use the family sponsor Matter to lodge online applications* In this case, as the review application is relating to a decision affecting a Visa matter (whether it be a refusal or a cancellation), you must open the affected migrant Matter (even if the sponsor is the person/entity with standing to seek the review).*

 *Note that the type of Matter opened is not dependent on who is seeking to lodge the review application – the person/entity seeking review is determined at a later step.

2 Check/Record details of the decision are recorded on the

matter In order to lodge a review application, details of the decision must be recorded on the relevant matter and, where necessary, any linked matter (for example nominations). Details of the refused or cancelled visa must be recorded in the Visas tab of the relevant individual(s).

3 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear.

4 Select Appeal as the Application Type

From the Application Type dropdown, select Appeal.

5 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of review application you wish to prepare using the eLodge system.

6 Select the person seeking review

Next, select the person who will be the review applicant.

 Important – it is your responsibility to correctly select the individual/entity who has the legal right to lodge the review application. Migration Manager can not provide you with advice or assistance on this issue.

7 Click Start Application

Click the 'Start Application' button to proceed.

8 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the AAT to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. Therefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

9 Select the affected Visa

A pop up window will now appear asking you to select the relevant visa that is the subject of the review application. Click the relevant decision and then click Select

10 Login to the AAT

A Google Chrome browser should now open on your computer. The Migration Manager eLodge Filler buttons will also appear in the top left hand corner of the screen as well as the AAT login panel. If you have not previously entered your AAT login details, record this information in the AAT login in panel and remember to tick "Make this my default AAT Account". If you have previously entered AAT login information you can select to login with those details. Click Login to proceed.

11 Proceed through the AAT Terms and Conditions pages

You will now be taken to the AAT Terms and Conditions page. To proceed, click Process Page to tick that you accept the terms and conditions and the then click Next.

12 Commence filling out the Application

The eLodge System will now proceed to fill out the review application. Use the eLodge toolbar to process and complete each page. Once you click Process Page, the eLodge toolbar will enter data into the various fields. The process bar will go fully green once it is complete and then go clear, at which point you can either manually type in any other fields.  Note: the eLodge system can only fill a field if the data is held within the program. If a field does not fill please check that the information has actually be recorded in the program.

13 Move to the Next Page

After the system has finished completing a page, review it to make sure that all of the content has been completed. If there is missing information you can manually type the required information. Once complete, you can move to the next page by clicking the 'Next' button on the eLodge toolbar. The eLodge system will then proceed to the next page of the application.

14 Continue Processing each page

Continue to fill in the remainder of the application remembering to always click the 'Process Page' button on each page, followed by the 'Next' button. If you answer a question that has multiple entries to be added, the Smart Filler should tell you how many have been inserted. To ensure that you do not miss any entries make sure you always click 'Process Page' whenever you come to or a returned to a multi entry page / section.

15 Review and Print the Application

16 Submit the Application

Once you reach the payment page for the application, Migration Manager ceases to be involved in the process. Migration Manager is not involved in lodging the review application, recording payment details or uploading documents. From this point forward you must enter all information manually.

17 Close the eLodge toolbar

How to use eLodge to Lodge a Review Application for a Nomination Decision – AAT Online Migration Manager has the ability to interact with the Administrative Appeals Tribunal to lodge online applications for review. Through the use of Migration Manager eLodge system, Migration Manager can speed up the filling out of online forms by opening up the AAT Online Lodgement site through the users installed Chrome browser and then auto filling the various online application fields with information held within Migration Manager.  IMPORTANT NOTICE: It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging it to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system.

1 Open the relevant Matters

Depending on the type of review application being sought, you will either need to open either a Migrant or a Business Sponsor Matter*. You have the following options:

1 Migrant Matter

• Visa Refusal • Visa Cancellation • Non-Revocation of a Visa Cancellation • Refusal of a Nominated Activity or Position • Points Test Assessment

2 Business Sponsor Matter

• Business Sponsor Approval/Variation Refusal • Business Sponsor Cancellation • Business Sponsor Bar

3 Family Sponsor

• The system does not use the family sponsor matter to lodge online applications*

In this case, as the review application is relating to a decision affecting a Nomination (whether it be a refusal or a cancellation), you must open the affected migrant Matter as that is where the review application will be lodged from (even if the sponsor is the person/entity with standing to seek the review).* Note that you will also need to open up the linked Sponsor's Matter as details of the decision will also need to be recorded there as per step 2 below.  *Note that the type of matter opened is not dependent on who is seeking to lodge the review application – the person/entity seeking review is determined at a later step.

2 Check/Record details of the decision are recorded on the

Sponsor matter In order to lodge a review application, details of the decision must be recorded on the relevant matter and, where necessary, any linked matter (for example nominations). Open the linked Sponsorship matter and ensure details of the refused or cancelled nomination are recorded under the Lodgement tab of the Nominations tab in the Sponsor matter.

3 Open the relevant Migrant Matter

As per the notes at point 1, the review application for the nomination decision will be run from the linked Migrant Matter. As such the Migrant Matter must be the Active matter.

4 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar The eLodge window will now appear. Note that if you have set your matter category as Appeal and the Matter Type, this will automatically populate the fields (and you can skip the next two steps).

5 Select Appeal as the Application Type

From the Application Type dropdown, select Appeal.

6 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of review application you wish to prepare using the eLodge system.

7 Select the person seeking review

Next, select the person who will be the review applicant – as this is about a nomination, the review applicant will be limited to the Sponsor.

8 Click Start Application

Click the 'Start Application' button to proceed.

9 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the AAT to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. herefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

10 Login to the AAT

A Google Chrome browser should now open on your computer. The Migration Manager eLodge Filler buttons will also appear in the top left hand corner of the screen as well as the AAT login panel.

If you have not previously entered your AAT login details, record this information in the AAT login in panel and remember to tick "Make this my default AAT Account". If you have previously entered AAT login information you can select to login with those details. Click Login to proceed.

11 Proceed through the AAT Terms and Conditions pages

You will now be taken to the AAT Terms and Conditions page. To proceed, click Process Page to tick that you accept the terms and conditions and the then click Next.

12 Commence filling out the Application

13 Move to the Next Page

14 Continue Processing each page

Continue to fill in the remainder of the application remembering to always click the 'Process Page' button on each page, followed by the 'Next' button.

15 Review and Print the Application

16 Submit the Application

17 Close the eLodge toolbar

How to use eLodge to Lodge a Review Application for a Sponsorship Decision – AAT Online Migration Manager has the ability to interact with the Administrative Appeals Tribunal to lodge online applications for review. Through the use of Migration Manager eLodge system, Migration Manager can speed up the filling out of online forms by opening up the AAT Online Lodgement site through the users installed Chrome browser and then auto filling the various online application fields with information held within Migration Manager.  IMPORTANT NOTICE: It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging it to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system.

1 Open the relevant Matters

Depending on the type of review application being sought, you will either need to open either a Migrant or a Business Sponsor Matter*. You have the following options:

1 Migrant Matter

• Visa Refusal • Visa Cancellation • Non-Revocation of a Visa Cancellation • Refusal of a Nominated Activity or Position • Points Test Assessment

2 Business Sponsor Matter

• Business Sponsor Approval/Variation Refusal • Business Sponsor Cancellation • Business Sponsor Bar

3 Family Sponsor

• The system does not use the family sponsor Matter to lodge online applications*

In this case, as the review application is relating to a decision affecting a Business Sponsorship (whether it be a refusal or a cancellation), you must open the affected Business Sponsor Matter as that is where the review application will be lodged from.  *Note that the type of Matter opened is not dependent on who is seeking to lodge the review application – the person/entity seeking review is determined at a later step.

2 Check/Record details of the decision are recorded on the

3 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear. Note that if you have set your matter category as Appeal and the Matter Type, this will automatically populate the fields (and you can skip the next two steps).

4 Select Appeal as the Application Type

From the Application Type dropdown, select Appeal.

5 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of review application you wish to prepare using the eLodge system.

6 Click Start Application

Click the 'Start Application' button to proceed.

7 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the AAT to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. herefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

8 Select the relevant Sponsorship Decision

A pop up window will now appear asking you to select which Sponsorship on this matter is to be reviewed. Select the relevant decision and then click Select.

9 Login to the AAT

10 Proceed through the AAT Terms and Conditions pages

You will now be taken to the AAT Terms and Conditions page. To proceed, click Process Page to tick that you accept the terms and conditions and the then click Next.

11 Commence filling out the Application

12 Move to the Next Page

13 Continue Processing each page

14 Review and Print the Application

15 Submit the Application

16 Close the eLodge toolbar

Processing a Visa that requires an EOI Visas that require an Expression of Interest (EOI) are processed in Migration Manager in 2 parts • The eLodge EOI is processed, during this process the EOI application details are saved within Migration Manager. • The EOI is then accepted via eLodge and the Visa is processed. Process the Expression of Interest (EOI)

1 Start eLodge

Open the Migrant Matter and select eLodge from the Main Toolbar.

2 Choose the appropriate EOI

Select the "Application Type" as Visa Application, then select the "Sub-Type" as the Expression of Interest for the subclass you want.  Make sure you select the Expression of Interest, not the Visa Subclass.

3 Start the Application

Select Start Application.

4 Process the EOI

Process the EOI as you would any normal eLodge (for full details, see How to use eLodge).

5 Complete the Account Details Page

1 During the process of the EOI, you will be asked to complete the details for EOI Account

Creation. These fields will populate automatically. Check you are happy with these details, then click Continue.

6 Ensure you save the Account Details back into Migration

Manager

1 Once the Account is created and the Confirm Account Information screen appears, click

Process Page to populate these details back into Migration Manager.

 These details then flow back into the Dept => SkillSelect tab in Migration Manager.

7 Complete the rest of the EOI as normal

Processing the Visa Once the EOI has been accepted by the Department, you can process the Visa Accepting the EOI and starting the Visa

1 Start eLodge

Open the Migrant Matter and select eLodge from the Main Toolbar

2 Choose the appropriate Visa

Select the "Application Type" as Visa Application, then select the "Sub-Type" as the Visa you wish to process.  Make sure you select the Visa Subclass, not the Expression of Interest.

3 Start the Application

Select Start Application.

4 Log into Skill Select

At the Skill Select Login Page, click Process Page and eLodge will populate based on the details saved in Migration Manager during the EOI process.

5 Select Apply Visa

On the EOI Homepage, choose Apply Visa for the EOI you would like to accept.

6 Click Apply

On the Apply Visa Confirmation page, click YES, then Apply.

 SkillSelect then redirects you to the immi site

7 Log into immi

You will now arrive at Immi’s login page. Click Login on eLodge Smart Fill to log into immi.

8 Process Page

On the Information Page, click Process Page.

9 Complete the Visa

Immi now takes you to page 1 of the application. Now complete the Visa as you would any other eLodge application (see How to use eLodge) Continuing a Visa for an application which contains an EOI Once the EOI has been accepted and the Visa Application has been started in immi, accessing SkillSelect is no longer required. Therefore, if you are wishing to continue a partially completed application in immi, follow the below procedure.

1 Start eLodge

Open the Migrant Matter and select eLodge from the Main Toolbar.

2 Choose the appropriate Visa

Select the "Application Type" as Visa Application, then select the "Sub-Type" as the Visa you wish to process.  Make sure you select the Visa Subclass, not the Expression of Interest.

3 Select Continue Application

Click Continue Application (not Start Application)  By clicking Continue, eLodge will take you directly to immi rather than SkillSelect

4 Navigate to the in-progress Application

1 At the immi Login Page, click Login on the eLodge Smartfill to log into eLodge as normal.

2 At the news page, click Process Page to Navigate to the list of Applications.

3 Locate the In-progress application and click Edit.

4 Now click Next repeatedly to get to the page you are up to.

5 From there, complete the Application like you normally would (See How to use eLodge)

Adding a VEVO user as a separate user A company may have several Immi accounts, but perhaps only one of these accounts has access to VEVO. In this scenario you may wish to link this VEVO immi account to a particular Migration Manager user for ease of use. This way when VEVO is run, the VEVO immi credentials can be easily selected. The setup process involves creating a “VEVO” user, allowing other users to access this user’s details, then setting the immi VEVO password for this user.

1 Creating a VEVO user

Create a VEVO User to store the immi Password

1.1 Log in as user Administrator.

1.2 Go to Schedules => Users/RMAs

1.3 Click the Add button to Add a new User

1.4 Enter details on the 'Staff' tab

1 Enter the user name (example “VEVO User”)

2 Enter a password.

3 Enter the Surname, Given Names and Preferred Name

4 Enter Initials

5 Select an Office (any office is ok)

6 Set the Questionnaire Return Address to “Default”

1.5 Go to the 'Contacts Details' tab

1.6 Enter an “Internal Email” (this can be any address as it wont be used

as such)

1.7 Click Save & Close

2 Setting Permissions

Set Permissions to allow this user to run VEVO The user is now created, but we need to give it access to eLodge and allow other users to use its details.

2.1 Once you create your user, you will be asked if you wish to set

preferences. Click Yes  If you miss this step, you can still access permissions by going to Tools => Administrative => Preferences => User Permissions tab

2.2 Go to the User Permissions tab of Preferences

2.3 Ensure the VEVO User has the permission "Allow Access to eLodge"

ticked

2.4 Ensure the VEVO User has the permission "Allow Other User to Use

This Immi Account" ticked.

2.5 Click Save & Exit

3 Setting the Immi Account Password

Set the VEVO immi Password against your VEVO user

3.1 Log in as the VEVO User

3.2 Open any Migrant Matter (we wont actually be processing any

applications)

3.3 Start eLodge. Click the "eLodge Button" on the Main Toolbar

3.4 Select any Visa Subclass, then click "Start Application"

Once again, we wont be processing an eLodge, we just need to trigger the eLodge functionality.

3.5 When the Login Page appears, you will be asked to enter immi details

for this user for the first time.

1 Tick User Other ImmiAccount.

2 Enter the Immi Username and Password which has access to VEVO.

3 Tick Make this my default ImmiAccount.

4 Then click Login.

 ELodge will now Save these immi details against the VEVO User and log you into immi. At this point the details are now saved in Migration Manager so you can close eLodge and the Web Browser.

4 Using the new Functionality

Now that these details have been saved, you can access them easily during the VEVO process. When you are logged back in as yourself (or any other user), and you wish to process VEVO just follow these steps. Using the saved VEVO Credentials with your own User Profile

4.1 Whilst logged in as yourself, open the Matter you wish to perform

VEVO on

4.2 Click the eLodge button on the Main Toolbar

4.3 Select the Type "VEVO" and click "Start Search"

4.4 Select the Migrant to perform the Search on, then click "Save &

Search"

4.5 Complete the Login Screen

When the ImmiAccount Login window appears:

1 Select Use ImmiAccount of Another Person.

2 Select the User VEVO User.

3 Click Login.

 VEVO will now be performed using the credentials from the VEVO User  Immi’s MFA Requirements As immi has introduced MFA requirements for running VEVO, you will need to establish a procedure for users to be able to access the MFA Authentication Code immi requests during the VEVO process. Ultimately this decision and responsibility is yours, however, the main two options would be:

1 Leave your immi account’s MFA set to SMS delivery, and the staff member with this

device will need to supply the code each time VEVO is run.

2 Set your immi account’s MFA to use Email delivery, then create Outlook rules so when

the Authentication code arrives, the email is distributed to the appropriate staff members (You may require your IT person to help configure this).

How to use eLodge to Lodge an ACS Application Migration Manager has the ability to interact with the Australian Computer Society to lodge online applications. Through the use of Migration Manager’s eLodge system, Migration Manager can speed up the filling out of online forms by opening up the ACS Online Lodgement site through the users installed Chrome browser and then auto filling the various online application fields with information held within Migration Manager.  IMPORTANT NOTICE: It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging it to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. Prerequisite In order to be able to start an ACS application through eLodge, you must have an Assessment record created on the Applicants => Asmt tab of the Matter. If one does not exist, you can create it by clicking the + Add button.

The Assessment Record should have the following selected: • Assessing Authority Office. • Assessment Type. • Occupation (which will populate the ANZSCO code). • 'Use in Application'. As well as this, the Assessment must not have a value in the Lodgement Date, Receipt/Ref No or Decision fields (as this would suggest the Assessment has already been submitted).

Processing an ACS Application through eLodge

1 Open the Matter

From the main Tool Bar, click Open, then select the Matter.

2 Open eLodge

From the main Tool Bar, click the eLodge button.

3 Select ACS and Start

1 Select the ‘Application Type’ as Skills Assessment.

2 Select the ‘Sub-Type’ as ACS.

3 Then select Start Application.

4 Select the Applicant

Choose the Applicant you wish to make the assessment application for, then click OK.

5 Select the Skilled Assessment

Select the Skills Assessment, then click OK.

Chrome will open and to navigate itself to the ACS Website

6 Select your ACS Login Name and click Logon

 Note: If you have not saved an ACS Login in Migration Manager before, you can do so by clicking More, then + New Logon.

7 Click Process to submit a new Application

Once you have logged in, click the Process Page button to Submit a Skills Application.

8 Select the ANZSCO and choose the ACS Skills Application Type

Click Process Page to populate the ANZSCO code recorded in Migration Manager, then manually select the ACS Skills Application Type you wish to process. Then click Next.

9 Populate the remaining pages

From Pages 2 onwards, click Process Page to populate the Page, followed by Next to move to the next record or page.

 Note: ACS Applications work differently to immi Applications. With ACS applications, as you enter each record, you need to add its Qualification or Experience Document before moving onto the next record.

So the process when completing records such as Qualifications and Experience would be:

1 Click Process Page to populate the first record.

2 For that new record, click Browse Files or drag and drop to add the corresponding

Attachment.

3 Click Process Page to populate the second record.

4 For the second record, click Browse Files or drag and drop to add the corresponding

Attachment. And so on until all records are complete.

How to handle Multiple Citizenships for one family Migration Manager can use eLodge to populate Citizenship applications for your clients. If a family is applying for Citizenships, you would need to process separate applications for each family member. This can cause an issue as eLodge can only process a Citizenship application for the Primary Applicant. The below process describes how best to handle the creation of multiple Matters to allow processing in eLodge.

1 Create the first Matter

Create a Matter for the first person who would like Citizenship.

2 Send the Questionnaire

Once the Matter is created, send the client the Full Questionnaire to complete. Full details on how to send a Questionnaire can be found at Send a Questionnaire.

3 Complete the Questionnaire

Ask the client to complete the Questionnaire with ALL family members who are applying for Citizenship.

4 Import the Questionnaire

When the Questionnaire is returned, import the Questionnaire. Full details can be found at Importing PDF Questionnaires.  This will import all the data for the first applicant requiring Citizenship, it will also contain much (but not all) of the information required by the other family members. At this point we can create new Matters for the other Family members containing all the information we already have, meaning the client will not need to complete multiple full questionnaires from scratch.

5 Create Matters for the other family members

Use the Change Primary Applicant function to create matters for each of the other family members. This function will leave the current matter as it is, but create new populated Matters with your choice of new Primary Applicant.

For full details on using Change Primary Applicant see Changing Primary Applicant.

6 Send out Merged Questionnaires to the other applicants

For each of the new Matters you have created, use the Merging Questionnaire from Data function to create a Merged Questionnaire for each family member. Open each Matter, then from the Main Menu select CIQ, then Merged Questionnaire from Data. For full details, see Merging a PDF Questionnaire from Data.

7 Complete the Questionnaire

Ask each family member to go through their questionnaire and just complete any incomplete information. Because this is a merged questionnaire, it will already contain most of the information required by them and should not be a large task.

8 Import the Questionnaire

When the Questionnaires are returned, import each Questionnaire to the appropriate Matter. Full details can be found at Importing PDF Questionnaires.  All Matters now have a full set of information ready to process. From here simply run eLodge for each Matter to complete their Citizenship applications.

How to Continue an ImmiAccount Application Whilst processing an ImmiAccount online application via eLodge, the Application TRN is written back into MM against the Matter, not only for record keeping purposes, but also to allow you to continue the application easily if you need to return to it at a later time.  IMPORTANT NOTICE: It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the Deparment to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. Where the TRN is recorded against the Matter The ImmiAccount TRN is written back into MM against the Dept tab of the Matter.

Continuing an Existing Immi Application via eLodge

1 Open the Matter

Open the relevant Migrant Matter. If you are preparing an SBS, you must open the relevant Business Sponsor Matter.

2 Click the eLodge Button

The eLodge window will now appear.

3 Select 'Continue Application'

Click the Continue Application button.

4 Acknowledge and Accept your responsibilities and the End User

Agreement t is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the Department to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. herefore you should check everything

carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

5 Login to ImmiAccount

A Google Chrome browser should now open on your computer. The Migration Manager eLodge Filler buttons will also appear in the top left-hand corner of the screen as well as the ImmiAccount login panel. Select the Immi Account you wish to use, then click Fill & Logon.

6 Complete you MFA

Enter the Authentication Code sent to your mobile or email, then click Submit.

7 Proceed through the ImmiAccount Information pages

Click Next to Proceed to the ImmiAccount application page.

8 Process to let eLodge search for the TRN

Once at the My Application Summary page, click the Process button and eLodge will search for the TRN linked to the Matter.

9 Click 'Edit' to select the Application

Confirm this is the Application you wish to continue, then click Edit.

10 Click 'Next' to get to the page you are up to

From here, click Next on the Smartfill until you get to the page you are up to / wish to edit.

PDF Forms

How to Merge a Department PDF Form Migration Manager allows users to merge data from a matter in to fillable PDF forms made available by Immi.

1 Open the relevant Matter

2 Click the Forms button

3 Select the Form to merge

When the Form Filler window has appeared, select the Form you want to merge from the Select Form dropdown.

4 Use the most up to date version of the Form

4.1 Check the date you last downloaded this Form

The date this selected form was last downloaded from Immi Account will be displayed.

4.2 Download the latest version

5 Select the person to merge the Form for

Use the Select Person dropdown to choose the person you wish to merge the Form for.

6 Modify how the text appears or the filename used

7 Click Merge Form

When you are ready to merge the Form, click Merge Form.

8 Read and Accept the notification

 It is important that you remember that it is your responsibility to check a Form after merging.

9 Review the Merged Form

The merged Form will now appear. You should review the Form and make any amendments necessary.

10 Save and Close the Form

When you have finished reviewing/amending the Form, you must save it before you close it. If you do not save the form before closing, the Form may appear blank the next time you open it.

11 The merged Form is saved in the Documents tab

The merged Form is now saved as an entry in the Documents tab in the active Matter. Video Guide

How to download the most up to date Department form? Migration Manager allows users to merge data from a matter into fillable PDF forms made available by Immi. When merging a Form it is important to ensure that you are using the latest form available. Migration Manager does not automatically download forms for you, but it does tell you the last time a Form was downloaded and gives you the ability to quickly download the latest form.

1 Open the relevant Matter

2 Click the Forms button

3 Select the Form to merge

When the Form Filler window has appeared, select the Form you want to merge from the 'Select Form' drop-down.

4 Check the Date the Form was last downloaded from

Immi The date this selected form was last downloaded from Immi will be displayed.

5 Download the latest version

If the Form is old/out of date you can download an up to date version of this particular form Immi by clicking the Download Latest button. This will download this one form as currently published by the Department of Immigration.

6 The Form is now current

When the Form download has completed the Last Downloaded field will show an updated date and time. You can now proceed to merge this form.

1 Merge the Form

First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see: How to Merge a Department PDF Form

2 Open the Documents tab

First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder.

Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.

3 Select the Form, Right Click and select Email To

After you have selected the Form you wish to email, right click it and from the context menu choose Email To and then choose the person you wish to email it to.

 Tip – you can send multiple forms and documents in the same email by:

1 using your Ctrl key to select multiple items at the same time

2 then right clicking one of the selected items and choosing Email To from the context

menu.

4 Select who to Email To

 Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Create the Email

When you have finished add receipients, click the Create Email button to generate the email in Outlook.

6 Review and Send the Email

An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it.

How to send a Form via the Secure Client Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via an Encrypted Message in the Secure Client Portal. Note: The instructions below are for using Migration Manager version 8.5.3 or newer.

1 Merge the Form

First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a Department Form

2 Open the Documents tab

Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder.

3 Select the Form, Right Click and select Upload to Portal

After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed.

4 Add a Message/Instructions

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the 'Send Message' button. The message and its attachments will now be sent to the Secure Client Portal.

7 Send notification email

How to hide the Adobe tool panel When Adobe opens Forms, part of the window is taken up with the use of Adobe's build-in tools panel. This tool panel will cause the view of the document to be smaller. You can change a setting in Adobe to hide this panel by default.

1 Open a PDF in Adobe and in the menu bar go to Edit, then

Preferences

2 Go to the 'Documents' preference

3 Tick 'Remember current state of Tools Pane'

4 Click OK to save this preference

5 Important: You must now minimise the tool panel in the

open document It is important that you minimise the tool panel for this setting to take affect on all future pdfs that you open. To minimise the tool panel, click the little arrow and this will minimise the tools panel. If you ever need to reopen the tools panel you can just click the little arrow to make it reappear.

6 Close Adobe for the changes to take effect

 The next time you open a document in Adobe, the Tools Panel should be minimised.

I receive an error when trying to update my Forms: Meta Refresh error When you try and update a PDF form in Migration Manager and you receive an error that reads "Internet Setting [META REFRESH] is disabled preventing forms from downloading. Click Help for detaiils on how to enable this setting." it means that a setting in your Internet Explorer called Auto Refresh is disabled. Auto refresh is a useful feature of Internet Explorer as it allows websites to automatically reload with the latest content. It is especially useful for websites with quickly changing content. The refreshing makes it possible for content to appear consistently, without interruption and is intergral to Migration Manager's ability to download forms from Legendcom / ImmiAccount. Please follow the steps given below on how to turn on Auto refresh in Internet Explorer.

1 Find and open your computer's Internet Options

On your computer, click on Start and then type Internet Options in the search bar. When search has found Internet Options, click on it.

2 Access your Internet Security Custom Level settings

Once the Internet Options dialog box appears, click on the Security tab and then select Internet Zone. Click on the button below labeled Custom Level.

3 Enable Meta Refresh

In the Custom Level security menu, scroll down the list until you find the entry called 'Allow Meta Refresh'. Select Enable and then click OK.

4 Click Apply and OK on the Internet Options dialog box.

Migration Manager should now be able to download forms from Immiaccount/Legendcom.

Submitting Additional Information for Forms. Migration Manager has the functionality to Merge data into Legendcom Forms. Sometimes however these forms do not allow enough room to complete all the client’s details (for example, the Address History on Form 80 only allows room for 5 records). Forms usually have a section on the last page for additional details, however due to the design of the Legendcom form, the Form Merge function cannot complete additional details in this section. Because of this, what we recommend (and what is widely used) is to export these details to a spreadsheet and attach these spreadsheets when you submit the Form.  In the below example we will be using Form 80 and the Address Question (Question 17). The client has 7 addresses. However, Form 80 only allows for 5.

1 Go to the Address Tab of the Migrant

Open the Migrant Matter, then go to the Applicants => Addresses tab.

2 Export this tab to Excel

• Click the Excel button at the bottom right of the Address Grid. The information will Process into Excel

3 Save the spreadsheet

• Once the Spreadsheet opens, save the spreadsheet

4 Make notation in the Additional information section of

the Form In the Additional Information section of the form, state the Question number and description (example “See Attached Spreadsheet”)

5 When you submit the Form to the Department, send any

relevant Spreadsheets at the same time

Manually Saving Forms for Form Filling Migration Manager can merge Department Forms using the Forms function. You can download the latest Form required by using the 'Download Latest' function. However, if you encounter issues using this function, then you can manually download/save these forms into Migration Manager’s Forms folder to allow Migration Manager to merge the form when required.

1 Download the Department Form

Download the form as you would normally. For example, you may manually download a Form

80 from https://immi.homeaffairs.gov.au/form-listing/forms/80.pdf

2 Save it to Migration Manager’s Forms folder

In your Migration Manager folder structure, you will find the Forms folder. It may go by a few different names: • MigrationManagerForms • MigrationManagerDIACForms • LEAPMMDIACForms • LEAPMMForms Save the Form into the folder that appears on your system

3 Merging the Form

At this point, the Form can be merged as normal. See How to Merge a Department Form for instructions.

