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[Music] [Applause] [Music] [Music] hello i am zumi an intelligent process automation bot for immigration teams i am also the very first virtual assistant of the immigration industry [Music] [Music] [Music] [Music] [Music] hello and thank you for joining zoom webinar this is arun from insu uh we would be uh talking today about the client information is looking at prospects and how the document automation is done so before we start with the webinar uh few ground rules some of you might have joined our webinar before so you know that you're all on mute and the reason why we do that is because we have close to 100 participants joining for these webinars so so if you do have any questions you would find the option to add questions on the right some of you have already done that in the beginning that's good uh so you don't have to wait till we complete the session as when we go through different topics you can add your questions and we will give some time towards the end of the session to answer your questions and if you're not able to address your questions we will surely email you with the response uh what we also have in this webinar is uh poll questions so as in when we're going through each topic we will have some poll questions so for two reasons one to see how you would utilize those features and number two is to make sure you're engaged with the session uh so i'm gonna go ahead and launch a paul question uh just to see you know if you know how to answer those questions uh and then we're going to give you some time so i'm going to give you let's say 30 seconds and see if you can answer this question [Music] this question specifically i've added because now we all are working from home most of us so i'm sure you missed something from office all right very good a lot of people voted that is good and some of you if you have challenge uh answering these poll questions it could be uh your browser that is uh you know holding on to or selecting the options and i do apologize that's a common error that we get to see but then yes i see almost 80 percent answer the question that's really good uh and i agree most of uh you have answered that you miss your whole desk setup yes all right i'm going to stop the poll question now excellent so uh moving forward uh again um this is the agenda that we have for today we will be talking about the prospective client intake uh we'll also be looking at the retainer agreement which would be part of the prospective module uh we'll also look at sending emails using templates uh you know which would be an added function uh and leads to automation as well uh we'll also talk about the docs checklist how to email that out to your clients uh and then of course the whole document management itself uh so before we start here's the lineup for today that's me arun i'm part of uh the customer success group uh i've been with ionism for six years and uh did most of training and uh manage the support team i currently focus more on our existing clients with adoption uh next we have christopher christopher over to you hey uh hi everyone my name is christopher i have around 13 years of experience and i come with a background in governance risk and compliance that sounds fancy but essentially what that means is i know how important it is to keep your data your documents all your information extremely secure in iron assume i am focused on implementation and on boarding for our customers through digital adoption so all our learning content and things like that we have i helped create money and team help create and we are committed to making sure that you can use in zoom solution to its maximum and it's best for you and your organization next we have shadow shadow over to you oh hi everyone my name is shadow lopez and i am part of the ionozoo expert services as well as a team lead for best practices i have been using insulin since 2002 as an administrator for three different law firms and i have helped attorneys and case managers on how they can effectively manage their cases and also how they can maximize ionism's capability so i hope you all are having a nice day good news for immigration no we want daca so good job dreamers okay let me start with today's discussion um many of us like offices and law firms are beginning to reopen um and as such they should be able to respond to a lot of changes in a sensible manner you know many are having issues like um employees who are hesitant to return to the office you know some really aren't there to return there is public health concerns and right now all of all of us our favorite hobby these days social distancing so firms and attorneys are trying to be cautious you know and they want to implement new operating procedures um while employees return to their new normal you know administrative tasks that we were all so much used to doing within our office within the workplace now we have to re-examine those you know we hope you know after this webinar you will learn more on data management you know how easy really and simple to use like i always um if you've attended some of my previous webinars i'm not the computer guru but in a zoom is really simple and easy once you learn how to adapt to it you know it's also cost effective and most importantly right now in our situation it will ensure your staff that they can access client data or documents no whenever or wherever they need it so we also hope you can walk away with an understanding of you know how important document manages to our new normal of working remotely we want to show you how you can get started and become highly efficient hopefully work sharper by using line and zoom and will help you from time uh from the time your prospect makes that first call up to the time you get their case of food so moving on to the next slide um arun if you can help me okay the client intake this is maybe my favorite part of case management because this is the first time you're meeting the clients um how can we um incorporate client intake or your console cheats in line is in cost effect module um the consultation sheet or i think other firms call it intake form is a tool to obtain correct and current information from a client that you need to represent or from an existing client that needs uh help with a new case or a new matter the intake process is your only chance to introduce your services you know and get everything you need to start the client's petition so you it's better if you do it right for the first time so when doing intake and the moment you begin to communicate with your client you should be able to cover everything you need to know about them um to communicate with prospects these days um it's somewhat difficult because we're now limited to email and phone calls and in-person meetings uh which made things a lot easier in my opinion in the past because you know you get to see clients face to face you can gather you can collect their data your paperwork right there in your