Knowledgebase

For those organizations that need to submit multiple employees in a single online e-file to the H-1B Registration system, a new set of features and workflow has been established in ICM. The new workflow permits organizations to selectively build “groups” of individuals per employer and submit all of them (up to 250 at a time) to the H-1B Registration system in a single interaction. This enhancement adds to the existing, single employee submission method available in the ICM system.

View Instructions

The Employee Dashboard has been added to the ICM system.

The attached PDF is a product walkthrough for HR users regarding the new Employee Dashboard. This document is also available to HR users directly from within the HR portal through the “Help” link. Please feel free to share this article with your clients as you prepare to activate this time saving feature.

Employee Dashboard

The Employee Dashboard has been added to the ICM system.

The attached PDF is a product walkthrough for Firm Users of the ICM system who utilize the HR portal for their corporate clients. This article explains how to activate the Employee Dashboard for your Corporate clients and provides an overview of the feature.

Employee Dashboard- Product Walkthrough for Firm

A new user role has been created and is called Security Administrator. This narrowly focused role is designed to permit a member of the organization to manage user profiles for the organization. In order to assign this role, clients must contact LawLogix support for assistance.

Once activated, the Security Administrator has the ability to access all user profiles for the organization. The role may add new users, adjust privileges, restrict access and “retire” profiles. Outside of these options, the new role cannot access firm administration controls (i.e. creating custom processes, modifying templates etc.) or any client data. 

This role may be helpful in those organizations where a strict separation of duties must be maintained and least–privilege access must be enforced.

Security administrators must be assigned within the LLX Firm Administration module. Once in the Firm Administration screen, click on the Users tab. A list will populate of all users within the organization.

Click on the name of the user that will be assigned the new role. Once loaded into the General settings for the user, select Yes next to the Security Administrator setting. 

• A user cannot be an administrator and security administrator at the same time.

• Multiple people may be security administrators if needed, there is no limitation.

• System administrators may still be created and retain access to the user settings for the organization.

Enabling this role will not stop administrative users from accessing the Users tab within the Edge system. If an organization desires to have this type of configuration, navigate to the General tab of LLX Admin and select the Yes radio button for Hide Users tab for non-security admin users.

Security admin view from sign in:

Security admin user tab views:

Once signed in, the security administrators will only be able to view the elements of the Users tab and nothing else within Edge. They are not allowed access into any other functionalities of the system such as FN/Individual profiles, widgets, or messaging.

Assigning this role does not in any way prevent administrative users from accessing the Users tab under Administrative Settings.

Security Administrators are responsible for the following actions for all users within the organization:

• Adding/Retiring/Deleting users

• Adding/Removing groups

• Adding/Removing users from groups

• Transferring inboxes between users

• Entering general user information

  • i.e. email address, billing information, addresses, phone numbers, etc.

• Resetting password and login information

• Inputting DOL E-filing credentials

• Assigning security privileges and calendar access/management

View Article

H-1B Registration Toolkit

A GUIDE TO CUSTOMIZING YOUR EDGE IMMIGRATION SOFTWARE

Overview

The United States Citizenship and Immigration Services (USCIS) will implement a new electronic registration requirement for petitioners seeking to submit H-1B cap-subject petitions for the fiscal year 2021 H-1B cap season, which commences in April 2020. As many practitioners are aware, this new registration program, announced pursuant to a final rule issued last year (84 FR 888, 1/31/19), will change how cap-subject H-1B petitions are prepared and ultimately filed with the USCIS. 

Specifically, under the new proposed registration system, petitioners will be required to submit a registration for each qualified cap-subject H-1B visa beneficiary before filing the actual petition with the USCIS. If the H-1B registration submissions exceed the statutory limits, USCIS will then conduct a computer-generated lottery to determine which registrations may proceed with filing. Once a registration has been accepted, petitioners will have 90 days to file the H-1B petition. 

The H-1B Registration Tool

The USCIS will process registrations through a new online portal, which enables US employers or agents to submit multiple cap-subject beneficiaries (per registration) for whom the petitioner or agent seeks to obtain H-1B classification. Based on the 60-day notice published in the Federal Register, the H-1B registration tool will consist of a series of web pages that capture basic employer data about the petitioner and biographical details of each beneficiary included in the registration. 

Petitioner Information
Information requested about the employer/petitioner includes business name, EIN, primary address, and details regarding the authorized signatory. 

Beneficiary Information
Information requested about each beneficiary includes name, gender, date of birth, countries of birth and citizenship, passport number, and a question regarding whether the beneficiary has a master’s or higher degree from a U.S. institution and intends to request consideration under the advanced degree exemption. 

As noted above, a registration may include multiple beneficiaries, but a petitioner may only submit one registration per beneficiary in any fiscal year. If a petitioner submits more than one registration per beneficiary in the same fiscal year, all registrations filed by that petitioner relating to that beneficiary for that fiscal year will be considered invalid. 

H-1B Registration Fee

The USCIS also announced that each H-1B registration will require a $10 non-refundable fee to account for the resources needed to implement and maintain the registration system. The fee will be required for each beneficiary included in the registration; for example, if a registration includes 5 beneficiaries, the petitioner will need to pay $50. Payment will be collected through pay.gov after the registrant provides billing information and a form of payment (credit card or US bank account). Pay.gov will then redirect to a uscis.gov confirmation screen.

Registration Timing

The USCIS announced that it will open an initial registration period from March 1 through March 20, 2020 for the fiscal year 2021 H-1B cap selection process. The H-1B random selection process will then be run on those electronic registrations. 

Managing H-1B Registration using Edge

To assist Edge users with this new H-1B registration requirement, LawLogix has prepared a specialized “toolkit.” This guide can aid practitioners in modifying their H-1B cap processes and procedures within the Edge system. Users can find helpful information on the following topics: 

• Overall approach to gathering required information and documents
• Designating an H-1B process is “cap” subject through a default H-1B cap process type
• Adding new H-1B registration activity steps (which will be defined and available for selection in the Edge system)
• SureMessage e-mail templates for both the HR and FN
• Customizing H-1B cap reporting to include H-1B registration activity steps
• Saving H-1B registration confirmation number as a receipt activity for each FN

 

Five Steps to Get Started

1. Review the H-1B registration requirements by clicking on the links included on the first page of this toolkit.
2. Note: AILA members may also wish to consult AILA's H-1B Registration Tool Featured Issue available here.
3. Decide whether to implement any changes to your specific client offerings and fee schedules to account for this new process.
4. For example, some practitioners have indicated they may split their service offering into two components: the first involving initial legal review and submission of H-1B cases for registration; the second involving the filing of H-1B petitions for selected FNs, including preparation of forms and supporting documentation and assistance with LCA compliance.
5. Critical: If you haven't already, make sure your attorneys or accredited representatives register for a USCIS.gov account so they can submit and manage the H-1B registrations in a timely fashion when the lottery window opens on March 1, 2020. Accounts can be created by visiting https://myaccount.uscis.gov/users/sign_up.
6. In order to create an account, you will need to provide a secure password, answers to several challenge questions, and a second form of authentication (through an app, email address, or phone number text messaging). If your paralegals will be using the account(s), it's generally best to choose a shared email address for receiving the authentication code required for login.
7. Review the Edge Best Practices below to modify your workflows and overall management processes for H-1B cap cases.

 

Overall Approach for Gathering H-1B Information

While the H-1B registration process only requires a limited amount of biographical and employer-related information, many practitioners feel they must conduct a full “legal review” to ensure the case is approvable (if selected) as part of their due diligence and ethical obligations to provide responsible legal representation.

Practitioners must also be mindful of the 90-day filing requirement once an H-1B beneficiary is selected. Given the increasing amount of scrutiny of H-1B petitions, most practitioners will need more than 90 days to gather a sufficient amount of information and documentation to support the underlying petition. Firms with a significant H-1B case volume will also find that 90 days is not enough time to prepare a large number of petitions within the required timeframe. 

Given these realities, many practitioners are choosing to conduct “business as usual” with regards to requesting FN and job-related information through their standard questionnaires and intakes. As described below, firms can still implement other customizations to account for the H-1B registration steps. 

Creating a New Default H-1B Cap Process Type

 

1. From within the Edge system, click on the name displayed in the upper right corner of the page.
2. Select Administrative Settings from the dropdown menu that appears.
3. In the administrative screen, click on the Process tab.
4. Enter “H-1B-CAP” for the custom process in the To Create A New Process field.
   • To pre-bundle the new process, select a current process type from the behaves like dropdown list to bundle forms, required documents, questionnaires, and activities.
5. Click the New Process button on the right-hand side of the screen to add the process.

Adding New H-1B Registration Activity Steps

The following steps must be performed by a user that retains administrative privileges. 

1. From the Edge dashboard, click the name displayed in the upper right.
2. Select Administrative Settings from the dropdown menu.
3. Hover cursor over the Processes tab and select Activities from the dropdown.
4. Click Create Firm Activity in the lower left.
5. Fill out the fields in the pop-up that appears as follows:
   • Sort - Add a number such as 0030 for the sort order.
   • Name - Supply name indicative of registration such as ‘Registration Filing Date.’
   • Behaves Like - Select ‘Application Receipt’
   • Receipt - Mark this box.
   • Mandatory - Select No.
   • Email Template - Select None.
6. Click Create Firm Activity in the lower right of the pop-up.

After activity is created, it can be grouped into a process.

1. Within the Process Activities column in the right portion of the screen, click Process dropdown.
2. Select H-1B CAP from the available options.
3. Within the Firm’s Activities column, hold Ctrl on keyboard and click to select Registration Filing Date, Registration Not Selected, and Registration Selected activities in the list.
4. Release Ctrl key on keyboard.
5. Click Use Firm Activity in the lower left.

Saving H-1B Registration Confirmation Number

 

1. From the Edge dashboard, navigate to the desired Foreign National case.
2. Once within the file, hover cursor on the Processes Forms tab.
3. Click Activities in the dropdown that appears.
4. Click the dropdown in the upper left next to activities to select the appropriate process.
5. In the lower portion of the area, find the associated H-1B Cap Activity.
   • i.e. Registration Confirmation Number
6. Enter the date the confirmation was issued in the Date field.
7. Enter Registration numbers in the Receipt No. field.
8. Entering short notes within the Note field is acceptable but not required.
9. Click Update Info in lower or upper right.

SureMessaging Email Templates

Welcome e-mail may be tailored to meet the needs of this H-1B cap season. To create a new template, a user must have administrative privileges. If you are unable to complete the steps listed below, please contact your Edge administrator to secure the proper rights or assistance. 

1. From the Edge system, click the username displayed in the upper right.
2. Click Administrative Settings from the dropdown menu.
3. Hover your cursor over Templates and select E-Mail & Reminder from the dropdown.
4. Click Add E-mail Template in the upper right.
5. A modal will appear to pick the email type. Click HTML Format.
6. Select No if the template is not meant for use as a Welcome Email.
   • Name your template in the Template Class field. Select the new FN or HR email template as the system default by selecting Yes or No in the Set as default option.
7. Name your template in the Template Class field.
8. Add your custom e-mail text within the blank description field.
   • You may also add any attachments as necessary by clicking Upload Document in the lower left.
9. Once finished, click Update Info to save the template.

Sample SureMessage Templates

Sample SureMessage e-mail templates to the FN, informing them of H-1B registration submittal and results:
 

Registration Email

Dear Laura,  Please be advised  that your H-1B CAP registration was electronically filed with USCIS. You may confirm the registration number by logging onto the case management system with your login and password credentials.  Rest assured we will notify you once we have an update from USCIS regarding the status of the registration.  Sincerely,

Registration Selected Email

Dear Laura,  Congratulations! Your H-1B CAP registration was selected in this year's lottery process. Our firm will move forward with the preparation of your petition. You will receive a separate email notification confirming your H-1B has been submitted to the USCIS.  You may login to the case management system with your credentials to check the status of your case.

Registration Rejected Email

Dear Laura, Unfortunately, your H-1B CAP registration was not selected among this year's lottery process.

Customizing H-1B Cap Reporting

 

1. Click the Reports button from the Menu selection.
2. Under Select Report Type, pick Interactive from the dropdown menu and then click View.
3. After the screen refreshes, click New from the action bar top of screen, then select Report.
4. Select FN + Process as the data type, then click Continue.
   • This setting will pull all FN and Process level data and make them available as the report column
     selections.
5. Click the General tab and enter/select the following:
   • Report Name: H-1B Cap Reporting
   • Sharing Options
   • Report Folder
   • Report Generation Mode
   • Report Style
   • Click Update Info
6. In the Reports Columns tab, select the specific information you want displayed on the report.
   • (e.g. Beneficiary Name, Citizenship, Process, Current Status, various expiration types).
7. After making the appropriate selections, click Update Info.
8. In the Report Criteria tab, select the items you wish to use in order to filter the report (e.g. Case Status, Process types, Company Petitioner, etc.), then click Update Info.
9. Click the Run Report button.