VEVO Searches

How to perform a Batch VEVO Search The Batch VEVO Search function enables you to perform a VEVO Visa Entitlements search for multiple individuals across multiple matters in the one process. The following article sets out how to perform a Batch VEVO Search  Important: Your ImmiAccount must have VEVO search enabled in order for this function to work. If you do not have VEVO search enabled you need to contact the Department of Immigration to have this feature made available on your ImmiAccount. The Batch VEVO search function is operated via the Reports window. You use the reports function to generate a list of all of the people that you want to perform a Batch VEVO search on. For instructions on how to create a report, please see this article. Otherwise the following article shows an example of how to create a report and perform a VEVO search for all of your migrants who are applying for a Subclass 457 Visa.

1 Click the Reports button

The Report creator window will now open.

2 Create the Report

Using the Report Creator window, set the paramaters on which you want to generate a report. As a minimum you should include fields for the migrant's Surname, Given Names, Date of Birth, Passport Number and Passport Country of Issue. In this example the report has been set to include the recommended information plus modified to filter the result to just show the firm's Subclass 820 matters along with details on who the RMA is each matter.

 Tip – It is recommended that you save a copy your Report Creator for future repeated use. To do this, click the Save button and follow the prompt.

3 Click Process

When you are ready to generate your report, click 'Process'.

4 Review the Report Results

Once you have clicked 'Process', the Reports Results window will appear with a list of matters and/or applicants which meet the search criteria.

5 Enable the Batch VEVO mode

To activate Batch VEVO mode, drag the slider to the 'ON' position.

6 Take note of any issues

In order for the VEVO search to be able to be performed on a given person, they must have the requisite bio and passport data available and shown in the report. If the report does not show sufficient details, a pop up will appear notifying you of how many Matters do not have sufficient details.  At this point you can either carry forward with the search, which will exclude the individuals with insufficent information, or you select the deficient matter and edit the details the Matter details by clicking the 'View Client' button.

7 Click 'Perform VEVO Searches'

8 Login to your ImmiAccount

9 You will then be asked to enter your MFA code from your

Authenticator App. Enter the code, then click OK.  If you have not yet setup MFA in your immi account, a message will appear telling you to log into immi manually, and set it up. Follow the guide Activating MFA in immi to set up MFA.

10 The Search Process

Migration Manager will now proceed to logon to your ImmiAccount and perform a VEVO search for each of the individuals in your report for whom their is sufficient details. You will see a progress bar across the bottom of the window indicating how the search is progressing.  Note – the speed of the search will be affected by the speed of your internet connection and how efficient the Department of Immigration's VEVO search system is operating at the time of the search.

11 The Search Results

When the search has completed, a window will appear with details of the search results and a summary of the results. The results grid also includes a colour coded response to show you what has happened: • Green – Successful. The search was successful and the results obtained from VEVO show that no information indicating that circumstances are different to what has previously been recorded in Migration Manager; • Yellow – Variation Detected. The search was able to find a match for the person in VEVO, but the results that were returned are different to the information either currently stored in the Visas table or that were captured during a previous VEVO Search; • Red – Unsuccessful. The search was unable to find this person in VEVO or there was an error with their results. • Blank – No search was performed for this person. Insufficient information to perform a search.

How to perform a VEVO search Migration Manager has the ability to perform VEVO searches through the Department’s immiAccount system. Agents are able to perform VEVO searches for one or more persons on files that they have created.

1 To perform a VEVO search, you must first open the

relevant Migrant Matter.

2 Click the eLodge button on the Main Toolbar.

3 The eLodge window will now appear. Select VEVO from

the dropdown.

4 Click 'Start Search'.

5 The Applicant Selection window will now appear. First,

select which of the applicants from this matter you wish to conduct a search on, by ticking the left hand box next to the Applicants name.

6 Next, add any information which is missing from the

different applicants. To add information click on the required cell and type in the relevant details.  Note: When you click Save & Search the information you have typed in will be updated to this client in Migration Manager’s database.

7 If there are any other individuals you wish to add to this

file and include in this search, click the “+” button in the bottom right hand corner.

8 The ‘Add New Applicants’ window will appear. Insert the

additional applicant’s details and then click ‘Add & Close’.  Important: This process will also add this person to this matter as an included applicant.

9 When you are ready to commence the search, click 'Save

& Search'.  Note: The details you have added/changed about the applicants will be updated in Migration Manager.

10 The browser will now open and the ImmiAccount login

panel will appear. Click Login. If you have not previously entered your ImmiAccount login details, follow the procedure Updating your Immi Password for eLodge.

11 You will then be asked to enter your MFA code from

your Authenticator App. Enter the code, then click OK.

 If you have not yet setup MFA in your immi account, a message will appear telling you to log into immi manually, and set it up. Follow the guide Activating MFA in immi to set up MFA.

12 Migration Manager will now proceed to undertake a

VEVO search for all of the selected individuals.

13 When the search has completed, all of the successful

search results will be recorded in the Progress Tab in the matter. To open the results, double click the PDF icon in the far right column.

14 A copy of the successful search results will also appear

as PDF, JPEG and CSV files in the Documents Tab. A preview of these items can be seen by clicking the item, then clicking the 'Preview' button.

 Note: If a search is unsuccessful, Migration Manager will display an error results page. To repeat a search, you will need to start the above process again from step 1.

Reports

1 Log in as Administrator
2 Open the Preferences/Permissions window
3 Set the Report Permissions for the user
3.1 Allow Access to Reports
3.2 Allow Access to User Defined Reports
3.3 Allow Access to Saved Reports
3.4 Allow User to Access Preset Reports
3.5 Allow This User to View Others in Billings Report
3.6 Other
4 Close
1 Click the Reports button
2 Set the Default fields
3 Set the fields to report on
3.1 First choose the Category of field you wish to include in your
3.2 Select the relevant field from the category
3.3 Set any required Filter
3.4 Set the value of the filter
3.5 Click 'Add Column'
3.6 Continue adding columns to report on
1 choose the 'Edit' option;
2 then update the filter information in the edit window;
3 click OK to edit the filter for the selected column.
4 Click Process
5 Review the Report Results
1 Click the Reports button
2 Create the Report
3 Click Process
4 Review the Report Results
5 Enable the Batch VEVO mode
6 Take note of any issues
7 Click 'Perform VEVO Searches'
8 Login to your ImmiAccount
9 You will then be asked to enter your MFA code from your
10 The Search Process
11 The Search Results
1 Click the Reports button
2 Create the Report
3 Click Save
4 Give the Report a Title
5 Add a Description

1 Log in as Administrator

To access the Permission you will need to log in as Administrator or as a user who has been set as having permission to edit user credentials and permissions.

2 Open the Preferences/Permissions window

To access and edit the User Report Permissions, click the 'Tools' button in the top toolbar and then click 'Administative', then 'Preferences'.

Now go to the Report Permissions tab.

3 Set the Report Permissions for the user

Within the Report Permissions tab, it is possible to set which user has the permission to generate which reports.

 Tip: If you right click a row a menu option will appear that will you tick or untick all items for a user in one action.

3.1 Allow Access to Reports

This setting determines whether a User can access and produce any of the reports in Migration Manager. If the box is unticked then the user will be unable to generate any of the reports

3.2 Allow Access to User Defined Reports

If this setting is not ticked, then a User is unable to generate a User Defined Report (the first tab of the window). If a user does not have permission they will the words 'User Access Restricted' and the Process button will be greyed out.

3.3 Allow Access to Saved Reports

If this setting is not ticked, then a User can not generate any of the Saved (including any that they themselves have saved previously)

3.4 Allow User to Access Preset Reports

If this setting is not ticked, then a User can not generate any Preset .

3.5 Allow This User to View Others in Billings Report

If this setting is not ticked, then a User can only view their own billing details when generating the following Accounts reports: • Aged Debtors • Billing Receipts by Staff Member • Fee Earner Fee Target Performance FYTD • Fee Earner Performance Summary • Matter Estimate Performance • Matter Time Estimate Performance • Time Billing Detail • Incomplete Time Billing Entries

3.6 Other

All of the remaining settings control whether the user can generate a specified Accounts or System Report.

4 Close

Once you have finished entering all of your relevant Accounts User Permissions, click 'Save & Exit' to finish.

How to generate a Report Migration Manager's Report Creator allows you to create user designed reports covering nearly any field / piece of data recorded in Migration Manager. The reports interface enables you to set a multitude of parameters to display the data you require.The following article sets out how to create a report that gives the user a list of all of the firm's Subclass 820 matters, who the RMA on the matter is and the basic passport details.

1 Click the Reports button

First, click the Report button in the Main Toolbar. The Report creator window will now open.

2 Set the Default fields

Using the Report Creator window, you now need set the paramaters on which you want to generate a report. First take note of the parameters which are set by default as these will affect the results. Any item which is ticked will include a column in your report showing the associated information.

3 Set the fields to report on

Now select the data that you wish to report on by adding those data fields as columns to your report .

3.1 First choose the Category of field you wish to include in your

report.

3.2 Select the relevant field from the category

From column 2, choose the field that you want to set as a column in your report.

 Tip – Some categories have a lot fields available to report on. Use the Search bar to narrow down the options.

3.3 Set any required Filter

For each field, you can also set a number of different filters to those search fields so as to narrow the results which are returned. If you set a filter it will limit what is shown in accordance with the filter. Furthermore the available filters are different depending on which Field you have selected. If you do not want to filter this field, but rather just report on it, leave the filter blank. Example: In this example we can see that the report will be limited to providing data where a matter is listed as applying for a Subclass 820 Visa. To do this first select the filter to apply to the field – in this case the best option is 'Contains';

3.4 Set the value of the filter

Now set the value you want the filter to filter by. In this case 820 is typed in so that the field will be filtered to show only matters where the visa type contains the value 820.

3.5 Click 'Add Column'

To add the row to the report, click the 'Add Column' button. The row will now appear in the grid below.

3.6 Continue adding columns to report on

 Tip – if you want to modify a column which has been added to a report, right click the relevant row in the grid and select an option from the context menu. For example if you want to edit the filter,

1 choose the 'Edit' option;

2 then update the filter information in the edit window;

3 click OK to edit the filter for the selected column.

4 Click Process

When you are ready to generate your report, click 'Process'.

5 Review the Report Results

Once you have clicked 'Process', the Results window will appear with a list of matters and/or applicants which meet the search criteria.

 Tip – If you want to view the Matter of a particular entry, click the 'View Client' button. It is recommended that you save a copy your Report template for future repeated use. To do this, click the Save button and follow the prompt.

How to perform a Batch VEVO Search The Batch VEVO Search function enables you to perform a VEVO Visa Entitlements search for multiple individuals across multiple matters in the one process. The following article sets out how to perform a Batch VEVO Search  Important: Your ImmiAccount must have VEVO search enabled in order for this function to work. If you do not have VEVO search enabled you need to contact the Department of Immigration to have this feature made available on your ImmiAccount. The Batch VEVO search function is operated via the window. You use the reports function to generate a list of all of the people that you want to perform a Batch VEVO search on. For instructions on how to create a report, please see this article. Otherwise the following article shows an example of how to create a report and perform a VEVO search for all of your migrants who are applying for a Subclass 457 Visa.

1 Click the Reports button

The Report creator window will now open.

2 Create the Report

 Tip – It is recommended that you save a copy your Report Creator for future repeated use. To do this, click the Save button and follow the prompt.

3 Click Process

When you are ready to generate your report, click 'Process'.

4 Review the Report Results

Once you have clicked 'Process', the Results window will appear with a list of matters and/or applicants which meet the search criteria.

5 Enable the Batch VEVO mode

To activate Batch VEVO mode, drag the slider to the 'ON' position.

6 Take note of any issues

7 Click 'Perform VEVO Searches'

8 Login to your ImmiAccount

9 You will then be asked to enter your MFA code from your

10 The Search Process

11 The Search Results

How to Save a Report Template Migration Manager's Report Creator allows you to create user designed reports coverning nearly any field / piece of data recorded in Migration Manager. The reports interface enables you to set a multitude of parameters to display the data you require. However once you create a report you may want to also save it as a template so that you can re-run the report in the future. The following article sets out how to save a Report Template

1 Click the Reports button

The Report creator window will now open.

2 Create the Report

Using the Report Creator window, set the paramaters on which you want to generate a report.  The example below will include fields for the migrant's Surname, Given Names, Date of Birth, Passport Number and Passport Country of Issue, plus modified to filter the result to just show the firm's Subclass 820 matters along with details on who the RMA is each matter.

3 Click Save

To save a copy your Report Creator for future repeated use, click the Save button and follow the prompt.

4 Give the Report a Title

Give the Report Template a Title so that you can find it easily in the future. Click OK.

5 Add a Description

You can use the Description field to provide some additional details about the report to help you find it in the future.

6 Saved Reports

The Report Template will now be saved in the Saved Templates tab of the window. To use this Report Template again in the future, just select the report and click 'Build Report'.

Examples

How to generate a Report on clients engaged during a specific time period Migration Manager's Report Creator allows you to create user designed reports covering nearly any field / piece of data recorded in Migration Manager. The reports interface enables you to set a multitude of parameters to display the data you require. The following article sets out how to create a report that gives the user a list of all of the firm's clients engaged during a particular time period. NOTE: There is video example at the end of this page.

1 Click the Reports button

First, click the Report button in the Main Toolbar. The Report creator window will now open.

2 Set the Default fields

3 Set the fields to report on

Now select the data that you wish to report on by adding those data fields as columns to your report .

3.1 First choose the Category of field you wish to include in your

report.

3.2 Select the relevant field from the category

From column 2, choose the field that you want to set as a column in your report.  Tip – Some categories have a lot fields available to report on. Use the Search bar to narrow down the options.

3.3 Set any required Filter

Example: In this example we can see that the report will be limited to providing data for files where the engagement of the firm has taken place after a date – so the filter is set to "Is After (Date)".

3.4 Set the value of the filter

Now set the value you want the filter to filter by. In this case a date is selected in so that the field will be filtered to show only matters where the engagement date was after the 1st of January.

3.5 Click 'Add Column'

To add the row to the report, click the 'Add Column' button. The row will now appear in the grid below.

3.6 Continue adding columns to report on

In this example, because the report is only to cover a set period of time, the user needs to add another parameter to the search setting an end date for what is covered. To do this, add another column with a filter set to "Is Before (date)" and add the end date of the search.

4 Click Process

When you are ready to generate your report, click 'Process'.

5 Review the Report Results

Once you have clicked Process the Results window will appear with a list of matters and/or applicants which meet the search criteria.  Tip – If you want to view the Matter of a particular entry, click the 'View Client' button. It is recommended that you save a copy your Report template for future repeated use. To do this, click the Save button and follow the prompt.

How to generate a Report that shows the most recent Summary Note entries for all clients Migration Manager's Report Creator allows you to create user designed reports covering nearly any field / piece of data recorded in Migration Manager. The reports interface enables you to set a multitude of parameters to display the data you require. The following article sets out how to create a report that gives the user a list of all of the firm's clients and what the most recent Summary Note entry for each matter was. NOTE: There is video example at the end of this page.

1 Click the Reports button

First, click the Report button in the Main Toolbar. The Report creator window will now open.

2 Set the Default fields

3 Set the fields to report on

Now select the data that you wish to report on by adding those data fields as columns to your report .

3.1 First choose the Category of field you wish to include in your

report.

3.2 Select the relevant field from the category

From column 2, choose the field that you want to set as a column in your report.  Tip – Some categories have a lot fields available to report on. Use the Search bar to narrow down the options.

3.3 Set any required Filter

Example: In this example we can see that the report will be limited to providing data for files where there is a Summary Note entry.

3.4 Set the value of the filter

If you wanted the report to show a summary note which contained particular text, you could set the filter to 'contains' and then set the value of the filter to the word you were searching for.

3.5 Click 'Add Column'

To add the row to the report, click the 'Add Column' button. The row will now appear in the grid below.

4 Click Process

When you are ready to generate your report, click 'Process'.

5 Review the Report Results

Generated 2026-03-04 • Internal use

Common tasks

Create a new client enquiry (prospect)

Click New → New Prospect
Enter basics → assign staff → Create

Related guide section: Getting Started → Create a New Prospect Matter

Convert a prospect into a client

Related guide section: Getting Started → Change Prospect to Client

Send a questionnaire

Related guide section: Getting Started → How to send a Web Questionnaire

Import a completed questionnaire

Related guide: Web Questionnaires guide (use search “import”)

Request documents from a client (portal)

Related guide section: Getting Started → Secure Client Portal

Send letters/documents (merge + send)

Related guide section: Getting Started → Send letter/document via portal/email

Record a file note

Related guide section: Getting Started → Record a File Note

Send an email (and capture it)

Related guide section: Getting Started → Send and Capture Email

eLodge / online application

Related guide: Forms and eLodge guide

Merge Department forms

Related guide section: Getting Started → Merge a Department PDF Form

Workflow & due dates

Related guide section: Getting Started → Add a Workflow

Guides

Getting Started Guide

1.1 Create a New Prospect Matter
1 Click the New button
2 Select New Prospect
3 Insert the Prospects basic details
4 Check the Matter ID
5 Assign the responsible Staff Members
6 Assign an Office (if applicable)
7 Click Create
8 New Matter will Open
1.2 Record the Basic Details
1 Open the Matter Detail window.
2 Insert basic bio-data
3 Record Contact and Address details
1 The phone and email details for this person. It is strongly recommended that you specifically
2 The residential/physical address for this person. Note that if you want to make use of the
3 The correspondence address for this person. The correspondence address will be inserted
4 Record a note about what this matter is about
4.1 To start the note, click the centre of the note where it says
4.2 A note window will appear on the right. Click on the area
4.3 When you have finished recording the text, click Enter.
4.4 Set the status of the note and any applicable review date.
4.5 Click Save & Close to finalise.
5 Record file status details
1 The current status of the matter (for details on how to modify this list please see: How to
2 The referral source (for details on how to modify the option available in this drop-down
6 Record any other known information
7 Update
1.3 Create a New Client Matter (Migrant)
1 Click the New button
2 Select New Client
3 Insert the Client basic details
4 Check the Matter ID
5 Assign the responsible Staff Members
6 Assign an Office (if applicable)
7 Click Create
8 New Matter will Open
1.4 Change a Matter from a Prospect to a
1 Open the Matter
2 Click the Prospect dropdown
3 Select 'Client'

1.1 Create a New Prospect Matter

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Prospect Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

1.2 Record the Basic Details

1 Open the Matter Detail window.

2 Insert basic bio-data

Click the Person icon next to the Applicants name.

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. It is strongly recommended that you specifically

record an email address as many features of Migration Manager make use of the email address.

2 The residential/physical 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 correspondence 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

4.1 To start the note, click the centre of the note where it says

"Click here to add a new note".

4.2 A note window will appear on the right. Click on the area

marked "Add Comment…" and start typing your note.

4.3 When you have finished recording the text, click Enter.

4.4 Set the status of the note and any applicable review date.

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 drop-down

please see: How to edit the Referral Sources)

You can also click the More button to add any other information that you might wish to record such as different reference numbers that you might use in your office.

6 Record any other known information

7 Update

1.3 Create a New Client Matter (Migrant)

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Client Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

1.4 Change a Matter from a Prospect to a

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. 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.

2 How to use Web

Questionnaires

2.1 How to send a Web Questionnaire

1 Open the matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Select Web Questionnaire

4 Select the Questionnaire Type and Edit Message

A Web Questionnaire message window will now appear. This window is used to select the type of Questionnaire you want to send along with any instructions.

4.1 Set the Questionnaire Type

First you need to select what type of Questionnaire you want your client to complete. To do this, click the Questionnaire Type dropdown and then select the relevant Questionnaire.

4.2 Choose if you wish to Merge from Existing Data.

4.2.1 Merging from Existing Data

If the Matter you are sending the Web Questionnaire from already contains data, click Merge From Existing Data.

4.2.2 Preview Data to be Exported

If you wish to preview the Data to be exported into the Web Questionnaire, click Yes. Otherwise click No to continue.

4.3 Review/Edit the Subject Line and Message Body

 Tip: You can use Quickparts to select and use template text to populate your message body. For instructions on how to use a Quickpart see: How to use Messaging Quickparts

4.4 Select Additional options

When sending the message, you also have the ability to perform the following task:

5 Send Message

2.2 How to Complete a Web Questionnaire –

A guide for your clients This article covers how your client can complete a Web Questionnaire via the Secure Client Portal.

1 Open the Secure Client Portal Inbox

2 Open and Review the Message

3 Open the Questionnaire

To open the Web Questionnaire, click the Open Questionnaire button

4 Start the Questionnaire

5 Provide the Required Information

6 Review

7 Submit

2.3 How to Import a Web Questionnaire

1 Receive the Web Questionnaire

2 Open the Questionnaire Message

Double click the Questionnaire Message to open the message window.

The body of the message contains details about what has taken place and the steps you should follow to import the Questionnaire data in to Migration Manager.

3 Click Review

4 Confirm the correct Questionnaire and Matter

5 Match People

6 Review the Data

 The navigation pane is broken up into sections that mirror the pages in the online Web Questionnaire

7 Add data to the Values to Import column

Next you will need to populate information in to the Values to Import Column. The information in this column is what will be imported in to the matter. You have the options of:

7.1 Coping the Entire Matter

7.2 Coping a Section or block Only

7.3 Manually entering data

You also have the option of manually entering an answer to any of the Questions. To do this, click on the cell that you wish to insert information in to and type the relevant data.

7.4 Manually Adjusting Values to Import

8 Preview Results (optional)

9 Import

10 Finalise

Once the import has completed you will be prompted to set the Document Status. If nothing further needs to be done with this Questionnaire, set the status to Complete and click OK.

2.4 Understanding the Web Questionnaire

Import screen This article covers the different fields and functions of the Web Questionnaire Import screen

1 The Import screen sections

The Review window will now appear. The key parts of this window to be aware of are:

1.1 The navigation pane.

The data is broken up in to sections designed to mirror the location of the data in the Web Questionnaire. Use this navigation pane to navigate between the different blocks of data.

1.2 The Questionnaire Questions.

This column contains details of what the client was asked in the language it was asked.

1.3 Questionnaire Answers

This column contains details of the answers that were typed in to the Questionnaire in the language that they were typed in as.

1.4 Values to Import

This column will be what is imported in to Migration Manager

1.5 Preview

This section shows you what the impact of the data import will have on the data in Migration Manager

2 The Import Screen buttons

The Review window also has the following controls:

2.1 Collapse All

With sections which have a lot of entries, the Collapse All button will reduce the number of rows visible.

2.2 Copy All.

2.3 Clear All

2.4 Print All

This button will convert the Questions, Questionnaire Answers and Values to Import column in to a PDF.

2.5 Preview Results

2.6 >> – Copy button

The >> button will copy the block of answers in to the Values to be Imported column

2.7 Erase

Clicking this button will erase a block of answers from the Values to be Imported column.

2.8 Previous and Next

These buttons will help you navigate between the different sections of the questionnaire

2.9 Report Questionnaire Bug

If you encounter an error or issue with using the Questionnaire import, please let us know by using the Report Questionnaire Bug button.

2.10 Save

You can save your progress by clicking the Save button.

2.11 Import

The Import button will import all of the data you have entered in to the Values to Import column into Migration Manager.

2.12 Close

The Close button will allow you to close the Questionnaire at any time.

2.5 How to return a Web Questionnaire to

1 Open the received Web Questionnaire

2 Click Send Back

Next, click the Send Back button.

3 PDF Print a Copy

4 Edit the Message

5 Send the Message

The message and the attached questionnaire will now be sent to the client.

 Your client will now proceed to receive a Portal Message with the Questionnaire attached.

6 Close the original message

Depending on your settings the original message may still be open. Click Save & Close.

2.6 How to generate a Web Questionnaire

1 Click on the CIQ Button

2 Set report filters

Next you can choose to set any require filters for the report.

3 Click Build Report

To generate the report, click Build Report

4 Review Report

A report window will now appear. The following information is provided:

1 The Matter ID and the name of the client

2 The type of questionnaire that was sent

3 The date that the questionnaire was sent to the client

4 The date and time your client first accessed the Web Questionnaire

5 The most recent date and time your client last accessed the Web Questionnaire

6 The status of the Questionnaire. This will change if your client has submitted the

Questionnaire or you have returned the Questionnaire to your client for editing.

7 The date the status of the Questionnaire changed.

 Tip: If you right click a data row in the report, you have the option to open the relevant matter.

2.7 How to preview your client's

questionnaire progress This article covers how you can download a preview of a client's Web Questionnaire so that you can review their progress.

1 Open the Documents Tab

First, you will need to open the relevant matter's Documents tab and find the message which was sent that contained the Web Questionnaire for your client to complete.

2 Preview the Message

Next, right click the message and choose Preview

The Message Preview window will now appear.

3 Expand the View to show the More button

If the 'More' button does not appear, click the Show All Details button to expand the view.

4 Click More then Check Progress

Now click the More button followed by the Check Progress option.

5 Review Results

3 Merge and Send a

Form

3.1 How to Merge a Department PDF Form

Migration Manager allows users to merge data from a matter in to fillable PDF forms made available by Immi.

1 Open the relevant Matter

2 Click the Forms button

3 Select the Form to merge

When the Form Filler window has appeared, select the Form you want to merge from the Select Form dropdown.

4 Use the most up to date version of the Form

4.1 Check the date you last downloaded this Form

The date this selected form was last downloaded from Immi Account will be displayed.

4.2 Download the latest version

5 Select the person to merge the Form for

Use the Select Person dropdown to choose the person you wish to merge the Form for.

6 Modify how the text appears or the filename used

7 Click Merge Form

When you are ready to merge the Form, click Merge Form.

8 Read and Accept the notification

 It is important that you remember that it is your responsibility to check a Form after merging.

9 Review the Merged Form

The merged Form will now appear. You should review the Form and make any amendments necessary.

10 Save and Close the Form

When you have finished reviewing/amending the Form, you must save it before you close it. If you do not save the form before closing, the Form may appear blank the next time you open it.

11 The merged Form is saved in the Documents tab

The merged Form is now saved as an entry in the Documents tab in the active Matter. Video Guide

3.2 How to send a Form via Email

When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via Email.

1 Merge the Form

First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see: How to Merge a Department PDF Form

2 Open the Documents tab

First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder.

Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.

3 Select the Form, Right Click and select Email To

After you have selected the Form you wish to email, right click it and from the context menu choose Email To and then choose the person you wish to email it to.

 Tip – you can send multiple forms and documents in the same email by:

1 using your Ctrl key to select multiple items at the same time

2 then right clicking one of the selected items and choosing Email To from the context

menu.

4 Select who to Email To

 Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Create the Email

When you have finished add receipients, click the Create Email button to generate the email in Outlook.

6 Review and Send the Email

An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it.

4 Lodge an Online

Application

4.1 How to use eLodge – ImmiAccount online

1 Open the Matter

To prepare a Visa or Nomination application, you must first open the relevant Migrant Matter. If you are preparing an SBS, you must open the relevant Business Sponsor Matter.

2 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear.

3 Select the Application Type

From the Application Type dropdown, select the type of application you wish to undertake. In order to prepare an online Visa application, choose 'Visa Application'.

4 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of visa application you wish to prepare using the eLodge system.

5 Click Start Application

Click the 'Start Application' button to proceed.

6 Acknowledge and Accept your responsibilities and the

7 Login to ImmiAccount

Click Logon to proceed.

8 Proceed through the ImmiAccount Information pages

9 Proceed through the Applications page

10 Commence filling out the Application

11 Move to the Next Page

12 Continue Processing each page

13 Review and Print the Application

14 Submit the Application

15 Close the eLodge toolbar

5 Send and Capture an

5.1 How to Send an Email

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the Email button

On any page where you see an email address you should also see an email button. To generate an email to this person, click the email button.

3 Choose recipients

Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

4 Add Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

5 Add any Attachments (optional)

5.1 Go to the Attachments tab

Select the Attachments tab.

5.2 Attach a File

You can attach a document either by:

1 Dragging and Dropping the file from its current location into the attachments window.

2 Or by clicking the ‘Attach’ browse button:

Then browsing to the file and selecting Open.

The file will then show as an attachment.

6 Attaching or Embedding the first Word Document (Optional)

If you have attached a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach.

When you click Create Email the the document will be attached to the email.