office obviously now it's discouraged you know so there are several steps to complete the intake as you can see on the screen the initial contract uh contact through phone or email or when your client makes the first move after they see your ads or your website they saw you on google they call you um and then you schedule their appointment after that initial contact you try to get as much information you get there's uh you schedule their appointment and make sure there is an attorney to do the consult you know these days our attorneys are probably helping with homeschooling their keys at their their children so we need to make sure we have access to everyone's calendar and then we check for con uh conflicts sometimes it's a very complicated matter and the attorney would need to research first be before they can talk to the client so you want to store that information you want to have you know you want to note it down and then payments if you need um if your office charges consultation fee you need to um store payment information or you also need to record that they paid for the console and then filling up the intake sheet you make sure that the person doing the contract or uh preparing the contract will have access to the client's information that you previously connect uh collected and then number six uploading client documents if necessary if the attorney wants to see a denial letter or rfes or whatever they need to see before talking to the client and then finally doing the actual consultations attorneys often write their notes you know so that it's success we want to make sure that those attorney notes are accessible to everyone in your firm and can be communicated because in my many years you know i have realized the value of client intake attorneys and paralegals do get to know their clients well and they can come up with the best way to represent them by gathering accurate and complete data you know at the same time being able to store that data and later on being able to accept them as client it does save time and um it will when they start working on the case they don't have to have too many requirements they it it will require them to just have minimal effort in gathering the documents they need so keeping a record of the client intake containing notes of the attorneys as i previously mentioned you know that the clients have disclosed to the attorney or the case team can also be your check and balance in case issues arise while they work on the case so um let me pass uh the control to arun so he can show us how you can incorporate your intake sheets to line and zoom and how everyone in your firm can have access while working remotely room sure thank you shadow that's a good insight about the whole prospect module uh so i will be more than happy to show you how this can be tracked through zoom so you know right now you're looking at a zoom platform uh the home page my zoom board uh just to give a heads up uh the prospect module is available on the left menu so if you don't have access to it either you have to ask uh you know ask your super user admin to give you access are you using uh you know an edition which is below professional edition uh now once you get onto the prospect module section uh you would notice that uh you're directed directly to the prospect individual but just keep in mind uh you can track both the leads which is uh employer as well as an individual where for which you might be doing a family based case so i'm going to take an example of an individual but before we move on to that since we were discussing more of using an intake sheet in iron zoom some of you might have tried this before but decided not to move forward because the first time when you try our prospect module you would see our registration page and our registration page have i believe around six to seven or ten questions what i'm done right now is that i've replaced our registration page with an intake sheet so what i'm trying to say is that if you are currently using an intake sheet and you want to replicate that in eye and a zoom you can use our questionnaire and create that intake sheet and ionism and replace our registration page with the intake sheet so if you decided not to use the prospect module because of this i just want you know that you can replace the registration page and if you need assistance you know reach out to our support or you can reach out to me at csm at ironzoom.com and then like i said you know you can create questions so you can have five six ten question choice of yours so here's an example of an integer that i've created so let's say i'm creating a prospect or read and then it's going to list out the remaining questions which is nothing but the questionnaire itself that i've created based on the questions i want to answer so again these are customized by me you can do the same all right so that's what i got the first is the personal information obviously i want to collect the address detail as well during the lead generation it's always good to do that uh so you collect the details i'm just going to randomly put something so you can see that this information would populate into the database and you don't have to type the same information again of course don't miss out the phone numbers if they don't reach out to you you can always reach out to them to check what's going on and then once you click on save that's it that creates the profile of the prospect so we have the profile of chris available right now uh in ironism so if i close this you would notice that chris is one of the prospect or a lead added into ionism so before i pass on the uh the deck to shadow i also want to let you know that uh you know it's not only that you have to track each prospect in ironism uh your clients or your prospect can do the same as well what i'm trying to say is that now that you know we all are remotely working and most of the prospects might be uh surfing through different websites to reach out to different law firm you can actually go ahead and embed a link to your website which will direct them to the intake sheet so your prospects can click on that link and go ahead and complete the questionnaire which means they are creating their own profile in ironzoom and it's very simple you don't even have to reach out to us for this when you go to prospects go to let's say for example you want to set up a link for the individual so you click on individual under the setup and you can generate the link right over here so if i go ahead and put this link to my website and if a prospect clicks on that link this is what he or she will get to see which is nothing but the intake sheet that i have created uh and now again keep in mind you can have a separate intake sheet for a prospect compared to what you're using to track prospects so you do have that option now if you don't know how to customize questionnaire we did have a webinar last week or prior to that on the questionnaires so if you need uh the video recording of that