In keeping with security best practices, the LawLogix Technology team will be implementing a security enhancement to the Edge application that may impact your organization. In preparation for this security enhancement, we are discontinuing support for out of date browsers and integrators on Friday, July 17th, 2020 . Any organizations that use browsers and/or integrators that are out of date or do not follow this security standard will be impacted.

 

What’s Changing?

LawLogix will be disabling earlier forms of the TLS encryption protocol, including TLS 1.0 and 1.1.  This means that such protocols cannot be used to communicate with the Edge application and services (both inbound and outbound transmissions).
 

After the change, any inbound connection to Edge must use the TLS  1.2 protocol.  Similarly, external applications must be able to receive outbound communications from Edge via the TLS 1.2 protocol.
 

What interactions use TLS 1.2?

The following types of interactions will no longer be able to use earlier versions of TLS to communicate with Edge:

• Accessing the Edge application via web browser

• Sending or receiving web service or API requests

• Sending or receiving SSO authentication information

Note: transmission of files via SFTP are not impacted by this change.

Compatible Web Browsers

Google Chrome

Chrome browser version 4 to Chrome browser version 29 are not supported. Chrome browser version 30 to Chrome browser version 70 supports SECURITY TLS 1.2.

Mozilla Firefox

Mozilla Firefox browser version 2 to Mozilla Firefox browser version 26 are not supported. Mozilla Firefox browser version 27 to Mozilla Firefox browser version 63 supports SECURITY TLS 1.2.

Internet Explorer

Internet Explorer browser version 6 and Internet Explorer browser version 10 are not supported. Internet Explorer browser version 11 supports SECURITY TLS 1.2.

• Note: For desktop IE versions: 8, 9, and 10 are only compatible with TLS 1.1 and TLS 1.2 when running Windows 7 or newer, but it is disabled by default. 

Safari

Safari browser version 3.1 to Safari browser version 6.1 are not supported. Safari browser version 7 supports SECURITY TLS 1.2.

Microsoft Edge
Microsoft Edge browser version 12 to Microsoft Edge browser version 18 supports SECURITY TLS 1.2 property.

Opera

Opera browser version 10.1, 11.5, 15 and 16 doesn't supports. Opera browser version 12.1 and 17 to 53 supports SECURITY TLS 1.2.

For organizations that utilize browsers that are not the most current versions, an update to the latest iteration is recommended. 

• Upgrade to IE 11 or use an alternate browser. 

• Upgrade to the latest Firefox version or use an alternate browser.

• Upgrade to the latest Chrome version or use an alternate browser.

• Upgrade to Safari 12 or use an alternate browser.

Testing Web Service Integrations

If your organization utilizes the Edge API, testing is required to ensure the encryption protocol TLS 1.2 and approved cipher is enabled for your integration. You will be unable to transmit requests successfully if your integration does not support TLS 1.2 with an approved cipher.

To test:

1. Setup an integration client in a test environment
2. Change the REST endpoint from your production endpoint to the following: https://uat.aws.welcomeclient.com/4DCGI/services
   1. Make the ws_action as the following &ws_action=auth.test
3. Send a request to this endpoint

For the test, authentication and credentials are not necessary. As long as an error message is received back (ex. error for bad credentials), then your organization’s connection is compatible with the upcoming security update. 

If you receive an error message related to the connection (i.e. HTTPS or TLS) then the test failed and you must make additional changes in order to support TLS 1.2 with an approved cipher (see list of ciphers below).

Testing SSO and Outbound Integrations

If your organization’s users authenticate to Edge via single sign on, or your organization receives web service requests from Edge, review and ensure the encryption protocol TLS 1.2 with an approved cipher is enabled for your integration.  You will be unable to authenticate users or receive transmissions if your integration does not support this protocol.

To test:

1. If your endpoint is accessible publicly, you can utilize a diagnostic service like that provided by Qualsys SSL Labs to ensure TLS 1.2 support with an approved cipher is enabled and functional.  

2. Access https://www.ssllabs.com/ssltest/ and provide your hostname.  

3. Review the results for confirmation that TLS 1.2 with an approved cipher is enabled and functional. (see list of ciphers below)

Ciphers

Following the update, Edge will only accept incoming requests that utilize TLS 1.2 and one of the following ciphers

• TLS_ECDHE_RSA_WITH_AES_128_GCM_SHA256

• TLS_ECDHE_RSA_WITH_AES_128_CBC_SHA

• TLS_ECDHE_RSA_WITH_AES_128_CBC_SHA256

• TLS_ECDHE_RSA_WITH_AES_256_GCM_SHA384

• TLS_ECDHE_RSA_WITH_AES_256_CBC_SHA

• TLS_ECDHE_RSA_WITH_AES_256_CBC_SHA384

Outdated Integrators

As a result of this update, the Microsoft Outlook 2007 Integrator must be retired from use with Edge. 

LawLogix highly encourages users to update to the Outlook 2010-2016 integrator moving forward. These versions are compatible with the newest security standards and support the same functionality as the 2007 version. It is available for download and install from the Edge application under the Tools dropdown menu. After the security enhancement, the 2007 integrator will no longer connect to Edge or retrieve information from Foreign National profiles. LawLogix recommends updating before July 17 to ensure no disruptions between Outlook and Edge occur. .

When a user is retired within a given Edge instance, they may still have lingering reminders attached to their profile.

• If the reminder is attached to the process , then the system will look for a non-retired user to pass the item on to. It will search for the following user types in this order to reassign the reminder to:

  • Case Manager, Responsible Attorney, Paralegal, Partner, and Collaborating Attorney. If no active users with these assignments are found, then the system will randomly assign the reminder to the next active user. 

• If the reminder is not attached to any process or Foreign National , then the Edge system will assign the item to another active user in the organization.

This works similarly for a retired HR user, except the system will attempt to reassign first to the default Company Contact, then HR Manager, HR Assistant, Secondary Contact, and Manager, in that order. If no active user is found with those designations, then the reminder will be assigned to the next found active user. 

The Adobe Reader software is required for the drafting and viewing of many forms within the Edge system. This software works in tandem with your chosen web browser (i.e. Chrome, Mozilla Firefox, Internet Explorer, etc.).

Some issues may occur if your browser does not have adjusted settings to allow the proper use of Adobe Reader for forms. If you are experiencing problems with forms not saving information, unresponsive buttons, etc. please consult the following troubleshooting steps to configure your browser.

Google Chrome

In the latest versions of Google Chrome, the application should automatically open PDFs in the browser. In the event of any issues however, installing an additional extension may help.

1. Open the Google Chrome browser from your desktop.

2. Click the three dots icon in the top right corner.

3. From the drop-down menu that appears, select Settings.

4. In the left hand area click Privacy and Security.

5. In the Privacy and security section, click on Site Settings.

6. Scroll to the bottom of the list and click Additional content settings. Then click PDF documents.

7. Toggle the switch (icon turns blue) for Download PDF files instead of automatically opening them in Chrome until it is in the ON position.

8. Close browser and retry.

Mozilla Firefox

1. Open your Mozilla Firefox browser from your desktop.

2. Click the three stacked lines icon in the top right corner of the browser window.

3. From the drop-down menu that appears, click Options.

4. Scroll to the section labeled Applications.

5. In the dropdown directly next to Portable Document Format, click to select Use Adobe Reader (default)

6. Close the window and reopen your browser for the changes to take place.

Safari (Mac OS devices)
Part 1

1. Click on Safari in the top left corner
2. Select the Websites tab
3. Make sure Adobe Reader is selected under the Plug-ins heading on the left side (not Reader, Adobe Reader specifically)
4. Click on "On" in "When visiting other websites"
5. Click on Done.
6. Log out of the browser completely and log back in.

Part 2 – Perform the followsing steps only if there is not Adobe Reader as plug-ins

1. Click on Safari in the top left corner
2. Click on Preferences
3. Select the Websites tab
4. Go to Reader
5. Click "On" in "When visiting other websites"

The LawLogix Outlook Integrator is an add-on that works in conjunction with Microsoft Outlook™ to integrate email records and attachments into the system.

To install the integrator on your computer, please perform the following steps.

Note: The installation of the integrator may require administrative permissions to your Windows or Mac system.

To uninstall old/previous versions on Windows 10:

1. Close out any Microsoft Office applications (Word, Outlook, etc.)
2. Click Windows symbol in the lower left of the desktop.
3. Click Settings (gear icon).
4. In the pop-up window for settings, click Apps in the upper right.
5. Scroll downward through the listing and click the file named LawLogix Outlook Integrator Installer.
6. Click Uninstall in the lower right.
7. A pop-up will appear warning that the application and related information will be removed. Click Uninstall on this modal.
8. Restart computer.
9. Proceed with the installation instructions below.

Confirming Outlook Integrator is uninstalled

To ensure that the file was erased properly, open the Microsoft Outlook program on your computer and perform the following actions.

1. Click File in the upper left.
   
2. Click Options in the lower left.
   
   
   
   
3. In the Outlook Options modal that appears, click Add-Ins in the lower left.
   
   
   
   
4. A list of options will be displayed. Next to Manage, click Go in the lower left.
   ​​​​​ ​ ​
   
   
5. A new COM Add ins pop up will appear. Click to highlight Outlook Integrator on the list, then click Remove.
   
   
   
   
6. Click OK.
   

Now your system is ready to install the more recent version of the integrator.

To download Outlook Integrator:

1. In Edge, click on Tools from the Action bar.
2. Select Get Outlook Integrator.
3. Setup file will be saved in your specified download folder.

Installing Outlook Integrator:

1. Locate the file (generally in the Downloads folder of a computer) and open it.
   Ensure that all instances of the Outlook application are closed before beginning the installation.
   
2. Double-click the Setup file to run it.
   More InfoRun Anyway You may see a pop-up from Windows indicating that this is an unrecognized app. Click and then click the button that appears in the lower right.
3. A modal will appear asking for confirmation to install. Click Install in the lower right.
   
4. Once complete, a success message will appear. Click Close in the lower right.
   
5. Open the Outlook application.
   

Please note, you may receive a message indicating that the integrator was disabled due to slowness. If so, click View More Details. A pop up will appear in regards to the issue. Select Always Enable this add-on. In the screen that follows, select your preferred monitoring option for system performance. Click Close in the lower right.

6. Click the LawLogix tab at the top of the window.
   
   
   
7. Click the red and blue LLX Settings icon.
   
8. A pop-up will appear asking for credentials. Type in your Edge username, password, and server address.
   
   
   
   If you are unsure as to your server address, it will be the website used to navigate to Edge (ex. www.welcomeclient.com)
   
9. Click Ok.

For SSO Users

If your organization employs the use of Single Sign On with your Edge instance, then please proceed with the following steps to properly sign into the integrator.

1. Open the Microsoft Outlook application on your machine.
   
2. Click the LawLogix tab in the top navigation.
   ​​​​​​​
   
   
3. Click on the LLX icon in the upper left of the screen labeled Settings.​​​​​​​​​​​​​​
   ​​​​​​​
   
   
4. A pop-up will appear asking for credentials.
   ​​​​​​​
   
   
5. Enter your Edge instances’ unique server URL in the Server Address field.
   
   This URL is composed of the following:
   • [welcomeclient URL]/sso/[SSO UID]/login
   • Example URL:https://ww2.welcomeclient.com/sso/11aa1111a1111a11a11aa11aa/login
   

   The SSO UID should have been provided to your Edge administrator during SSO setup. Please reach out to your administrator to retrieve this value if it has not been provided.

6. Click OK.
   
7. A small window labeled SSO Form may appear momentarily as the integrator applies.
   
   Note: if a user does not have an active SSO session in progress, they may be prompted to log into Edge in the SSO Form window.
   
8. The Word Integrator may now be used as normal within the Word application.

The redesigned Foreign National portal was created to simplify the interface for FNs, while making it easy for organizations to communicate their requirements easily to their clients. 

While it looks very different form the old portal, a majority of the functionalities remain the same. This walkthrough will show the newest features and how to effectively navigate them. 

The new portal primarily revolves around two new pages: My Tasks and Case Status.
The Personal Settings, Messages, and Need Help? areas have been largely unchanged from the previous iteration of the portal. 

Welcome Message, Instructions, Notices, & Special Instructions

The various text-based notifications are now placed at the top of both the My Tasks and Case Status pages.