7 Generate and Edit the Email

8 Send the Email

5.2 How to Capture, Match and Save Emails

1 It will capture and copy all emails and attachments from Outlook which have been sent

and received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45*

4 Emails which have been assigned, will now be copied to the tab of the relevant matter.

1 View the Captured Emails

To view what emails have been captured and matched automatically and which have not, follow these steps:

1.1 Click the Capture button

In the main toolbar, click the Capture button.

1.2 View the matched and unmatched Emails

2 Review the unmatched emails

1 Need to be manually matched to a Matter;

2 Which emails need to be converted in to new matters

3 Which emails can be ignored.

3 Manual Match Emails

Emails which belong to Matters which have not been automatically matched and saved to their respective Matters need to be manually matched by you.

3.1 Select Emails

First, select the emails you wish to assign. To select multiple emails, hold down your Ctrl key on your keyboard and select the various emails/documents with your mouse.

3.2 Right Click and select 'Match'

Next, right click the email(s) you wish to manually match and select 'Match' from the context menu.

3.3 Search for the relevant Matter

3.4 Click 'Match'

Clicking 'Match' will now assign that email to the selected matter.

3.5 The email is now Matched and Saved

The email will now move to the 'Matched & Saved' category and a copy of the email and any attachments will be saved in to the relevant matter.

4 Convert emails to New Matters

4.1 Select Emails

4.2 Right Click and select 'Match'

Next, right click the email and select 'Match' from the context menu.

4.3 Click New Matter

The Match window will now appear. Click the 'New Matter' button The New Matter window will now appear.

4.4 Enter the relevant matter details

Enter all of the relevant information to create a new matter. When complete, click 'Match'.

4.5 A new Matter will be created an the email matched to that

matter.

5 Complete

6 Add a Workflow and

monitor Due Dates

6.1 Progress Items – How to add a Document

1 Open the Matter

First click the 'Open' button in the main menu to open the relevant Matter that you want to add a checklist to.

2 Go to the Progress Tab

Once the matter window opens, click the Progress tab. If this is the first time you have opened the Progress tab for this matter it will contain a blank screen.

Creating a Checklist from a Template

1 Right Click and select 'Add Progress Items' > 'From Template'

Now right click anywhere on the grey screen and from the context menu choose 'Add Progess Item(s)' and then select 'From Template'.

2 Select the Checklist to use

From the 'Matter Type' dropdown, select the checklist that you want to use. In this example we will be using the 'Short List'.

3 Untick the items you don't want in your checklist

4 Click 'Commit'

Click the 'Commit' button to add the selected items to this matters Progress tab.

5 Basic list created

The selected Progress Items from the template will now be added to this matters Progress Tab

1 Right Click and select 'Add Progress Items' => ‘One-Off’

Right click anywhere on the grey screen and from the context menu choose Add Progress Item(s) and then select One-Off.

2 Enter the Description

When the Add Progress Item window appears, enter the Description of this Progress Item, then click OK.

3 The item will appear on the Progress list

4 Choose Progress Item Type

6.2 Snapshot – The Features

1 The Title Bar

2 Documents

3 Tasks

4 File Notes

5 Expiries

during the specified time period. Double clicking on an item in this tab will open up the relevant Matter and take you to the item in question. For full details, see Snapshot – Expiries Option.

6 Webleads

7 The Home Page Button

The Home Page on Snapshot is a quick link to open the Home Page window.

8 Time Period Controls

9 View Controls

10 View Latest News

11 The Snapshot User Options

The Snapshot Options button opens the user Options window which allows the user to modify Snapshot's default viewing behavior.

7 Use the Secure Client

Portal

7.1 Activating the Secure Client Portal for a

1 Open the Portal Form

Open the matter, click on the Progress tab and then click the Portal button. Note, if you don't see a Portal button, you need to Set Up the Portal for your firm.

2 Turn on Portal for this Matter

3 Generate Logon Details

When you are ready to turn the Portal on for this matter, click Turn Portal On and Send Email.

4 Send Portal Logon Details

Migration Manager will now add this matter to your Client Portal and generate an email to be sent to your Client which contains their logon details.

5 Send the email to your Client

Click Send on your Outlook Email.

7.2 Send a PDF Questionnaire – via the

1 Select the Questionnaire to be sent

1.1 Open the Matter

1.2 On the Tool Bar, click CIQ

1.3 Then move your mouse to select the Questionnaire Type =>

Sub Type, then click Upload to Portal

2 Complete the Secure Portal message

When the Send a Secure Message Appears, make any desired changes and send the message

1 The Subject of your message. The default text pulls from your preferences.

2 Attachments. The Questionnaire will be automatically attached to this message. You can

add additional attachments if you want using the “Paperclip” or by Dragging and Dropping.

3 The Body of the message. The default text pulls from your preferences.

4 Request a Document from Client. This will default to the Questionnaire (as you would like

it completed and returned). You can add additional document requests at the same time by clicking the down arrow for existing Progress Items, or + sign to add new Progress Items.

5 Mark a Progress Item as Complete. This would normally remain unticked because you are

sending out a Questionnaire at this stage.

6 Notify Client Via Email to Check the Portal. If this option is ticked, then as you send this

Portal Message, an Outlook Email will also be generated, ready to send to the client to notify them to check their Portal.

7 Send. Click Send to send the Portal Message.

3 Questionnaire Uploaded

4 Client's View

7.3 Requesting a Document from your Client

1 Open the Portal Form

Open the matter, click on the Progress tab and click the Portal button. Note: If the Portal is not currently activated for this client you will be prompted to do so.

2 Select the Documents you want from your Client

Once the Portal window opens in Migration Manager, you will need to select the Documents you want from your Client from the 'Not Yet Uploaded to Portal' window.

3 Continue selecting Documents

Continue selecting the Documents you want to request by holding down your Ctrl key and clicking the additional items.

4 Add selected items to Portal

Click the Add to Portal button to add the selected requested items to the Portal.

5 Requested Documents added to Portal

6 Progress Items updated

7 Client's View

If the Client logs on to their Client Portal, they will see the Documents which have been requested from them. They can then upload the requested Documents by clicking the 'Upload File' button.

7.4 How to send a Form via the Secure Client

1 Merge the Form

First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a Department Form

2 Open the Documents tab

Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder.

3 Select the Form, Right Click and select Upload to Portal

After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed.

4 Add a Message/Instructions

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the 'Send Message' button. The message and its attachments will now be sent to the Secure Client Portal.

7 Send notification email

7.5 How to send a Letter or Document via

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder.

3 Select the Document, Right Click and select Upload to

Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

4 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the Send Message button. The document/form will now be upload to the Secure Client Portal via encrypted message.

7 Send notification email

8 Record a File Note

8.1 Creating a File Note – When you have the

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the New FN button

To create the file note, click the New FN button in the main toolbar.

3 File Note Window

A new File Note window will now appear, docked to the side of its associated matter.

4 Record your Note

Type details of the note into the 'Add New Note' part of the File Note window.

5 Click Enter

When you have finished recording the content of the note, click Enter.

6 Note is Recorded

Once you have clicked Enter, the content you previously typed will be added to the note record at the top of the File Note window.

7 Add Additional Content

To add additional comments to the note, repeat steps 4 and 5 and record the details in the Add New Note panel and then click Enter to record the content.

8 Set the Status

9 Set Reminder Date and Responsibility

10 Save & Close

When you have finished with the File Note, click Save & Close.

11 Filenotes Tab

The saved File Note will now appear in the File Notes tab in the Client Detail window. To open a File Note, just double click it within the File Notes window.

Video Guide

9 Merge and send a

Document/Letter

9.1 How to merge a Template Letter

1 Open the relevant Matter

2 Click the Letters button

Click the 'Letters' button in the main toolbar to bring up the Word Templates window showing a list of all of the available letters and documents able to be merged for the active matter

3 Select the document / letter to merge

4 Click Merge

When you are ready to merge your choosen template, click 'Merge'.

5 Review the completed Document

9.2 How to send a Letter or Document via

Email When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder.

3 Select the document, Right Click and select Email To

After you have selected the letter or document you wish to send via email, right click it and from the context menu choose Email To.

4 Select who to Email To

5 Add a Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

 Note: In Preferences, you can set emails to automatically have the subject line based on the name of the letter being sent.

6 Select whether to embed or attached (Word Documents

Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. When you click Create Email the the document will be attached to the email.

7 Review and send the email

To finish, review the email and then click 'Send'. This will send the email.

10 Link a Migrant and

Sponsor together

10.1 Create a New Business Sponsor Matter

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’.

3 Select Sponsor and Business

In the Matter Type section, first select Sponsor and then select Business.

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

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 Matter.

8 Click Create

To create the Prospect matter click the ‘Create’ button.

9 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

10.2 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.

3 Select the relevant Business Sponsor

4 The Sponsor file will now open

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

5 Create the Sponsorship (if it doesn't exist already)

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

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

8 Confirm the Migrant to be linked

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

9 Migrant and Sponsor are now linked

10.3 How to link a Migrant and Family

1 Open the Migrant Matter

Click the Open button.

2 Go to the Relations tab of the Migrant Matter

Select the Applicants tab, then Relations tab.

3 Link the Family Sponsor

3.1 If the Family Sponsor person has been previously entered

as a person on the Matter, but not listed as a Relative of the Primary Applicant

1 Click the Add button at the bottom right of the Relations Grid.

2 The next screen will show you a list of previously recorded people on the Matter. (if they are

not listed, then they don’t exist on the Matter yet so go to step 3.3). Otherwise select the Person by ticking the Add box and select how this person is related. Then click Apply.

3 The Person is now listed as a Relative of the Primary Applicant. Continue with step 3.2 to link

the Family Sponsorship.

3.2 If the Family Sponsor person is already listed as a Relative

1 Select the Row where the Sponsor person appears, then tick the box “This person is the

Family Sponsor”.

2 Confirm the person is the Family Sponsor by clicking “Yes”.

3 Choose to Select an Existing or Create new Family Sponsor Matter

If you have already created a Family Sponsor Matter:

1 Select “Choose Existing Family Sponsor File”.

2 Select the Matter in the grid.

3 Then click Select Existing Family Sponsor.

If you have not yet created a Family Sponsor Matter

1 Select “Create New Family Sponsor File details”.

2 Confirm the personal details.

3 Then click “Create New Family Sponsor”.

4 Confirm by clicking YES.

3.3 If the Relative has not been entered in the Matter yet

1 Click the Add button at the bottom left of the Relations Grid

2 Select “Other Non-Migrating Person” and complete their personal details

3 Tick the “Family Sponsor” box and choose which Family Sponsor Matter to link to

4 Click Apply.

4 The Person has now been created and linked as the

Family Sponsor

11 How to use PDF

Questionnaires

11.1 Send a Questionnaire – By Email

1 Initial Questionnaire. This is a short questionnaire that aims to ask enough questions for

an agent to be able to assess a Prospect or New Clients situation and advise them of the appropriate course of action.

2 Temporary Questionnaire. This is a medium length questionnaire that aims to ask

enough questions and collect enough data for an agent to prepare a temporary visa such as a Subclass 482 Visa.

3 Full Questionnaire. This is a full length questionnaire that aims to collect a large amount

1 Open the Matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Choose the Questionnaire type

4 Review the Questionnaire Email

5 Send the Questionnaire.

11.2 Importing PDF Questionnaires

1 Add the Questionnaire to the Client's Document's tab

2 Review the Questionnaire

3 Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

4 Review the Data to be imported

5 Process the Data Import

Once the data is loaded you have the opportunity to again review and edit the data. When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

6 Confirm the Correct Matter

7 Finalise Import

The data import process will now commence. If the questionnaire is large the import process may take some time. When it is complete you can click ‘Ok’ on the pop up window.

8 Review the Migration Manager Matter

Creating and Editing Files

1 Click the New button
2 Select New Prospect
3 Insert the Prospects basic details
4 Check the Matter ID
5 Assign the responsible Staff Members
6 Assign an Office (if applicable)
7 Click Create
8 New Matter will Open
1 Click the New button
2 Select New Client
3 Insert the Client basic details
4 Check the Matter ID
5 Assign the responsible Staff Members
6 Assign an Office (if applicable)
7 Click Create
8 New Matter will Open
1 Open Email Capture
2 Select and Match the Email
3 Click 'New Matter'
4 Record the relevant information
5 Click Match and create the Matter
1 Click the New button
2 Select New Prospect
3 Select Sponsor and Business
4 Insert the Business name
5 Check the Matter ID
6 Assign the responsible Staff Members
7 Assign an Office (if applicable)
8 Click Create
9 New Matter will Open
1 Select the New button on the Main Toolbar.
2 Select 'Duplicate Selected Matter'.
3 Click the Filter box and type the name of the Matter you
4 Select the Matter you would like to duplicate.
5 Confirm the Client’s name and Proposed Matter ID
6 Select the RMA (and Manager and Clerk if required), then
1 Open the Matter Detail window.
2 Insert basic bio-data
3 Record Contact and Address details
1 The phone and email details for this person. It is strongly recommended that you specifically

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Prospect Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

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’.

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.

5 Assign the responsible Staff Members

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 Matter.

7 Click Create

To create the Client Matter click the ‘Create’ button.

8 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

1 Open Email Capture

First click the 'Capture' button in the main toolbar.

2 Select and Match the Email

Once the Email Capture window opens, select the email that you want to convert to a new matter and then right click it. From the context menu that appears choose 'Match'.

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.

5 Click Match and create the Matter

Migration Manager will now create the new Prospect matter and assign and save the email to that Matter.

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’.

3 Select Sponsor and Business

In the Matter Type section, first select Sponsor and then select Business.

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

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 Matter.

8 Click Create

To create the Prospect matter click the ‘Create’ button.

9 New Matter will Open

The new Matter will now open. You should proceed to now enter the information you have available.

1 Select the New button on the Main Toolbar.

2 Select 'Duplicate Selected Matter'.

3 Click the Filter box and type the name of the Matter you

would like to Duplicate.

4 Select the Matter you would like to duplicate.

5 Confirm the Client’s name and Proposed Matter ID

details.

6 Select the RMA (and Manager and Clerk if required), then

click Create.  The Duplicate Matter is now created.

How to Edit Files

1 Open the Matter Detail window.

2 Insert basic bio-data

Click the Person icon next to the Applicants name.

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. It is strongly recommended that you specifically

record an email address as many features of Migration Manager make use of the email address.

2 The residential/physical 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 correspondence 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

4.1 To start the note, click the centre of the note where it says

"Click here to add a new note".

4.2 A note window will appear on the right. Click on the area

marked "Add Comment…" and start typing your note.

4.3 When you have finished recording the text, click Enter.

4.4 Set the status of the note and any applicable review date.

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 drop-down

please see: How to edit the Referral Sources)

You can also click the More button to add any other information that you might wish to record such as different reference numbers that you might use in your office.

6 Record any other known information

7 Update

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.

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.

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.

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.

5 Accept the Notification Message

6 Choose the new Matter ID

1 Creating an ‘Included in Application’ Relation from the Cover

Page These Relations will automatically be included in the Application

1.1 Open the Matter.

• Click the Open button on the Main Toolbar and select the Matter.

1.2 Click the Add button.

• On the Cover Page, click the Add button in the lower right corner.

1.3 Complete the new Applicants section.

When the Add Applicant window appears, complete the required fields, then click Save & Close (or Save & New if you wish to add more relatives).

 Note: Using this method will automatically include these new people as included applicants. If you wish to add non-included applicants, use the method below.

2 Create a Relation from the Relations tab

2.1 Open the Matter.

• Click the Open button on the Main Toolbar and select the Matter.

2.2 Go to the Relations tab.

Select the Applicants tab, then the Relations sub-tab

2.3 Click Add

At the bottom right of the Relations Grid, click the Add button

2.3.1 Adding a Previously Recorded Person.

1 Click the Add box.

2 Select how this person is related to your applicant.

3 You can also choose if the person is Included in the Application and if they are Dependent

on the Primary Applicant.

4 Then click Apply.

2.3.2 Adding a new person to the Matter.

1 Click the Other Non-Migrating Person box.

2 Enter the Person’s details.

3 Then click Apply.

2.4 Select any Attributes for this person

Once the person has been added, you can select their row, then choose certain attributes for that person.

1 Find the Nomination that the new Template will based on

1 Open the Sponsor Matter and go to the Nominations tab.

2 Select the Nomination you wish to save as a Template.

2 Complete details to be saved as a Template

Complete the tabs you would like saved as a Template.

3 Save these details as a Template

Once you have entered all the details you would like saved, go to the Position tab (1) and then click Save as Template (2). The Template will be created/saved.

Retrieving the Template Now when you wish to use these Occupation details again, they can be retrieved against a new Nomination

1 Go to the Nomination you wish to apply the Template to

1 Open the Sponsor Matter and go to the Nominations tab.

2 Select the Nomination to use the Template on.

2 Go to the Position Tab

After selecting the Nomination Row, click the Position sub-tab.

3 Browse to your Template

1 Select the Occupation Template Browse button.

4 Select your Template

Highlight the Template you wish to use, then click Select.

All Occupation Detail tabs will now be populated with the information from the Template.

1 Open the Matter

From the Main Toolbar, click Open, then select the Matter.

2 Go to the Applicants => Relations tab

3 Remove the Inclusion Status

Select the Row for the person you want to exclude, then untick 'This person is included in the application'. The Person is no longer included in the Application, but remains as a Relation.

1 Login as user Administrator

Only the Administrator can delete Applicants.

2 Open the Matter

From the Toolbar, click Open, then select the Matter.

3 Go to the Cover Page tab of the Matter

4 Delete the Applicant

From the Cover Page, select the Applicant in the lower right of the window, then click the red minus (Delete) button.

5 Confirm

Click Yes to confirm Deletion. The Applicant has been deleted.

1 Open the Matter

From the Main Menu, select Open, then choose your Migrant Matter.

2 Go to the Relations tab

Select the Applicants tab, then Relations sub-tab.

3 Add a new Relation

Click the Add + button.

4 Complete the details

Select ‘Other Non-Migrating Person’, then complete the person’s details. Then click Apply.

5 Set the person as a Supporting Witness

Select the row for the person who is a Supporting Witness, then tick ‘This person is a Supporting Witness for the PA/Spouse Relationship’.

6 Enter the Supporting Witness details

Once the person has been made a Supporting Witness, additional tabs for Witness Details and Form 888 will appear for that person. These details can now be entered.

Linking Files

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.

3 Select the relevant Business Sponsor

4 The Sponsor file will now open

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

5 Create the Sponsorship (if it doesn't exist already)

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

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

8 Confirm the Migrant to be linked

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

9 Migrant and Sponsor are now linked

1 Open the Migrant Matter

Click the Open button.

2 Go to the Relations tab of the Migrant Matter

Select the Applicants tab, then Relations tab.

3 Link the Family Sponsor

3.1 If the Family Sponsor person has been previously entered

as a person on the Matter, but not listed as a Relative of the Primary Applicant

1 Click the Add button at the bottom right of the Relations Grid.

2 The next screen will show you a list of previously recorded people on the Matter. (if they are

not listed, then they don’t exist on the Matter yet so go to step 3.3). Otherwise select the Person by ticking the Add box and select how this person is related. Then click Apply.

3 The Person is now listed as a Relative of the Primary Applicant. Continue with step 3.2 to link

the Family Sponsorship.

3.2 If the Family Sponsor person is already listed as a Relative

1 Select the Row where the Sponsor person appears, then tick the box “This person is the

Family Sponsor”.

2 Confirm the person is the Family Sponsor by clicking “Yes”.

3 Choose to Select an Existing or Create new Family Sponsor Matter

If you have already created a Family Sponsor Matter:

1 Select “Choose Existing Family Sponsor File”.

2 Select the Matter in the grid.

3 Then click Select Existing Family Sponsor.

If you have not yet created a Family Sponsor Matter

1 Select “Create New Family Sponsor File details”.

2 Confirm the personal details.

3 Then click “Create New Family Sponsor”.

4 Confirm by clicking YES.

3.3 If the Relative has not been entered in the Matter yet

1 Click the Add button at the bottom left of the Relations Grid

2 Select “Other Non-Migrating Person” and complete their personal details

3 Tick the “Family Sponsor” box and choose which Family Sponsor Matter to link to

4 Click Apply.

4 The Person has now been created and linked as the

Family Sponsor

Changing the Matter linked to a Business Sponsor If the wrong Migrant has been incorrectly linked to a Business Sponsor, you can change the linked Migrant without deleting the Nomination.

1 Open the Business Sponsor Matter

Click the Open button on the main toolbar and select your Sponsor Matter.

2 Go to the Nominations Tab

From the Sponsor Matter, select the Nominations tab.

3 Select the Nomination

4 Go to the Nominee sub-tab

5 Select the Browse button

6 Click Yes on the Warning message

7 Choose the correct Nominee and click Select

8 Confirm the warning, then click Proceed.

9 Click Refresh to see the updated details

1 Login as a user with permission to Delete Nomination

2 Open the Sponsor Matter

3 Go to the Nominations Tab

From the Sponsor Matter, select the Nominations tab.

4 Delete the Nomination

Right Click on the Nomination line and select Delete Current Entry.

5 Select Yes to Delete the entry

Opening a File

1 View the most recent 8 Matters.

2 Or open the main Open Search window

From the Main Tool Bar, select Open.

The main Open Search window Main Search options From the Matters tab, there are a number of filters you can choose to narrow your search.

1 Search. The search box allows you to enter search criteria for the Matter ID, Surname,

Given Names, Preferred Name or Sponsor Business Name.

2 Clients, Prospects, Migrants, Sponsors. Use these checkboxes to narrow your search to a

particular Matter Type.

3 Also Search For and in. These 2 fields work together to search other fields on the Matter.

By selecting a field from the ‘In’ dropdown, you can then also search for values in that field by typing in the ‘Also Search for’ field.

Advanced Search options By clicking the Advanced arrow, additional options will be available.

1 Matter Status. The Matter Status dropdown allows you to select which Matter Statuses you

wish to filter by. Primarily the most common are ‘All excluding Closed Files’, ‘All Including Closed Files’. You can also filter by any particular Matter Status as you like.

2 My Files Only. This filter allows you to include only Matters where you are marked as the

RMA, Manager or Clerk, or search on all Matters.

3 Apply Date Filter and Date Range. The Date filter allows you to search by date on

User options cog. The user Options will allow you to set permanent preferences for your user when the Open window is selected.

1 Default Secondary Filter. This option sets a default ‘Also Search For’ IN value in the open

window (example. You may wish the ‘Also Search for’ IN filter to always default to the Matter’s email address).

2 Default Status Filter. This option sets a default Matter Status filter in the open window

(example. You may wish to always include or exclude Closed files).

3 Default Filter by My Files Only. This option will set the default return results to include

The Document Search tab The Document Search tab is a powerful tool for searching Migration Manager for a particular document.

The Search Options:

1 Search. This field can be used to search documents for the File Name Title, Tag, and if an

email, the To and From values.

2 Also Search for. This field can be used to filter the search by Matter ID, Surname or

Business Name.

3 Show. The show option allows you to filter by File Type (example. Emails, PDFs, Word

Documents etc).

4 Sort. Choose to sort by Date, Reverse Date or by Matter ID.

Advanced Search Options:

1 Status. You can choose to filter by the document’s status (example. Incomplete, With

RMA, Complete, etc)

2 My Files Only. This filter allows you to include only Documents where you are marked as

the RMA, Manager or Clerk, or search all Documents.

3 Date range From and To. Filter by Date Range to narrow your search.

Opening the Document Once you have found the Document you are after, you can open it either by double clicking on the Document row, or by selecting the Document, then clicking the Open button.

Deleting Files

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.

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".

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.

Delete the Matter from the Open Window

1 Click the 'Open' button

On the Main Toolbar, click the Open button.

2 Find the Matter to be Deleted

Use the search function to find the Matter you want to delete.

3 Right-click and select Delete

Once you have found the relevant Matter, right-click the Matter and select Delete Matter.

4 Confirm by typing DELETE

Enter the word DELETE (in uppercase), then click Confirm.

Confirmation will appear that the Matter has been Deleted.

Emails and SMS

1 Open the Matter
2 Click the Email button
3 Choose recipients
4 Add Subject Line
5 Add any Attachments (optional)
5.1 Go to the Attachments tab
5.2 Attach a File
1 Dragging and Dropping the file from its current location into the attachments window.
2 Or by clicking the ‘Attach’ browse button:
6 Attaching or Embedding the first Word Document (Optional)
6.1 If you select Embed
6.2 If you select Attach
7 Generate and Edit the Email
8 Send the Email
1 Generate the Letter or Document
2 Open the Documents tab
3 Select the document, Right Click and select Email To
4 Select who to Email To
5 Add a Subject Line
6 Select whether to embed or attached (Word Documents
6.1 If you select Embed
6.2 If you select Attach
7 Review and send the email
1 Merge the Form
2 Open the Documents tab
3 Select the Form, Right Click and select Email To
1 using your Ctrl key to select multiple items at the same time
2 then right clicking one of the selected items and choosing Email To from the context
4 Select who to Email To
5 Create the Email
6 Review and Send the Email
1 It will capture and copy all emails and attachments from Outlook which have been sent
2 It will assess each of the newly captured emails to determine if they can be automatically
3 It will assess each of the emails which have previously been captured over the last 45*
4 Emails which have been assigned, will now be copied to the tab of the relevant matter.
1 View the Captured Emails
1.1 Click the Capture button
1.2 View the matched and unmatched Emails
2 Review the unmatched emails
1 Need to be manually matched to a Matter;

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the Email button

On any page where you see an email address you should also see an email button. To generate an email to this person, click the email button. Emails & SMS

3 Choose recipients

Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient. Emails & SMS

4 Add Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

5 Add any Attachments (optional)

5.1 Go to the Attachments tab

Select the Attachments tab. Emails & SMS

5.2 Attach a File

You can attach a document either by:

1 Dragging and Dropping the file from its current location into the attachments window.

2 Or by clicking the ‘Attach’ browse button:

Then browsing to the file and selecting Open. Emails & SMS

The file will then show as an attachment.

6 Attaching or Embedding the first Word Document (Optional)

If you have attached a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment. Emails & SMS

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. Emails & SMS

When you click Create Email the the document will be attached to the email.

7 Generate and Edit the Email

8 Send the Email

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder. Emails & SMS

3 Select the document, Right Click and select Email To

After you have selected the letter or document you wish to send via email, right click it and from the context menu choose Email To. Emails & SMS

4 Select who to Email To

5 Add a Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number. Emails & SMS

 Note: In Preferences, you can set emails to automatically have the subject line based on the name of the letter being sent.

6 Select whether to embed or attached (Word Documents

Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email. Emails & SMS

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. When you click Create Email the the document will be attached to the email. Emails & SMS

7 Review and send the email

To finish, review the email and then click 'Send'. This will send the email. Emails & SMS

1 Merge the Form

First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see: How to Merge a Department PDF Form

2 Open the Documents tab

First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder. Emails & SMS

Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.

3 Select the Form, Right Click and select Email To

After you have selected the Form you wish to email, right click it and from the context menu choose Email To and then choose the person you wish to email it to. Emails & SMS

 Tip – you can send multiple forms and documents in the same email by:

1 using your Ctrl key to select multiple items at the same time

2 then right clicking one of the selected items and choosing Email To from the context

menu.

4 Select who to Email To

 Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Create the Email

When you have finished add receipients, click the Create Email button to generate the email in Outlook. Emails & SMS

6 Review and Send the Email

An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it. Emails & SMS

Capturing and Saving Emails Emails & SMS

1 It will capture and copy all emails and attachments from Outlook which have been sent

and received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45*

4 Emails which have been assigned, will now be copied to the tab of the relevant matter.

1 View the Captured Emails

To view what emails have been captured and matched automatically and which have not, follow these steps: Emails & SMS

1.1 Click the Capture button

In the main toolbar, click the Capture button.

1.2 View the matched and unmatched Emails

2 Review the unmatched emails

1 Need to be manually matched to a Matter;

2 Which emails need to be converted in to new matters

3 Which emails can be ignored.

3 Manual Match Emails

Emails which belong to Matters which have not been automatically matched and saved to their respective Matters need to be manually matched by you.

3.1 Select Emails

First, select the emails you wish to assign. To select multiple emails, hold down your Ctrl key on your keyboard and select the various emails/documents with your mouse. Emails & SMS

3.2 Right Click and select 'Match'

Next, right click the email(s) you wish to manually match and select 'Match' from the context menu. Emails & SMS

3.3 Search for the relevant Matter

3.4 Click 'Match'

Clicking 'Match' will now assign that email to the selected matter. Emails & SMS

3.5 The email is now Matched and Saved

The email will now move to the 'Matched & Saved' category and a copy of the email and any attachments will be saved in to the relevant matter.