we will send that to you just put that into the question section so uh we know who all needed so we can send that to you so you watch that video on how to create a questionnaire which is nothing but creating antique sheet that you can link to the registration page at the same time create another intake sheet that you can link to the website all right so that's it about the client intake sheet i'm going to pass the deck back to shadow but before we do that we do have one poll question for you all so uh let's see uh the question launched for you all okay the question is what are you currently using to track leads or prospects wow most of our attendees today is using ionozoom all right that's good that's good some of you thinking about it that's even good if you're thinking about it that is awesome so if you have any additional questions you need our help to set up you know feel free to call us uh email csm at ionism.com i'll try to connect with you or share some tips on how to track an eye and a zoom it's a really cool function uh if you ever have to check on your leads in terms of how many are on high conversion versus mid and low you get to see that as well so this is really good uh let's give some more time another 10 seconds for the remaining attendees to answer also i see very few which is not bad use a different software to track prospects so i just want to let you know that if you prefer to have an integration with iron zoom and the software that you're using you can connect with me so i can share some options in terms of integration as well so you don't have to manually input the leads into ionism or if they become a client you don't have to manually add their profile in ionizome we can do that for you through integration so the remaining who are not required to track that's perfect uh you might have a different uh game plan but then if you need help that's well you know just let me know so thank you for answering the poll question i'm gonna pass the deck back to shadow to talk about the retainer oh thanks arun okay so we now uh proceed to preparing and sending the retainer agreements and now you are done with your consultation the attorneys are done talking to the client and he knows exactly what he needs to do to represent the client um of course we don't want to lose that momentum especially that you know like i mentioned face-to-face interaction is kind of missing these days and you need to be able to send the proposal or retainer agreement right away you know i again it may seem simple but how timely can you get them to sign and keep their business can be an issue these days uh during my early days working at a law firm i always provided attorneys a list of all types of retainers um that has the equivalent description or scope of service and as well as the corresponding fees it makes it easier for them to provide the cost to the client while they have them on the call you know so they they get the business right there right away um fees i know it's a little bit awkward for discussion with a client but at the end of the day it's the biggest part you know when clients decide if they will retain you or not you know honestly it was a lot easier convincing them uh when you are with them face to face where you're in the office um but now you know i resume sort of um like we have a feature so that um we can we can adopt that practice that i have before of having you know set up contracts and fees um under the doc on under documents um and added the contracts feature under documents assembly in both prospective and the client module um there are steps when you are preparing or sending your proposed contracts um first of course you have to prepare the retainer agreement um and then you have to send it to your client um email or sometimes i know you still have to mail it some clients i understand not everyone would still have email at this day and age um explanation of the scope of services and fees with a client which is i guess crucial and the most important part you know clients being able to return to you a signed copy of the agreement and then retaining your services and of course paying you so everyone will you please show us how contracts are easily generated in nine and zoom please thank you sure yeah so uh you know going back to uh the ionozoom platform now uh you know some one this is one of the features you know most of our clients are currently using since the time uh you know we've uh we've been working from home uh the reason being uh you know having having to track all the contracts through the ionosome platform makes it easier uh since it's readily available wherever you log in because we're cloud-based uh but then i did speak to a few clients who prefer not to because they didn't realize that uh you know they can actually have the system auto populate some of the information so what i'm trying to say is that most of the contracts are like a template that you have you would mention the description of the case you would mention the your hourly cost or the flat fee based on the case type and then of course the few things that would change is the client's name or the address and you know uh whatever that's required in terms of getting that retainer signed now uh they didn't want to upload thinking that they have to anyways change that and upload it back so it's i have to download it make the changes upload it back after the signature so i just want to let you all know that you don't have to do that we have something called keywords so anything that's variable which changes uh based on requirement you can use a keyword which will track the information so an example of a keyword is a name of a prospect so an example of that would be first underscore name so you will create the template with the keyword save that into the ionism platform and whenever you open that document on a specific profile uh you know the keyword will replace with the actual value and it's very simple to do that you know so uh again if you need help with that just let us know how to do that and we'll help you uh you know it's uh we have list of all the keywords available in the platform so you just have to put keywords in the documents so let me quickly show you let's go back to the prospect that we created today so we uh let's say for example i go back to the prospect section and then have the prospect individual load up there you go chris evans is right here so if you remember in the first uh you know kind of a demo that i showed you how you can link an intake sheet and update information so if you look at chris profile right now all these information were tracked through the intake sheet and it actually updated chris profile as a prospect now i'm gonna go to the contracts uh right now so on the left if you go on to the left menu you see contracts almost at the bottom to the left menu uh so once i click on contracts uh uh you would see that it gives me an option to pick a retainer so uh the reason why it's giving me that option is that because