These messages will display depending on the inputs made by the issuing organization and/or case manager. By default, they are open upon page load, but if a user collapses them they will remain so.

If Edge users do not create any Instructions, Special Instructions, or Notices for the FN, these containers will not appear on the page. The Welcome Message is the only item that will appear by default. If an organization has not created a custom Welcome Message, a pre-written LawLogix one will be populated.

My Tasks

The first page that a Foreign National will arrive on will generally be the My Tasks page.

• If a FN had nothing assigned to them by an Edge user to complete (i.e. questionnaires, uploading documents, etc.), or have finished all assigned tasks, then they will be automatically redirected to the Case Status page upon login.

Underneath the aforementioned notices and instructions area is the tasks callout section. This section will have a blue bar with tiles present and instructions to "Please complete the following." The tiles will detail the amount of each respective item that needs to be completed by the FN, broken down by Questionnaire and Documents.

Questionnaires

The questionnaires section has been completely redesigned to enable a better workflow for FNs. By simply clicking on the displayed Questionnaire tile, the bottom half of the My Tasks page will immediately load the first of the required questionnaires.

As part of the redesign efforts, the questionnaires look slightly different and allow for tabbed navigation, but no questions were added, deleted, or otherwise changed. 

Another addition is the presence of tabbed navigation for different sections of a questionnaire. The stepper items effectively break down the major parts of a full questionnaire, and the tabs section them further to easily parse the information needed from the FN.

• As FNs proceed through the questions, they must click the Next button in the upper right in order to record their responses. Clicking on the tabs without clicking Next will result in data loss.
  • In certain sections such as Work History, the Save & Add Another button in the lower right does not currently worked, but clicking the Next button will retain the information as an entry.
• Clicking the Cancel button will simply return FNs to the top of their My Tasks page, as the item is still pending completion.

Once a questionnaire is saved and completed, the tile will update to show the new count of items that still need to be completed.

Documents

Similar to the Questionnaires tile, the Documents tile will display the amount and types of documents requested by the Edge user. By clicking on the tile, the bottom half of the screen will show all of the required document upload sections.

FNs can click the Upload File button beneath each document title and follow the modal prompts to send their files to their case manager. Once the file has been uploaded, the associated section will disappear from the document display within the My Tasks page.

• If a user wishes to view their submitted documents, they may do so via a widget in the Case Status page.

Case Status

The Case Status page is a centralized page where FNs may view widgets that dynamically display information related to their case and profile within the Edge system.

• Please note that if a process is closed for a FN and they have no other one marked as current, this page will display blank and all of the widgets will appear empty. 

If any tasks still need to be completed, a thin blue bar will appear on this page under any Welcome Message or instructions. This bar will notify the FN that they still have tasks to complete and if clicked, will direct users to the My Tasks page.

The widgets are as follows:

• Recent Activity
• Case Information
• Receipt(s)
• Documents for your Review
• Expirations
• Visa Priority
• Submitted Items
• Calendar

Recent Activity

In the upper left is the Recent Activity widget, which will permanently occupy this area on the dashboard. This widget tracks the various case milestones that the case manager allows the Foreign National to view from Edge, and gives a sense of progression. This widget also includes any receipt numbers associated with the given activity for users to click and follow status.

Case Information

In the upper right is a section summarizing the FN specific information such as case number, case contact, case contact email, etc. This area remains static, unless the case manager makes any changes to this information from the Edge system. 

Receipt(s)

This widget will display the last three receipts that were uploaded to the FN process. Receipt type, date and description may all be entered in the Processes Forms tab within the FN Profile under Receipts. Entries are sorted from newest to oldest, with a display limit of three in this widget. Each item may be clicked and routed to the USCIS tracking page, where the number will be automatically populated in the check status area. Clicking Show More Receipts will open an overlay that displays all the receipts attached. If no receipts are uploaded, this widget will not be displayed.

Documents for Your Review

Located directly underneath the My Information section, this widget will highlight documents that were shared with FNs by case managers. This widget has a display limit of three, but users can click Show More Documents to view older items. In the Show More Documents view, documents will have a checkmark to indicate that the FN has already viewed it before. 

This widget will always be present on the Case Status page, regardless of documents needing review or not (if no documents are present, widget will only have title and nothing else). FNs may not upload documents from this widget.

Expirations

In the instance that a FN carries applications, processes or statuses with an expiration date, these relevant dates will be displayed in the Expirations widget. The widget will only display two upcoming  expiration dates (determined by the fewest amount of days till it occurs), with a Show More button to accommodate other dates that are further out. If a Foreign National has no expiration dates on their file, this widget will not be displayed.

Visa Priority

For Foreign Nationals that are applying for various visa types, the Visa Priority widget will display the appropriate dates and preference category for them. In addition, it will supply dates for filing and final actions. These dates are the same that are calculated within the Travel Visa Status tab within the FN profile on Edge.

Submitted Items

This widget will display all items completed by the Foreign National and communicated to their case manager. Items such as Required Documents that have been uploaded or pages of a questionnaire that have been completed, will be tallied here. FNs may also upload documents directly via this widget. If a Foreign National has not submitted anything, the Submitted Items module will not be displayed.

Calendar

A convenient area for displaying any calendar events that have been shared with the Foreign National by the case manager. By default the next 3 upcoming events will be displayed, and more can be viewed by clicking the Show More button.

Need Help?

The Help section has not changed from the previous Foreign National Portal. Clicking the option in the navigation will open a single choice that drives to a page with various help material links.

• Documentation here will be updated to accommodate the new redesign and functionalities.

Personal Settings

The Personal Settings page is very similar to the old version. Users may click their names in the upper right to open up a dropdown menu pointing to Personal Settings. On this page, the FN profile photo will be displayed, along with options to modify time zones or set to observe Daylight Savings Time in site timestamps.

FNs may also change their login name and password if so desired. They must follow the directions and requirements laid out in the yellow squares off right of the fields. Users must click Update Settings in the upper or lower right to save any changes made on this page.

Messages

The Messages header will open up a modal displaying the SureMessaging options. The content of this display has not changed from how it functioned previously. 

Clicking on Compose will open a new tab/window for users to create their messages, pick templates, add email addresses, etc. All other actions will keep the main modal window as the active one.

Clicking once on the message title will preview the content in the bottom half of the modal, while double-clicking will open the message in its own window. Clicking Close in the lower right will close the modal window and return users to their previously inactive screen.

When there are instances of dependents needing to be deleted, this can be approached a number of ways.

If a dependent record is preventing another case file from being deleted, but you need to retain the dependent data, unlinking the file would be the best way forward. 

Unlinking a Linked Dependent

1. Navigate to the Foreign National file.

2. Click the Dependents Sponsors tab.

3. In the list of dependents, click on Break from the Link column to unlink the dependent from the FN.

Deleting a Dependent

1. Navigate to the Foreign National file.

2. Click the Dependents Sponsors tab.

3. Click the Dependent’s name to display the Personal tab.

4. From the Personal tab, find the section labeled Relationship. Click the drop-down menu next to it and select Other.

5. Further down the screen find the field Applying with Relative? Select No.

6. Click the Update Info button in the lower or upper right of the screen. This will prevent the dependent from appearing on any further forms created for the main Foreign National.

7. Scroll to the bottom of the page and click the Delete This Individual button.

8. A pop-up window will appear asking for confirmation. Select Yes if you wish to proceed with the Dependent deletion.

• In some instances, you may receive an error that the “Individual may not be deleted because of dependents attached.” In these cases, dependents of the dependent in question must be deleted or unlinked to facilitate this deletion.

Please note that after deletion, the names of the removed Dependent(s) may still appear on the Foreign National’s case overview page until midnight the day of the action.

The LawLogix team understands that Edge users may not always be near a computer when the need to use the Edge system may arise. It is for this reason that a mobile version of the site is available. The mobile site allows for responsive access to key features of the Edge system, enabling users to consult in-system calendars, view Foreign National files, or set appointments, are all items that can be accomplished from a smartphone or tablet device.

• Logging In
• Home Screen
• Calendar
• Address Book
• Reminders
• Case Notes

Logging In

To sign into your organization’s Edge system, simply start the browser application within your smartphone. For iPhones operating off of iOS this would be Safari, and for Android phones it can vary applications such as Google Chrome, Samsung Internet, etc.

Once opened in browser, type in the following URL www.welcomeclient.com/mobile.

• Please note that the URL may need to change depending on your organization’s URL (i.e. ww2, ww3, ww4, etc.).

The WelcomeClient web page can be saved as a quick-start icon to a given device, generally by tapping the three dots or bookmark icon in the upper right and electing to add the site to the home screen. For full instructions, please consult the help menu of the chosen web browser.

Once the login page displays, existing credentials for the Edge system must be entered to sign on.

By tapping on the slider button next to Remember Me, the username and password will be retained upon next sign in. 

Edge Mobile Home Screen

After signing in, the mobile site will present a list of accessible options.

• Calendar
• Address Book
• Reminders
• Case Notes

These areas offer a variety of functionalities that are more streamlined to match the mobile format.

Calendar

Tapping on Calendar will direct the user to a view of the current month and highlight the present day. The view may be switched by tapping the Day or Month buttons in the upper left, and the entire calendar may be refreshed by tapping the semicircle arrow icon in the upper middle. To move forward or backward through the months, tap the right or left facing arrows in the upper right.

Underneath the calendar, any events scheduled for that date will be displayed. Tapping on the names of these events will navigate to a more detailed view of the appointment.

To create a new event for the calendar, tap the ‘+’ icon in the upper right.

Doing so will lead to a new screen to specify the details of the entry including the type of appointment, subject, start time, duration, users assigned to the meeting, and which Foreign National the item is attached to (if applicable).

To have the item added to the calendar, tap Save in the upper right. The event will now show on the calendar, indicated by a star underneath the date.

Address Book

The address book within the mobile site can be utilized to search for Foreign Nationals, individuals, companies or a user’s personal address book for contacts.

Enter in any keyword or name before tapping Search. The results should return any Foreign National or dependent record in an organization’s Edge system, depending on the search filters selected.

Tapping on any of the results returned will open an at-a-glance view of the record, including any current or mailing address, phone number, and associated companies.

If a phone number is present, tapping the phone icon in the right of the entry will populate it in a user’s smartphone dialer. Tapping the pin icon to the right of any address entries will automatically route to Google Maps to display the location. To return to the search page, click List in the upper left.

Reminders

In the mobile version of Edge, reminders can be created and searched for from within the Reminders module. Once tapped, the user will see options for searching through reminders based on their associated roles or users, FN Name, company, case number, date, or subject.

New reminders may be created by tapping the plus icon in the upper right. Once tapped, users will be directed to a page to specify the subject, expiry date, reminder date, description, attached FN/HR profile, and system user assignment as desired. When complete, the reminder can be retained by tapping Save in the upper right.

Case Notes

Within the Case Notes module, users may search for and create case notes for Foreign National processes. After tapping Case Notes in the main menu, a case notes search page will be displayed. Users may specify user, timeframe, status (i.e. viewed, not viewed, unassigned, etc.), user role (FN or HR), date assigned and created for criteria to search by.

Users may also create new notes by tapping the plus icon in the upper right. Once done, a case note creation screen will appear. Users may search for a specific FN or HR to associate the note to, as well as record the activity type, subject, regarding information, details and any users that should also be attached to the note. The note may be saved by tapping Save in the upper right.

Edge allows for the creation of new process types, as well as the customization of a process's default Forms, Questionnaire, Required Documents, and Activities. 

To create a new process type, follow the steps below. 

Note: The following steps may only be carried out by an administrator. If you are unable to proceed, please contact your Edge administrator(s).

1. Click your name at the top-right, and then click Administrative Settings.

2. Click the Processes tab.

3. Enter in a desired process name in the To Create A New Process field.

   • Note: Once the process has been used it cannot be re-named.

   • [Optional] In the dropdown menu that appears directly under the field, select another existing process that is similar to the one you are creating. This will copy that process’s default Forms, Questionnaire, Required Documents, and Activities. This can help save time so that you don’t have to start from scratch in defining these process defaults.

4. Click the New Process button. Users will now be able to create new cases using this process type.

5. [Optional] Now that you’ve created the process, it is recommended to review the process defaults mentioned above and make any desired changes.

The Edge system allows for a variety of customizations in order to best suit an organization’s workflow. In order to accomplish this, users with administrative access must carry out the steps provided below.  