4 Convert emails to New Matters

4.1 Select Emails

4.2 Right Click and select 'Match'

Next, right click the email and select 'Match' from the context menu. Emails & SMS

4.3 Click New Matter

The Match window will now appear. Click the 'New Matter' button The New Matter window will now appear. Emails & SMS

4.4 Enter the relevant matter details

Enter all of the relevant information to create a new matter. When complete, click 'Match'. Emails & SMS

4.5 A new Matter will be created an the email matched to that

matter.

5 Complete

1 it ensures that Outlook is no longer the only place that you have this email saved and acts as

a form of backup should anything happen to the email in outlook;

2 it enables you and your staff to be able to find all of the relevant correspondence about a

matter in one location. You no longer have to go and search through different people's Outlook looking for a particular email;

3 you no longer need to waste time filing and sorting emails into folders in Outlook or spend

time creating complex filter rules;

4 you no longer need to go and manually extract and save each and every attachment from an

1 It will monitor Outlook and capture and copy all emails and attachments from Outlook which

have been sent and received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

matched to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45 days to

determine whether there is any new information which has been entered or updated in to Emails & SMS

4 Matched emails are copied to the relevant matter and can be accessed via that Client's

1 Generate and send emails using Migration Manager. Doing this will ensure the Matter ID is

being added to the subject line of the email;

2 Save Department File Numbers in to the Dept tab of each matter;

3 Record the Primary Applicant's email addresses on their files.

1 The Auto Capture button

2 The Run button

The Run button will force Migration Manager perform a capture of your emails. You use this button if you want to run the capture before the next scheduled auto capture. Emails & SMS

3 The Manual Capture button

The Manual Capture button enables you to launch the Manaual Email Capture tool. The Manual Email Capture tool is user in two scenarios:

3.1 To capture selected emails from anywhere in Outlook.

This function is most often used to capture emails from time periods before you turned on the Auto Capture service. For full details see: How to perform a Manual Selected Email Capture.

3.2 Where you choose not to use the Auto Capture service and

instead want to capture emails yourself as and when you want to. For full details see: How to perform a manual All Email Capture. Emails & SMS

4 The Preview button

When you have an email selected, you can preview its contents by clicking the Preview button. This will open the selected email in a preview window on the right hand side of the Email Capture window.

5 The Match button

6 The Duplicate Email button

7 The Exclude Domain button

8 The Exclude Email Address button

and all other emails which have been received from that email address. All future emails received from this address will not be captured. For full details see: Blocking Emails

9 The Ignore and Hide button

10 The Refresh button

Clicking the refresh button just refreshes this screen.

11 The Show Ignored Emails button

12 The Group View button

Clicking the Group View button will present you with a number of options to sort and view the captured including: Emails & SMS

1 Chronological Order – this will sort and show all emails in the order that they were sent/

received by Outlook. The order shown is from oldest to newest.

2 By Match Status – this is the default view. This seperates the emails in to two groups:

Matched & Saved and Unmatched

3 By Name – this will group the emails by email address

13 The Search field

You can use the Search Emails field to search for emails which have been captured. This field can search receipient, email addresses and subject line.

14 The Settings button

Clicking the settings button opens up the Email Capture settings window. For full details on this window see: Understanding the Email Capture Settings Emails & SMS

15 The Capture History button

16 The Help button

Clicking the Help button will open a webpage which will take you to the User Manual section that covers the topic of Email Capture Emails & SMS

1 Open Email Capture

First click the 'Capture' button in the main toolbar.

2 Select and Match the Email

Once the Email Capture window opens, select the email that you want to convert to a new matter and then right click it. From the context menu that appears choose 'Match'. Emails & SMS

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. Emails & SMS

5 Click Match and create the Matter

Migration Manager will now create the new Prospect matter and assign and save the email to that Matter. Emails & SMS

Emails & SMS

1 Go to Capture

From the Main Toolbar, select Capture. Emails & SMS

2 Select the Manual Capture button

When the E-mail Capture window appears, click the Manual Capture button.

3 The Manual Email Capture window will appear

4 Select All Emails

Select the Capture Type for All Emails. Emails & SMS

5 Select the Capture options

1 Choose if you wish to skip capturing emails that have been previously captured (this will

avoid capturing duplicate emails).

2 Select the date range you wish to capture From and To.

3 Then click Capture.

6 Choose Folder selection

1 Click the Inbox folder you wish to capture from.

2 Click the Sent Item Folder you wish to capture from.

(note: you can only capture from one Inbox and Sent Item folder at a time (repeat the capture process for additional Inboxes and Sent Items folders).

3 Select if you would like these Folders captured by default for the next Manual Capture.

4 Select if you wish to see this selection window again.

5 Then click Select.

Emails & SMS

7 Email Capture will run

 This may take some time if there are many emails to capture.

8 Refresh the Capture Window

When complete, click Yes to refresh the Email Capture window Emails & SMS

9 The Emails will have now been captured and appear in

1 Go to Capture

From the Main Toolbar, select Capture.

2 Select the Manual Capture button

When the E-mail Capture window appears, click the Manual Capture button. Emails & SMS

3 The Manual Email Capture window will appear

Note the option for “Selected Emails” is selected by default.

4 Go to Outlook

Open Outlook and go to the folder where the email/s you wish to capture from resides. You will note that the Manual Email Capture window remains on top. Emails & SMS

5 Highlight the emails to capture

In Outlook, highlight the email or emails you wish to manually capture.

6 Run Capture

Click the green Capture button to capture the selected emails. Emails & SMS

7 Refresh you view

Click Yes to Refresh the Capture window.

8 The Emails will have now been captured and appear in

1 When Temporary Emails are stored on the local C: drive.

Within Email Capture settings is a setting called ‘This user performs email captures on multiple computers’. Emails & SMS

1 If possible, complete the matching for these emails from the first machine where they

are available. If this is not possible, you will need to manually re-capture those emails.

2 If you are capturing/matching emails on multiple machines, we would recommend

2 When the emails are stored on a shared drive

Email and Capture Settings Emails & SMS

1 Open the Email Capture Settings

You can activate Email Capture via either the User Setup Guide or the Email Capture window.

1.1 Via the User Setup Guide

First Go to Tools > User Setup Guide Emails & SMS

Click on the Email Capture button

1.2 Or via the Email Capture window

To open the Email Capture window, click the Capture button. Click the Settings icon

2 Set the basic Auto Capture options

The Auto Email Capture Settings window will now open and you can set the basic settings Emails & SMS

2.1 Set the Frequency of the Auto Capture

1 It will capture and copy all emails and attachments from Outlook which have been sent and

received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45* days

4 Emails which have been assigned, will now be copied to the Documents tab of the relevant

matter. Emails & SMS

2.2 Specify how long the captured emails will remain in the

2.3 Turn Windows notifications On or Off

2.4 Allow this user to perform email captures on multiple

2.5 Default Grouping

This setting controls how emails are grouped in the capture window. To begin with it is recommended that they be grouped by Match Status. Emails & SMS

3 Select the Outlook folders which are to be captured

4 Turn Auto Capture On

To finish turning on capture, slide the Auto Capture switch to the 'On' position and then click Apply. Emails & SMS

5 Email Capture is now operating

Migration Manager's Email Capture service will now regularly monitor and capture emails from your selected email folders. Video Guide Emails & SMS

1 It will capture and copy all emails and attachments from Outlook which have been sent and

received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45* days

4 Emails which have been assigned, will now be copied to the Documents tab of the relevant

Click the Settings icon.

1 General Tab

The General Tab provides the user with the ability to modify the behaviour of the Auto Capture system including: Emails & SMS

1.1 Turn Capture On or Off

1.2 Set the Frequency of the Auto Capture

1 It will capture and copy all emails and attachments from Outlook which have been sent and

received since the last capture was performed;

2 It will assess each of the newly captured emails to determine if they can be automatically

assigned to a matter in Migration Manager;

3 It will assess each of the emails which have previously been captured over the last 45* days

to determine whether there is any new information which has been entered or updated in Emails & SMS

4 Emails which have been assigned, will now be copied to the Documents tab of the relevant

1.3 Specify how long the captured emails will remain in the

1.4 Enable Email Capture Log

1.5 Days to keep log history for

1.6 Turn Windows notifications On or Off

1.7 Allows this user to perform email captures on multiple

1.8 Add matched emails to this user's Document Inbox

If this option is selected, then as emailed are matched to Matters, an email item will also appear in the user’s Document Inbox so it can be triaged and actioned accordingly.

1.9 Use Redemption Security Settings (32-Bit Office Only)

1.10 Enable Double Pass

Enabling Double Pass allows Email Capture to re-capture the previous capture period in case any emails were missed due to timing issue.

1.11 Use Early Binding

Select this option only if requested by the Migration Manager Support Team

1.12 Default Grouping

Choose how you would like emails to be grouped in the capture window: Emails & SMS

• Group by Match Status • Chronological Order • Reverse Chronological Order • Group by Name

1.13 Open Auto Email Matched Schedule

See: Auto Email Matches – How to Create & Edit

2 Folder Selection Tab

3 Exclude Lists Tab

4 Exclude Subjects Tab

1 Equals

2 Contains

3 Starts with

4 Ends with

5 Regular Expression

• Subject. The subject Text that the above test will test on. Emails & SMS

 For Migration Manager global Email Capture Preferences, see Email Capture Preferences. Emails & SMS

What each of the settings do The Email Capture Program level preferences controls how Email Capture works for ALL the firms users of Migration Manager.

1 When to Update the Email Capture History

2 Subfolders of Inbox and Sent Items (Manual Captures Only)

If you perform Manual Captures, ticking this box will mean Migration Manager will also capture subfolders of the Inbox and Sent Items folders.

3 Default Handling of Attachments

4 Auto-Assignment of Emails

1 The Matter ID; next

2 Auto Email Matches, next

3 The Department File Number (as recorded in the DIBP tab); next

4 The Department TRN (as recorded in the DIBP tab); next

5 The Department Application ID (as recorded in the DIBP tab); next

6 The Primary Applicant's main and alternative email addresses; next

7 The 1st Alternative Reference (as recorded on the Cover Page); next

8 The 2nd Alternative Reference (as recorded on the Cover Page); next

9 The 3rd Alternative Reference (as recorded on the Cover Page)

5 Document Inbox

6 Staff members the Document Inbox will be activated for

Once you have activated the Document Inbox (step 5), you need to specify which staff members on the Matter will have these emails and attachments sent to their Document Inbox.

7 Save

Once all adjustments have been made, click Save & Exit. Emails & SMS

1 Continue to click 'Allow' each and every time (not recommended); or

2 Install a valid and up to date anti virus program on this computer (highly recommended

in any event); or

3 Adjust your email capture settings to block this message. Depending on your version of

Outlook, the Redemption Security setting in Email Capture maybe able to block this message. Refer to the Understanding the User Email Settings guide.

4 Turn off the notifcation for 'programatic access'.

For instructions on how to perform option 4 and turn off the notification, read below. Emails & SMS

1 Close Outlook

2 Open Outlook again, but start by "Running as

Administrator".

1 Click on the Windows button.

2 Find the Outlook icon and right click on it.

3 Select More.

4 Select Run as Administrator.

3 Go to Outlooks Options

Click File then click Options. Emails & SMS

4 Go to the Trust Centre Settings

Once the Outlook Options window opens, go to the Trust Centre and click 'Trust Centre Settings'. Emails & SMS

5 Disable the Programmatic Access Security warning

When the Trust Centre window opens, click Programmatic Access and then click 'Never warn me about suspicious activity'. Then Click OK. Emails & SMS

6 Close Outlook and reopen Outlook normally.

1 Select Email Capture

From the Main Toolbar, click on the Capture button.

2 Go to Settings

Click on the Settings Cog.

3 Go to Folder Selection

Click on the Folder Selection tab. Emails & SMS

4 Select the Folders to capture

Expand the Mailboxes you wish to add/change, then tick or un-tick the Inbox and Sent Items folders as desired. Then click Apply. Emails & SMS

1 Excluding Domains

1.1 Highlight the Email and Exclude Domain

Once the email is highlighted, you can either: • Right click on the Email, then select Exclude Domain. • Or click on the Exclude Domain button on the Toolbar.

1.2 Confirm the action

You will be warned of the Exclusion to take place and asked to confirm by clicking Yes. Emails & SMS

2 Excluding Email Addresses

 Excluding Email Addresses will only affect the email addresses you have highlighted to exclude. These particular email addresses will no longer we considered in future captures.

2.1 Highlight the Email and Exclude Email Address

Once the email is highlighted, you can either: • Right click on the Email, then select Exclude Email Address. • Or click on the Exclude Email Address button on the Toolbar.

2.2 Confirm the action

You will be warned of the Exclusion to take place and asked to confirm by clicking Yes. Emails & SMS

3 Excluding Subjects

Excluding Subjects is done from within the Email Capture Settings itself. This function will exclude any emails with that subject from future captures.

3.1 Go to Settings

Click on the Settings Cog within Email Capture.

3.2 Go to Excluded Subjects

Click on the Excluded Subjects tab. Emails & SMS

3.3 Add the Excluded Subject and Method

Enter the Subject Text you wish to Exclude. Select the Method of detecting this text. Emails & SMS

Then click Add. The Subject has now been added. Click Apply to save and exit. Emails & SMS

4 Removing Exclusions

If you have added an exclusion by mistake, these exclusions can easily be removed.

4.1 Go to Settings

Click on the Settings Cog within Email Capture. Emails & SMS

4.2 Removing List Exclusions

4.2.1 Go to Excluded Lists

Click on the Excluded Lists tab.

4.2.2 Remove unwanted Exclusions

Select the unwanted Domain or Email Address Exclusion you wish to remove, then Right Click => Remove. Then click Apply to save & exit. Emails & SMS

 You can select multiple Domains or Emails by highlighting one item, then using the Ctrl or Shift keys to highlight multiple items (the same as you do in Excel).

4.3 Removing Subject Exclusions

4.3.1 Go to Subject Exclusions

Click on the Excluded Subjects tab.

4.3.2 Remove unwanted Exclusions

Select the unwanted Subject Exclusion you wish to remove, then Right Click => Remove. Then click Apply to save & exit. Emails & SMS

 You can select multiple Subjects by highlighting one item, then using the Ctrl or Shift keys to highlight multiple items (the same as you do in Excel). Emails & SMS

Creating Files from Emails Emails & SMS

1 View the Captured Emails

In the main toolbar, click the Capture button.

2 Review the unmatched emails

1 Need to be manually matched to a matter;

2 Which emails need to be converted in to new matters

3 Which emails can be ignored.

For the purposes of this article we will focus on converting an email in to a new matter. Emails & SMS

3 Select Email to be Converted

4 Right Click and select 'Match'

Next, right click the email and select 'Match' from the context menu. Emails & SMS

5 Click New Matter

The Match window will now appear. Click the 'New Matter' button The New Matter window will now appear.

6 Enter the relevant matter details

Enter all of the relevant information to create a new matter. When complete, click 'Match'. Emails & SMS

7 A new Matter will be created and the email matched to

that matter. Emails & SMS

8 Complete

Emails & SMS

Sending SMS Emails & SMS

1 Register with a SMS gateway service

2 Open System Preferences

To set up the Email to SMS, first, in the top menu, go to Tools > Administrative > Preferences.

3 Go to the Emails preference

Once the Preferences window has opened, go the Program Level tab and then go to Emails. Emails & SMS

4 Enable SMS

To enable the Email to SMS function you will need to:

1 Slide the Enable Email to SMS functionality to ON

2 Insert the SMS gateway address. It is this address that will convert the mobile phone number

to an acceptable Email to SMS address i.e. xxxxxx@email.smsgatewayservice.com

3 If the gateway service you are using does not automatically remove the leading zero of a

mobile phone number, slide Remove leading Zero from number to Yes

5 Click Save & Exit

To finish setting up the Email to SMS, click Save & Exit in the bottom right hand corner. Emails & SMS

1 Enable SMS

If you have not already done so, you will need to enable the SMS functionality in Preferences. See: How to Enable SMS Emails & SMS

2 Click the SMS Button

If SMS has been enabled, on each matter you should see an SMS button appear next to each mobile phone number. To send an SMS to this email address, click the SMS icon.

3 Review the Details

Because the SMS function uses Email to SMS, the Email To window will now appear. The SMS address will appear in the To field. Emails & SMS

4 Click Create Email

Online Meeting Request Tool Emails & SMS

1 Open a Matter

Open the Matter to send the Invite to.

2 Click the Send Online Meeting Request icon

Click the Send Online Meeting Request icon at the top-right of the Matter window. Emails & SMS

3 Select the Meeting criteria

• Choose if you wish to host the meeting via Skype or Jitsi. • Select the Meeting Date and Time. • Select which Timezone the above time is based upon. • Select the Meeting Duration.

4 Send the Meeting Request

You can choose to either Email the meeting request, or if the client has their Portal Activated, you can send the message via a Secure Portal Message.

5 Sending Via Email

If you choose to send the Request via Email, you will see the ‘Email To’ window appear. Select the recipients, then click Create Email. Emails & SMS

 Note: A copy of the ics file will also be saved to the Document tab of the Matter (under the ‘Letters Out’ folder).

6 Sending Via Portal Message

 Note: The Portal Message and Calendar file will be saved in the ‘Letters Out’ folder of the Documents tab for that Matter. Emails & SMS

File Notes

1 Open the Matter
2 Click the New FN button
3 File Note Window
4 Record your Note
5 Click Enter
6 Note is Recorded
7 Add Additional Content
8 Set the Status
9 Set Reminder Date and Responsibility
10 Save & Close
11 Filenotes Tab
1 Record the File Note
1.1 Close any Active File
1.2 Click the New FN Button
1.3 Record the File Note
2 Link the File Note and Matter
3 Finalise the File Note
1 Record the File Note
1.1 Close any Active File
1.2 Click the New FN Button
1.3 Record the File Note
2 Create the new Matter
2.1 Click the 'New Client' button
2.2 Record the Matter Details
2.3 Click Create
3 Link the File Note and Matter
4 Finalise the File Note
1 How to Create a Summary File Note
1.1 Click add New Note
1.2 Enter the relevant information
1.3 Click Save & Close
2 How to add content to a Summary File Note
2.1 Click Open Filenote
2.2 Enter content
2.3 Click Save & Close
1 Open the Summary Note
2 Click the User Settings button
3 Change the User Preference
4 Click Save & Close
5 Click Refresh

1 Open the Matter

Using the Open button, find and open the matter in question.

2 Click the New FN button

To create the file note, click the New FN button in the main toolbar.

3 File Note Window

A new File Note window will now appear, docked to the side of its associated matter.

4 Record your Note

Type details of the note into the 'Add New Note' part of the File Note window.

5 Click Enter

When you have finished recording the content of the note, click Enter.

6 Note is Recorded

Once you have clicked Enter, the content you previously typed will be added to the note record at the top of the File Note window.

7 Add Additional Content

To add additional comments to the note, repeat steps 4 and 5 and record the details in the Add New Note panel and then click Enter to record the content.

8 Set the Status

9 Set Reminder Date and Responsibility

10 Save & Close

When you have finished with the File Note, click Save & Close.

11 Filenotes Tab

The saved File Note will now appear in the tab in the Client Detail window. To open a File Note, just double click it within the window.

Video Guide

1 Record the File Note

1.1 Close any Active File

To be able to create an unlinked File Note, you must first close any current "Active File" by clicking the 'Close' button.

1.2 Click the New FN Button

Now click the 'New FN' button in the main toolbar.

1.3 Record the File Note

As with a normal File Note, record your comments and then click the 'Enter' button to add the comments to the note.

2 Link the File Note and Matter

In the Client dropdown, search for the relevant matter by starting to type the name of the new Matter. When the required Matter is found, click on it to set it.

3 Finalise the File Note

1 Record the File Note

1.1 Close any Active File

To be able to create an unlinked File Note, you must first close any current "Active File" by clicking the 'Close' button.

1.2 Click the New FN Button

Now click the 'New FN' button in the main toolbar.

1.3 Record the File Note

As with a normal File Note, record your comments and then click the 'Enter' button to add the comments to the note.

2 Create the new Matter

Once you have finished recording the note, you can now proceed to either link the File Note to an existing matter, or create a new Matter.

2.1 Click the 'New Client' button

To create a new Matter, first click the New Client button.

2.2 Record the Matter Details

The New Matter window will now appear. Enter the details of the matter that you want to create.

2.3 Click Create

When you have finished recording the necessary details for the new Matter, click 'Create'. The new Matter will now be created and open. Add any additional information to the file as necessary.

3 Link the File Note and Matter

In the Client dropdown, search for the relevant matter by starting to type the name of the new Matter. When the required Matter is found, click on it to set it.

4 Finalise the File Note

1 How to Create a Summary File Note

1.1 Click add New Note

To create a Summary File Note, open the relevant Matter and on the Cover Page click the note area which is labeled Click here to add new note.

1.2 Enter the relevant information

A Filenote window will now appear

Enter details in to the note like you would a normal File Note (see Creating a File Note – When you have the Matter Open) by typing in the relevant text and setting a status for the note.

1.3 Click Save & Close

Click Save & Close to Finish. The content of the note will now be displayed on the Cover Page in the Summary Filenote panel.

2 How to add content to a Summary File Note

2.1 Click Open Filenote

To add content to a summary file note, click the Open Filenote button on the Cover Page.

2.2 Enter content

The Filenote will now open

2.3 Click Save & Close

1 Open the Summary Note

The easiest way to access the Summary File Note display settings it to first open the Summary Note by clicking the Open Filenote button on the cover page of any matter.

2 Click the User Settings button

After the File Note has opened, clicking the settings button in the right hand corner.

3 Change the User Preference

Once the Options window appears, to set the Summary Note to only display the most recent entry, tick the box for "Show only the most recent cover page summary note".

4 Click Save & Close

To save the user preferences, click Save & Close.

5 Click Refresh

To update what is shown on the matter that is currently open, click the refresh button in the top right hand corner. The Summary File note will now only show the most recent Summary Note entry.

How to Delete a Filenote After creating a Filenote, it may be decided that the note needs to be deleted. To delete a filenote follow these steps:

1 Enable User Permission

In order to delete a file note your user profile must have permission to delete a filenote.

1.1 Login as Administrator

To set the user permission you will need to first login as Administrator.

1.2 In the top toolbar, go to Tools > Administrative >

Preferences

1.3 Set the User Permission

Now go to the User Permissions tab and set the user to 'Allow User to Delete Filenotes'. The click Save & Exit to finish.

2 Go to the Filenotes Tab

Find the filenote that you want to delete, by first going to the Filenotes tab of the relevant matter.

3 Select the Filenote and then right-click

To bring up the delete option, select the Filenote that you want to delete, and then right click that note to bring up the context menu. Now click Delete Filenote.

4 Confirm Deletion

You will now be asked to confirm that you want to delete the filenote. Click Yes to proceed.

5 Filenote Deleted

The Filenote will now be deleted.

Restore Filenotes – How to restore a Deleted Filenote After deleting a Filenote, it may be decided that the note wasn't meant to be deleted. To restore a deleted filenote follow these steps:

1 Enable User Permission

In order to restore a deleted a filenote your user profile must have permission to restore a filenote.

1.1 Login as Administrator

To set the user permission you will need to first login as Administrator.

1.2 Access Preferences

From the Main Menu, select Tools, then Administrative, then Preferences.

1.3 Set the User Permission

Now go to the User Permissions tab and set the user to 'Allow User to Restore Filenotes'. The click Save & Exit to finish.

1.4 Log back in as the user to Restore the Filenote

2 Access Restore Filenotes

From the Main Menu, select Tools, then Administrative then Restore Filenotes. The Restore Filenotes window will now appear.

3 Select and Restore

Now select the Filenote(s) that you want to 'un-delete' and then click Restore Selected Filenotes. (You can select multiple items by using Ctrl + click or Shift + click)

4 Confirm Restore

You will now be asked to confirm that you want to restore the filenote. Click Yes to proceed.

5 Filenote Restored

The Filenote will now be restored to the original matter. If you open the Filenotes tab of the matter, the restored filenote should now be visible.

How to edit a Filenote After creating a Filenote, you may wish to edit the note. To Edit a Filenote follow these steps:

1 Enable User Permission

In order to edit a Filenote, your user profile must have permission to Edit Existing Filenotes. Enabling Permission to Edit Filenotes

1.1 Login as Administrator

To set the user permission you will need to first login as Administrator.

1.2 Go to Preferences

In the top toolbar, go to Tools > Administrative > Preferences.

1.3 Set the User Permission

Now go to the User Permissions tab and set the user to 'Allow User to Edit Existing Filenotes'. Then click Save & Exit to finish.

2 Go to the Filenotes tab

Once you have logged back in as yourself, open the Matter and find the Filenote that you want to edit, by first going to the Filenotes tab of the relevant matter

3 Select the Filenote

To Edit the Filenote, first open the Filenote by double clicking on the record you wish to edit.

4 Select the Note to Edit

Once the Filenote opens click on the text you wish to change, then right click => Edit.

5 Edit the Text

The Text will appear in the edit box, adjust as required.

6 Save & Close

Once you have edited the text, click Enter, then Save & Close to update.

The Filenote has now been updated.

File Note Templates / Quick Parts

1 Open a File Note

To access the Quick Parts editor/creator, you first need to open a File Note. The easiest way to do this is to click the New FN button in the main toolbar.

2 Right click the comments section of the File Note

Next, right click anywhere on the comment section of the File Note. This will bring up the File Note context menu.

3 Select Quick Parts

On the context menu, click Quick Parts. The Quick Parts window will now appear showing a list of the available Quick Parts.

4 Click the + button

To create a new Quick Part, click the green + button in the left hand corner.  The Quick Parts editor will now appear. Tip: Use the expand button on the right hand side to expand the window.

5 Add your content to your Template / Quick Part

6 Click Save & Close

When you have finished adding content, click Save & Close. The finished Quick Part will now appear in the list of available Quick Parts for use in a File Note.

1 Open a File Note

To use a Quick Part, you first need to open a File Note. The easiest way to do this is to click the New FN button in the main toolbar.

2 Right click the comments section of the File Note

Next, right click anywhere on the comment section of the File Note. This will bring up the File Note context menu.

3 Select Quick Parts

On the context menu, click Quick Parts. The Quick Parts window will now appear with a list of available Quick Parts.

4 Select the Required Quick Parts

Tick the Quick Parts that you want to add to your File Note. You can choose as many Quick Parts as you want to add to your note.

5 Select / Ignore "Use as Filenote Title"

If you want to use the Description of the Quick Part as the title of the File Note, tick Use as Filenote title.

6 Click Select

To add the content of the selected Quick Parts to the File Note, click Select

7 Edit the File Note

The content of the Quick parts will now be added to the File Note. You can proceed to continue adding additional content to the File Note.

File Note Preferences

1 Open a File Note

First, click the 'New FN' button in the main toolbar.

2 Click the Options button

When the window options, click the Options button on the upper right hand side of the File Note.

3 The Options window

The Options window will now appear. This window shows the File Note user preferences that this user can modify.

3.1 Covernote Edit Mode

the particular comment you wish to edit. If this option is ticked, then you can double click that comment on the Covernote and the Filenote window will open in edit mode for that comment.

3.2 Default Size

3.3 Centre Docking

3.4 Covernote View

saved and can be accessed by opening up the File Note, its just with this setting you will only see the most recent comment displayed on the matter Cover Page.

Filenotes Preferences

1 Default Dates

2 Default Status

3 Default Responsibility

4 Filenote locked to this User

When adding a comment to a Filenote, if this preference is selected it will lock the initials as shown on the Filenote comment to this user. The default is set to unlocked.

5 Cover Page (Summary Filenote) Order

This preference allows you set the order of the Summary Filenote on the Cover Page. The default setting is for the most recent note to appear in chronological order at the bottom of the cover notes.

6 Filenote Order

7 Status Change Dates

8 Default Font

This preference allows you to set the default font which will be used in all new Filenotes. To change the default font settings click the A button.

8.1 Changing Font

If you open the font changing window you will be presented with a standard Windows font changing tool. Select the Font you would like and click OK.

9 Save and Exit

When you have finished making changes, click Save & Exit.