i already have this template ready in ios and you can do the same you can have multiple templates so what i would recommend is i'd have different templates for different case types uh so i just created one to showcase how this would work so if this is a retainer that i want to use i would just click on use but if there were more it would list out over here then you can choose one if you want to add write one over here itself you can do that as well if you prefer to so let's say i got one in my database i click on use so now that's got linked to this particular prospect which is crisp profile i can go ahead and email this uh retainer as an attachment which is kind of an old school which you could have done through your outlook itself or whatever the mail service provider that you have but then i'm not sure if you're aware of this we do have an integration with docusign so you can actually go ahead and email using docusign for the retainer now before you do either of these options if you want to quickly preview how that retainer looks like uh you can just click on preview and you would notice the keyword i was referring to so in this retailer now guys don't judge the retainer because it's just created by me and you would have something far much better so if you see over here this was a real you know more like a keyword that i used but uh the system knew that i'm opening this document under chris so it auto populated chris name it auto populated the address and his number so you know uh whatever keyword that you put in it will auto populate into the uh the document that you want to open an ion so and that goes with any document for that matter so you see that's the advantage now if you have this prospect in your office uh likely unlikely it might still continue to happen that you have uh leads coming to your office then if you're going to print this out get them signed and you're going to scan it i would recommend you to upload that into ionosome because then you always have all the documents stored in ionozoom itself now if you are planning to email so when i click on email i'm not going to spend more time on this because it's exactly the same email function we have you draft your message over here the retainer is automatically attached because i used it from the template section and then that's it you send this email as an attachment yeah you know the client gets the email download the document from their email uh you know print it out sign it scan it you know it's a lot of work and i think it would be difficult for to do that so you have the docusign option you know so let me quickly show you how docusign works i'm not going to go end-to-end but if i click on docusign since i have done integration with my docusign account uh you would notice that this particular retainer would be in the docusign for you to select what all information you need basically everything is electronic through docusign right so you can uh you know under the signature section you can assign where exactly you want the prospect to sign uh you can assign where exactly the name should populate where exactly the title should populate so if you see over here i have chris evans basically whatever fields i have over here i can drag it and drop it over here so let's see if it's a signature i need of chris i'm going to put that under the client section if i want the name of chris to auto populate i'll put that over there you know so i can just go ahead and drag and drop and then i want you know if let's say this is a counter sign by me or an attorney i can set that up as well so this is just an example that i want to show you but then if you create a template you don't even have to do uh you know the drag and drop thing it would show as it is set up so again one of the functions one of the automation we have in place so if you decide to go on e-signature this will be really helpful uh so if you have already thought about this you know i'm going to throw out the next uh poll question to you all uh basically the question is have you decided to move to e-signature so take your time it's a close-ended question yes or no so i'm going to give you all 30 seconds to answer that question another 10 seconds all right so before we move on uh i know most of the question i mean this is really cool i mean almost all of you answer the question and it's like 50 uh so 50 percent of you are have moved to e-signature and 50 have not so i'm sure there are various reasons behind it but then you know you can give it a try uh with the e-signatures we do we are aware that obviously you can't do a e-signature for forms right now the actual forms but then of course for any contracts any supporting documents you can get an e-signature from your clients so very good thank you so much for participating in that poll question i'm gonna go ahead and stop that right now all right and then move on to the next topic uh we're gonna have the option uh where we're gonna talk about the emails we're using the templates so shadow over to you shadow just letting you know you're on mute if you're speaking sorry about that i was just um so like docusign i actually like it i've used it even on my phone and for clients that would be really convenient for them to return the contract to you so it's i would look it as an investment that will pay for itself um so maybe reach out to any of our cs team to a room and you can find out more about that doc design especially now that like i said everyone's working uh remote case that would be an easy way to get the retainers back from your clients okay so moving on to sending emails with templates or uh attachments to client a great example would be sending your welcome or introductory letter we want to show you now how you can start taking care of your clients after they signed up or after they retain their services so i think this is something that is often overlooked you know sending welcome letters to your newly retained clients um or even those you have already done business with and has repeat business um i think it this is utterly important these days as you may be working on scheduled days at your office and some days um are being spent at home um it is good to send this um right after you send or accept them as a client in line and zoom i like to um compose my letters by including the name of their case team the attorney and you know the paralegal if you're working on the case the best time they can reach you because if you're from home you know a lot of factors your email addresses how can they respond or send you documents you know i have also been seeing law firms having alternate contact methods these days some are changing their phone numbers or they have temporary um contact numbers so um it's best to include that in your letter you can also say to expect more email from you have them add your um email address on their address book so your email doesn't go to their junk mail so all those things you can be you can be creative in writing your welcome