Adding Activities to a Process:

1. Click the username displayed in the upper right of the screen.

2. Select Administrative Settings from the dropdown menu that appears.

3. Hover your cursor over the Processes tab and select Activities from the dropdown menu.

4. From the Activities screen, the left hand side will display the Firm’s Activities and the right hand side will display the Process Activities.

5. From the Process Activities section, select the desired process for customization from the Process drop-down selection.

6. To associate specific activities to the selected process, select the activity from the Firm’s Activities column (hold down Ctrl to select multiple).

7. Once all desired activities are selected, click the Use Firm Activity -> button below the activities column to add the activities to the process.

8. If needed, use the Up and Down arrow buttons to sort the activities, then click on the Update Sort Order button to save the changes.

Alternatively, users may need certain activities removed from a process. This can be accomplished through the following steps. 

Removing Activities from a Process:

(Note: Activities marked as LLX Mandatory-M cannot be deleted from a process) 

1. Click the username displayed in the upper right of the screen.

2. Select Administrative Settings from the dropdown menu that appears.

3. Hover your cursor over the Processes tab and select Activities from the dropdown menu that appears.

4. From the Activities screen, the left hand side will display the Firm’s Activities and the right hand side will display the Process Activities.

5. From the Process Activities section, select the desired process for customization from the Process drop-down selection.

6. To remove specific activities from the selected process, select the activity from the Process Activities column (hold down Ctrl to select multiple).

7. Once all desired activities are selected, click the Delete Process Activity button to remove the activities from the process.

When company contacts are created within the Edge system, they can be categorized as one of two types: HR-1 and HR-2. The privileges and system experience can change depending on these designations. The differences between the two are detailed below: 

HR-1 Company Contacts

HR-1 contacts will have access to the following modules within their portal:

• Firm Information

• Company Information

  • Jobs

  • Questionnaire

  • Documents and Scans

• Employee Status

• Pending Forms

• Reports

• Tutorial

• Personal Preferences

• Help

• Logout

HR-1 contacts will be able to view and edit certain information for all Foreign Nationals associated with their company, or only those with processes to which they are assigned.

HR-2 Company Contacts

HR-2 contacts will have access to the following modules within their portal:

• Home

• Messages

• Employee Status

• Reports (dependent on administrative settings)

• Firm Information

• Personal Preferences

• Help

• Logout

HR-2 contacts can be limited to only viewing and editing Foreign Nationals or employees with processes that they are assigned to. Alternately, if the HR-2 user is allowed to view all HR cases, then they may view or edit all FNs associated with the company. 

These users cannot request new cases for new or existing employees, but can request a new case for an existing Foreign National. 

Depending on the yes/no selection for the contact's Restrict to HR-2 Privilege setting a company contact can be assigned to a FN's process as the HR-1 Employer Contact or one of the HR-2 Contacts, but not both. Both HR-1 and HR-2 users may be assigned as the Company Signer on a FN’s Forms area.

Session IDs are a unique number that a website server assigns to a specific user for the duration of their visit (session). At times these IDs can cause issues with EDGE operation resulting in a Firm User being logged out randomly with the error message “Signed Out Due to Security Reasons”. When this occurs the Clear SID Values tool must be used.

1. Select CS Tools. Then Clear SID Values.
2. Select the Law Firm.
3. Select the User
4. Select Clear
5. It is usually recommended that the firm user Clear Cache and Cookies once this is complete.

As mentioned, this tool is mainly used in the above situation however it can also be used in the case of Password issues in which all troubleshooting has been completed.
 

The Required Documents tile on the Foreign National is a simple means of bringing up the items that a firm needs from the Foreign National on an easy-to-read dashboard. Firm users simply mark documents from the Edge system that are required from the FN, then it will appear to their clients as an item they need to upload. The full workflow is available below.

Marking Documents for a Foreign National

Similar to the legacy version of the FN Portal, the newer version still requires a few things for the documents to actually display to the Foreign National on their My Tasks page.  

A Firm user must simply take the following steps:

1. Navigate to the Foreign National profile within Edge.

   • This FN profile must NOT be retired. A retired FN should not have access to the Foreign National Portal. Any changes to required documents for a retired FN will not reflect on the portal. 

2. Hover over the Processes Forms tab and select Required Docs. 

3. Ensure that the Current Process is selected.

   • The Required Documents tile only reflects documents marked as required for the current process. 

4. Once in the Required Documents area, there will be a list of documents that a user may make available. 

   • • Required of FN: Checking this box and clicking Update Info will make the item appear on the FN Portal tile.

     • Required of HR-1: Checking this box and clicking Update Info will make the item appear on the HR Portal for the designated HR rep.

     • Uploaded by FN: A checkmark appearing here indicates that the document has been provided by the FN. If this is marked then the Required document will no longer appear on the FN Portal tile. 

     • Uploaded by HR: A checkmark appearing here indicates that the document has been provided by the HR. 

     • Received from FN: Marking this box and clicking Update Info will effectively mark this document from the firm side. This item will not reflect as truly received unless there is a document also attached from the firm side.

     • Received from HR-1: Marking this box and clicking Update Info will effectively mark this document from the firm side. This document will be removed from the HR portal dashboard.

     • Upload/View: Area where a firm side upload can take place or a direct link to the uploaded document will appear. 

5. User can select all applicable documents under Required of FN and click Update Info. 

6. Once saved, the FN should see the selected documents on their portal tile. 

   • Please note, this item will not automatically refresh the portal for the FN. FNs may have to refresh the page or navigate to another page to see changes. 
      

Uploading Documents

The Foreign National can easily progress through the Required Documents by clicking on the Documents tile in their portal. 
 

When clicked, the tile will be highlighted orange and the requested documents will be listed out. A second section called 'Uploaded' will also appear below the required documents, showing the items that the Foreign National has already previously provided through the portal directly or by the firm uploading it from the Edge interface. 

From this screen, Foreign Nationals may upload these documents directly or replace/add to previously uploaded documents. 

For Foreign Nationals to upload docs: 

1. Click Upload File within the box of the desired document.

2. A new tab/window will open with an upload module.

3. Click Add Files. 

4. Select all desired documents.

5. Click Start Upload.

6. Once the progress bar reads "success" the FN may safely click on the Finished button.

7. Click Close to return to the FN Portal. 

After the upload is completed, FN users will see the previous square drop below the Uploaded Documents line. Firm side users will now see a check mark populate under the Uploaded by FN column in the Required Documents tab. 

Required Documents and Activities

Certain activities, when marked as complete, will effectively mark the document as received as well. This will result in the item no longer appearing in the Documents tile on the FN portal. 

The following activities, when marked, will remove associated required documents from the FN's portal:

• All Documents Received by FN

  • This will include any customized processes with this behavior assigned. List attached of all activities with this behavior assigned. 

• Final Action Completed

  • Completed Date required

• Application Filed

  • Completed Date required

• Date Closed

Credit Requests are accepted by LawLogix as long as they are for one of following reasons: 

• A process was created within the last 90 days and deleted.

  • Fees are not charged for processes that were created and deleted on the same day.

  • Anything over 90 days is generally not credited.

• A process was created based on a recent migration.

  • Example: The process not being imported as expected.

Processes are billed as part of a nightly batch that runs at midnight. Credit Requests must be processed if the request is on the following day.

If the case falls under one of these reasons, a credit request may be submitted. The customer must provide the following information: 

• Date Process was created.

• Process type.

  • Example: Consultation, L-1A/B, etc.

• Foreign National name.

• Reference number (if available).

To process the request:

1. Create a case in Salesforce marking it as the following:

   • Type: Billing

   • Case Reason: Credit Request

2. Obtain the required credit request information (date created, process type, FN name, Reference number) and enter it in the Description field.

   • Utilize one of the following email templates from Customer Support Current folder in order to obtain the information from the customer:

     • Credit Request Information needed-deleted processes

     • Credit Request Information needed-migrated processes

3. Within the case click New Credit Request button.

4. Enter information in the following fields:

   • Process Created Date

   • Process Type

   • FN Name

   • Reference Number

   • Select the reason for the request (Process Deleted, Migration Related, Other); if “Process Deleted” is selected review the database and confirm deletion prior to processing.

5. Save the credit request.

6. Email the requestor utilizing template **Credit Request Processed from the Customer Support Current folder.

7. Close the Salesforce case.

"

As part of the Edge suite, LawLogix offers integrators with Microsoft Word and Outlook products. As there are many versions available, please refer to this compatibility matrix:
 

"

The Multi-Factor Authentication (MFA) option available in Edge will allow Edge users to mandate more secure access needs for their Foreign National portals. MFA is an additional layer of secure access to a site that requires a secondary piece of data in order to login.

This feature is available to all Edge users who wish to enable it, and will require Support assistance to turn on for the organization. 

Turning On/Off MFA in Firm Admin

Once enabled for the firm, Edge users may turn the feature on or off as they determine is necessary for their organization. To turn the MFA feature on for FN users, the following steps must be completed by someone who has administrative access:

1. Sign into the Edge application.
2. From the Dashboard screen, click the name displayed in the upper right. 
3. Click Administrative Settings from the dropdown menu that appears. 
4. Click the Security tab. 
5. Select Yes next to the Allow MFA for FN option.
   • Please note that once enabled, this will apply to all FNs. This feature cannot be turned on or off for specific FN profiles. 
6. Click Update Info in the lower right. 

When a Foreign National signs into their portals after these steps are taken, they will be prompted with steps to complete MFA setup. 

 

Company Level MFA Control

Should an organization have multiple companies set up within it, MFA can be disabled or enabled at the company level if so desired. 

Please note: When MFA is enabled within the Firm Administration settings, it will automatically apply to all Petitioning Companies by default. 

To modify MFA settings at the Company level, please proceed with the following steps:

1. Sign into Edge.
2. Click Companies in the left hand navigation module.
3. Click the desired company name under the Company column. 
4. Under the General tab select Yes or No next to the Allow MFA for All FN option.
   2. Selecting Yes will apply MFA to all FNs existing within the selected company.
   3. Selecting No will disable MFA and setup instructions will not appear to all FNs linked to the selected company
5. Click Update Info in the lower right to save.

 

MFA Experience on the FN Portal

After multi-factor authentication is enabled by a firm administrator, Foreign National users will be shown a pop-up message the next time they attempt to login. 

• Please note, this pop-up will appear after the FN user has agreed to terms of service and GDPR consent (if applicable).
• In addition, this pop-up will not appear if a firm user is utilizing the Login as FN function within Edge.

The pop-up will feature a QR code and the following instructions for the Foreign National:

 

In addition to these instructions, the FN user may click the Need Help? E-Mail Your Case Manager link in the upper right. This will open a new overlay where a FN may send a SureMessage to their assigned case manager for assistance. 

T"

Microsoft Word

Microsoft Word Version	Compatible? (Yes/No)
Office 365 (32bit)	Yes
Office 365 (64bit)	No
Professional Plus 2019 (32bit)	Yes
Professional Plus 2019 (64bit)	Yes
Word 2016	Yes
Word 2013	Yes
Word 2010	Yes

A note about Office 365:

Office 365 is a subscription service that provides users with online-only offerings, as well as the ability to download Office applications directly to a personal computer. 

Edge does not currently have an integration with the online-only 365 options (a.k.a. in-browser functionalities), but the existing integrators currently available will work with the downloadable Office applications (desktop apps). For any further issues, feel free to refer to the existing integrator guides and troubleshooting articles. 

Microsoft Outlook

Microsoft Outlook Version	Compatible? (Yes/No)
Office 365 (32bit)	Yes
Office 365 (64bit)	No
Professional Plus 2019 (32bit)	Yes
Professional Plus 2019 (64bit)	No

As part of the Edge suite, LawLogix offers integrators with Microsoft Word and Outlook products. As there are many versions available, please refer to this compatibility matrix:

Microsoft Word

Microsoft Word Version	Compatible? (Yes/No)
Office 365 (32bit)	Yes
Office 365 (64bit)	No
Professional Plus 2019 (32bit)	Yes
Professional Plus 2019 (64bit)	Yes
Word 2016	Yes
Word 2013	Yes
Word 2010	Yes

A note about Office 365:

Office 365 is a subscription service that provides users with online-only offerings, as well as the ability to download Office applications directly to a personal computer. 

Edge does not currently have an integration with the online-only 365 options (a.k.a. in-browser functionalities), but the existing integrators currently available will work with the downloadable Office applications (desktop apps). For any further issues, feel free to refer to the existing integrator guides and troubleshooting articles. 