User Level Permissions – The User Level Permissions for allows the Administrator to set how will operate for individual users. Note that the permissions is seperate to the user preferences.

1 Login to Migration Manager as Administrator

In order to edit the User preferences you must log in as Administrator.

2 Open Preferences

To open the Preferences window, go to Tools > Administrative > Preferences

3 Click the User Permissions tab

The User Permissions tab contains a list of all of the Users and their permissions settings

4 Find the relevant Permissions

If you scroll to the right of the grid, you will find the list of user permissions for File notes

4.1 Edit Existing File Notes

4.2 Delete Existing File Notes

Enabling this user preference will give the selected user the ability to delete an existing File Note entry. The default setting is for this to not be enabled.

4.3 Edit Cover Page Summary Note

4.4 Allow User to Restore Filenotes

Enabling this permission will give the selected user the ability to restore filenotes which have previously been deleted by any user.

5 Save & Exit

When you have finished making changes, click Save & Exit.

Letters and Documents

1 Open the relevant Matter
2 Click the Letters button
3 Select the document / letter to merge
4 Click Merge
5 Review the completed Document
1 Generate the Letter or Document
2 Open the Documents tab
3 Select the document, Right Click and select Email To
4 Select who to Email To
5 Add a Subject Line
6 Select whether to embed or attached (Word Documents
6.1 If you select Embed
6.2 If you select Attach
7 Review and send the email
1 Generate the Letter or Document
2 Open the Documents tab
3 Select the Document, Right Click and select Upload to
4 Add Message details
5 Select additional options
5.1 Request a Document from Client
1 Use the dropdown list which will show a list of all documents/forms currently show on this
2 Use the + button to create a new document/form entry on the Progress tab for this matter.
5.2 Mark a Progress Item as Complete
1 Use the dropdown list which will show a list of all tasks currently show on this matters
2 Use the + button to create a new task entry on the Progress tab for this matter.
5.3 Notify Client that New Documents are Available
6 Click Send Message
7 Send notification email
1 Open any Matter.
2 Click the Letters button on the Main Toolbar.
3 When the Letter Merge window appears, click the
4 Download the Latest Templates
1 To download the sample Templates, click Download Basic Templates.
2 To download the lastest Template Package (for Template Package subscribers), click
5 Click Yes to download the Templates
1 Open any Matter File.
2 Click the Letters button on the Main Toolbar
3 When the Letter Merge window appears, click the MM
4 In the MM Template Feedback window, complete the
1 Open the Documents tab

1 Open the relevant Matter

2 Click the Letters button

Click the 'Letters' button in the main toolbar to bring up the Word Templates window showing a list of all of the available letters and documents able to be merged for the active matter

3 Select the document / letter to merge

4 Click Merge

When you are ready to merge your choosen template, click 'Merge'.

5 Review the completed Document

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged letter from. Note that merged letters/documents will appear in the Letters Out folder.

3 Select the document, Right Click and select Email To

After you have selected the letter or document you wish to send via email, right click it and from the context menu choose Email To.

4 Select who to Email To

5 Add a Subject Line

Next add the subject line that you want to have appear on your email. Note that the subject line will include, by default, the matter reference number.

 Note: In Preferences, you can set emails to automatically have the subject line based on the name of the letter being sent.

6 Select whether to embed or attached (Word Documents

Only) If you have selected a Word Document (docx), you can choose whether to embed the contents of the document in to the body of the email, or attach it as an attachment.

6.1 If you select Embed

If you select Embed, the text from the document will be emeded in to the body of an Email.

6.2 If you select Attach

To attach the document as an attachment to the Email, set the switch to Attach. When you click Create Email the the document will be attached to the email.

7 Review and send the email

To finish, review the email and then click 'Send'. This will send the email.

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder.

3 Select the Document, Right Click and select Upload to

Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

4 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the Send Message button. The document/form will now be upload to the Secure Client Portal via encrypted message.

7 Send notification email

1 Open any Matter.

2 Click the Letters button on the Main Toolbar.

3 When the Letter Merge window appears, click the

Settings button.

4 Download the Latest Templates

1 To download the sample Templates, click Download Basic Templates.

2 To download the lastest Template Package (for Template Package subscribers), click

Download Latested MM Templates.

5 Click Yes to download the Templates

If you wish to download the latest set of pre-defined Account Templates (Invoices, Deposit Requests etc), see: How to Customise Accounts Templates.

1 Open any Matter File.

2 Click the Letters button on the Main Toolbar

3 When the Letter Merge window appears, click the MM

Template Feedback button

4 In the MM Template Feedback window, complete the

fields with as much detail as possible, then click Submit One of the Template Team will respond as soon as possible.  Examples of queries to submit to the Template Team:

1 Open the Documents tab

Navigate to the Documents tab of the relevant matter and find the document you want to upload to Docusign for esigning.

2 Select the Document

Select the document you want to upload, then right click the document and choose the eSign menu option

The eSign window will now appear.

3 Add the signees

Next select the individual(s) that you want to have sign the document by clicking the Add button next to the person's name. Their details will be uploaded to Docusign along with the document.

4 Edit the Subject and Message

5 Generate the Docusign Envelope

When ready, click the Create Envelope button.

6 Login to Docusign

The document will now be uploaded and your web browser will open and redirect to your Docusign account.

7 Docusign

Click the Send button when you are ready to send your document for signing.

How to Create and Edit Templates

1 Via the Firm Setup Guide

To access the Firm Setup Guide click on Tools in the top menu and then click on Firm Setup Guide. Once the Firm Setup Guide appears, click on the Letter Merge button.

2 Via the Tools menu

Letters settings The Letters' settings window should now be visible.

1 Word Template Configuration

The Word Template Configuration section gives you control over various aspects of how the letters merge.

1.1 Use Saved Letterhead

Tick this preference if you want Migration Manager to apply a letterhead by default to any Word document that is merged.

1.2 Download and Edit Letterhead

1.3 Remove the File Path

1.4 Insert a Logo in Logo Field

1.5 Generate and Save Document Merge ID in Tags

2 Letter Merge Default Behaviour

These settings control:

1 Whether or not the document will open in Word immediately after the merge has

completed; and

2 The default save location in an matter. Note that this can be changed at the time of merge.

3 Rounding of Fees and Charges

This setting controls whether any fees and charges information is rounded to the nearest dollar or not.

4 Text to Insert when a Merge Field is Blank

5 Document Email

6 Template Downloader

7 Save

Once all adjustments have been made, click Save & Exit.

1 Accessing Letters Preferences

In Preferences, select the Letters tab.

2 Download Letterhead

3 Edit the Letterhead template

To customise the letterhead to what you require, click the Edit button.

4 Edit the Word Document

The letterhead will now open as a word document. You will now need to edit the Header and Footer with the images and text that you require.

4.1 Open the Header and/or Footer

Using the menu options in Word, open up the Header or Footer.

4.2 Edit the Header and or Footer

5 Save the Word Document

Once you have finished editing the Word document, you must click Save in Word. You can now close the Word document.

6 Save the Merge Settings in Migration Manager

You can now click Save & Exit which will close the Letter settings window.

7 Merge a Letter

You can now merge a letter using your new letterhead. For instructions on how to merge a letter / document from a template, see: How to merge a Template Letter

1 Open a Matter

2 Click on the Letters button

Next, click on the Letters button in the main toolbar.

3 Select the appropriate folder

4 Click New Template

After you have selected the folder (or created a new one) that you want to save your new Template in to, click the New Template button.

5 Give the Template a Name and Keywords

Using Special Keywords NLH or NMFCO There are two special Keywords that actually trigger functionality when merging.

5.1 NLH (No Letterhead)

5.2 NMFCO (No Merge. File Copy Only)

6 Create

Once you have completed the Filename and Keywords, click Continue.

7 A blank Word document will now open

A blank Word document should appear along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised.

8 Add Content and Merge Fields

1 first click where you want the merge field to appear;

2 find the required merge field from the Merge Fields window; then

3 click the Add Field button.

9 Continue adding content

10 Click Save & Close Letter

When you have finished editing the document, click Save & Close Letter.

11 New Template available

The new template is now available for all users to now merge. To merge the template and save it to the current matter, select the template and then click Merge. Video Guide

1 Open a Matter

2 Click on the Letters button

Next, click on the Letters button in the main toolbar.

3 Select the appropriate folder

When the Word Template Merge window appears, you need to select the folder that contains the template that you wish to edit.

4 Right Click the Template that you want to edit

Right click the template that you want to edit, and then from the menu that appears, click Edit Template

Copying a Template

4.1 Create a Custom Folder to place your Templates.

4.1.1 Right-click on the Folder 'StandardNewLetters', then select Create

Folder.

4.1.2 Enter the name for your new Folder and click OK.

Your New Custom Folder has been created.

4.2 Copy the Template

4.2.1 Find the Template you would like to copy

4.2.2 Right-click on the Template and 'Duplicate Template'.

4.2.3 Enter the Filename for this duplicate Template. Then click 'Create'.

(You can also enter keywords for the Template to make searching easier).

4.3 Move the Template

Now that the Template has been copied. It can be moved to your required location.

4.3.1 Right-click on your Copied Template and select 'Move Template'.

4.3.2 Select the Folder.

The newly copied Template is now is now in your Custom Folder.

5 A Word Document will now open

A Word document should appear (being the template) along with Word Template Merge Editor window. Note that if you do not see the Word document it may be minimised.

6 Add Content and Merge Fields

1 first click where you want the merge field to appear;

2 find the required merge field from the Merge Fields window; then

3 click the Add Field button.

7 Continue adding content

8 Click Save & Close Letter

When you have finished editing the document, click Save & Close Letter.

9 Updated Template available

The update template is now available for all users to now merge. To merge the template and save it to the current matter, select the template and then click Merge.

1 Open any Matter File.

2 Click the Letters button on the Main Toolbar.

3 When the Letter Merge window appears, click the

Settings button.

4 In the Word Template Configuration section, tick the

5 Select your File.

6 Once the Logo has been selected, click Save & Exit.

7 When Letters are now produced which use the LOGO

1 Open Custom Merge Fields

From the Main Menu, select Schedules => Custom Merge Fields.

2 Select Edit for the ‘SignatureBlock’ Merge Field

Highlight the ‘SignatureBlock’ row, then select More => Edit.

3 Edit the Signature Body

You can now edit the text and add additional merge fields to your Signature Block.

3.1 You can type text directly into the Text window

Add or edit the existing text

3.2 You can add additional Merge Fields

You can add additional merge fields into the text section. Click on the ‘Add Merge Field’ drop-down and select a merge field.

Position the cursor where you would like the field to go, then click the + button to add.

4 Save the Signature Block.

Once you are happy with the Signature, click Save & Close.

The Documents Tab

1 Go to the Documents tab

To add a document to a particular Matter, first open that Matter and then go to the Documents tab.

2 Open the relevant folder

Now select and double click the folder that you want to save in to.

3 Drag and Drop

You can now drag and drop the relevant file(s) or document(s) from any where on your computer on to the Documents tab in Migration Manager.

4 File Added

The file/document will now be added to the matter and will be saved on your computer/server in the relevant file.

1 The Home tab

The Home subtab in the Documents tab provides the user with the ability to interact with the documents stored within the Matters

1.1 Flat View/Tree View

1.2 Open

Clicking the Open button, will open the currently selected document. For example, if you click Open whilst a Word document is selected the selected item will open in Microsoft Word.

1.3 Preview

1.4 Edit

If you click the Edit button, you can edit the name/Title , the Keywords, Status, Responsibility and Review Date of a selected document.

1.5 Delete

1.6 New Folder

The new folder will now appear in both the folder tree on the left hand side and within the folder currently in view.

1.7 Move To

When you have selected where you want to move the selected item to, click Move to finalise the transfer. The item will now be moved.

1.8 Copy To

The item will now be copied in to the selected location.

1.9 Scan Document

The Scan Document button allows the user to scan a document in to this matter using a networked/usb connected scanner. When you click the Scan Document button, the Scan Document window will appear.

To perform a scan you need to:

1 Select the scanner you want to use;

2 The format you want to save the scanned document in;

3 The location where you want to save the scanned document;

4 What name the document will be saved as; and

5 Click Acquire to perform the scan.

 Note your scanners inbuilt scanning software may appear at this point ask you to select additional paramaters for the scan. Select the necessary options and click Scan to perform the scan.

1.10 Convert to PDF

1.11 Send To

1.12 Email To

1.13 Upload to Portal

1.14 Import Data

1.15 Portal

The Portal button opens the Portal interaction window. For instructions on how to use the Portal with documents, please refer to: How to send a Letter or Document via the Secure Client Portal

1.16 Reconcile

The Reconcile window will now appear showing the discrepencies. To rectify the discrepencies, click the Clean Up button. The information shown in the Documents tab will now be up to date.

2 The Search Tab

The Search tab lets the you search the documents of the matter. The buttons within the Search tab allow the you to modify/condition the search that they are performing

2.1 Location

2.2 Status

The Status button lets you limit the scope of any search by the status of a document.

2.3 File Type

The File Type button lets you limit the scope of any search by the type of document i.e. Word, Excel etc.

2.4 Date Range

The Date Range button lets you limit the scope of any search by the date a document has been created.

2.5 Search

The Search section is where you perform your search by typing in the text you want to search by. The text field will search everywhere the word(s) typed appear in either a document name

2.6 Clear Search

Clicking the Clear Search button wipes the results from the search list.

3 The View Tab

The View tab lets you change the types of documents shown in the Documents tab along with the various viewing options.

3.1 Show File Types

The options in this grouping allow to change what type of documents are visible in the current view.

3.2 Preview

Clicking this button will open the selected document in the Migration Manager preview window.

3.3 Show Duplicates

3.4 Flat View / Tree View

Clicking the Flat View / Tree View button changes the view of the documents. Click the button again to switch the view (see paragraph 1.1 above)

3.5 Maximise

The Maximise allows you expand the Documents tab to full screen. Clicking the button a second time will retun the Documents tab back to normal size.

3.6 Options

The Options button allows you to access your user preferences for the Documents tab. For instructions on how to use the User Options for the Documents tab, see: Documents Tab User Preferences

 Note that a lot of the options available in the right click menu are also available in the menu bar.

1 Open Document

Clicking the Open Document option, will open the currently selected document. For example, if you click Open Document whilst a Word document is selected the selected item will open in Microsoft Word.

2 Preview

3 Edit

If you click the Edit option, you can edit the name/Title , the Keywords, Status, Responsibility and Review Date of a selected document.

4 Delete

5 Move To

When you have selected where you want to move the selected item to, click Move to finalise the transfer. The item will now be moved.

6 Copy To

The item will now be copied in to the selected location.

7 Convert to PDF

A PDF version of the Word document will now be saved to the file.

8 Send To

9 Email To

10 Upload to Portal

The Upload to Portal option allows you to upload selected documents to the Client Portal.

11 Mark as Complete

12 Change Status

13 Import Data

1 Going to the Options window in the Documents tab (single user change); or

2 Going to the User Preferences setting in the Preferences settings accessed via the Tools

option in the top menu (multiple user change)

1 Via the Documents tab Options (for single user changes)

If you want to set just your Documents tab user preferences, you can use the User Options interface accessed via the Documents tab on any matter.

1.1 Go to the Documents tab

First you will need to open a matter (it can be any matter) and then go to the Documents tab.

1.2 Go to the View subtab and click Options

Next click on the View tab and the clik on the Options button.

1.3 Set your Default View Preference

1.4 Set the Default Preview View

1.5 Set the Default Send Message View

1.6 Set the Message Reply Options

The Message Reply options allow a user to set whether, when replying to a Portal Message, the original message remains open or is closed when you click reply.

1.7 Set the Default Signature

2 Via the main Preferences window (for multiple users at

once) If you want to change the default preference for multiple users at once, you can do so via the main User Preferences system.

2.1 Login as Administrator

To edit multiple users at the one time, you will need to first login as the Administrator.

2.2 Go to Tools > Administrative > Preferences

To open the program and User preferences, in the top tool bar go to Tools > Administrative > Preferences

2.3 Go to User Preferences

2.4 Click Save & Exit

To finish, click Save & Exit.

1 Log in As Administrator

Only the Administrator can add new default folders.

2 Access Standard Directories

From the Main Menu, click on Schedules and then select Standard Directories.

3 Adding a new Standard Directory

To add a new Standard Directory, click the +Add button.

Enter the name of the new Standard Directory, then click OK. The list of directories will now be updated.

1 To run Detect/Fix Missing Directories, you can either right-click and select Detect/Fix

Missing Directories or click the More dropdown, then select Detect/Fix Missing Directories.

Click Yes to Proceed. The confirmation will appear when complete.

4 Close

When you have finished editing Standard Directories, click Close.

1 Open the Documents tab

First go to the Documents tab of the relevant matter.

2 Find and Select the relevant Document

Next navigate to the relevant document and then select it by clicking on it.

3 Click the Edit button

To rename the document, click the Edit button in the Document tab toolbar (or right click the document and select Edit from the context menu) . The Document Preview window will now open in Edit mode.

4 Edit the Title

You can now change the name and keyword/tags of the document by typing in the relevant information in to either the Title or the Tag fields.

5 Click Save & Close

Once you have finished making the necessary changes, click Save & Close to finish

The document will now be renamed.

1 Confirm your PC has your Printer TWAIN software

installed

1.1 How to check your PC has your Printer TWAIN software

installed.

1 From your Windows Search, type the word Paint, then select the Program Paint.

2 From inside Paint, click File.

3 The option for 'From Scanner or Camera' should be available and you should be able to

 Note: Migration Manager Technical Support does not support printer driver or TWAIN driver installation. This needs to be performed by your local IT Support.

2 Scan from the Toolbar.

2.1 How to scan from the Toolbar.

1 Open the Matter you wish to scan to.

2 From the Main Toolbar, click Tools => Scan Document.

3 Then continue with Step 4. 'Complete the Scanner Settings'.

3 Scan from the Matter.

3.1 How to scan from the Matter.

1 Open the Matter you wish to scan to.

2 Go to the Documents tab of the Matter.

3 Click the Scan Document button.

4 Complete the Scanner Settings.

1 Select your TWAIN Data Source (your Scanner).

2 Select the File Format you would like the Scan saved as.

3 Select where to save the Scan to (usually this would be the Matter you have open).

4 Select which Subfolder of the Matter you would like the Scan saved to.

5 Type the Document Name you would like the Document saved as.

6 Click Acquire.

5 Choose your Scan options.

Depending on your Printer Software, you will usually be asked details about the Scan (your window may appear differently). In the below example, we are asked:

1 Which tray/source the Scanned paper will come from.

2 If the Scan will be colour or black and white.

3 The paper size.

4 Then click Scan.

6 The Scan will process and the saved document will

appear in the Documents tab of the Matter.

1 Opening the Preview Window

From the Documents tab, select the Document you wish to preview, then either right click => Preview, or select the Preview button on the Document tab Toolbar. The Document Preview will open.

2 Adjusting the Document Name or adding a Document

Tag

2.1 Open the Preview in Show all Details mode

Click the Show all Details button. The Show all Details section will now appear.

2.2 Edit the Document Details

2.3 Save

Once you have made changes, click Save & Close.

3 Setting a Reminder

You may wish to set a reminder for yourself or another user to action this document.

3.1 Set the Status

1 In the Preview Window for the document, set the Status to a Status other than 'Complete'.

3.2 Go to Reminder Details

Click the Reminder button

3.3 Set Responsibilities and Date

Set the user you wish to be responsible, set the Review Date. Then click Update.

3.4 Save & Close

Click the Save & Close button. When the Reminder Date arrives, this item will now appear in the Documents Inbox for the user you have assigned the document to.

4 Sending the Document to a user’s Inbox

Unlike sending a Reminder above (which is based on a reminder date), you may wish to simply send the document now to another users Document Inbox.

4.1 Send to the user

In the Preview Window for the document, click the More button, then Send To, then select to user to send the document to.

4.2 Click Save & Close

This item will now appear in the Documents Inbox for the user you have sent the document to.

5 Viewing/Changing your Document Tab settings

5.1 Go to Settings

Open the Document Preview, then click the Settings button.

5.2 Change Settings

5.3 Save & Close

Once complete, click Save and Close.

Where does the deleted document go? The document will go into a folder called ClientsZZZZ Files Removed From MM DocRegFileDeletions. How do I get to this File?

1 Click Browse

From within Migration Manager, click the Browse Button:

2 Navigate to the Clients Folder

Clicking Browse will take you to the Matter Folder that you are currently in. Navigate back to the 'Clients' folder by click on Clients.

3 Find the 'ZZZZ Files Removed from MM' folder

Now that you are in the main Clients folder, scroll to the bottom of the of the list and open the folder ‘ZZZZ Files Removed From MM’

4 Open ‘DocRegFileDeletions’

Open the Folder ‘DocRegFileDeletions’. Here you will find your file.

How do a Recover the document back into my Matter?

1 Move the File back

1.1 Cut the File from its current location

Right-click on the file and Cut.

1.2 Navigate back to your Matter’s folder

Navigate back to your main Clients folder, then select the Matter ID followed by the sub- folder you wish to place the document in.

1.3 Paste

Right-click and Paste. The Document has now been returned to the Matter’s folder.

2 Reconcile the Documents tab in MM

2.1 Run the Reconcile

Back in Migration Manager, go to the Documents tab of the Matter and click the Reconcile button.

2.2 Run the Clean Up

The Reconcile process will find the newly added Document and suggest it be added to the Document Registry. Click Clean Up.

Your Deleted Document has now been recovered.

File Management

1 The Title Bar
2 Documents
3 Tasks
4 File Notes
5 Expiries
6 Webleads
7 The Home Page Button
8 Time Period Controls
9 View Controls
10 View Latest News
11 The Snapshot User Options
1 Open Snapshot
2 Open the Preferences
3 Edit the User Preferences/Options
4 Save and Exit
5 Snapshot will now display the new time periods
1 Show. Allows you to choose which File Types to display (example “only emails”, “only Portal
2 Sort. You can sort by Date, Reverse Date or Client.
3 Search. Allows you to search for a Client ID, Name or Description.
1 Gives you the option on including all items other than Completed/Rejected, or you can filter
2 My Files Only. To only show Documents where you are the RMA, Manager or Clerk.
3 My Responsibility. To only show Documents that has been marked as your responsibility.
4 From and To date range.
1 Preview. Opens the document in a Preview window.
2 Edit. Opens the document in a Preview window, but also allows you to edit the item such as
3 Mark as Complete. Once you have confirmed the document is correct and the task is
4 Remove from Inbox. Removes from the Document Inbox without updating the Status on
5 Change Status. Change the Status of an item on the Matter (example. Complete, Awaiting
6 Add to To Do Now / Add to To Do Later. Moves the item to the To Do Now or To Do Later
7 Send To (RMA, Manager, Clerk). Send this item to the selected Person’s Document Inbox.
8 Sent To Other. Allows you to send this item to another staff member who is not the RMA,
9 Open Matter. Opens the Matter that relates to that particular document.
10 Set as Active Matter. Set the Matter as Active, but do not open the Matter Window.
11 Open Document. Opens the document for you.
12 Copy Document. Allows you to copy the document to another location on your machine.
13 Move Document. Allows you to move the document to a different Matter.
14 Reject Portal Document. If the document is a Portal Document, you can choose to reject
1 Sort by Due Date or Completion Date.
2 Range. Tick to Select a From and To date range.
3 Checkbox Options

1 The Title Bar

2 Documents

3 Tasks

4 File Notes

5 Expiries

during the specified time period. Double clicking on an item in this tab will open up the relevant Matter and take you to the item in question. For full details, see Snapshot – Expiries Option.

6 Webleads

7 The Home Page Button

The Home Page on Snapshot is a quick link to open the Home Page window.

8 Time Period Controls

9 View Controls

10 View Latest News

11 The Snapshot User Options

The Snapshot Options button opens the user Options window which allows the user to modify Snapshot's default viewing behavior.

1 Open Snapshot

If Snapshot is not already open, click the Snapshot button in the main Toolbar To make changes to user preferences you must first login as the Administrator

2 Open the Preferences

Click the User Preferences Setting icon.

3 Edit the User Preferences/Options

The User Options window will now appear. You can edit the default time period that Snapshot will display when it is opened as well as whether the numbers displayed will include expired items.

4 Save and Exit

Click Save & Close to finish and save your preferences.

5 Snapshot will now display the new time periods

whenever this user opens it.

1 Show. Allows you to choose which File Types to display (example “only emails”, “only Portal

Messages” etc).

2 Sort. You can sort by Date, Reverse Date or Client.

3 Search. Allows you to search for a Client ID, Name or Description.

Advanced Options

1 Gives you the option on including all items other than Completed/Rejected, or you can filter

by particular Statuses (example. “In Progress”, “To be Reviewed”).

2 My Files Only. To only show Documents where you are the RMA, Manager or Clerk.

3 My Responsibility. To only show Documents that has been marked as your responsibility.

4 From and To date range.

Using the Document Inbox Triage When Documents arrive in the Inbox, you can prioritise them by dragging an item to either the To Do Now or To Do Later column.

Options for Documents Right clicking on a document will give you options on processing the Document

1 Preview. Opens the document in a Preview window.

2 Edit. Opens the document in a Preview window, but also allows you to edit the item such as

changing the Document title etc.

3 Mark as Complete. Once you have confirmed the document is correct and the task is

complete, you can mark the item as complete which will updates the status of the item on the Matter to Complete and remove it from the Document Inbox.

4 Remove from Inbox. Removes from the Document Inbox without updating the Status on

the Matter.

5 Change Status. Change the Status of an item on the Matter (example. Complete, Awaiting

Information, With RMA etc)

6 Add to To Do Now / Add to To Do Later. Moves the item to the To Do Now or To Do Later

columns.

7 Send To (RMA, Manager, Clerk). Send this item to the selected Person’s Document Inbox.

8 Sent To Other. Allows you to send this item to another staff member who is not the RMA,

Manager or Clerk.

9 Open Matter. Opens the Matter that relates to that particular document.

10 Set as Active Matter. Set the Matter as Active, but do not open the Matter Window.

11 Open Document. Opens the document for you.

12 Copy Document. Allows you to copy the document to another location on your machine.

13 Move Document. Allows you to move the document to a different Matter.

14 Reject Portal Document. If the document is a Portal Document, you can choose to reject

1 Sort by Due Date or Completion Date.

2 Range. Tick to Select a From and To date range.

3 Checkbox Options

4 Restore. Any changes that has been made on this screen but not Saved yet can be reverted

to how the screen was when it first appeared/was last saved.

5 Save. Save changes to this screen without needing to exit (otherwise changes can be Saved

on exit).

6 Excel. Exports the contents of this screen to Excel.

Using the Progress Items/Tasks window

1 Client ID. Right Click on the Client ID for the options of Setting as Active Matter, or to Open

the Matter.

2 Due Date.

3 Resp. The RMA, Manager or Clerk that is responsible for this Item. The Responsibility can be

changed if required.

4 Date Requested/Commenced. Date can be entered/adjusted if required.

5 Done. If the Item is complete, tick the Done box which will automatically populate the By

and Completion Date Fields.

6 Comments. Enter or adjust any comments for that Progress Item.

Updating When complete, as you exit this screen you will receive a message noting that changes have been made and if you wish to Save. Click Yes to save.

1 Show:

• Here you can select the show All File Notes (File Notes and Summary Notes), or just Summary Notes.

2 Sort By:

• Deadline Date • Creation Date • Matter ID • Review Date

3 Search:

• Using this field, you can search Filenotes by Matter ID, Names, File Note Title.

4 Advanced:

• Select this to see Advanced Search options. Advanced Search Options:

1 Hide Completed. By default Completed File Notes will be hidden. To view Completed File

Notes, set this switch to No.

2 My Files Only. Only File Notes where you are the RMA, Manager or Clerk of the Matter.

3 My Responsibility. Only File Notes were you are marked as the responsible person for that

particular File Note.

4 User: Here you can select which user to view that user's File Notes. You can also select

'Unassigned' to view File Notes which have not been assigned to any user, or 'TEAM' to view File Notes for All Users.

5 Date Type. Choose which Date Type to filter by. You can choose either Deadline Date or

Review Date.

6 Date Range. Based on the above option, select the date range to Search upon. The default

dates pull from your main Snapshot range selection.

Using the Filenotes window: Right Click Options Right Click on a Filenote for more options.

1 Open. Opens the Filenote for viewing/editing.

2 Undock. Undocks the current open Filenote from this window so you can continue to view

other Filenotes whilst leaving this Filenote on screen.