letter but the goal is to make sure you inform your client you know how they can get a hold of you so you don't get bombarded with so many calls for email asking really simple questions like setting a go like setting a set of rules on how they can easily communicate with you would at least eliminate too many phone calls from your clients um i would even include messages like they can if they can refer you to their friends and family you know as an embedded lead generating tool so i'm i'm going to pass on the control to christopher so we can demonstrate how we can do this in in christopher all right thank you shout out for that now everything shadow said is absolutely important uh generating your leads getting your template sorted out to ensure that you actually save a lot of time the benefit the biggest benefit of having everything templatized is the fact that you just make it once you just make it once and every time you have a new client coming in that welcome email can be sent quickly instead of you drafting it out completely you can have your template made with the keywords that arun was talking about so each time a new client is on board a new prospect is on boarded you want to send out this welcome email or whatever kind of email it is they automatically get all these little bits and chunks of information that shadow is talking about the case manager the address the client's first name things like that so how do we do this let's take a quick look just give me a second i don't do you mind hitting the screen please all right so the first step is actually going to the knowledge base in your knowledge base is where you can go ahead and actually define your email templates so if you don't have knowledge base connect with your team and figure out how to get knowledge based access from there you can go ahead and actually select creating a new template you can provide your template the details your messages in the template you can save it and once your template has been saved you can go ahead work on any case work on any foreign national work on any client you have select emails and once the emails have been selected and you've already seen this click compose and right there you have the select message option under the select message you can select the template that we just selected that we just created sorry and the entire message template is now filled with what we just created all the details have been provided the keywords the reference words have been added and now you can just hit send and this email is being sent you make the template once you create your template once and you can constantly reuse it one client after the other you don't you don't have to waste time creating a new template just one template you can be a welcome template it can be any kind of template that you want you know it's the adjustment payment reminders whatever else it is you can have one template and constantly use it and it saves you a lot of time instead of constantly typing it out you know referring different uh keywords like you might have to all tap to see the case number there uh their case file all that you don't need to do just put the reference the the the keywords and you're good there all right thanks for that shadow back to you thank we have a poll question full time so the poll question is how often do you engage your clients or foreign nationals the options are i don't have to engage very me off in a for an update i emailed from aina zoom on my mailbox to keep my client updated i never thought about it all right so those are the options we'll give you a few seconds to make your selections it's pretty straightforward let's give you ten seconds five four three two one and we're done all right thank you everyone for that now over to your shadow all right so i just before i move on i just um wanted to emphasize the reason why i like where i i kind of implemented that welcome letter is so we can lessen the calls i'm sure a lot of you can relate some clients call you 80 times a day because they think you're the one um approving their application so if you set um something a message telling them these are the time you can call me then it sticks to them so you know just find that seed to them send that letter out just just a little tip from me okay going to doc uh sending documents checklist um so now you're you got the welcome letter out you not you will now start working on your client's petition or your case and of course the first thing you need to get their documents denying and zoom you can create a document checklist a document checklist can be added onto your knowledge base i know christopher showed us the knowledge base earlier i'm customized for every corresponding case um this really makes your life easier because you can just send um the the checklist after you open the case you can pick and choose what documents um you do not have to keep creating a list then copying and pasting and sometimes i've seen paralegals um sending an incorrect or incomplete list because they pasted it from an incorrect petition type so the clients would then submit incorrect documents and then you have to repeat the whole process so making a document checklist for each petition type is a good way to start your case management off on the right foot because on the screen it will help you keep track of missing requirements that are deadline driven this is important if they signed up and their deadline is next week so those things happen in in the real law firm and then two it ensures you are organized throughout the course of your data and document collection um it also assures your client that you will not skip or forget any important document they need to complete their case so that they don't come back to you and say hey you didn't ask for that why are you asking me last minute and then the document checklist also you know it motivates your client to act right away like they have the list in front of them okay i need to submit this back to my um case team and um also more importantly it makes you more efficient and like saves you time that's the bottom line like saving you time is good so you can work on more cases so christopher again will show us the documents checklist and how it is added on the knowledge base as well as how you can send it to your client thank you for that shadow um so one thing that uh we all need to remember is having things standardized so you have a petition we're working on a petition once the document checklist is standardized you don't need to think about it again once a document checklist has been uploaded and created in the knowledge base you've done it once every time you create the petition or every time you have a new client a new prospect is being onboarded and they're working on a particular case you don't need to think you don't need to think you don't need to figure out which other documents that would be required for this petition you don't need to remember you've done it once it's standardized it saves you