Microsoft Outlook

Microsoft Outlook Version	Compatible? (Yes/No)
Office 365 (32bit)	Yes
Office 365 (64bit)	No
Professional Plus 2019 (32bit)	Yes
Professional Plus 2019 (64bit)	No

Annual Maintenance Fees are charges associated with the storage and maintenance of a firm’s Foreign National files. These fees are triggered on the year anniversary of the Foreign National case creation, but are only billed if there has been 100KB (or more) of data stored in OnDocs during the past year. 

These fees vary depending on your firm’s agreement, but they are charged to help offset the cost of storing, insuring, and backing up the data stored within the Foreign National’s file. Below are some common questions users may have on Annual Maintenance Fees.

What information is counted toward the 100KB threshold?

SureMessages, Case Notes, and uploaded files (including e-mails) to the OnDocs folder count toward the 100KB threshold.

Will we still incur an AMF is the case is closed or inactive?

Yes, as the documents are still being stored, insured, and backed up by LawLogix these cases would incur an AMF if they are larger 100KB or larger.

How can I see the size of my files?

The amount of data storage being used by documents in a Foreign National's case file is available in the OnDocs Notes tab of their profile. The AMF Info is located on the lower left side of the page, just below the OnDocs History active links.

What are the benefits of storing documents in LawLogix?

Storing documents within your LawLogix client files provides:

• Secure access of any client document or form

• Ability to view documents anywhere with an internet connection

• Reduces the need for physical storage

• Increases office efficiency through a centralized location for all client related information/documents

• Helps to comply with state bar client retention requirements

How can I avoid Annual Maintenance Fees?

Firms who find they are surpassing the 100KB threshold included in the traditional pricing structure have the ability to opt into one of the unlimited storage options. These options increase the one-time case activation fee (as to bundle the AMF charges at a substantial discount), but provide unlimited storage for either five or ten years.

If you are interested in this option, please contact us.

What are the advantages of opting into one of these unlimited storage options?

Opting into an unlimited storage option allows firms to pass along the case activation/storage fee upfront, as it is difficult to pass along the yearly AMF charge for $3.95.

Many firms use this option to move to a paperless environment, saving office space and employee time.

Can we avoid the AMF by deleting data prior to the anniversary date?

The AMF is triggered when the FN storage size reaches 100KB, so deleting the documents will not prevent the charge for the upcoming anniversary. However, if you delete the documents and the FN file remains below 100KB, the firm will not be charged the 2nd anniversary.

The Reports module within the Edge portal allows users to compile data within a scope across their client base. These reports can be when completed, or saved as a template for future use.  

1. In Edge, select the Reports module in the left hand navigation.  

2. From the Report Type drop down list, select Case Status Report, then click on View.

3. The report Templates screen will appear.  

4. Click the New Template button in the left hand navigation.

5. Enter a Report name, then click the Update Settings button.

6. Leave report filters set to All for a more comprehensive report, or use the filter options to filter the report by:

   • Responsible Attorney
   • Case Manager
   • Case Status
   • Date Range Types
   • Process type

7. Select the Multiple FN Rows option to Include All Rows. 

8. Omit Closed Processes option.

9. Click the Update Settings in the left hand navigation to save any changes.  

10. Underneath Update Settings, click Select Columns to Add/Remove data columns for the report.

11. From the Available Columns section; select the data columns to include them in the report. (Hold down the Ctrl key to make multiple column selections) then click Add Columns.

12. From the Selected columns section, remove data columns you don’t want on the report by selecting the column (Hold Ctrl key to make multiple column selections) then click the  Remove Columns button.

13. Use the Move Column Up or Move Column Down button to sort the columns, then click on Update to save changes.

14. Use the Group & Sort By fields will further organize the way the data will populate the Report.

15. Click the Update Settings button to save changes made.

16. Click the Calculate button, the system will show the number of records to Print/Display.

17. Click the Run Report button to generate the report, or schedule the report to run on a specific day for larger size reports.

Note: There are limits on the overall size of any single report. Click the Calculate button to determine if your report falls within these limits: Manually run reports have a limit of 1000 records. Scheduled reports are limited to 5,000 records. 

To schedule a report, select a day of the week from the Automatic Update popup menu. No report containing more than 10,000 records can ever be produced.

In order for forms to pull in the firm address (or an attorney address) when the form is initially added to the Forms list, the following steps should be verified.

Please note that the following steps require administrative permissions.  

1. From the Edge dashboard, click the username displayed in the upper right.

2. Select Administrative Settings from the dropdown menu. 

3. Click the Addresses Phones tab and verify firm information is listed.

   • If any item is missing, click Add Phone Number or Add Address to input the information. 

4. Click the Users tab.

5. Click the name of the attorney user. 

6. Verify all relevant information is present within user profile.

   • If any are missing, enter information within the blank fields and click Update Info to save.

7. Verify the correct case assignments from the FN’s case file in the Process Forms Assignments section.

8. Information from the above sections is what will populate the form when it is opened.

The Reports module in Edge allows for users to pull from a wide selection of values within a given Foreign National record or process.  

FN Report

Currently the FN Report will pull all values appearing in the Default FN Values area of Processes Forms within the FN Profile. 

When utilized in a FN Report, these values will override what is selected in the Report Criteria tab of a given report.

FN+Process Report

When a user applies the FN+Process report, the values seen in the Assignment tab of the Processes Forms dropdown in a FN profile are the ones that can be pulled into the report. 

In the scenario of a problematic filter, confirm which report type the user is employing first before troubleshooting unresponsive data pulls. 

For organizations that have numerous clients and users, getting an update to the overall status of a firm may be necessary. To generate a report for tracking the activities of an organization across multiple users within a specific date range, please proceed with the following steps: 

1. In Edge, select the Reports module.  

2. From the Report Type drop down list, select Firm Activity Report, then click on View.

3. The report Templates screen will appear.  

4. A default Firm Activity Report will appear, you can use this default template or click the New Template button to add a new report.

5. If adding a new template enter a Report name, then click Update Settings.

6. Select the following report filter options:

   • Shared or Private

   • Automatic Update

   • Date Range

   • Users

   • Group By

7. Click the Update Settings to save changes.   

8. Click the Run Report button to generate the report, or schedule the report to run on a specific day for larger size reports.

Note: There are limits on the overall size of any single report. Manually run reports have a limit of 1000 records. Scheduled reports are limited to 5,000 records. To schedule a report, select a day of the week from the Automatic Update popup menu. No report containing more than 10,000 records can ever be produced.

The Edge system offers a great deal of flexibility for users to customize it to best fit their own practices. One such example is creating custom questionnaires and attaching them to existing processes. This can be accomplished within the Edge system with a few steps. 

Please note that the following steps require administrative privileges. If you are unable to proceed, please contact your administrator to secure rights or assistance. 

Creating Your Questionnaire

1. Click the username displayed in the upper right.

2. Click Administrative Settings within the dropdown.

3. Hover cursor over the Templates tab and click Custom Questions from within the dropdown.

4. Click Add Question in the upper right.

5. Add Category, Description, and Question.

6. Click Update Info in upper or lower right to save.

7. Repeat as necessary until all questions are created.

8. From the Administrative settings area, hover cursor over the Processes tab and click Custom Questionnaires.

9. Click Create Questionnaire.

10. Name the questionnaire and define its type.

11. Click the plus icon button.

12. In the new model that appears, check the box next to every question desired for the questionnaire.

13. Rearrange the question order by clicking to highlight the question title, click the up or down arrows to move it, and click Update Sort Order to save it.

14. Click Update Info to save the questionnaire.

Attaching the Questionnaire
 

1. Return to the Custom Questionnaires area.

2. Next to Selected Process, select the desired process from the dropdown menu for which the questionnaire was created.

3. Click to highlight the desired questionnaire in the left hand listing.

   • To select multiple questionnaires, hold down Ctrl (or apple key) and click each one as desired. Release key when finished..

4. Click Select Required Questionnaires.

   • Questionnaire will now bear an asterisk to indicate the attachment.

Making Questionnaire Visible to the FN

In order to ensure that a FN can see the questionnaire, it can be added to the FN profile.

1. Navigate to the FN profile.

2. Hover cursor over Processes Forms and select Questionnaire.

3. Scroll to the Custom Questionnaires area and click Add Questionnaire in the lower right.

4. Click the checkbox for the specific questionnaire.

5. Click Return to FN.

Please note, in order for the FN to see the questionnaire pages attached to the specified process, the process must be either the most recently created or marked as the Current Process. Data entered into Custom Questionnaires will not populate form

The Reports module within Edge allows users to compile report data within a scope across their client base. Reports can be run once completed, or saved as a template for future use. The steps below are more commonly used for creating reports of Foreign National clients. 

1. Click the Reports button from the Menu selection.

2. Under Select Report Type, pick Interactive from the dropdown menu and then click View.

3. After the screen refreshes, click New from the action bar top of screen, then select Report.

4. Select FN + Process as the data type, then click Continue.

5. This setting will pull all FN and Process level data and make them available as the report column selections.

6. Click the General tab and enter/select the following:

   • Report Name

   • Sharing Options

   • Report Folder

   • Report Generation Mode

   • Report Style

   • Click Update Info.

7. In the Reports Columns tab, select the specific information you want displayed on the report.

   • (e.g. Beneficiary Name, Citizenship, Process, Current Status, various expiration types).

8. After making the appropriate selections, click Update Info.

9. In the Report Criteria tab, select the items you wish to use in order to filter the report (e.g. Case Status, Process types, Company Petitioner, etc.), then click Update Info.

10. Click the Run Report button.

Users within the Edge system have the ability to add various files to the built-in OnDocs repository. This storage area can host a variety of file types that suit the specific needs of a given process. See the full list of supported types below:

Extension	File Type
7z	Zipped files (Archive Data)
bmp	Bitmap
cpy	Document
csv	Comma-separated Value (Computable Document Format)
dat	Generic binary or text file (Archive Data)
db	Windows Database file (Archive Data)
doc	Word processing file (Computable Document Format)
docm	Macro-enabled word processing file (Archive Data)
docx	Rich text word processing file (Archive Data)
dot	Document template file (Computable Document Format)
efx	eFax document (data)
eml	E-mail message (text)
fdf	Text file export from PDF (document)
gif	image
hfd	Form document generally associated with HotDocs application (data)
hpd	Portable form document generally associated with HotDocs application (document)
iaf	Settings file exported by older versions of Microsoft Outlook (text)
jpeg	image
jpg	image
kes	Document file type generally associated with Kurzweil applications for blind and visually impaired users (document)
log	File with a log of data (text)
lwp	Document file type generally associated with Lotus Suite of applications (Lotus)
mdi	Proprietary Microsoft Document Imaging file type (document)
mp3	Audio file
msg	Mail message from Microsoft Outlook or Exchange (document)
odg	OpenDocument vector file type
odt	OpenDocument text file type
oft	OpenType font file (Computable Document Format)
pdf	Portable Document Format
png	Portable Network Graphics (image)
ppt	Microsoft PowerPoint file
pptx	Microsoft PowerPoint file, XML version (archive data)
pptm	Macro-enabled Microsoft PowerPoint file, XML version (archive data)
psd	PhotoShop Document (image)
pub	Document file generally associated with Microsoft Publisher application                (Computable Document Format)
rar	Native to WinRAR archiver for compressing files (archive data)
rtf	Text file format commonly used by Microsoft products.
sxw	Document file generally associated with StarOffice Writer applications.
tif	Tagged Image File (image)
tiff	Tagged Image File Format (image)
txt	Unformatted (plain) text file.
vsd	Vector graphics file format generally associated with Microsoft Visio application. (Computable Document Format)
wav	Uncompressed audio file.
wbk	Backup file for Microsoft Word documents. (Computable Document Format)
wpd	Text document generally associated with WordPerfect applications.
wps	Text document file that does not carry any advanced formatting or macros. (Computable Document Format)
xfd	File used to populate PDF forms with data. (document)
xls	Excel Spreadsheet file generally used with Microsoft Excel. (Computable Document Format)
xlsm	Macro-enabled Excel Spreadsheet file. (archive data)
xml	Extensible Markup Language file used for internet information formatting and data. (text)
xps	XML Paper Specification file containing fixed page layout data. (archive data)
dotx	Template files generally created by Microsoft Word applications. (archive data)
zipx	Compressed, zipped data file that requires a special utility application to unpack the individual files within.
htm	Hypertext Markup file more that is compatible with older OS systems. (text)
html	HyperText Markup Language file in use with current systems. (text)
ptn	Data file generally used with PaperPort (ScanSoft) application to display thumbnail images.

Edge system administrators have the ability to retire users profiles rather than outright deleting them. Retired user profiles do not incur a monthly user fee, and can be viewed and/or restored at the discretion of the administrator. 

To retire a user, please proceed with the following steps. 