3 Mark as Complete. Sets the Filenote Status to Complete.

4 Send To. (RMA, Manager, Clerk, Other). Send this item to the selected Person’s Document

Inbox.

5 Open Matter. Opens the Matter that relates to that particular Filenote.

6 Set as Active Matter. Sets the Matter as Active, but does not open the Matter Window.

7 Delete Filenote. Providing you have the correct permissions, you can delete the Filenote

Other options Double Click on a Filenote to Open the Filenote

Click on the Expand icon to see summary details of the Filenote.

The Visa/Sponsorship Expiries window options:

1 'Show' options

2 'Sort By' options

• Sort by Country • Sort by Deadline Date • Sort by Matter ID • Sort by Type (Visa Expiries, Sposnorship Expires, Required Departures)

3 Search

Search for a Matter ID or Name.

4 Advanced

Select this option for additional features The Advanced Options:

1 Track in Snapshot’ Items Only. Only visas, sponsorships and required departures which

have ‘Track in Snapshot’ ticked will be selected. Un-tick this to see all Expiring Visas and sponsorships in the range.

2 My Files Only. Show only Expiries where you are the RMA, Manager or Clerk of the Matter.

When this option is selected as Yes, then you can also select other users to see their expiries. Selecting No will show all expiries for the whole team.

3 Date Range. Based on the above selection, select the date range to Search upon. The

default dates pull from your main Snapshot date range selection.

Using the Visa/Sponsorship Expiries window: Right clicking on a row will give you more options.

1 Open Matter. Opens the Matter that relates to that particular Visa or Sponsorship.

2 Set as Active Matter. Sets the Matter as Active, but does not open the Matter Window.

3 Mark as Complete. This option removes the ‘Track in Snapshot’ tick from the Migrant or

Progress Item Checklists

1 Open the Matter

First click the 'Open' button in the main menu to open the relevant Matter that you want to add a checklist to.

2 Go to the Progress Tab

Once the matter window opens, click the Progress tab. If this is the first time you have opened the Progress tab for this matter it will contain a blank screen.

3 Creating a Checklist from a Template

3.1 Right Click and select 'Add Progress Items' > 'From Template'

3.2 Select the Checklist to use

3.3 Review the Advanced filter

3.4 Untick the items you don't want in your checklist

3.5 Click 'Insert'

When you have finished selecting the items you want, click the 'Insert' button to add the selected items to this matters Progress tab.

3.6 Select more items or close the Add window

3.7 Basic list created

The selected Progress Items from the template will now be added to this matters Progress Tab

4 Add a One-Off Progress Item

To add an activity or document entry to the Progress tab that is is not from a checklist you can use the Add Progress Item > One-off function via either the Add button or the right click menu.

4.1 Right Click and select 'Add Progress Items' > ‘One-Off’

Right click anywhere on the Progress tab and from the context menu choose Add Progress Item(s) and then select One-Off.

Alternatively you can use the Add button on the bottom left of the screen.

4.2 Enter Details

When the Add Progress Item window appears, enter the following information about the Progress Item.

1 Progress Item/Task – This is the description of the task or the document required

2 Type: Choose between whether this progress item is a Task or a Document

3 Group: The Groups allow you to categorise/sort the progress items. For details on how

Groups work see: Progress Item Groups – How do Progress Item Groups work

4 Required From: If this is a Document, this dropdown will let you choose from people on the

matter from whom you require this document from.

When you have added the required information click Save and Close – or if you want to add another item click Save and New,

4.3 The item will appear on the Progress list

1 Open the Progress List schedule

2 Select a relevant Category

To create a Progress List you must first select a relevant Category from the first column

 If there isn't a category relevant to the list you want to create, click the Add button to create a new Category.

3 Add a Progress List

In the Progress List column (the second column), click the Add button on the bottom of the screen (or use the right click options) to start creating a new list.

The Add Progress List window will appear. Enter the name of the new Progress List and then click OK The new Progress List will appear and is now ready for you to add Progress Items.

4 Add Progress Items

To add Progress items to the list, you have two options.

1 Manually add new items using the Add button; or

2 Import items from another list using the Import button under the More button

4.1 Using the Add button

To add a new Progress Item click the Add button in the Progress List column (the third column)

The Add Progress Item window will now appear. You should insert details in to some or all of the following fields:

1 Progress Item/Task (required) – this is the name of the task or document

2 Type (required) – select whether the item is a Document or an Activity

3 Group (optional) – setting the Groups has an affect when importing a checklist in to a matter

4 Default Comment (optional) – The information inserted in to this field will automatically

appear as a comment on the Progress Item when it is added to a matter

5 Default Portal Instructions (optional) – If the item is a document, you can set the default

instructions which will appear on the Portal if this item is uploaded to the portal

6 Add to all lists in this category (optional) – If this new item is one that you want to have

appear on all of the Progress List templates in this Category, slide this to Yes. Note that the item will appear on the bottom of all of the lists.

4.2 Using the Import option

Next, select the items that you want to import by ticking each applicable item using the tickboxes on the left.

5 Editing Items

To Edit a Category, Progress List or Progress Item, simply right-click on the item you wish to edit and select the Edit option.

6 Close

When you have finished building your new list, click the Close button in the right hand corner of the window.

1 The Required From Field

2 The Progress List Import filter

2.1 Dependants

There are 4 Groups which are aligned with items needed for Dependants. These are:

2.2 Spouse/Partner

1 The Side-Panel controls

Across the top of the Side-Panel are a number of controls that let you change how the Side- Panel functions.

 Click the each of the heading below to learn more about each function

1.1 Minimise Details button

This is the default view of the Side-Panel when it opens and results in only the Progress Item description being visible at the top of the Progress Item (compare to the Show Details button)

1.2 Show Details button

1.3 Help button

The Help button will direct you to this user manual page.

1.4 User Options

1.5 Minimise/Maximise

The Minimise/Maximise button lets you control the size of the Side-Panel window. If you click Maximise it will expand to approximately double the surface area of the Minimise size.

2 Comments

2.1 Choose what type of comment you are making (optional)

Optional – You have the ability to change what type of comment you are making by using the first dropdown in the tab. You can also change the date/time of the comment and who is recording it.

Some of the options such as "Call From" will reveal additional fields.

2.2 Add Comment

In the comments panel, type the comment you want to add to this Progress Item. When you have finished typing, click Enter.

3 Documents

3.1 Manually Add a Document

Tick the items that you want to link to the Progress Item and then click Select Document. The Documents will now be linked to this Progress Item

3.2 Add/Reject Documents from the Portal

This rejection information will be displayed against the particular requested item on the Portal

3.3 Remove a Linked Document

To remove a linked Document, select the item that you want to de-link and choose "Remove Link"

4 The Portal tab

4.1 Documents

If the Item being added to the Portal is a Document, the user has two additional controls being:

1 The ability to show details of the "Required From" field against a document request i.e. Birth

Certificate – Rory Fleming

2 The ability to add instructions to the Portal for this document

These instructions will appear on the upload window on the Portal against the Requested Document

4.2 Web Questionnaires

5 Status

6 Dates

Clicking the Dates button will bring in to the Dates & Responsibilities pop up for this Progress Item. This pop up has the following options:

1 Responsibility – this lets you set who is responsible for this Progress Item. The Responsible

Person(s) will receive a notification in their Snapshot if there is a due date set on this Progress Item

2 Commencement/Requested Date – This field lets you set the date that you commenced this

task or requested this document from the client. Note that if you add a Document request to the Portal it will automatically set the date of to the current date.

3 Due Date – On a Specific Date. The due date field has two options. The 'On a Specific Date'

lets you manually specify the due date of this item. Due dates will appear in the Portal if this item has been added to the Portal

4 Due Date – On a Calculated Date

1 Responsibility – this lets you set who is responsible for this Progress Item. The Responsible

Person(s) will receive a notification in their Snapshot if there is a due date set on this Progress Item

2 Commencement/Requested Date – This field lets you set the date that you commenced this

task or requested this document from the client. Note that if you add a Document request to the Portal it will automatically set the date of to the current date.

3 Due Date – On a Specific Date. The due date field has two options. The 'On a Specific Date'

lets you manually specify the due date of this item. Due dates will appear in the Portal if this item has been added to the Portal

4 Due Date – On a Calculated Date lets you calculate the Due Date based on another Progress

5 Completion Date – This date lets you record when a Task is complete or a Document has been

received. This date will automatically be set to the current date if you mark an Item as complete or tick Done on the main screen.

7 More

8 Update

Secure Client Portal

1 Set your Portal Details
1.1 Check the Portal URL
1.2 Add your Firm Logo
1.3 Set Download Frequency
1.4 Set whether Clients can send you a Message via the Portal
1.5 Specify who will receive the downloaded documents –
1.6 Set how long a copy of a document uploaded by your client
1.7 Set how long a copy of a document uploaded by you will
1.8 Set how long before clearing submitted Web Questionnaires
1.9 Set the Default Contact Details to Display
1.10 Choose if you wish to Enforce Multi Factor Authentication for
2 Set the default Portal Client Logon information/welcome
2.1 The Subject Line
2.2 Attachments to be sent with the welcome email.
2.3 Editing the welcome email
3 Set the default Resend Portal Login Details email
3.1 The Subject Line
3.2 Attachments to be sent with the Resend Login Details Email.
3.3 Editing the 'Resend Login Details Email'
4 Set the default Portal Notification emails
4.1 The Subject Line
4.2 Attachments to be sent with the Portal Notification Email.
4.3 Editing the 'Portal Notification Email'
5 Set the default Portal 'Expiring Items' Notification emails
5.1 Who should be notified and when.
5.2 The Subject Line
5.3 Editing the Portal Notification Email
6 SMS
6.1 Adjust the Subject line
6.2 Adjust the SMS Text
7 Terms and Privacy
7.1 Terms and Conditions
7.2 Privacy Policy
8 Activate the Portal
9 Click Save & Exit to finish
1 Open the system Preferences.
2 Navigate to the Portal Preferences
3 Enable Portal Messaging
4 Save & Exit
1 Access your website administration page

1 Set your Portal Details

You will now need to set your preferences for Portal.

1.1 Check the Portal URL

1.2 Add your Firm Logo

1.3 Set Download Frequency

1.4 Set whether Clients can send you a Message via the Portal

Migration Manager allows users to send encrypted and secure messages to their Client via the Portal. This setting determines whether Clients can send messages/replies back from the Portal.

1.5 Specify who will receive the downloaded documents –

1.6 Set how long a copy of a document uploaded by your client

1.7 Set how long a copy of a document uploaded by you will

1.8 Set how long before clearing submitted Web Questionnaires

1.9 Set the Default Contact Details to Display

You can set which default contact details the client will see on the Client’s Portal.  These details can be changed on a Matter by Matter basis by opening the Matter, then going to the RMA tab.

1.10 Choose if you wish to Enforce Multi Factor Authentication for

2 Set the default Portal Client Logon information/welcome

2.1 The Subject Line

The Subject line of the Welcome Email will display here. It can be edited using step 2.3.

2.2 Attachments to be sent with the welcome email.

2.3 Editing the welcome email

Begin by clicking the Edit Button.

2.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

2.3.2 Adding Attachments

Drag and Drop any files from their location on your PC into the Attachments section.

2.3.3 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

2.3.4 Save your changes

Once you are done, click Save.

3 Set the default Resend Portal Login Details email

3.1 The Subject Line

The Subject line of the Resend Login Details Email will display here. It can be edited in step 3.3.

3.2 Attachments to be sent with the Resend Login Details Email.

Any attachments already added will appear in the attachments window. New Attachments can be added in step 3.3.

3.3 Editing the 'Resend Login Details Email'

Begin by clicking the Edit Button.

3.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

3.3.2 Adding Attachments

Drag and Drop any files from their location on your PC into the Attachments section.

3.3.3 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

3.3.4 Save your changes

Once you are done, click Save.

4 Set the default Portal Notification emails

You can generate an email to your client when you have added or changed information on the Portal ('Portal Email 3' tab).

4.1 The Subject Line

The Subject line of the Portal Notification Email will display here. It can be edited in step 4.3.

4.2 Attachments to be sent with the Portal Notification Email.

Any attachments already added will appear in the attachments window. New Attachments can be added in step 4.3.

4.3 Editing the 'Portal Notification Email'

Begin by clicking the Edit Button.

4.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

4.3.2 Adding Attachments

Drag and Drop any files from their location on your PC into the Attachments section.

4.3.3 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

4.3.4 Save your changes

Once you are done, click Save.

5 Set the default Portal 'Expiring Items' Notification emails

5.1 Who should be notified and when.

Select who should be sent the reminder email and how many days before the items expires the email should be generated.

5.2 The Subject Line

The Subject line of the ‘Expiring Items’ Notification Email will display here. It can be edited in step 5.3.

5.3 Editing the Portal Notification Email

Begin by clicking the Edit Button.

5.3.1 Adjust the Subject line

Adjust the subject line accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

5.3.2 Adjust the Email Body

Adjust the Email Body Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

5.3.3 Save your changes

Once you are done, click Save.

6 SMS

If you have enabled SMS, you can edit the default message that is generated when new information is sent to the client's Portal ('SMS' tab).

6.1 Adjust the Subject line

Adjust the subject line accordingly.

6.2 Adjust the SMS Text

Adjust the SMS Text Accordingly. You can add Merge fields by selecting a Merge Field from the Field Chooser column (1), then clicking the add icon (2).

7 Terms and Privacy

Within the preferences you can set your own terms and conditions of use by your clients of the Portal as well as provide a link to your Privacy Policy.

7.1 Terms and Conditions

To create your own terms and conditions for use of the Portal by your clients, go to the Terms and Privacy tab and then click the Edit button in the Your Terms and Conditions section.

7.2 Privacy Policy

To add a link to your Privacy Policy, insert details of the URL in the 'Link to your privacy policy' field'.

8 Activate the Portal

 Note. If you are logged in as user Administrator and the Activate Portal button is missing, this means the Portal has already been activated.

9 Click Save & Exit to finish

Your Portal is now set and up and ready for your first client.

1 Open the system Preferences.

In the top toolbar, go to Tools > Administrative > Preferences

2 Navigate to the Portal Preferences

Once the Preferences window options, go to the Program Level tab and then the Portal tab.

3 Enable Portal Messaging

To enable Portal, tick the Allow Clients to Send you Messages from the Portal option.

4 Save & Exit

To finish, click Save & Exit.

1 Access your website administration page

First you will need to login to your website administrate page. Once you have logged in to your administration page, go to Appearance > Menus

2 Create a Custom Link

Now select the Custom Links option.

3 Copy link details from Migration Manager

4 Add details to the Custom Link in your website

Now paste the selected information in to the Custom Link menu creator in your website and give the link a title. When you have finished click Save Menu.

5 Website Updated

Your website should now have the Client Portal page appearing as a menu option on your website.

1 Open your computer Control Panel

The easiest way to find and open your computer's 'Control Panel' is to click the Start button and type in 'Control Panel'.

2 Click Review your Computer's Status in System and

Security Once the Control Panel opens, under System and Security, click Review your computer's status.

3 Open the Security panel

Click the arrow button next to Security to expand the information section about the security on this computer.

4 Review your Virus Protection details

You can now review details of what antivirus software is currently installed and protecting your computer.

5 Record your Antivirus Details in Migration Manager

1 Login as Administrator

To activate the portal, you must first login as the Administrator.

2 Open Preferences

In the top toolbar click Tools > Administrative > Preferences. The Preferences window will now appear.

3 Go to the Portal Tab

Click on the Portal tab.

4 Terms and Privacy

Within the preferences you can set your own terms and conditions of use by your clients of the Portal as well as provide a link to your Privacy Policy.

To add a link to your Privacy Policy, insert details of the URL in the 'Link to your privacy policy' field'

5 Click Save & Exit to finish

To finish, click Save & Exit. The Privacy Policy link will sync with the Portal over the next 20 minutes.

Using the Secure Client Portal

1 Open the Portal Form

Open the matter, click on the Progress tab and then click the Portal button. Note, if you don't see a Portal button, you need to Set Up the Portal for your firm.

2 Turn on Portal for this Matter

3 Generate Logon Details

When you are ready to turn the Portal on for this matter, click Turn Portal On and Send Email.

4 Send Portal Logon Details

Migration Manager will now add this matter to your Client Portal and generate an email to be sent to your Client which contains their logon details.

5 Send the email to your Client

Click Send on your Outlook Email.

1 Open the matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Select Web Questionnaire

4 Select the Questionnaire Type and Edit Message

A Web Questionnaire message window will now appear. This window is used to select the type of Questionnaire you want to send along with any instructions.

4.1 Set the Questionnaire Type

First you need to select what type of Questionnaire you want your client to complete. To do this, click the Questionnaire Type dropdown and then select the relevant Questionnaire.

4.2 Choose if you wish to Merge from Existing Data.

4.2.1 Merging from Existing Data

If the Matter you are sending the Web Questionnaire from already contains data, click Merge From Existing Data.

4.2.2 Preview Data to be Exported

If you wish to preview the Data to be exported into the Web Questionnaire, click Yes. Otherwise click No to continue.

4.3 Review/Edit the Subject Line and Message Body

 Tip: You can use Quickparts to select and use template text to populate your message body. For instructions on how to use a Quickpart see: How to use Messaging Quickparts

4.4 Select Additional options

When sending the message, you also have the ability to perform the following task:

5 Send Message

1 Open the Portal Form

Open the matter, click on the Progress tab and click the Portal button. Note: If the Portal is not currently activated for this client you will be prompted to do so.

2 Select the Documents you want from your Client

Once the Portal window opens in Migration Manager, you will need to select the Documents you want from your Client from the 'Not Yet Uploaded to Portal' window.

3 Continue selecting Documents

Continue selecting the Documents you want to request by holding down your Ctrl key and clicking the additional items.

4 Add selected items to Portal

Click the Add to Portal button to add the selected requested items to the Portal.

5 Requested Documents added to Portal

6 Progress Items updated

7 Client's View

If the Client logs on to their Client Portal, they will see the Documents which have been requested from them. They can then upload the requested Documents by clicking the 'Upload File' button.

How to send a Letter or Document via the

1 Generate the Letter or Document

For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter

2 Open the Documents tab

Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder.

3 Select the Document, Right Click and select Upload to

Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

4 Add Message details

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the for them to review.

6 Click Send Message

To finish, click the Send Message button. The document/form will now be upload to the via encrypted message.

7 Send notification email

1 Merge the Form

First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a Department Form

2 Open the Documents tab

Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder.

3 Select the Form, Right Click and select Upload to Portal

After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed.

4 Add a Message/Instructions

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the for them to review.

6 Click Send Message

To finish, click the 'Send Message' button. The message and its attachments will now be sent to the .

7 Send notification email

1 Open the Documents tab

2 Select the Documents, Right Click and select Upload to

Portal Select the documents that you want to send via messenger and click Upload to Portal.

The Portal Messaging window will now appear along with a list of the items you have selected to send.

 Tip: You can add additional documents to the message by dragging and dropping them on to the Attachments section of the message.

3 Add Message details

4 Request Multiple Documents from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

Next tick each item that you want to request.  Note: To remove an item from the list of documents, either untick it or click the x next to each item.

5 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

6 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the for them to review.

7 Click Send Message

To finish, click the Send Message button.

The documents will now be upload to the via encrypted message.

8 Progress List

The Progress list will now show details of what has been requested

9 Client Portal View

1 How are the Messages and Documents Downloaded –

1.1 Downloading Documents Manually

You can Download Documents in 2 ways: Either by going into a Matter, then the Documents tab and click the Refresh icon (this will download all pending documents for this particular Matter).

2 Where are Portal Messages and Documents downloaded

2.1 The Documents Tab

2.2 The Progress Tab

3 How am Notified that a Portal Document has been

3.1 Notification Settings

3.2 Snapshot

3.3 Document Inbox

To view the Legend at any time, right click anywhere on the Progress tab grid and choose Client Portal > Legend / Key from the context menu.

How to Resend the Portal Logon Details This article covers how to resend the Portal Logon details from Migration Manager to your Client.

1 Open the Matter

First you will need to open the relevant Matter and go to the Progress tab.

2 Open the Portal window

Next you will need to click the Portal button to open the Portal interaction window in Migration Manager. The Portal interaction window will now appear.

3 Click Account Details

Now click the Account Details button and then click Email Username and URL

4 Send Email

1 Log on as Administrator

Only the Administrator has the power to disconnect someone from the Portal

2 Open the relevant Matter

3 Open the Portal Form

Once the matter opens, click on the Progress tab and click the Portal button.

4 Open Account Details

Once the Portal window opens in Migration Manager, click on the Account Details dropdown.

5 Select 'Turn Portal Off..'

From the menu dropdown, select Turn Portal Off.

6 Confirm disconnect

You will now need to confirm that you wish to turn Portal off for this client. Click 'Yes' to confirm.

7 Client Disconnected

The Client will now be disconnected from the .

1 Viewing Portal History from the Matter

1.1 Open the Matter

Click the Open button from the Main Toolbar.

1.2 Go to the Portal window

Go to the Progress Tab, then click the Portal button.

1.3 Go into History

In the window, click the History button.

1.4 The Portal History Screen will appear

2 Viewing Portal History from Reports

2.1 Go to Reports

Click the Reports button from the Main Toolbar.

2.2 Go to System Reports

Select the System Reports tab.

2.3 Run the Portal – History Report

1 Choose Portal – History.

2 Select the required Date Range and the Matter to search on.

3 You can also Filter by the Date Uploaded or Date Downloaded.

2.4 Build the Report

Click Build Report.

2.5 The Portal History will display

3 Understanding Portal History – the Portal Descriptions

Notifications – From Agent To Portal records

1 Documents Requests or Activities added to the Portal by the agent. These will show the

Migration Manager User Name and the Machine ID (computer Name) where the request was made from.

2 When a Web Questionnaire is sent from the Agent, 2 records will display. The Notification

that the message was sent (containing the Questionnaire) and that the Web Questionnaire itself has been uploaded.

3 When a Secure Portal Message has been sent.

4 When a Document is uploaded by the Agent to the Portal, 2 records will display. The

Notification that the message was sent (containing the Document) and that the Document itself has been uploaded.

Notifications – From Portal To Agent

1 Notification that the client has read a message on the Portal.

2 Notification when a Questionnaire has been opened by the client.

3 Notification that the client has Uploaded a document (for the Agent) onto the Portal.

4 Notification that the Document (point 3 above) has now been Downloaded (transferred) to

the Matter within Migration Manager.

5 Notification that the client has downloaded a document from the Portal.

2 Downloaded item (such as completed Forms downloaded or the Web Questionnaire)

4 Checking the Progress of a Web Questionnaire

As well as the above Portal History, when using Web Questionnaires the Agent can now view the progression of a Web Questionnaire in progress.

 Note: You can only view/check the progress of a partially completed questionnaire. You can not import it yet as the client has not finalised the Questionnaire.

4.1 Open the Matter

Click the Open button from the Main Toolbar.

4.2 Find the Web Questionnaire Message

1 Go to the Documents tab.

2 Select the Outbound Web Questionnaire message and double click to open it.

4.3 Select 'Show All Details'

If your preview opens in 'Document Only' view, click the 'Show All Details' button to view additional options.

4.4 Check the Progress

Click the More dropdown and select Check Progress.

4.5 View details

When the Preview appears, you will be able to select the various tabs on the left to view what information the client has completed and saved so far.

4.6 Close

When you have finished, click Close.

Re-Downloading a Document from the

Re-Downloading a Portal Document The Portal Document can be re-downloaded via the Progress tab

1 Go to the 'Progress' Tab of the Matter

1.1 Go to the Documents sub-tab of the Progress item

1 Double-click on the item to open the side panel.

2 Go to the Documents sub-tab.

1.2 Right click on the Document to be re-downloaded, then select

'Redownload Portal Document'

1.3 Say Yes to the message to Re-download

The Item on the Comments Tab of the Progress Item, it will now show that it has been re- downloaded:

1 Via the Documents tab

1.1 Open the Documents tab of the Matter

1.2 Find the Document, then Right Click => Client Portal

1 You have 3 options:

1.3 Once you select the option you want, you will be asked to

confirm that you are rejecting the Document. Click Yes.

1.4 If you chose to also notify the client, you will then be asked to

enter a rejection message. This will appear on the Document link so the client knows why it has been rejected. Complete the message, then click OK.

1.5 An email will now be generated ready to be sent.

2 Via the Progress Tab

2.1 Open the Progress Tab of the Matter

2.2 Find the Progress Item, then double click to open the Progress

Item details Window. Then select the Documents tab

2.3 Right-click on the Document.

2.4 Once you select the option you want, you will be asked to

confirm that you are rejecting the Document. Click Yes

2.5 If you chose to also notify the client, you will be asked to

enter a rejection message. This will appear on the Document link so the client knows why it has been rejected. Complete the message, then click OK.

2.6 An email will now be generated ready to be sent.

1 Open the Matter

From the main toolbar, click the Open button and select the Matter.

2 Go to the Portal Window for the Matter

First go to the Progress Tab, then click the Portal button.

3 Select ‘Change Email Address’

From the Portal Window, click the Account Details drop-down and select Change Email Address.

4 Complete the new address

Populate the new email address to appear in Portal, then click OK. The email address has now been updated in Portal.

1 From the Main Menu, select Tools, then Administrative, then

Preferences.

2 Go to the 'Portal' tab

3 Adjust your Default Contact details accordingly:

 Note: If the physical address of the Staff member is incorrect/needs updating, then you must update the address for that Staff member via Add/Edit Users.

4 Click Save & Exit

Note that if you have made a change, that you will be asked if you wish to change the details on all existing Matters. If so, click Yes. If you only want this change effecting new Matters, click No.

Adjusting the Default Portal Contact Details for a particular Matter If you only wish to change the Portal Contact details for an individual Matter, this can be done from the Matter itself.

1 Open the Matter and go to the RMA tab

2 Adjust the Portal Contact Details accordingly

3 Update the Portal

The changes will take effect after approximately 5 minutes, however if you want the change to be made immediately, go to the Documents tab of the Matter and click the Refresh icon.

Updating your Portal Logo There maybe a time when you need to change/update your Portal Logo. This can be done via System Preferences.

1 Accessing Portal Preferences

From the Main Menu, select Tools, then Administrative, the Preferences. Then go to the Portal tab.

2 Select a new Logo

Click the Select button to browse to your new Logo. Browse to the location of your Logo, highlight the Logo and click Open.

3 Save & Exit.

Once the changes have been made, click the Save & Exit button.

1 Optional – this is where the MM user chooses not to enforce the use of 2FA on the Portal

but the end user can choose to enable it themselves

2 Enforced (case by case) – this is where the MM user chooses to enforce the requirement

for 2FA on an individual matter

3 Enforced (all new Matters) – this is where the administrator has set that 2FA is enforced

by default on all new matters created

1 Optional 2FA

By default, all end users of the Portal can enable 2FA on their account, regardless of whether it is enforced by the MM user. To enable 2FA via the Portal:

1.1 Open the Portal settings

To enable 2FA, after logging in, the Portal user needs to click the menu button in the top right corner and then select Setup 2FA

1.2 Confirm

1.3 Scan the QR

1.4 Enter the 6-Digit Code

The Authenticator app will now generate a 6 digit code which must be entered in to the Verification Code field. Then click Verify.

 The verification codes are time sensitive. They usually change every 30 seconds and may need to be re-entered if the timer has expired.

1.5 Completion

If successful, the user will be returned to the main portal page. Next time they login they will need to enter the 2FA code from the authenticator

2 Enforced 2FA – Case by Case

2.1 Open the Progress tab

First open the Matter and then go to the Progress tab and (assuming the Portal has been activated), click on the Portal button.

2.2 Click Account Details

After the Portal Control Panel opens, click on the Account Details button and then select MFA Requirement

2.3 Set Enforce option

Now set the Enforce MFA Requirement slider to Yes to enforce 2FA on the Portal for this client.

You will be prompted to confirm. Click Yes to proceed.

2.4 Complete

3 Enforce for All New Matters

3.1 Open System Preferences

In the top menu of MM, go to Tools > Administrative > Preferences

3.2 Open Portal Preferences

After the System Preferences window opens, navigate to the Portal tab

3.3 Set Multi Factor Authentication Requirement

Now set the MFA Enforced by Default slider, located at the bottom of the window, to Yes

3.4 Save & Close

Now click Save & Close to finalise and save these changes. This will result in new matters by default having "Enforce MFA" enabled.