time like shadow says and you can constantly bring it up so uh arun could you just please play the video so the first step again when we're standardizing this is actually going to your knowledge base again so again we're going to our knowledge base and under our knowledge base we are actually first going to define a petition all right so we're going to go ahead and add a petition this is here is the petition page we can create the petition template name the petition name the petition type uh what category of petition it comes under all right we can select all that good stuff yeah uh yeah so yeah sorry petition category we can select the category and once the petition has been created and saved we can now go ahead and for this petition we can now go ahead and create our document checklist items there are a couple of ways we can do this we can just go ahead and you know just go ahead and add a new document a new document that needs to be added to the checklist we can provide a description we can provide where a short description a long description we can mention if this is mandatory or uh or if it's applicable who is required the employee or the organization corporation whatever and boom there your document item on your document checklist has been added you can also copy this document checklist from other petitions you can also copy it from different petitions things like that or if you have a list of documents document checklist documents already added in the system you can just click at attach documents so this saves you time as again when even creating your document checklist if you have the documents added this saves you even more time you can go ahead and select whether it's applicable optional or required you can select all different documents if it's required or not required you can hit done now sorry none once you've added all your documents once you've made your selection hit save and boom all your documents have been added to the document checklist now let's go ahead and see in this case we have a prospect right here and now we're going to go ahead and add a case to this prospect when adding a case i'm selecting the petition type we just created that petition type has just been selected we'll just scroll down and you know we're just going to add this case the case is prepared we scroll down even more and then at this point just give it a second yeah at this point let's go ahead and send an email and when we are sending an email we're going to compose another email we can provide your uh you can provide your message right there you can choose a message template if you have and under your advanced options i'm selecting include document checklist and i'm selecting the documents i want to include this checklist here in this list you can see all the different documents that we just created in this petition you can select all of it and once you've selected or you can select whichever is required you can just hit the send button and now your document checklist has been sent to your foreign national or your client it's that simple again i want to stress and emphasize the fact that we are not redoing this all the time we create it once in the knowledge base we create it specific to that petition once that's done we just have to select it from the dropdown yeah so that's that next we have a poll question the next poll question should be on your screen in a second all right uh i think there's an error here wrong poll question we think we need to change that up just give it a second that's fine i guess we'll just go with this so since it's the document management uh we want to collect i mean i'd see most of you have answered that's really good so we want to see uh you know is this something you like to do in iron zoom you know manage all your documents in ionizoom uh which means you need to make sure there's enough space so would you like to uh you know subscribe for our unlimited storage package which means you don't have to worry of running out of this space so let's give some time uh you know for you to answer give another 15 seconds okay good some of you are good with starting the plan or you might already enrolled in unlimited storage that's good uh most of you prefer to keep your current document management also if you do have time let's connect uh eventually towards the end of the session i'll show you the benefit as well if time permits but then i would surely like to meet and if it's a firm policy that it is but then i just want to let you know that there were situations where we did talk to the i.t team or the firm and you know they did make the decision to change because it helped the case workers the most so i'm going to stop it over here thank you so much for participating chris over to you oh it's actually over to shadow shadowstone again shadow oh yes i'm still here okay just to um clarify um the demo um we use we use the dots checklist after we accept them as a client denials and so from prospective we accept them as a client and then we send them the documents checklist because i mean i would discourage sending the documents checklist before they sign up because otherwise they might just be the case themselves but thank you for that um demo christopher very insightful moving on to uploading documents and unlimited storage um you know gone are the days um when again clients come to your office and they submit their documents or they um or get in your mail every day and start working on your case board right away we don't we don't have that luxury anymore like kind of not have that anymore because these days um you probably have someone scanning mail to you um or maybe you go to the office on schedule like once a once a week twice a a week to pick up your mail um lately i've been getting a lot of calls from my immigration lawyer friends um everything scovid started over the past few months they asked me hey shadow like how can my clients um easily send me their documents or how can they easily um um how can my staff get client documents when they're at home you know a lot of us like a lot of the law firms that i've worked with in the past um they usually have different ways or different locations of storing their document and data um first um on-premise based locations or their data is stored in their company server you know your s drive your l drive x y z drive accessible with when you're in the office you know within the your office network so that kind of changed these days um and and i know a lot of them are struggling so there are also offices right now using go to my pc or other similar remote pc software so they can connect to their um office computer and then from there access their client data some even have to email it to their personal email uh just so they can get it so it it gets really complicated just so you can get it and then there are also third-party cloud storage you know some use onedrive google drive but i have seen clients struggle uploading documents to these because of you know different