1. From the Edge dashboard page, click the user name displayed in the upper right.

2. Select Administrative Settings from the dropdown menu that appears.

3. Click the Users tab.

4. Click the name of the user that needs to be retired.

5. Click Retire This User in the lower right. This will remove the user name from the list of active users.

Please note that every process assignment with the retired user (e.g. Case Manager) will display with an (R) next to their name. Reminders and case notes that were created by the user will still display their name as the Created By/Entered By individual. 

To view retired user profiles, navigate to the Users tab of the administrative settings and click Show Retired Users in the upper right.

File Location settings can be used to track where the physical copy of a Foreign National’s file is located. Settings can be used to reflect that the file is located in a certain section of the office, offsite storage, or with a certain user. 

Please note, the following steps require administrative privileges. If you are unable to proceed, please contact your Edge administrator for further assistance or proper rights. 

1. From Edge, click the username displayed in the upper right.

2. Select Administrative Settings from the dropdown.

3. Click the Choice Lists tab.

4. In the dropdown next to Choice List, select File Location.

5. In the blank field below the Default Type buttons, enter in a custom file location.

   • i.e. “Intake Cabinet,” “Offsite Storage,” etc.

6. Click Add Custom Type.

Repeat steps as necessary.

The new file location will appear in the right hand selection area. Once the list is customized, users will be able to assign any one of the new file locations (or a user’s name) to a Foreign National process’ file location by using the following steps:

1. Search for the Foreign National by using the FN/Individual module or FN Search field in the Action bar.

2. Select the Foreign National.

3. Hover over the Process Forms tab and select Assignment.

4. Click the drop down selection in the File Location section to select where the physical file is located.

5. Click Update Info in the upper right to save.

The Edge system provides users with the ability to add a Case Note to a Foreign National’s process, as well as customize who gets to view and access the information within it. 

To add a Case Note to a Foreign National:

1. Navigate to the desired Foreign National record.

2. Click the FN Action button in upper left.

3. Click Add Case Note.

4. Add any relevant details, such as:

   • Which Process the note relates to. Alternatively, relate the note to All processes.

   • An Activity Type, useful for categorization and reporting of notes.

   • A Subject/Reference that provides a brief description of the note.

   • The Details of the note, which provides a large text area to include as much detail as needed.

     • Please note, there is a 32,000 character limit for this area. If users go over this limit, the note will automatically be truncated to fit the limit. 

5. Optionally, share the case note by configuring the View options:

   • FN Viewable: Makes the case note visible to the FN via the FN Portal

   • HR-1 Viewable: Makes the case note visible to the HR-1 who is assigned to the case, as well as any other HR-1’s with permission to access all Company cases.

   • HR-2 Viewable: Makes the case note visible to any HR-2’s assigned to the case.

6. Optionally, assign the note to other users. Case notes assigned to a user will appear on their Case Notes module as a note that is Not Viewed yet.

7. Click Update Info to save, and/or click Update & Return to return to the FN record.

As part of the Foreign National Portal suite of features, the ability for firm users to view the questionnaires completed by Foreign Nationals is important. With this update, users may now access Foreign National submitted information, make amendments or submit the data on behalf of the FN if needed.  

The Firm view of the questionnaire is enabled by default for users of the new Foreign National Portal. This release ads display and navigation enhancements.

Accessing Questionnaires

After a questionnaire has been completed by a Foreign National in their portal, the contents can be viewed from the users side in Edge. To access, please follow these steps:

• Navigate to the desired FN/Individual profile in Edge.
• Hover cursor over the Processes Forms tab and select Questionnaire from the dropdown.

Once clicked, a new tab will open displaying the questionnaire with similar user interface and functions to match the Foreign National Portal view.

The questionnaire will display all values input by the FN, as well as highlight required fields. Certain fields may not be edited such as the First and Family Names. 

For viewing responses only, users should simply click the tabs to navigate through the questionnaire’s pages. Do not click any fields. 

For editing responses, users may click and freely edit fields that are open. Please note that this will trigger the questionnaire’s required fields protocol. This means that if any required fields are not filled, the questionnaire will prevent further navigation. 

Clicking Save or the Save & Next buttons in the upper right will save any data input on these fields. This can be utilized if a correction needs to be made.  

• Please note that deleting or editing any values and clicking either of the save buttons will result in the fields being overwritten with the new inputs. 

To return to the firm questionnaire view, click Questionnaire Home. 

Edge system users can be subject to Annual Maintenance Fees depending on their plan. This fee is dictated by the amount of file storage being utilized per a Foreign National. To pull the AMF information and create a report in order to better estimate these fees ahead of time, please proceed through the following steps: 

1. Sign into your Edge portal.

2. Click the New button in the upper left of the screen.

3. From the dropdown menu that appears, click the Report button.

4. A new screen will appear asking for the data type to be selected:

   • If you need only the AMF and related FN information, select FN from the dropdown menu.

   • If you need to include process-specific data (i.e. activities), then select FN + Process from the dropdown menu.

5. After making your selections, click the Continue button.

6. A new screen will load directly to a General Information tab. In the Report Name field, enter in your preferred reference title for this report, as well as any applicable selections.

7. Click the Update Info button.

8. After the page reloads, click the Report Columns tab.

9. Hold down the Ctrl key and select AMF Date, AMF Current Size KB, AMF Max Size KB, and First Case Initiation Date from the Available Columns list, then release the Ctrl key and click Add Columns.

10. Click the Update Info button.

11. After the page reloads, click the Report Criteria tab.

12. Once the tab is loaded, ensure that every selection is set to All, with Case Status being set to All + Retired. All other fields should be blank.

13. Click the Update Info button.

14. Click the Run Report button.

The system will return a report with all FNs and their associated AMF data, sorted by the last name of the beneficiary as a default.

To further refine your data:

If you would like to filter your results based on a maximum amount of allowable data per FN, please proceed with the following steps.

1. Click the Report Criteria tab for the report.

2. Scroll down to the Search Criteria area.

3. Select AMF Max Size KB from the leftmost dropdown menu, then select Greater or equal in the second dropdown menu.

4. Type “100” in the field to the right of the second dropdown selector.

5. Click the Update Info button.

6. Click the Run Report button in the lower right corner of the screen.

Using this criteria, the report that is generated will show a list of FNs that have exceeded 100KB, and therefore have triggered an AMF fee.

Users may click the Duplicate Template button to create a copy of the report, then change the Search Criteria accordingly to generate a list of FNs whose AMF Max Size is approaching the 100 KB limit. The duplicate template will be named "Copy of (template name)" by default, but can be changed within the General Info tab of the new template.

The Firm view of the questionnaire is enabled by default for users of the new Foreign National Portal. This release ads display and navigation enhancements.

Accessing Questionnaires

After a questionnaire has been completed by a Foreign National in their portal, the contents can be viewed from the users side in Edge. To access, please follow these steps:

• Navigate to the desired FN/Individual profile in Edge.
• Hover cursor over the Processes Forms tab and select Questionnaire from the dropdown.
• Click on the hyperlinked name of the questionnaire.

Once clicked, a new tab will open displaying the questionnaire with similar user interface and functions to match the Foreign National Portal view.

The questionnaire will display all values input by the FN, as well as highlight required fields. Certain fields may not be edited such as the First and Family Names. 

For viewing responses only, users should simply click the tabs to navigate through the questionnaire’s pages. Do not click any fields. 

For editing responses, users may click and freely edit fields that are open. Please note that this will trigger the questionnaire’s required fields protocol. This means that if any required fields are not filled, the questionnaire will prevent further navigation. 

Clicking Save or the Save & Next buttons in the upper right will save any data input on these fields. This can be utilized if a correction needs to be made. 

• Please note that deleting or editing any values and clicking either of the save buttons will result in the fields being overwritten with the new inputs. 

To return to the firm questionnaire view, click Questionnaire Home. 

Part of Edge's billing functionalities includes the option to add your organization's information at the top of any invoices or statements generated from the system. In order to make changes to this area to better suit your organization's workflows, please proceed with the following steps.

Note: These steps must be performed by an administrative user within your organization. 

1. From the Edge dashboard, click the name displayed in the upper right.

2. Click Administrative Settings in the dropdown that appears. 

3. Click the Billing Setup tab.

4. Under the Invoices & Statements section, location the Letterhead: Omit Firm name & address option.

   1. To remove the contact information, select Yes.

   2. To add the firm contact information, select No.

If No is selected, the next option Letterhead: Division allows for users to select their specific division from which they wish to populate an address and contact number. 

If necessary, this information may be modified within the Administrative Settings area under the Addresses Phones tab (address changes) and Divisions Companies tab (contact number) respectively. 

1. Sign into your Edge portal.

2. Click the New button in the upper left of the screen.

3. From the dropdown menu that appears, click the Report button.

4. A new screen will appear asking for the data type to be selected:

   • If you need only the AMF and related FN information, select FN from the dropdown menu.

   • If you need to include process-specific data (i.e. activities), then select FN + Process from the dropdown menu.

5. After making your selections, click the Continue button.

6. A new screen will load directly to a General Information tab. In the Report Name field, enter in your preferred reference title for this report, as well as any applicable selections.

7. Click the Update Info button.

8. After the page reloads, click the Report Columns tab.

9. Hold down the Ctrl key and select AMF Date, AMF Current Size KB, AMF Max Size KB, and First Case Initiation Date from the Available Columns list, then release the Ctrl key and click Add Columns.

10. Click the Update Info button.

11. After the page reloads, click the Report Criteria tab.

12. Once the tab is loaded, ensure that every selection is set to All, with Case Status being set to All + Retired. All other fields should be blank.

13. Click the Update Info button.

14. Click the Run Report button.

The system will return a report with all FNs and their associated AMF data, sorted by the last name of the beneficiary as a default.
 

To further refine your data:

If you would like to filter your results based on a maximum amount of allowable data per FN, please proceed with the following steps.

1. Click the Report Criteria tab for the report.

2. Scroll down to the Search Criteria area.

3. Select AMF Max Size KB from the leftmost dropdown menu, then select Greater or equal in the second dropdown menu.

4. Type “100” in the field to the right of the second dropdown selector.

5. Click the Update Info button.

6. Click the Run Report button in the lower right corner of the screen.

Using this criteria, the report that is generated will show a list of FNs that have exceeded 100KB, and therefore have triggered an AMF fee.

Users may click the Duplicate Template button to create a copy of the report, then change the Search Criteria accordingly to generate a list of FNs whose AMF Max Size is approaching the 100 KB limit. The duplicate template will be named "Copy of (template name)" by default, but can be changed within the General Info tab of the new template.

The Firm view of the questionnaire is enabled by default for users of the new Foreign National Portal. This release ads display and navigation enhancements.

Accessing Questionnaires

After a questionnaire has been completed by a Foreign National in their portal, the contents can be viewed from the users side in Edge. To access, please follow these steps:

• Navigate to the desired FN/Individual profile in Edge.
• Hover cursor over the Processes Forms tab and select Questionnaire from the dropdown.
• Click on the hyperlinked name of the questionnaire.

Once clicked, a new tab will open displaying the questionnaire with similar user interface and functions to match the Foreign National Portal view.

The questionnaire will display all values input by the FN, as well as highlight required fields. Certain fields may not be edited such as the First and Family Names. 

For viewing responses only, users should simply click the tabs to navigate through the questionnaire’s pages. Do not click any fields. 

For editing responses, users may click and freely edit fields that are open. Please note that this will trigger the questionnaire’s required fields protocol. This means that if any required fields are not filled, the questionnaire will prevent further navigation. 

Clicking Save or the Save & Next buttons in the upper right will save any data input on these fields. This can be utilized if a correction needs to be made. 

• Please note that deleting or editing any values and clicking either of the save buttons will result in the fields being overwritten with the new inputs. 

To return to the firm questionnaire view, click Questionnaire Home. 

LawLogix E-File Extension

The Foreign Labor Application Gateway is one of the tools introduced by the government in order to digitally facilitate the submission of immigration applications. To more seamlessly integrate the Edge system into this new website, our developers have crafted an extension for use in the Google Chrome web browser. 

This extension will work to bridge the specified Foreign National data collected in your Edge instance and communicate it to government sites with just a few clicks.  

Before you Begin

Before using the extension, users must have valid credentials for accessing government sites and Edge. This is important as both items need to be open and active windows for the extension to function.

It is highly recommended that your Chrome browser be updated to the latest version available. Extension use must be enabled if it is not already permitted by your organization’s administrator.  

To install the extension, simply navigate to the Chrome Web Store and search for ‘LawLogix.’ Click on the extension name and then select Add to Chrome in the upper right. 