1 Open the Matter

Select the Open icon from the main toolbar, then select your Matter.

2 Open the Portal window

Select the Progress Tab, then click the Portal button.

3 Open the MFA Requirement window

Click the Accounts Details drop-down, then select MFA Requirement.

4 Reset MFA

Select the option to Reset MFA.

5 Confirm

Click Yes to Confirm.

Encrypted Portal Messaging

1 Open the system Preferences.

In the top toolbar, go to Tools > Administrative > Preferences

2 Navigate to the Portal Preferences

Once the Preferences window options, go to the Program Level tab and then the Portal tab.

3 Enable Portal Messaging

To enable Portal, tick the Allow Clients to Send you Messages from the Portal option.

4 Save & Exit

To finish, click Save & Exit.

1 Open a Matter and click the @ button.

To send a Portal Message, first open the relevant Matter. Once the matter has opened, click the @ Portal Message button on the top right of the Client Detail window.

2 Activate the Portal

If you have not already activated the Portal for this Matter you will be prompted to do so. Click Yes to activate the Portal for this Matter.

3 The Message Window

The Secure Message window will now appear. It has the following important features:

3.1 User Options

Clicking the User Options button will reveal the options available for controlling the size of the messaging window and also setting a default signature (see How to set up a Message Signature)

3.2 Size Control

The size control button allows you to expand or shrink the size of the Messaging window.

3.3 Subject Line

When sending a message, you will need to ensure that you add a Subject line. This will be displayed in your Client's Portal Inbox when they receive the message.

3.4 Attachments

3.5 Font Controls

The font control options allow you to modify the font size, colour etc of the text in the body of the Portal Message.

3.6 Word Document Import

1 On the Word Document, highlight the text you wish to copy;

2 Click Ctrl + C on your keyboard or use the copy function in Word;

3 Click the W button on the Portal Message toolbar.

3.7 Quickparts

3.8 Message Body

The body section of the Message window allows you to type in the relevant text that you want to include in your message.

3.9 Request a Document from Client

Items requested by you via the Messenger will appear on the Client's Portal under the Documents Required From You section.

3.10 Mark a Progress Item a Complete

3.11 Notify Client by Email

3.12 Cancel / Send

4 Add Message Content

Using the controls and features mentioned above, type your message and select any relevant additional options.

5 Click Send

1 Open the original Portal Message from the Documents tab.

2 Click the Bump button.

This will open a new message with the contents of the original message listed below it. Enter the follow up message, then click Send Message. The customer will receive a new message in their Portal.

Deleting a Portal Message If you have sent a Portal Message by mistake, you can delete it and remove it from the Portal.

1 Find the Portal Message to delete

After the opening the Matter, go to the Documents tab and find the portal message to delete.

2 Remove the message from the Portal

Right-click on the Portal Message and select Remove from Portal.

3 Confirm Deletion

Select Yes to delete the message.

The message has now been removed from the Portal and is no longer visible to the client. It will remain in the Documents tab of MM (for auditing purposes) prefixed with the word '(Deleted)'.

1 How are the Messages and Documents Downloaded –

1.1 Downloading Documents Manually

You can Download Documents in 2 ways: Either by going into a Matter, then the Documents tab and click the Refresh icon (this will download all pending documents for this particular Matter).

2 Where are Portal Messages and Documents downloaded

2.1 The Documents Tab

2.2 The Progress Tab

3 How am Notified that a Portal Document has been

3.1 Notification Settings

3.2 Snapshot

3.3 Document Inbox

1 Accessing Quickparts

You can access Quickparts from one of the following three options.

1.1 Access Quickparts from the Main Menu

From the Main Menu, select Schedules, then Quickparts.  The Quickpart main window will appear.

1.2 Access Quickparts from a Portal Message

1.2.1 Open a new Portal Message

1.2.2 Click the Quickparts button

1.3 Access Quickparts from a File Note

1.3.1 Go to the File Notes tab

Open a Matter, then go to the File Notes tab.

1.3.1.1 Open a File Note

Open a File Note, either by double-clicking on an existing File Note or click the + button to add a new File Note.

1.3.1.2 Select Quickparts

2 Deleting, Editing or Adding Categories

2.1 Deleting or Editing a Category

2.2 Adding a new Category

To Add a new Category, click the +Add button on the left-hand pane. Enter the name of the new Category, then click Save & Close.

The new Category is now created.

3 Adding Quickparts

3.1 Add the Quickpart

Select the Catagory on the left-hand pane you would like to add the Quickpart to, then click +Add on the right-hand pane to add a new Quickpart.

 The Quick Parts editor will now appear. Tip: Use the expand button on the right hand side to expand the window.

3.2 Add your content to your Template / Quickpart

 Tip: use the right click menu to format your text, add links etc.

3.3 Click Save & Close

When you have finished adding content, click Save & Close. The finished Quick Part will now appear in the list of available Quick Parts for use in a Message (or File Note).

4 Editing or Deleting a Quickpart

4.1 Editing a Quickpart

To Edit a Quickpart, first select the Category from the left-hand pane, then highlight the Quickpart you wish to Edit. Then from the More dropdown, select Edit.

Adjust the Description or Body as required, then click Save & Close.

4.2 Deleting a Quickpart

1 Create a new Message

To create a Portal Message, first open the relevant Matter. Once the matter has opened, click the @ Portal Message button on the top right of the Client Detail window.

2 Add a Subject

Before you can send a message, you must first add a subject line. When the Message window opens insert the subject.

3 Click the Quickparts button

The Quickparts function is used to add template text to the body of the message. To add a Quickpart, click on the Q button in the messaging toolbar.

The Quickparts selection window will now appear.

4 Select Quickpart(s) to use

The Quickpart template text will now be inserted in to the body of the message.

5 Complete message

You can now type any additional text or add additional Quickparts. When complete click Send Message.

How to set up a default Message Signature The Portal Messaging User Options allow you to set a default signature for messages generated by the logged in user.

1 Create a new Portal Message

2 Click the User Options button

When the messaging window opens, click the User Options button in the top right hand corner.

The Options window will now appear.

3 Choose or Create a Signature

To set a default signature for this user, you can either:

1 Select a previously created signature from the Default Signature dropdown; or

2 Create a new Signature Quickpart by clicking the + button. For instructions on how to create

Quickparts see: How to Create or Edit a Message Template – Messaging Quickparts

4 Click Save & Close

To save the selected Quickpart as the default signature, click Save & Close.

How to use the Secure Client Portal

Logging into the When you engaged your Migration Agent, they would have sent you an email with their Website URL to access their as well as your login details.

1 Follow the link your Agent gave you to the Agent's

2 Complete the Login details

1 Enter the User Name given to you.

2 Enter the supplied Password.

3 Read the Terms and Conditions, then tick the box 'I have read and agreed to the Terms

and Conditions'.

4 Then click Log in.

1 The Main details section

1 Your File Reference Number.

2 Your User Icon. You can click on this icon to:

• Change your User Name. • Change your Password. • Or to Logout.

3 Logout of the Portal.

4 The Business Details of your Agent.

5 The specific Contact Details for the person handling your case.

2 Your Message Inbox

1 Your Inbox showing the number of unread messages.

2 The Refresh button. You can use this to refresh your Inbox if you know your Agent has just

sent communication.

3 The Inbox icon will open up a Larger window to view all your Inbox items.

4 The Sent icon will open up a Larger window to view all your Sent items.

5 The Search icon allows you to search for specific Subject or Body text in your messages.

6 The New Message icon allows you to send messages to your Agent via the Secure Portal.

7 The list of your received messages. Click anywhere on a row to open that message.

3 Activities

The Activities Window shows you all the Activities for the Application. This is an easy way for you to track the progress of your application.

1 The Description of the Activity.

2 The Due Date for this Activity to be completed by.

3 When the Agent marks the Activity is complete, a green tick will appear in the Done column.

4 The Refresh button. You can use this to refresh your Activities if you know your Agent has

just made a change.

4 Documents Required From You

The Documents Required from You section is a list of Documents your Agent requires to be able to process the application.

1 The Description of the Document Required. Click anywhere in the line to open details of

the request and to upload that document (see section 4.1).

2 The Due Date this Document is required by.

3 The Upload Status, See point 4 for the Legend details.

4 The Upload Status Legend:

 By clicking anywhere in the line for the required document, a window will appear giving you details of the Document and the ability to upload that document to the Agent.

4.1 Clicking a Document with the Status of "Upload Required"

A description of the Document Required will show. Click the Browse Files button to select your File/s (or Drag and Drop), then click the Upload button to upload the document/s to the Agent.

4.2 Clicking a Document with the Status of "Complete"

Details of the Document/s you have uploaded will appear including the time of upload. If you wish to add additional documents, you can click the Upload button.

4.3 Clicking a Document with the Status of "Rejected"

Below is a video guide on how to use the

1 Go to the Web Page you would like to Translate

Go to the Portal Login Page or the page you would like to Translate.

2 Select the option to Translate

Right-click on the Web Page. The 'Translate to xxxx' will display showing the Detected Language. Select this option.

3 Choose the Desired Language

At the top right or Google Chrome, the Detected Language box will appear.

1 Select the more icon (3 dots).

2 Select 'Choose another language'.

3 Select the desired Language.

4 Click Translate.

 The page will now appear in the chosen language.

1 Log into your Portal Account

Using the login credentials given to you by your Migration Agent/Legal Practitioner, log into your Portal Account.

2 Select the Menu icon

Select the Menu icon in the top-right corner.

3 Select 'Setup 2FA'

 Google Authenticator is just one option – you can use other MFA authenticators such as Authy, Microsoft Authenticator, Lastpass Authenticator etc.

4 Scan the QR

5 Enter the 6-Digit Code

6 Setup Complete

Setup is now complete.  Next time you log into the Portal you will need to enter the 2FA code from your authenticator

1 Log into your Portal Account

2 Select the Menu icon

Select the Menu icon in the top-right corner.

3 Select 'Remove 2FA'

Select the option Remove 2FA.

4 Enter the 6 digit code provided by your authenticator

app Enter the 6 digit code provided by the authenticator app, then select Continue.  Your Two-Factor Authentication has now been turned off.

PDF Questionnaires

1 Open the System Preferences
2 Open PDF Questionnaire Email Settings
1 The Questionnaire Email Templates. In this section you can create and edit the content of
2 Select the Email to use for each Questionnaire. In this section you can assign a particular
3 Click Add
4 Add a Title
5 Add a Subject Line
6 Add the Message
7 Click Save & Close
8 Assign the Template
9 Save & Exit
1 Open the System Preferences
2 Open PDF Questionnaire Email Settings
1 The Questionnaire Email Templates. In this section you can create and edit the content of
2 Select the Email to use for each Questionnaire. In this section you can assign a particular
3 Select the Template to Edit
4 Edit the Template
5 Click Save & Close
6 Save & Exit
1 Initial Questionnaire. This is a short questionnaire that aims to ask enough questions for
2 Temporary Questionnaire. This is a medium length questionnaire that aims to ask
3 Full Questionnaire. This is a full length questionnaire that aims to collect a large amount
1 Open the Matter
2 Click the CIQ or BSQ Button
3 Choose the Questionnaire type
4 Review the Questionnaire Email
5 Send the Questionnaire.
1 Select the Questionnaire to be sent
1.1 Open the Matter
1.2 On the Tool Bar, click CIQ
1.3 Then move your mouse to select the Questionnaire Type =>
2 Complete the Secure Portal message
1 The Subject of your message. The default text pulls from your preferences.
2 Attachments. The Questionnaire will be automatically attached to this message. You can
3 The Body of the message. The default text pulls from your preferences.
4 Request a Document from Client. This will default to the Questionnaire (as you would like
5 Mark a Progress Item as Complete. This would normally remain unticked because you are
6 Notify Client Via Email to Check the Portal. If this option is ticked, then as you send this
7 Send. Click Send to send the Portal Message.
3 Questionnaire Uploaded

1 Open the System Preferences

First, go to Tools > Administrative > Preferences in the top toolbar.

2 Open PDF Questionnaire Email Settings

Once the Preferences window has opened, navigate to the Questionnaires tab and then go to the PDF Questionnaire Email Settings tab.

In the PDF Questionnaire Email Settings window there are two sections:

1 The Questionnaire Email Templates. In this section you can create and edit the content of

the template;

2 Select the Email to use for each Questionnaire. In this section you can assign a particular

template for use with a particular Questionnaire.

3 Click Add

The email template editor will now appear.

4 Add a Title

First you will need to add a Title for the template so that you can identify it when adding as a default for a template.

5 Add a Subject Line

The Subject Line will be what appears in the Subject line of the email that is generated.

6 Add the Message

7 Click Save & Close

To finish creating your template, click Save & Close.

8 Assign the Template

9 Save & Exit

To finish, click Save & Exit. This will save the preference change.

1 Open the System Preferences

First, go to Tools > Administrative > Preferences in the top toolbar.

2 Open PDF Questionnaire Email Settings

Once the Preferences window has opened, navigate to the Questionnaires tab and then go to the PDF Questionnaire Email Settings tab.

In the PDF Questionnaire Email Settings window there are two sections:

1 The Questionnaire Email Templates. In this section you can create and edit the content of

the template;

2 Select the Email to use for each Questionnaire. In this section you can assign a particular

template for use with a particular Questionnaire.

3 Select the Template to Edit

If you want to edit a template, this is done from the Questionnaire Email Templates section. First select the template that you want to edit and then click Edit

The email template editor will now appear.

4 Edit the Template

You can edit the template by typing/modifying the content in the available fields:

5 Click Save & Close

To finish editing your template, click Save & Close.

6 Save & Exit

To finish, click Save & Exit. This will save the preference change.

How to Request and Receive PDF Questionnaires

1 Initial Questionnaire. This is a short questionnaire that aims to ask enough questions for

an agent to be able to assess a Prospect or New Clients situation and advise them of the appropriate course of action.

2 Temporary Questionnaire. This is a medium length questionnaire that aims to ask

enough questions and collect enough data for an agent to prepare a temporary visa such as a Subclass 482 Visa.

3 Full Questionnaire. This is a full length questionnaire that aims to collect a large amount

1 Open the Matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Choose the Questionnaire type

4 Review the Questionnaire Email

5 Send the Questionnaire.

1 Select the Questionnaire to be sent

1.1 Open the Matter

1.2 On the Tool Bar, click CIQ

1.3 Then move your mouse to select the Questionnaire Type =>

Sub Type, then click Upload to Portal

2 Complete the Secure Portal message

When the Send a Secure Message Appears, make any desired changes and send the message

1 The Subject of your message. The default text pulls from your preferences.

2 Attachments. The Questionnaire will be automatically attached to this message. You can

add additional attachments if you want using the “Paperclip” or by Dragging and Dropping.

3 The Body of the message. The default text pulls from your preferences.

4 Request a Document from Client. This will default to the Questionnaire (as you would like

it completed and returned). You can add additional document requests at the same time by clicking the down arrow for existing Progress Items, or + sign to add new Progress Items.

5 Mark a Progress Item as Complete. This would normally remain unticked because you are

sending out a Questionnaire at this stage.

6 Notify Client Via Email to Check the Portal. If this option is ticked, then as you send this

Portal Message, an Outlook Email will also be generated, ready to send to the client to notify them to check their Portal.

7 Send. Click Send to send the Portal Message.

3 Questionnaire Uploaded

4 Client's View

1 Add the Questionnaire to the Client's Document's tab

2 Review the Questionnaire

3 Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

4 Review the Data to be imported

5 Process the Data Import

Once the data is loaded you have the opportunity to again review and edit the data. When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

6 Confirm the Correct Matter

7 Finalise Import

The data import process will now commence. If the questionnaire is large the import process may take some time. When it is complete you can click ‘Ok’ on the pop up window.

8 Review the Migration Manager Matter

1 Add the Business Questionnaire to the Sponsor's

2 Review the Questionnaire

3 Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

4 Review the Data to be imported

5 Check and Change the Proposed Actions as required.

Check the Proposed Action (Linking Nominee) button shows as "Link to Existing Migrant".

6 Process the Data Import

When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

7 Review the Migration Manager Matter

You will now be returned to the Sponsor Detail page where you can review all of the imported data. FAQ  Question Can I import a Business Sponsor Questionnaire from a Migrant Matter Answer

No. You will need to open a Business Sponsor Matter and follow the import instructions.

4.2 for Merging from Existing Data.

1 Open the Matter

Before you can Merge a Questionnaire from Data you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Select Merge Questionnaire from Data

3 Open the CIQ

Open the Documents tab and double click on the questionnaire to open it (if you are in Tree View, the Questionnaire should be in the Misc Folder).

4 Accept the warning message

5 Click Yes in the Finish and Office Use Only Sections

Scroll to the bottom of the Questionnaire, then click Yes for both questions in the Finish section Click Yes for both questions in the Office Use Only section

6 Change the Questionnaire Type

7 Save the Questionnaire

Click the Save button on the Tool Bar at the Top of Adobe. Then close the Questionnaire in Adobe

8 Send the Questionnaire to the client

You can now send the Questionnaire to the client. From the Documents tab of the Migrant Matter, highlight the Merged Questionnaire PDF, then select Email To and Applicant.

9 Confirm Email Address

In the Email To window, confirm you are happy with the chosen email address, then click Create Email

Questionnaire FAQ

What is the solution? Instruct the receipient to do the following:

1 find the downloaded PDF on their computer;

2 right click the PDF;

3 Select Open with > Adobe Reader

The Questionnaire will then open.

Can the PDF be programmed not to open in the browser? No. How a browser downloads and opens attachments is entirely up to the developers of those browser i.e. Google and Microsoft.

Web Questionnaires

1 Open the System Preferences
2 Open the Web Questionnaire Message Settings
1 The Message Templates. In this section you can create and edit the content of the template;
2 Select the Message to use for each Questionnaire. In this section you can assign a particular
3 Select the Template to Edit
4 Edit the Template
5 Click Save & Close
6 Save & Exit
1 Open the matter
2 Click the CIQ or BSQ Button
3 Select Web Questionnaire
4 Select the Questionnaire Type and Edit Message
4.1 Set the Questionnaire Type
4.2 Choose if you wish to Merge from Existing Data.
4.3 Review/Edit the Subject Line and Message Body
4.4 Select Additional options
5 Send Message
1 Open the Secure Client Portal Inbox
2 Open and Review the Message
3 Open the Questionnaire
4 Start the Questionnaire
5 Provide the Required Information
6 Review
7 Submit
1 Receive the Web Questionnaire
2 Open the Questionnaire Message
3 Click Review
4 Confirm the correct Questionnaire and Matter
5 Match People
6 Review the Data
7 Add data to the Values to Import column
7.1 Coping the Entire Matter
7.2 Coping a Section or block Only
7.3 Manually entering data
7.4 Manually Adjusting Values to Import
8 Preview Results (optional)
9 Import
10 Finalise
1 The Import screen sections
1.1 The navigation pane.

1 Open the System Preferences

First, go to Tools > Administrative > Preferences in the top toolbar.

2 Open the Web Questionnaire Message Settings

1 The Message Templates. In this section you can create and edit the content of the template;

2 Select the Message to use for each Questionnaire. In this section you can assign a particular

template for use with a particular Questionnaire.

3 Select the Template to Edit

If you want to edit a template, this is done from the Questionnaire Message Templates section. First select the template that you want to edit and then click Edit

The Message template editor will now appear.

4 Edit the Template

You can edit the template by typing/modifying the content in the available fields:

5 Click Save & Close

To finish editing your template, click Save & Close.

6 Save & Exit

To finish, click Save & Exit. This will save the preference change.

How to use Web Questionnaires

How to send a Web Questionnaire This article covers how to send a Web Questionnaire for completion by your client. The sending of a Web Questionnaire is done via the Portal and as such you must have first activated the Portal for your firm in order to be able to make use of . For instructions on how to Activate the Portal, go to: Setting Up the Secure Client Portal

1 Open the matter

Before you can send a Questionnaire you must open the relevant matter. To open a matter click the Open button and then select and open the required Matter.

2 Click the CIQ or BSQ Button

Once the matter is open, click the CIQ button in the main toolbar. If you have a Business Sponsor Matter open, the CIQ button will be replaced by the BSQ button (Business Sponsor Questionnaire).

3 Select Web Questionnaire

4 Select the Questionnaire Type and Edit Message

A Web Questionnaire message window will now appear. This window is used to select the type of Questionnaire you want to send along with any instructions.

4.1 Set the Questionnaire Type

First you need to select what type of Questionnaire you want your client to complete. To do this, click the Questionnaire Type dropdown and then select the relevant Questionnaire.

4.2 Choose if you wish to Merge from Existing Data.

4.2.1 Merging from Existing Data

If the Matter you are sending the Web Questionnaire from already contains data, click Merge From Existing Data.

4.2.2 Preview Data to be Exported

If you wish to preview the Data to be exported into the Web Questionnaire, click Yes. Otherwise click No to continue.

4.3 Review/Edit the Subject Line and Message Body

 Tip: You can use Quickparts to select and use template text to populate your message body. For instructions on how to use a Quickpart see: How to use Messaging Quickparts

4.4 Select Additional options

When sending the message, you also have the ability to perform the following task:

5 Send Message

How to Complete a Web Questionnaire – A guide for your clients This article covers how your client can complete a Web Questionnaire via the Secure Client Portal.

1 Open the Secure Client Portal Inbox

2 Open and Review the Message

3 Open the Questionnaire

To open the Web Questionnaire, click the Open Questionnaire button

4 Start the Questionnaire

5 Provide the Required Information

6 Review

7 Submit

1 Receive the Web Questionnaire

2 Open the Questionnaire Message

Double click the Questionnaire Message to open the message window.

The body of the message contains details about what has taken place and the steps you should follow to import the Questionnaire data in to Migration Manager.

3 Click Review

4 Confirm the correct Questionnaire and Matter

5 Match People

6 Review the Data

 The navigation pane is broken up into sections that mirror the pages in the online Web Questionnaire

7 Add data to the Values to Import column

Next you will need to populate information in to the Values to Import Column. The information in this column is what will be imported in to the matter. You have the options of:

7.1 Coping the Entire Matter

7.2 Coping a Section or block Only

7.3 Manually entering data

You also have the option of manually entering an answer to any of the Questions. To do this, click on the cell that you wish to insert information in to and type the relevant data.

7.4 Manually Adjusting Values to Import

8 Preview Results (optional)

9 Import

10 Finalise

Once the import has completed you will be prompted to set the Document Status. If nothing further needs to be done with this Questionnaire, set the status to Complete and click OK.

Understanding the Web Questionnaire Import screen This article covers the different fields and functions of the Web Questionnaire Import screen

1 The Import screen sections

The Review window will now appear. The key parts of this window to be aware of are:

1.1 The navigation pane.

The data is broken up in to sections designed to mirror the location of the data in the Web Questionnaire. Use this navigation pane to navigate between the different blocks of data.

1.2 The Questionnaire Questions.

This column contains details of what the client was asked in the language it was asked.

1.3 Questionnaire Answers

This column contains details of the answers that were typed in to the Questionnaire in the language that they were typed in as.

1.4 Values to Import

This column will be what is imported in to Migration Manager

1.5 Preview

This section shows you what the impact of the data import will have on the data in Migration Manager

2 The Import Screen buttons

The Review window also has the following controls:

2.1 Collapse All

With sections which have a lot of entries, the Collapse All button will reduce the number of rows visible.

2.2 Copy All.

2.3 Clear All

2.4 Print All

This button will convert the Questions, Questionnaire Answers and Values to Import column in to a PDF.

2.5 Preview Results

2.6 >> – Copy button

The >> button will copy the block of answers in to the Values to be Imported column

2.7 Erase

Clicking this button will erase a block of answers from the Values to be Imported column.

2.8 Previous and Next

These buttons will help you navigate between the different sections of the questionnaire

2.9 Report Questionnaire Bug

If you encounter an error or issue with using the Questionnaire import, please let us know by using the Report Questionnaire Bug button.

2.10 Save

You can save your progress by clicking the Save button.

2.11 Import

The Import button will import all of the data you have entered in to the Values to Import column into Migration Manager.

2.12 Close

The Close button will allow you to close the Questionnaire at any time.

1 Open the received Web Questionnaire

2 Click Send Back

Next, click the Send Back button.

3 PDF Print a Copy

4 Edit the Message

5 Send the Message

The message and the attached questionnaire will now be sent to the client.

 Your client will now proceed to receive a Portal Message with the Questionnaire attached.

6 Close the original message

Depending on your settings the original message may still be open. Click Save & Close.

1 Click on the CIQ Button

2 Set report filters

Next you can choose to set any require filters for the report.

3 Click Build Report

To generate the report, click Build Report

4 Review Report

A report window will now appear. The following information is provided:

1 The Matter ID and the name of the client

2 The type of questionnaire that was sent

3 The date that the questionnaire was sent to the client

4 The date and time your client first accessed the Web Questionnaire

5 The most recent date and time your client last accessed the Web Questionnaire

6 The status of the Questionnaire. This will change if your client has submitted the

Questionnaire or you have returned the Questionnaire to your client for editing.

7 The date the status of the Questionnaire changed.

 Tip: If you right click a data row in the report, you have the option to open the relevant matter.

How to preview your client's questionnaire progress This article covers how you can download a preview of a client's Web Questionnaire so that you can review their progress.

1 Open the Documents Tab

First, you will need to open the relevant matter's Documents tab and find the message which was sent that contained the Web Questionnaire for your client to complete.

2 Preview the Message

Next, right click the message and choose Preview

The Message Preview window will now appear.

3 Expand the View to show the More button

If the 'More' button does not appear, click the Show All Details button to expand the view.

4 Click More then Check Progress

Now click the More button followed by the Check Progress option.

5 Review Results

1 Open the Matter

Before you can delete a Web Questionnaire you must open the relevant matter. To open a matter, click the Open button and then select and open the required Matter.

2 Go to the Documents tab

Select the Documents tab for the Matter.

3 Select the Web Questionnaire and Remove

Find the relevant Web Questionnaire, then right-click on the Questionnaire and select Remove from Portal.

4 Confirm

You will receive a message stating that the Questionnaire is about to be deleted and this cannot be reversed. Select Yes to proceed.

The Web Questionnaire has now been removed from the Portal.

Forms and eLodge

1 Open the Matter
2 Click the eLodge Button
3 Select the Application Type
4 Select the sub-type of application you want to prepare
5 Click Start Application
6 Acknowledge and Accept your responsibilities and the
7 Login to ImmiAccount
8 Proceed through the ImmiAccount Information pages
9 Proceed through the Applications page
10 Commence filling out the Application
11 Move to the Next Page
12 Continue Processing each page
13 Review and Print the Application
14 Submit the Application
15 Close the eLodge toolbar
1 Open the relevant Migrant Matter
1 Migrant Matter
2 Business Sponsor Matter
3 Family Sponsor
2 Check/Record details of the decision are recorded on the
3 Click the eLodge Button
4 Select Appeal as the Application Type
5 Select the sub-type of application you want to prepare
6 Select the person seeking review
7 Click Start Application
8 Acknowledge and Accept your responsibilities and the
9 Select the affected Visa
10 Login to the AAT
11 Proceed through the AAT Terms and Conditions pages
12 Commence filling out the Application
13 Move to the Next Page
14 Continue Processing each page
15 Review and Print the Application
16 Submit the Application
17 Close the eLodge toolbar
1 Open the relevant Matters
1 Migrant Matter
2 Business Sponsor Matter
3 Family Sponsor
2 Check/Record details of the decision are recorded on the

1 Open the Matter

To prepare a Visa or Nomination application, you must first open the relevant Migrant Matter. If you are preparing an SBS, you must open the relevant Business Sponsor Matter.

2 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear.

3 Select the Application Type

From the Application Type dropdown, select the type of application you wish to undertake. In order to prepare an online Visa application, choose 'Visa Application'.

4 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of visa application you wish to prepare using the eLodge system.

5 Click Start Application

Click the 'Start Application' button to proceed.

6 Acknowledge and Accept your responsibilities and the

7 Login to ImmiAccount

Click Logon to proceed.