reasons browsers or some of them don't have google accounts or they don't have onedrive they don't know how to start and then there's that you have to instruct them it takes longer and it delays your job your worth and then some attorneys have it on their personal laptops or their little storage devices even some have have it on their cell phones or their tablets which is you know at the end of the day all of these practices even like having your clients email you the documents as attachments those are not really secure and compliant enough you have to be careful like these days there are so many um laws and rules governing like client doctor handling and storing client information so we have to make sure that we have something in place ionozoom has a tool where you know clients can upload their documents in a safe you know and secure way that they can use any browser um case managers can also use it to upload any file straight to the client profile you don't need to spend a lot of time looking and retrieving client documents if it's i don't know in your in your son's laptop or you saved it in your phone you do you do not get into trouble of finding documents in multiple places because they already get linked to your clients case in one central location so that makes it really so easy and aside from being able to upload to doc um apple documents again this is a good investment um has unlimited storage so you can store all your client documents right there in line and zoom and you can just access it even when you're in i don't know vacationing somewhere if you can go on vacation okay back to you christopher so you can show us how it's done thank you shadow uploading documents everything that shadow said right it's going to make life a lot easier right now in ionozoom uh we have a few different ways of uploading documents i don't please play the video right so right now here at the client level and the case level you can go ahead and under document assembly you can select docs and document checklist and here you can see the entire document checklist right here from here you can just you know go ahead and use the upload file button to upload the relevant flight and here you can see it's based on the checklist that we just created so based on the checklist that we created you can upload a particular file a particular document relevant to that checklist and you can just go ahead select it from your system in your browser you can select it and once it's selected once it's uploaded it's right there you can see file uploaded successfully once the file is uploaded you can go ahead and accept the file as well so right now you can see the file is in review and now we after reviewing the file you can say document has been accepted so now the document is available in the client's profile the case profile another popular way of doing it is actually sending a to do so in this case i've assigned to i've assigned it to the client i've selected the class and i've selected questionnaires and document checklist here once again i can assign a i can assign it to a client or i can assign it to a corporation user also by the way it doesn't just have to be the client i've selected that i've selected the client i've selected the case i've selected all that once again going back to the document checklist and under the document checklist all the documents are will be available here you can pick and choose which document specifically you want your client to upload so if you want them to upload all of it you can just select all of it the entire checklist goes to them if not you want them to select something particular you can adjust that and ensure that they select only those particular ones they upload only those selected ones once the doc once the to-do has been assigned it's there in your list the customer the client logs into their foreign national profile and from there they see the to-do right there all right they select the to-do and they open the document checklist they see all the documents right there which is required they select it they click upload their files they can click and drag also or they can click and upload it right there once the file has been uploaded they can use attach and the document has now been uploaded once the once the foreign national or your client has done it they can hit done the progress bar tells them how much of the checklist has been complete so they uploaded one document boom they're at 25 we got a bit more to go but you know they're making progress they have uploaded a particular document this method that we just did using the 2do it can be done by the corporation user as well it's the same steps it's the same thing you can select the client you can select the case you can select that but under the to do instead of selecting the foreign national we're just selecting the corporation user here the steps remain the same they can go to the corporation portal and upload the documents right there yeah from the checklist whatever else now the corporation portal has one more item that the corporation user can do the corporation user can actually upload digital documents regarding the corporation so under the corporation under the this thing digital documents they can go ahead click and add files and upload documents that are relevant and that are specific to the corporation we're working from this is specific in cases for employment-based cases so you need documentation regarding the employer this is how the corporation user can upload them and send it to you the case manager in a very very easy manner the documents are now uploaded they're available right there and your corporation documents are now available for you to use in your petition yeah so that's that time for a poll question full the time question is do you need to access the foreign national documents when preparing forms do you need to access your foreign nationals documents when you're preparing forms yes or no sometimes no yes we'll give you guys 15 seconds to put this up 10 seconds yeah final five seconds i hope you guys have made your selections and we are done all right so thank you for that moving on around back to you sure thank you christopher that was really cool you were able to show uh how to upload documents in three different portals one is the case manager then the uh the for national portal for the employee and then the corporation portal for the corporate client and so you can see that uh you know i believe one of the questions that usually come up is do i have to send an email or can i do to do so you have both the options but my uh take is always the to-do it's some it's something new that we introduced quite some time back but uh i love that feature uh because it's instead of getting instead of getting an email and then sending that out because then it gets a lot now just to do it's very very quick you can just send it quickly they know specifically what they need to do you can put your instructions i'm a big fan of the to-do yeah correct