Form Filling in Edge

Filling out application forms in Edge has not changed. Users may still manually add pertinent Foreign National information, or utilize the Foreign National Portal to collect information directly from their client. 

Once the application is filled out in Edge, then users may proceed to the specific government sites.  

Using the Extension

Once the extension is installed, users can quickly start populating information into a corresponding application on FLAG. 

To begin, the user must open their populated worksheet first. To do this, users must navigate to the desired FN profile, click Forms under the Process/Forms tab and then click Add Form to generate a new form or click the hyperlink to the prepared form in the list within the tab. 

Once the worksheet has been opened, review that all information has been entered as desired and no required fields are missing.  

If the worksheet meets expectations, click the LLX FLAG extension icon in the upper right of the Chrome browser window to open the loading dialogue. Click to select the type of form that will be populated into the FLAG portal.  

Once selected, a series of options will appear in an extended menu below the form selection.

Filing with an ETA-9035

In this example, we will be using the ETA-9035 application to walk through the extension functionality.

Once the form worksheet is opened and ETA-9035 is chosen from the extension menu, click Load From Edge to temporarily load the data from this worksheet. 

A disclaimer will appear when the data is being loaded from Edge. This is an important item that must be accepted before continuing.

When the action is successfully completed, the job and associated company will appear in the same line. This indicates that the data is fully loaded and prepared for population to FLAG.  

After the load is completed, users must navigate to the FLAG website. This can be accomplished by simply opening a new tab or clicking the Open FLAG Site option in the LLX FLAG extension menu.  

This selection will simply open flag.dol.gov in a new tab within the currently opened browser. Users must still log in with their DOL credentials as appropriate.  

After signing into the FLAG site and opening a new/existing application for the corresponding form, users will be able to populate each page with data by clicking the Populate to FLAG option in the LLX extension menu. 

When navigating from page to page, users need only click the population button from the extension menu to automatically feed in data from the worksheet to FLAG. 

Due to technical limitations, some of the fields such as NAICS and SOC numbers cannot be populated through the use of the extension. When this occurs, a pop-up will appear highlighting the code that the user should copy into FLAG manually. 

Worksite Locations (Employment and Wage Information) 

As far as worksite locations, this can vary between applications and FNs. On the FLAG site it is a singular page, rather than multiple.  

To add these using the Chrome extension, users will click the number of the Location they wish to populate. Each entry in the extension menu will display the city to assist users in keeping track of their information. 

In this example, our application only has data for a single worksite. Clicking Location 1 (City) will populate the data for that worksite location.  

After each location data is populated, users will click the Add Place of Employment button at the bottom of the page. Then they may click the second worksite button in the Chrome extension to populate the next set of information and so on. 

As users progress through the application and populate their FLAG forms, any errors in data will be reflected immediately in the FLAG site. Users are always encouraged to review their information before submission. 

It is important to note that users must navigate through submissions in order, or the extension will not perform correctly. 

Filing the ETA-9141

The process for using the extension with the 9141 form is similar to the 9035. First, users must open the worksheet version of the completed form on the Edge application. Then in the extension, click Flag 9141 and then click Load from Edge.  

Note: Once data is loaded, the space next to Load from Edge will read the (Job Title, Company) to indicate the application that is currently being used.  

After the load is completed, users must navigate to the FLAG website. This can be accomplished by simply opening a new tab or clicking the Open FLAG Site option in the LLX FLAG extension menu. 

After signing into the FLAG site and opening a new/existing application for the corresponding form, users will be able to populate each page with data by clicking the Populate to FLAG option in the LLX extension menu. 

Please note: Even if continuing a case, when the extension is in use, users must always start at the first step of the application in the FLAG site. 

As this application does not require worksite information, this option is removed from the menu when utilizing the extension for ETA-9141 purposes.

Once finished with an application, repeat steps as needed to fulfill other submissions. 

Hotkeys

To assist with quick form-filling, the following functions are available for input with the extension installed.  

• Alt+O = Open the extension’s pop-up menu.
  • This will allow for the rest of the macros to be used. 
• Alt+9 = Load data from the ETA-9035 form on Edge.
  • A disclaimer will appear and must be agreed to before continuing.
• Alt+0 = Load data from the ETA-9141 form on Edge.
  • A disclaimer will appear and must be agreed to before continuing
• Alt+P = Populate previously loaded data to the chosen form on FLAG.

The I-864-CO and I-864-P represents the I-864A form used by USCIS (Contract Between Sponsor and Household Member). For the I-864-CO, the letters “CO” indicate the form will populate with the co-sponsor's household member’s information. The letter "P" in the I-864-P indicates the form will populate with the primary sponsor's information. In some cases, the co-sponsor or primary sponsor may choose to include the income of other qualifying family members.

The following steps should be completed to ensure all data is populated correctly when adding income from either sponsor's additional family members: 

1. Search for the primary or co-sponsor by using the Advanced Search options in the Address Book module.

2. Navigate to the co-sponsor’s profile.

3. Click the Dependents Sponsors tab.

4. Click the Add Individual button to enter additional family member(s).

5. Click the Go Back to Primary FN button to access the foreign national’s profile.

6. Hover cursor over Processes Forms, then select Forms from the dropdown.

7. Click Add Form button.

8. Click I-864-CO or I-864-P in the dropdown list. Click Add USCIS Form.

9. The form will open in Draft stage, click on Save and Close to exit the form.

10. In the Forms section, change the stage of the I-864-CO or I-864-P from Draft to Worksheet then click on Update Info to save.

11. Click on the I-864-CO or I-864-P form to open it in Worksheet stage.

12. Scroll to Part 6 – Sponsor’s income and employment section.

13. Click the Select Family Members button.

14. Family Member screen will appear displaying Sponsor’s family members.

15. Click on the number next to the family member, then move it to the DRAG AND DROP RECORDS HERE section.

16. If needed add additional information for each record:

    • Middle Name

    • A-Number

    • ELIS Number

    • SSN

    • Income

17. Click on Update Info to save changes.

18. Once all information has been entered into the form, click Update and Return.

In the Forms section, change the stage of the I-864-CO or I-864-P from Worksheet to Review,  click on Update Info to save.

An enhanced I-944 Form and questionnaire are now available. The questionnaire has been introduced for use on the new Foreign National portal, where users can quickly supply information that will feed into the upgraded I-944 form. 

Enhanced I-944 for New FN Portal Users

To assist users in gathering up important information relating to Public Charge requirements, the I-944 form on Edge has been upgraded. The latest version offers an enhanced workflow as follows. As there are a number of questions in regards to family members, household income, and assets, several pop-ups have been implemented to the form in order to assist with preparation. 

• To access this latest version, users must click the Upgrade button next to a I-944 already attached to a FN profile OR, add the form to the profile after 4/9/2020. 
• Users must review and save all data in their I-944 forms prior to upgrading as a precaution.

Adding I-944 Questionnaire for FN Use

Enabling this questionnaire for FNs to access on their portal can be done easily from the FN Profile. 

1. Navigate to the FN Profile.
2. Under the Processes/Forms tab select Questionnaires.
3. Select the checkboxes next Declaration of Self-Sufficiency (I-944) as desired. 
4. Click Update Info in the upper right. 

At this point in time, no questions can be viewed, hidden, or customized by administrators at this time. The status of the questionnaire will be displayed, but these other options will be implemented at a later date. 

I-944 Questionnaire on the New FN Portal

When made viewable to the FN via the Questionnaires tab on the FN profile, the I-944 will appear as a new tile labeled Declaration of Self Sufficiency (I-944). 

Once Get Started is clicked, users will be presented with all relevant questions pertaining to the I-944, spread out across multiple tabs:  

• Personal/Income
  • Contains questions in regards to the Foreign National, their income and types of assets.  
• Liabilities/Credit/Insurance
  • Areas for the FN to disclose any liabilities (mortgage, car loans, etc.), credit score, and any health insurance. 
• Education
  • Details about the Foreign National such as any occupational skills, retirement status, being a caregiver, etc. 
• Public Benefits 
  • Pertinent form questions in regards to the receipt of or application for public benefits at any time. 
• Household Income 
  • Area for the Foreign National to disclose income and types of assets of their household members (including dependents). 
• Additional Income
  • Questions regarding any extra income pulled from other sources not already disclosed in other areas of the questionnaire. 
• Income Source
  • Details as to the source of income for the Foreign National or their household members. 

Along with multiple tabs for different asset information, there are a few key sections for Foreign Nationals to use when submitting data on their household members.  

When filling out Household Income data, the questionnaire will automatically populate the members of the household disclosed previously in the My Immediate Family questionnaire. Here the FN may input data and save asset, income, and informational data on each person. 

The Additional Income tab will allow for a FN to add or delete entries denoting other assets at will. The FN must click one of the Save buttons in the upper right to ensure this data is retained. 

At this time there is a limit to how many entries a Foreign National may supply in regards to assets or benefits they list throughout the questionnaire. The ability to allow for more entries and eventual overflow into the addendum is planned for a future release.

I-944 Questionnaire-To-Form Workflow

As these items work best in tandem, the data input by the Foreign National can be selected as needed by the form preparer. 

Once in the questionnaire, the Foreign National will be presented with several tabs of questions asking about assets, household members, etc. 

In the Part 3 (Your and Your Household Members’ Assets, etc) of the form, the preparer can click on the Select Household Member button. This will display a pop-up of the household members that the FN supplied information about through the questionnaire.  

Later in the same part of the form, preparers can also make selections as far as any Additional Income the FN has provided via the questionnaire. Clicking Select Additional Income on the form will present a pop-up displaying every entry supplied by the FN. Users may populate this information to the form by clicking and dragging the desired items to the top of the pop-up window and clicking Update Info in the lower left. If an item must be added to this record manually, users can click on the + icon in the upper right to generate a blank line where additional income may be added within the modal. 

Finally, preparers can easily add the types of assets provided by the FN in the questionnaire. Within the Your Household’s Assets and Resources section, users may click the Select Assets button appearing within the I 944 draft form. A pop-up will appear, showing each entry that the FN provided in the Information About Your Assets area of the questionnaire. 

Here as well, users are free to click and drag up to seven entries and have it populate in the form.

With the upgraded form and questionnaire working in tandem, the preparation of the I-944 is clear and concise.

If there are folders for reports that are no longer needed or should be added, this can be managed from within the administrative settings area.

Please note, the following steps require administrative privileges to proceed. If you are unable to carry out these steps, please contact your Edge administrator for appropriate permissions or assistance.

1. From the Edge dashboard, click the username displayed in the upper right.

2. Click Administrative Settings from the dropdown.

3. Click the Choice Lists tab.

4. Select Report Folders within dropdown next to Choice Lists in center.

To create a new folder

1. Enter in desired folder name in blank center field.

2. Click Add Custom Type.

The new folder will be added for use within the Reports module.

To delete a folder

1. Click to highlight the desired folder in the right hand column.

2. Click Remove Type.

Please note: Administrators will not be able to remove custom folders that contain reports. Reports must first be moved to a different location, before deleting the report folder.  

Edge allows foreign nationals to access a portal where they can check on their case status, upload documents, and fill out questionnaires. The following are steps on how you can give the foreign national access to the portal, where they can then fill out the questionnaires.

1. Navigate to the foreign nationals case file.

2. If the foreign national has multiple process assigned, select the Process Forms tab then the Assignments folder.

3. Click the drop down arrow in the Case Assignment section and verify the correct process type is selected as the current process (* will be displayed next to current process name)

4. Click the Questionnaires folder.

5. Verify the correct questionnaires are selected from the Set 1 for this Process column, and make any changes if necessary.

6. Click Update Info to save any changes made.

7. Next click on the Activities folder, then click the Send Welcome Email button.

8. Verify the foreign national’s email address, and make changes to the welcome email message if necessary, then click on Send.  

The Welcome E-mail will have the login credentials for the foreign national where they can access the portal and fill out the questionnaires.  Once the foreign national has completed the questionnaires, they can sign and date the Statement of Truthfullness. After this, the questionnaire may be marked as completed.

This will send an email notification to the Case Manager, detailing that the foreign national has completed the questionnaires. 

Note: Questionnaires can be made available in the foreign national’s language. To change the language of the questionnaire from the default (English), go to the Personal tab of the foreign national’s case file and change the Language (for the online questionnaire) by using the dropdown list and selecting a different language. Click Update Info to save the changes.

To better fit your organization’s daily needs, the Edge system has the functionality for custom processes to be utilized. These custom processes may serve a more niche need that falls outside of the default ones already provided by LawLogix.