8 Proceed through the ImmiAccount Information pages

9 Proceed through the Applications page

10 Commence filling out the Application

11 Move to the Next Page

12 Continue Processing each page

13 Review and Print the Application

14 Submit the Application

15 Close the eLodge toolbar

1 Open the relevant Migrant Matter

Depending on the type of review application being sought, you will either need to open either a Migrant or a Business Sponsor Matter*. You have the following options:

1 Migrant Matter

• Visa Refusal • Visa Cancellation • Non-Revocation of a Visa Cancellation • Refusal of a Nominated Activity or Position • Points Test Assessment

2 Business Sponsor Matter

• Business Sponsor Approval/Variation Refusal • Business Sponsor Cancellation • Business Sponsor Bar

3 Family Sponsor

 *Note that the type of Matter opened is not dependent on who is seeking to lodge the review application – the person/entity seeking review is determined at a later step.

2 Check/Record details of the decision are recorded on the

3 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear.

4 Select Appeal as the Application Type

From the Application Type dropdown, select Appeal.

5 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of review application you wish to prepare using the eLodge system.

6 Select the person seeking review

Next, select the person who will be the review applicant.

7 Click Start Application

Click the 'Start Application' button to proceed.

8 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the AAT to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. Therefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

9 Select the affected Visa

A pop up window will now appear asking you to select the relevant visa that is the subject of the review application. Click the relevant decision and then click Select

10 Login to the AAT

11 Proceed through the AAT Terms and Conditions pages

You will now be taken to the AAT Terms and Conditions page. To proceed, click Process Page to tick that you accept the terms and conditions and the then click Next.

12 Commence filling out the Application

13 Move to the Next Page

14 Continue Processing each page

15 Review and Print the Application

16 Submit the Application

17 Close the eLodge toolbar

1 Open the relevant Matters

Depending on the type of review application being sought, you will either need to open either a Migrant or a Business Sponsor Matter*. You have the following options:

1 Migrant Matter

• Visa Refusal • Visa Cancellation • Non-Revocation of a Visa Cancellation • Refusal of a Nominated Activity or Position • Points Test Assessment

2 Business Sponsor Matter

• Business Sponsor Approval/Variation Refusal • Business Sponsor Cancellation • Business Sponsor Bar

3 Family Sponsor

• The system does not use the family sponsor matter to lodge online applications*

2 Check/Record details of the decision are recorded on the

3 Open the relevant Migrant Matter

As per the notes at point 1, the review application for the nomination decision will be run from the linked Migrant Matter. As such the Migrant Matter must be the Active matter.

4 Click the eLodge Button

5 Select Appeal as the Application Type

From the Application Type dropdown, select Appeal.

6 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of review application you wish to prepare using the eLodge system.

7 Select the person seeking review

Next, select the person who will be the review applicant – as this is about a nomination, the review applicant will be limited to the Sponsor.

8 Click Start Application

Click the 'Start Application' button to proceed.

9 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the AAT to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. herefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

10 Login to the AAT

A Google Chrome browser should now open on your computer. The Migration Manager eLodge Filler buttons will also appear in the top left hand corner of the screen as well as the AAT login panel.

11 Proceed through the AAT Terms and Conditions pages

You will now be taken to the AAT Terms and Conditions page. To proceed, click Process Page to tick that you accept the terms and conditions and the then click Next.

12 Commence filling out the Application

13 Move to the Next Page

14 Continue Processing each page

Continue to fill in the remainder of the application remembering to always click the 'Process Page' button on each page, followed by the 'Next' button.

15 Review and Print the Application

16 Submit the Application

17 Close the eLodge toolbar

1 Open the relevant Matters

Depending on the type of review application being sought, you will either need to open either a Migrant or a Business Sponsor Matter*. You have the following options:

1 Migrant Matter

• Visa Refusal • Visa Cancellation • Non-Revocation of a Visa Cancellation • Refusal of a Nominated Activity or Position • Points Test Assessment

2 Business Sponsor Matter

• Business Sponsor Approval/Variation Refusal • Business Sponsor Cancellation • Business Sponsor Bar

3 Family Sponsor

• The system does not use the family sponsor Matter to lodge online applications*

2 Check/Record details of the decision are recorded on the

3 Click the eLodge Button

Once you have opened the relevant Matter, click the eLodge button in the main toolbar

The eLodge window will now appear. Note that if you have set your matter category as Appeal and the Matter Type, this will automatically populate the fields (and you can skip the next two steps).

4 Select Appeal as the Application Type

From the Application Type dropdown, select Appeal.

5 Select the sub-type of application you want to prepare

From the Sub-Type dropdown, select the type of review application you wish to prepare using the eLodge system.

6 Click Start Application

Click the 'Start Application' button to proceed.

7 Acknowledge and Accept your responsibilities and the

End User Agreement It is the responsibility of all users to ensure that any application that they complete or lodge has been filled out correctly. You should always proof read / check an application before sending it to a client or lodging with the AAT to ensure all of the necessary details have been completed correctly. Also note that Migration Manager's ability to populate fields is only as good as the quality of the data recorded in the system. herefore you should check everything carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

8 Select the relevant Sponsorship Decision

A pop up window will now appear asking you to select which Sponsorship on this matter is to be reviewed. Select the relevant decision and then click Select.

9 Login to the AAT

10 Proceed through the AAT Terms and Conditions pages

You will now be taken to the AAT Terms and Conditions page. To proceed, click Process Page to tick that you accept the terms and conditions and the then click Next.

11 Commence filling out the Application

12 Move to the Next Page

13 Continue Processing each page

14 Review and Print the Application

15 Submit the Application

16 Close the eLodge toolbar

1 Start eLodge

Open the Migrant Matter and select eLodge from the Main Toolbar.

2 Choose the appropriate EOI

3 Start the Application

Select Start Application.

4 Process the EOI

Process the EOI as you would any normal eLodge (for full details, see How to use eLodge).

5 Complete the Account Details Page

1 During the process of the EOI, you will be asked to complete the details for EOI Account

Creation. These fields will populate automatically. Check you are happy with these details, then click Continue.

6 Ensure you save the Account Details back into Migration

Manager

1 Once the Account is created and the Confirm Account Information screen appears, click

Process Page to populate these details back into Migration Manager.

 These details then flow back into the Dept => SkillSelect tab in Migration Manager.

7 Complete the rest of the EOI as normal

Processing the Visa Once the EOI has been accepted by the Department, you can process the Visa Accepting the EOI and starting the Visa

1 Start eLodge

Open the Migrant Matter and select eLodge from the Main Toolbar

2 Choose the appropriate Visa

Select the "Application Type" as Visa Application, then select the "Sub-Type" as the Visa you wish to process.  Make sure you select the Visa Subclass, not the Expression of Interest.

3 Start the Application

Select Start Application.

4 Log into Skill Select

At the Skill Select Login Page, click Process Page and eLodge will populate based on the details saved in Migration Manager during the EOI process.

5 Select Apply Visa

On the EOI Homepage, choose Apply Visa for the EOI you would like to accept.

6 Click Apply

On the Apply Visa Confirmation page, click YES, then Apply.

 SkillSelect then redirects you to the immi site

7 Log into immi

You will now arrive at Immi’s login page. Click Login on eLodge Smart Fill to log into immi.

8 Process Page

On the Information Page, click Process Page.

9 Complete the Visa

1 Start eLodge

Open the Migrant Matter and select eLodge from the Main Toolbar.

2 Choose the appropriate Visa

Select the "Application Type" as Visa Application, then select the "Sub-Type" as the Visa you wish to process.  Make sure you select the Visa Subclass, not the Expression of Interest.

3 Select Continue Application

Click Continue Application (not Start Application)  By clicking Continue, eLodge will take you directly to immi rather than SkillSelect

4 Navigate to the in-progress Application

1 At the immi Login Page, click Login on the eLodge Smartfill to log into eLodge as normal.

2 At the news page, click Process Page to Navigate to the list of Applications.

3 Locate the In-progress application and click Edit.

4 Now click Next repeatedly to get to the page you are up to.

5 From there, complete the Application like you normally would (See How to use eLodge)

1 Creating a VEVO user

Create a VEVO User to store the immi Password

1.1 Log in as user Administrator.

1.2 Go to Schedules => Users/RMAs

1.3 Click the Add button to Add a new User

1.4 Enter details on the 'Staff' tab

1 Enter the user name (example “VEVO User”)

2 Enter a password.

3 Enter the Surname, Given Names and Preferred Name

4 Enter Initials

5 Select an Office (any office is ok)

6 Set the Questionnaire Return Address to “Default”

1.5 Go to the 'Contacts Details' tab

1.6 Enter an “Internal Email” (this can be any address as it wont be used

as such)

1.7 Click Save & Close

2 Setting Permissions

Set Permissions to allow this user to run VEVO The user is now created, but we need to give it access to eLodge and allow other users to use its details.

2.1 Once you create your user, you will be asked if you wish to set

preferences. Click Yes  If you miss this step, you can still access permissions by going to Tools => Administrative => Preferences => User Permissions tab

2.2 Go to the User Permissions tab of Preferences

2.3 Ensure the VEVO User has the permission "Allow Access to eLodge"

ticked

2.4 Ensure the VEVO User has the permission "Allow Other User to Use

This Immi Account" ticked.

2.5 Click Save & Exit

3 Setting the Immi Account Password

Set the VEVO immi Password against your VEVO user

3.1 Log in as the VEVO User

3.2 Open any Migrant Matter (we wont actually be processing any

applications)

3.3 Start eLodge. Click the "eLodge Button" on the Main Toolbar

3.4 Select any Visa Subclass, then click "Start Application"

Once again, we wont be processing an eLodge, we just need to trigger the eLodge functionality.

3.5 When the Login Page appears, you will be asked to enter immi details

for this user for the first time.

1 Tick User Other ImmiAccount.

2 Enter the Immi Username and Password which has access to VEVO.

3 Tick Make this my default ImmiAccount.

4 Then click Login.

 ELodge will now Save these immi details against the VEVO User and log you into immi. At this point the details are now saved in Migration Manager so you can close eLodge and the Web Browser.

4 Using the new Functionality

4.1 Whilst logged in as yourself, open the Matter you wish to perform

VEVO on

4.2 Click the eLodge button on the Main Toolbar

4.3 Select the Type "VEVO" and click "Start Search"

4.4 Select the Migrant to perform the Search on, then click "Save &

Search"

4.5 Complete the Login Screen

When the ImmiAccount Login window appears:

1 Select Use ImmiAccount of Another Person.

2 Select the User VEVO User.

3 Click Login.

1 Leave your immi account’s MFA set to SMS delivery, and the staff member with this

device will need to supply the code each time VEVO is run.

2 Set your immi account’s MFA to use Email delivery, then create Outlook rules so when

the Authentication code arrives, the email is distributed to the appropriate staff members (You may require your IT person to help configure this).

Processing an ACS Application through eLodge

1 Open the Matter

From the main Tool Bar, click Open, then select the Matter.

2 Open eLodge

From the main Tool Bar, click the eLodge button.

3 Select ACS and Start

1 Select the ‘Application Type’ as Skills Assessment.

2 Select the ‘Sub-Type’ as ACS.

3 Then select Start Application.

4 Select the Applicant

Choose the Applicant you wish to make the assessment application for, then click OK.

5 Select the Skilled Assessment

Select the Skills Assessment, then click OK.

Chrome will open and to navigate itself to the ACS Website

6 Select your ACS Login Name and click Logon

 Note: If you have not saved an ACS Login in Migration Manager before, you can do so by clicking More, then + New Logon.

7 Click Process to submit a new Application

Once you have logged in, click the Process Page button to Submit a Skills Application.

8 Select the ANZSCO and choose the ACS Skills Application Type

Click Process Page to populate the ANZSCO code recorded in Migration Manager, then manually select the ACS Skills Application Type you wish to process. Then click Next.

9 Populate the remaining pages

From Pages 2 onwards, click Process Page to populate the Page, followed by Next to move to the next record or page.

So the process when completing records such as Qualifications and Experience would be:

1 Click Process Page to populate the first record.

2 For that new record, click Browse Files or drag and drop to add the corresponding

Attachment.

3 Click Process Page to populate the second record.

4 For the second record, click Browse Files or drag and drop to add the corresponding

Attachment. And so on until all records are complete.

1 Create the first Matter

Create a Matter for the first person who would like Citizenship.

2 Send the Questionnaire

Once the Matter is created, send the client the Full Questionnaire to complete. Full details on how to send a Questionnaire can be found at Send a Questionnaire.

3 Complete the Questionnaire

Ask the client to complete the Questionnaire with ALL family members who are applying for Citizenship.

4 Import the Questionnaire

5 Create Matters for the other family members

For full details on using Change Primary Applicant see Changing Primary Applicant.

6 Send out Merged Questionnaires to the other applicants

7 Complete the Questionnaire

8 Import the Questionnaire

Continuing an Existing Immi Application via eLodge

1 Open the Matter

Open the relevant Migrant Matter. If you are preparing an SBS, you must open the relevant Business Sponsor Matter.

2 Click the eLodge Button

The eLodge window will now appear.

3 Select 'Continue Application'

Click the Continue Application button.

4 Acknowledge and Accept your responsibilities and the End User

carefully. A copy of the current End User Agreement can be obtained by clicking here: End User Agreement. When you are ready to proceed, click OK.

5 Login to ImmiAccount

A Google Chrome browser should now open on your computer. The Migration Manager eLodge Filler buttons will also appear in the top left-hand corner of the screen as well as the ImmiAccount login panel. Select the Immi Account you wish to use, then click Fill & Logon.

6 Complete you MFA

Enter the Authentication Code sent to your mobile or email, then click Submit.

7 Proceed through the ImmiAccount Information pages

Click Next to Proceed to the ImmiAccount application page.

8 Process to let eLodge search for the TRN

Once at the My Application Summary page, click the Process button and eLodge will search for the TRN linked to the Matter.

9 Click 'Edit' to select the Application

Confirm this is the Application you wish to continue, then click Edit.

10 Click 'Next' to get to the page you are up to

From here, click Next on the Smartfill until you get to the page you are up to / wish to edit.

PDF Forms

How to Merge a Department PDF Form Migration Manager allows users to merge data from a matter in to fillable PDF forms made available by Immi.

1 Open the relevant Matter

2 Click the Forms button

3 Select the Form to merge

When the Form Filler window has appeared, select the Form you want to merge from the Select Form dropdown.

4 Use the most up to date version of the Form

4.1 Check the date you last downloaded this Form

The date this selected form was last downloaded from Immi Account will be displayed.

4.2 Download the latest version

5 Select the person to merge the Form for

Use the Select Person dropdown to choose the person you wish to merge the Form for.

6 Modify how the text appears or the filename used

7 Click Merge Form

When you are ready to merge the Form, click Merge Form.

8 Read and Accept the notification

 It is important that you remember that it is your responsibility to check a Form after merging.

9 Review the Merged Form

The merged Form will now appear. You should review the Form and make any amendments necessary.

10 Save and Close the Form

When you have finished reviewing/amending the Form, you must save it before you close it. If you do not save the form before closing, the Form may appear blank the next time you open it.

11 The merged Form is saved in the Documents tab

The merged Form is now saved as an entry in the Documents tab in the active Matter. Video Guide

1 Open the relevant Matter

2 Click the Forms button

3 Select the Form to merge

When the Form Filler window has appeared, select the Form you want to merge from the 'Select Form' drop-down.

4 Check the Date the Form was last downloaded from

Immi The date this selected form was last downloaded from Immi will be displayed.

5 Download the latest version

6 The Form is now current

When the Form download has completed the Last Downloaded field will show an updated date and time. You can now proceed to merge this form.

1 Merge the Form

First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see: How to Merge a Department PDF Form

2 Open the Documents tab

First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder.

Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.

3 Select the Form, Right Click and select Email To

After you have selected the Form you wish to email, right click it and from the context menu choose Email To and then choose the person you wish to email it to.

 Tip – you can send multiple forms and documents in the same email by:

1 using your Ctrl key to select multiple items at the same time

2 then right clicking one of the selected items and choosing Email To from the context

menu.

4 Select who to Email To

 Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the +Add button next to the person you want to add as a recipient.

5 Create the Email

When you have finished add receipients, click the Create Email button to generate the email in Outlook.

6 Review and Send the Email

An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it.

How to send a Form via the Secure Client Portal When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via an Encrypted Message in the Secure Client Portal. Note: The instructions below are for using Migration Manager version 8.5.3 or newer.

1 Merge the Form

First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a Department Form

2 Open the Documents tab

Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder.

3 Select the Form, Right Click and select Upload to Portal

After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal.

A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed.

4 Add a Message/Instructions

To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message.

5 Select additional options

When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur:

5.1 Request a Document from Client

1 Use the dropdown list which will show a list of all documents/forms currently show on this

matters Progress tab; or

2 Use the + button to create a new document/form entry on the Progress tab for this matter.

5.2 Mark a Progress Item as Complete

This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can:

1 Use the dropdown list which will show a list of all tasks currently show on this matters

Progress tab; or

2 Use the + button to create a new task entry on the Progress tab for this matter.

5.3 Notify Client that New Documents are Available

Selecting this option will generate an Email to the client to notify them that you have uploaded a document to the Secure Client Portal for them to review.

6 Click Send Message

To finish, click the 'Send Message' button. The message and its attachments will now be sent to the Secure Client Portal.

7 Send notification email

1 Open a PDF in Adobe and in the menu bar go to Edit, then

Preferences

2 Go to the 'Documents' preference

3 Tick 'Remember current state of Tools Pane'

4 Click OK to save this preference

5 Important: You must now minimise the tool panel in the

6 Close Adobe for the changes to take effect

 The next time you open a document in Adobe, the Tools Panel should be minimised.

1 Find and open your computer's Internet Options

On your computer, click on Start and then type Internet Options in the search bar. When search has found Internet Options, click on it.

2 Access your Internet Security Custom Level settings

Once the Internet Options dialog box appears, click on the Security tab and then select Internet Zone. Click on the button below labeled Custom Level.

3 Enable Meta Refresh

In the Custom Level security menu, scroll down the list until you find the entry called 'Allow Meta Refresh'. Select Enable and then click OK.

4 Click Apply and OK on the Internet Options dialog box.

Migration Manager should now be able to download forms from Immiaccount/Legendcom.

1 Go to the Address Tab of the Migrant

Open the Migrant Matter, then go to the Applicants => Addresses tab.

2 Export this tab to Excel

• Click the Excel button at the bottom right of the Address Grid. The information will Process into Excel

3 Save the spreadsheet

• Once the Spreadsheet opens, save the spreadsheet

4 Make notation in the Additional information section of

the Form In the Additional Information section of the form, state the Question number and description (example “See Attached Spreadsheet”)

5 When you submit the Form to the Department, send any

relevant Spreadsheets at the same time

1 Download the Department Form

Download the form as you would normally. For example, you may manually download a Form

80 from https://immi.homeaffairs.gov.au/form-listing/forms/80.pdf

2 Save it to Migration Manager’s Forms folder

3 Merging the Form

At this point, the Form can be merged as normal. See How to Merge a Department Form for instructions.

VEVO Searches

1 Click the Reports button

The Report creator window will now open.

2 Create the Report

 Tip – It is recommended that you save a copy your Report Creator for future repeated use. To do this, click the Save button and follow the prompt.

3 Click Process

When you are ready to generate your report, click 'Process'.

4 Review the Report Results

Once you have clicked 'Process', the Reports Results window will appear with a list of matters and/or applicants which meet the search criteria.

5 Enable the Batch VEVO mode

To activate Batch VEVO mode, drag the slider to the 'ON' position.

6 Take note of any issues

7 Click 'Perform VEVO Searches'

8 Login to your ImmiAccount

9 You will then be asked to enter your MFA code from your

10 The Search Process

11 The Search Results

1 To perform a VEVO search, you must first open the

relevant Migrant Matter.

2 Click the eLodge button on the Main Toolbar.

3 The eLodge window will now appear. Select VEVO from

the dropdown.

4 Click 'Start Search'.

5 The Applicant Selection window will now appear. First,

select which of the applicants from this matter you wish to conduct a search on, by ticking the left hand box next to the Applicants name.

6 Next, add any information which is missing from the

7 If there are any other individuals you wish to add to this

file and include in this search, click the “+” button in the bottom right hand corner.

8 The ‘Add New Applicants’ window will appear. Insert the

additional applicant’s details and then click ‘Add & Close’.  Important: This process will also add this person to this matter as an included applicant.

9 When you are ready to commence the search, click 'Save

& Search'.  Note: The details you have added/changed about the applicants will be updated in Migration Manager.

10 The browser will now open and the ImmiAccount login

panel will appear. Click Login. If you have not previously entered your ImmiAccount login details, follow the procedure Updating your Immi Password for eLodge.

11 You will then be asked to enter your MFA code from

your Authenticator App. Enter the code, then click OK.

 If you have not yet setup MFA in your immi account, a message will appear telling you to log into immi manually, and set it up. Follow the guide Activating MFA in immi to set up MFA.

12 Migration Manager will now proceed to undertake a

VEVO search for all of the selected individuals.

13 When the search has completed, all of the successful

search results will be recorded in the Progress Tab in the matter. To open the results, double click the PDF icon in the far right column.

14 A copy of the successful search results will also appear

as PDF, JPEG and CSV files in the Documents Tab. A preview of these items can be seen by clicking the item, then clicking the 'Preview' button.

 Note: If a search is unsuccessful, Migration Manager will display an error results page. To repeat a search, you will need to start the above process again from step 1.

Reports

1 Log in as Administrator
2 Open the Preferences/Permissions window
3 Set the Report Permissions for the user
3.1 Allow Access to Reports
3.2 Allow Access to User Defined Reports
3.3 Allow Access to Saved Reports
3.4 Allow User to Access Preset Reports
3.5 Allow This User to View Others in Billings Report
3.6 Other
4 Close
1 Click the Reports button
2 Set the Default fields
3 Set the fields to report on
3.1 First choose the Category of field you wish to include in your
3.2 Select the relevant field from the category
3.3 Set any required Filter
3.4 Set the value of the filter
3.5 Click 'Add Column'
3.6 Continue adding columns to report on
1 choose the 'Edit' option;
2 then update the filter information in the edit window;
3 click OK to edit the filter for the selected column.
4 Click Process
5 Review the Report Results
1 Click the Reports button
2 Create the Report
3 Click Process
4 Review the Report Results
5 Enable the Batch VEVO mode
6 Take note of any issues
7 Click 'Perform VEVO Searches'
8 Login to your ImmiAccount
9 You will then be asked to enter your MFA code from your
10 The Search Process
11 The Search Results
1 Click the Reports button
2 Create the Report
3 Click Save
4 Give the Report a Title
5 Add a Description

1 Log in as Administrator

To access the Permission you will need to log in as Administrator or as a user who has been set as having permission to edit user credentials and permissions.

2 Open the Preferences/Permissions window

To access and edit the User Report Permissions, click the 'Tools' button in the top toolbar and then click 'Administative', then 'Preferences'.

Now go to the Report Permissions tab.

3 Set the Report Permissions for the user

Within the Report Permissions tab, it is possible to set which user has the permission to generate which reports.

 Tip: If you right click a row a menu option will appear that will you tick or untick all items for a user in one action.

3.1 Allow Access to Reports

This setting determines whether a User can access and produce any of the reports in Migration Manager. If the box is unticked then the user will be unable to generate any of the reports

3.2 Allow Access to User Defined Reports

3.3 Allow Access to Saved Reports

If this setting is not ticked, then a User can not generate any of the Saved (including any that they themselves have saved previously)

3.4 Allow User to Access Preset Reports

If this setting is not ticked, then a User can not generate any Preset .

3.5 Allow This User to View Others in Billings Report

3.6 Other

All of the remaining settings control whether the user can generate a specified Accounts or System Report.

4 Close

Once you have finished entering all of your relevant Accounts User Permissions, click 'Save & Exit' to finish.

1 Click the Reports button

First, click the Report button in the Main Toolbar. The Report creator window will now open.

2 Set the Default fields

3 Set the fields to report on

Now select the data that you wish to report on by adding those data fields as columns to your report .

3.1 First choose the Category of field you wish to include in your

report.

3.2 Select the relevant field from the category

From column 2, choose the field that you want to set as a column in your report.

 Tip – Some categories have a lot fields available to report on. Use the Search bar to narrow down the options.

3.3 Set any required Filter

3.4 Set the value of the filter

Now set the value you want the filter to filter by. In this case 820 is typed in so that the field will be filtered to show only matters where the visa type contains the value 820.

3.5 Click 'Add Column'

To add the row to the report, click the 'Add Column' button. The row will now appear in the grid below.

3.6 Continue adding columns to report on

1 choose the 'Edit' option;

2 then update the filter information in the edit window;

3 click OK to edit the filter for the selected column.

4 Click Process

When you are ready to generate your report, click 'Process'.

5 Review the Report Results

Once you have clicked 'Process', the Results window will appear with a list of matters and/or applicants which meet the search criteria.

How to perform a Batch VEVO Search The Batch VEVO Search function enables you to perform a VEVO Visa Entitlements search for multiple individuals across multiple matters in the one process. The following article sets out how to perform a Batch VEVO Search  Important: Your ImmiAccount must have VEVO search enabled in order for this function to work. If you do not have VEVO search enabled you need to contact the Department of Immigration to have this feature made available on your ImmiAccount. The Batch VEVO search function is operated via the window. You use the reports function to generate a list of all of the people that you want to perform a Batch VEVO search on. For instructions on how to create a report, please see this article. Otherwise the following article shows an example of how to create a report and perform a VEVO search for all of your migrants who are applying for a Subclass 457 Visa.

1 Click the Reports button

The Report creator window will now open.

2 Create the Report

 Tip – It is recommended that you save a copy your Report Creator for future repeated use. To do this, click the Save button and follow the prompt.

3 Click Process

When you are ready to generate your report, click 'Process'.

4 Review the Report Results

Once you have clicked 'Process', the Results window will appear with a list of matters and/or applicants which meet the search criteria.

5 Enable the Batch VEVO mode

To activate Batch VEVO mode, drag the slider to the 'ON' position.

6 Take note of any issues

7 Click 'Perform VEVO Searches'

8 Login to your ImmiAccount

9 You will then be asked to enter your MFA code from your

10 The Search Process

11 The Search Results

1 Click the Reports button

The Report creator window will now open.

2 Create the Report

3 Click Save

To save a copy your Report Creator for future repeated use, click the Save button and follow the prompt.

4 Give the Report a Title

Give the Report Template a Title so that you can find it easily in the future. Click OK.

5 Add a Description

You can use the Description field to provide some additional details about the report to help you find it in the future.

6 Saved Reports

The Report Template will now be saved in the Saved Templates tab of the window. To use this Report Template again in the future, just select the report and click 'Build Report'.

Examples

1 Click the Reports button

First, click the Report button in the Main Toolbar. The Report creator window will now open.

2 Set the Default fields

3 Set the fields to report on

Now select the data that you wish to report on by adding those data fields as columns to your report .

3.1 First choose the Category of field you wish to include in your

report.

3.2 Select the relevant field from the category

From column 2, choose the field that you want to set as a column in your report.  Tip – Some categories have a lot fields available to report on. Use the Search bar to narrow down the options.

3.3 Set any required Filter

3.4 Set the value of the filter

Now set the value you want the filter to filter by. In this case a date is selected in so that the field will be filtered to show only matters where the engagement date was after the 1st of January.

3.5 Click 'Add Column'

To add the row to the report, click the 'Add Column' button. The row will now appear in the grid below.

3.6 Continue adding columns to report on

4 Click Process

When you are ready to generate your report, click 'Process'.

5 Review the Report Results

1 Click the Reports button

First, click the Report button in the Main Toolbar. The Report creator window will now open.

2 Set the Default fields

3 Set the fields to report on

Now select the data that you wish to report on by adding those data fields as columns to your report .

3.1 First choose the Category of field you wish to include in your

report.

3.2 Select the relevant field from the category

From column 2, choose the field that you want to set as a column in your report.  Tip – Some categories have a lot fields available to report on. Use the Search bar to narrow down the options.

3.3 Set any required Filter

Example: In this example we can see that the report will be limited to providing data for files where there is a Summary Note entry.

3.4 Set the value of the filter

If you wanted the report to show a summary note which contained particular text, you could set the filter to 'contains' and then set the value of the filter to the word you were searching for.

3.5 Click 'Add Column'

To add the row to the report, click the 'Add Column' button. The row will now appear in the grid below.

4 Click Process

When you are ready to generate your report, click 'Process'.

5 Review the Report Results

Generated 2026-03-04 • Internal use