so just like action like they have to to take action right away so just before we move on uh you know the one of the reason why i asked this question uh do you need to access your clients for you know documents while working on forms uh i mean 90 said yes which is absolutely the case you know and some of you said no obviously the type of based on the type of cases you may or may not have to uh but again most majority do so if you're looking at my screen right now back in ionism this is our new uh case forms page i don't know if you already started navigating through so you have the classic view and then you have the new forms you you can toggle between both uh and then you would notice that if you go to any forms that you open you know and access while working on a specific form you can uh review the documents as well in the form itself so in the past you had to get out of the form get back to the document and review it but now while i'm working on the i129 form as an example i can click on documents and it will list out all the documents that was uploaded sorry i don't have a perfect example with all the documents showing but you can see that i didn't have to get out of the forms i can review it in the form itself so i can get the answers i'm looking for so you are in the same page itself now we do have some proof of concept going on we're trying to see if we can zoom into the document so you can see the details clearly so there's a lot of things put in over here to make it work efficiently so but from this you can see that having documents managed in iron zoom was going to help you to process cases as well so uh yeah so i just want to highlight that part thank you so much uh now we're gonna spend uh the last few minutes going through the questions so so let's see what we have here let me just go ahead and just make sure we are looking at questions exactly there you go all right so let's see the first question is how to add the retainer template to the system all right very good so the retainer template uh the email template uh you know all are configured in the knowledge base uh that's what chris was uh taking it through uh the knowledge base section and ionism so if you don't have access to knowledge base just talk to the administrator at your phone also if you go to the knowledge base uh you will get to see an option on the left which is contract so let's go there if you look at my screen now you will find contract on to the left so you see the contract templates so just go there upload the document but please keep in mind your task is not to upload the contract first that you already have right now your first task is to use the keywords so this is what we're referring to this goes with email templates as well uh use the keywords to uh you you know to replace all the variables and those keywords will track the information so if i open this retainer right now that we that you saw in the beginning you would notice that it has no name in it it has no address in it so uh so you see that it is a keyword but when i open this retainer in the prospect page it actually pulled the client's first name last name and the address as well so that goes with the email templates and again keep in mind though our example today was more focused towards the welcome email uh you know we want to let you know that as in when you're engaging with your clients so most of you engage through sending emails so uh you know you can have templates ready again don't worry even though a template is set up before you send the email you do have the option to uh change anything within the template before sending it so you're not forced to use the template as it is so i hope that answers the question moving on to the next one all right okay this is big one at the firm where i work most of our clients are family based and many of them are not familiar with technology how can ionism simplify things for them when receiving documents shadow do you want to give an insight on the way i addressed that before um that's that's where your welcome letters will come in or you can make you know in your in your welcome letter or your template simple instructions for them either you can print it if they don't have email and that gets it you can you can get that from from their profile um you can put like i i would go to the extremes of helping them even create their own email address for some clients so that they can you can exchange information by email i have done that in the past but i would have a template giving simple instructions with them how they can return to you with your complete information contact information so clients don't panic that's how i've dealt um with these type of clients in the past and i've done um where i came from work for 15 years we had a lot of those clients because they were also working family day so that little thing um the welcome email for those type of clients that i also generate from the ionizoom templates that even has other information like what do they do like for deport cases like who they need to call and all of that information so yeah the templates really come in handy awesome thank you shadow uh let's uh let's see how are we doing with time okay let's take one last question uh all right which is the best practice for gathering documents using email through iron zoom or assigning to do for the portal which has an option to upload documents against the checklist for the case chris you want to take this you do you recommend a best practice uh for sending email for document checklist or to do for document checklist i would always recommend that to do the reason being the to-do makes it even more secure when you're assigning a to-do it goes to the portal so when the person or your client before a national is uploading the document they're uploading it in the portal itself this makes it a lot more secure this keeps it nice and tight for them to have access to the portal they need to create a username and password they just can't you know just go there and start doing it so that keeps all that information that keeps all the data all their documents and these are critical safe you know confidential documents this keeps it safe and secure right there in the portal axis and you can just get it from there it's quite simple you saw i would highly highly recommend using the to-do and using the portal awesome thank you uh chris so i guess we'll uh stop over here but there are many questions uh again you know we want to respect your time so we will make sure we will send response well as it will give the answers to your questions through email and again thank you so much for attending today's webinar i hope it was helpful for the team uh i hope you're all staying healthy and safe and indoor still uh again we would have uh you know webinars coming up following weeks please do join and if you have any questions about today's webinar please feel free to email uh to csm at ironzoom.com thank you and have a great day thank you everyone bye you