Note: The following steps may only be carried out by an administrator. If you are unable to proceed, please contact your Edge administrator to secure the proper rights.
 

1. From within the Edge system, click on the name displayed in the upper right corner of the page.

2. Select Administrative Settings from the dropdown menu that appears.

3. In the administrative screen, click on the Process tab.

4. Enter the name for the custom process in the To Create A New Process field.

   • To pre-bundle the new process, select a current process type from the behaves like dropdown list to bundle forms, required documents, questionnaires, and activities.

5. Click the New Process button on the right hand side of the screen to add the process.

Processes marked with empty parentheses ( ) are not in use, and will not be available to your users, although you can use the "Mark as Used" button to add an unused process to the list of available process types. Before adding a new custom process, we recommend reviewing the current list of process types to ensure that you do not create a duplicate process type.

INTERNAL ONLY

If a firm wishes to implement the webcapture option to allow Foreign Nationals to request cases please do the following:
 

1. Navigate to the LLX Admin module for the firm.
2. Enable Allow FN Request Cases.
3. Set max daily limit to 25.
4. Ensure that the firm customizes the Consultation/Webcapture tab under the General Tab in Administrative Settings.
5. From the case within Salesforce, create an email using the template email found in All Folders – LLX Customer Support – Foreign National Case Request Feature - Do not send email yet!)
6. Modify ‘step 4’ of the email to reflect the specific production site and firm key within the form ID code.
   • E.g. “
   • Example: demo should be (www, ww1, ww2, ww3) and 113 is the Firm Key.
   • Do not insert the leading zeroes.
7. Send email.

The Edge system can be accessed via the web on a PC, Mac or mobile device, so the requirements are dictated by the browser you utilize to sign into the program.

Compatible browsers:

• Safari (version 7 and above)
• Mozilla Firefox (version 32 and above)
• Chrome (version 46 and above)
• Microsoft Edge (current version and one previous)

Connectivity: For optimal access to the Edge system, it is recommended that users utilize a DSL, cable, or broadband internet connection.

Note: Microsoft Edge is not officially compatible with the Edge system. If using Microsoft Edge, you may open an Internet Explorer window through the command on the settings menu.

Adobe Acrobat Requirements:

In order to optimally view and edit forms within the Edge system, users are encouraged to utilize the free PDF software Adobe Reader (Acrobat in later versions). The software has some operating specifications in order to function properly on your device.

• Adobe Reader 8 - Any system utilizing an OS below Mac OS X 10.7 or Windows 7.
• Adobe Reader 9 - Any PC. Minimum Mac OS X 10.6.8 with Safari 5.0..
• Adobe Reader 10 - Any PC. Mac OS 10.6.8 with Safari 5.0.5 or Mac OS X 10.7.4 with Firefox 12.0 using Adobe 10.1.2 plugin.

Note: Improper install or uninstall of Adobe programs may result in difficulties uploading/downloading forms from the Edge system.

Scanner Settings:

During the course of multiple workflows, Edge users will need to scan in applicable documentation. In order to maximize the quality and printability of the documents processed, the following settings are recommended for your scanning device.

• Resolution set at either 72-100 dpi, or 8-bit grayscale.
• Scan size set to auto-detect.
• Image files formatted to JPEG, PDF, or TIFF (single or multi-page).

Save for multi-page TIFFs, image files should ideally be less than 200K in size to allow for minimal impact on loading times.

Document Upload Limits:

• File names should not exceed a maximum of 80 characters (this includes the file extension).
• File size should not exceed 150 MB.
• Foreign characters cannot be used in file names.

The Edge system is highly customizable and this extends to system default questionnaires. Questionnaires can be modified for each process type to better suit your organizational needs.
 

Note: The following may only be performed by a user with administrative privileges. If you are unable to proceed through the steps, please contact your Edge administrator for assistance.
 

To customize a default questionnaire for a process type:

1. Click on the username displayed in the upper right of the page and select Administrative Settings from the dropdown.

2. In the Firm Administration module, click the Processes tab.

3. Click the Default Questionnaires tab.

4. The left hand side of the page will display all of the Questionnaires that are available.

5. Click the dropdown arrow in the Selected Process section and select the process to customize the questionnaires for.

6. From the Questionnaires section, use the checkbox in the Show column to include or remove Questionnaires for the selected process.

7. Clicking the name of the questionnaire will display all of the questions associated with it.

8. Use the checkbox in the Hide column to hide the questions you don’t want displayed.

9. Click Update Info to save changes.

LawLogix allows a firm administrator to create custom email templates and set any of them as a 'Welcome Email' type for Foreign National or HR users. When the Send Welcome Email button is clicked within a given FN’s Activities page, the user may select one of their custom created templates to be sent.

To create a new template, a user must have administrative privileges. If you are unable to complete the steps listed below, please contact your Edge administrator to secure the proper rights or assistance.

1. From the Edge system, click the username displayed in the upper right.

2. Select Administrative Settings from the dropdown menu.

3. Hover your cursor over Templates and select E-Mail & Reminder from the dropdown.

4. Click Add E-mail Template in the upper right.

5. A modal will appear to pick the email type. Click Plain Text Format.

6. Next to Welcome E-mail? Make a selection between Foreign National or HR as the type of end recipient.

   • Select No if the template is not meant for use as a Welcome Email.

   • Select the new FN or HR email template as the system default by selecting Yes or No in the Set as default option.

7. Name your template in the Template Class field.

8. Add your custom e-mail text within the blank description field.

   • You may also add any attachments as necessary by clicking Upload Document in the lower left.

9. Once finished, click Update Info to save the template.

When the Send Welcome Email button is selected within an FN/Individual’s profile, users will have the ability to select the newly created welcome email from the template dropdown list.

Please see the following tutorial video on adjusting your settings. 

LawLogix provides a tool that allows users to create a relationship between individual records within a case file. For example, users can establish a link between siblings whose records both exist within the Primary Foreign National's Dependents Sponsors tab, but are not listed on each other's Dependents Sponsors tab. This eliminates the need for recreating dependent records within each family member's dependents area.

You can link two individuals' records to each other as follows:

1. Navigate to either of the unlinked Foreign National’s unlinked family member profiles.

2. Click Dependents Sponsors.

3. Click Show Non Linked Family Dependents in the upper right.
   • This should display all other individual records that have been created within the primary case file, but are not yet linked to the person.

4. Click Create under the Link column heading.

5. In the next page, choose a relationship from the dropdown menu.

6. Make a selection if Applying With.

7. Click Update in the upper right.

The two family members will now be linked and listed on each other’s Dependents Sponsors tab.

For security purposes, the LawLogix Foreign National billing module does not allow for the complete deletion of an invoice. These items are best retained for accurate record keeping. However, users can delete charges or add credits to offset charges made to an FN. 

To delete charges, proceed with the following steps:

1. Navigate to the FN file with the invoice issue.

2. Hover your cursor over the FN Billing tab and select Billing History from the dropdown menu that appears.

3. Click the number of the invoice that needs charges deleted.

4. Once loaded into the invoice review screen, find the charge(s) that need to be removed and click the Charge Date.

5. Another screen with specific information about the charge will load. click the Delete This Charge button in the bottom right corner of the screen.

   • This button may not appeared if this charge was spread over time and cannot be edited.

6. Click Delete in the action confirmation window that appears.

Note: If the invoice was created by the Create Blank Invoice button, then it can be deleted so long as it adheres to the following criteria:

• All charges are deleted from the invoice.

• It is the most recent invoice on the FN’s file.

Should your organization experience issues with emails being sent from the Edge system being caught in spam filters of your recipients (or never received at all), there could be an issue with how the messages are recognized by email programs.

The following settings will assist in “whitelisting” your firm’s communications, so they may be sent and received without any further problems.

Please have your IT Administrator add the following information to your Sender Policy Framework (SPF) record:

Host names:

• mail.welcomeclient.com
  

A law firm or organization e-mail system contains protections against unauthorized use of its e-mail domain. A common tactic of Spam senders is to forge the identity of the sender of an e-mail so that it appears that the email originated from a safe or familiar mail server.

To protect against this the organization has what is called a mail server Sender Policy Framework (SPF). The SPF system allows recipients of email to verify that the mail server sending the email from the lawfirm or organization domain is authorized.

By adding the mail server addresses listed above to the SPF record of the organization, mail issued from the EDGE system from the organization's email domain will be authorized and will not be rejected.

Note: The Edge system sends messages using the email address stored in the user profile of whomever is logged in. For example, if a user has entered in user@lawfirm.com as their contact email, Edge will send emails from its own server with this address. This can cause some email systems to block communications since it is unsure of where the message is coming from exactly.

In certain instances, you may need to delete a process from a Foreign National’s file. Maybe an individual does not wish to pursue all the processes they started, or the process was created in error. In any case, deleting a process can be done easily.

Please note that new cases or processes will not generate a case creation fee if deleted within 24 hours.

The following steps apply only if a Foreign National’s case has more than one process assigned to it. If there is only one process and you still wish to remove it, then the entire Foreign National file must be deleted.

Note: Once processes are deleted, they cannot be restored.

1. Search for the Foreign National you want to delete the process for.

2. Select the Processes Forms tab from the FN’s case file, then click Assignments.

3. Select the specific process you wish to delete from the dropdown list that appears in the Case Assignment section. Once selected, the screen will refresh to show the process.

4. Click the Delete Process button in the lower right.

5. A warning box will appear asking for verification of the deletion. Click Yes to proceed.

The forms created in Edge are protected with PDF Document Security that restrict editing and modification of the form. This security is intended to protect the work product of our users and to prevent unintended changes that could impact a client’s case. 

Attempting to make certain changes to the form may prompt for a password. If additional changes need to be made to the form, such changes should be made within Edge by placing the form back into the “Draft” stage.

The Edge system carries the flexibility to create custom fields for users to provide additional data fields to be used and reported on as necessary. Setting these items however, is something only administrators can carry out and apply across an organization’s system for use.

To set custom fields, please proceed with the following steps: 

1. From the Edge dashboard, click the username in the upper right.

2. Click Administrative Settings from the dropdown menu.

3. Within the Admin settings page, click Custom Fields.

4. Enter in desired custom labels for FN, Process, HR,or Address Book .

5. Click Update Info.

Once these custom fields are added, they will appear in different areas dependent on their categorization.

• FN Fields - Located under Financial Misc tab within FN profile.

• Process Fields - Located under Processes Forms tab, Assignment folder within FN profile.

• Address Book Data - Located in Address Book Contact record.

• HR Fields - Located in the Misc tab within the HR contact record

In order to generate a set of completed questionnaire pages in a printable format, please proceed with the following steps. 

1. From the Edge dashboard, navigate to the profile of the Foreign National that completed the questionnaire.

2. From the FN profile, hover your cursor over Processes/Forms and click Questionnaire from the dropdown that appears.

3. Select checkboxes for each desired under the Locked (Set I) column.

4. Click Update Info in the upper right.

5. Click the paper document icon underneath the Locked (Set I) column header.

6. A message will appear reading: “Locked Questionnaires in PDF is being generated and will be available in OnDocs shortly!”

7. Hover cursor over OnDocs Notes and select Documents from the dropdown.

8. Click PDF Locked Questionnaire Set I.

9. Click Download Document.

10. Once document is opened, click the Adobe printer icon to print page(s).

To generate and print a blank questionnaire, please proceed with the following:

1. From the FN profile, hover your cursor over Processes/Forms and click Questionnaire from the dropdown that appears.

2. Check the pages needed by selecting the appropriate boxes in the Set I for this Process column.

3. Click Update Info in the upper right.

4. Click the paper document icon underneath the Set I for this Process column header.

5. A message will appear reading “Selected Blank Questionnaires in PDF is being generated and will be available in OnDocs shortly!”

6. Hover cursor over OnDocs Notes and select Documents from the dropdown.

7. Click PDF Blank Questionnaires Set I.

8. Click Download Document.

9. Once document is opened, click the Adobe printer icon to print page(s).

There are a variety of reports available for pulling information within the Edge system. In order to create a specific A/R Report, please proceed with the following steps:

1. In Edge, select the Reports module.  

2. From the Report Type drop down list, select A/R Report, then click on View.

3. The report Templates screen will appear.  

4. A default Firm Activity Report will appear, you can use this default template or click the New Template button to add a new report.

5. If adding a new template enter a Report name, then click Update Settings.

6. Select the following report filter options:

   • Shared or Private

   • Report Type

   • Scope

   • Level

   • Show FN’s

   • Date Range

   • Group By

7. Click the Update Settings to save changes.   

8. Click the Run Report button to generate the report, or schedule the report to run on a specific day for larger size reports.