Document Register / Document Manager

Paper is a necessary evil in most lines of business. The statistics in relation to the amount of time the average office worker spends looking for documents are eye-opening. Rather than quoting some of the research in this field, we shall simply say that Migration Manager provides tools to reduce the risk of documents being lost (or ‘temporarily misplaced’ due to a fellow worker retaining it for a time!).

Incoming documents can be scanned and saved to the system. The hard copy of the scanned document can then be filed away. Since many of the documents received by the agent will later be lodged with DIMA as part of the application material, it is unlikely that a truly ‘paperless’ system for migration agents would be workable. However, Migration Manager paves the way for agents to adopt a system in which they (and their staff) no longer rely on the ‘hard copy’ of the document for their day to day review and decision making. Instead, they can simply access Migration Manager’s Document Register for instant access to a ‘soft copy’ of all documents received or sent in relation to any of their files.

All incoming documents are scanned and saved to the relevant client’s file. An entry to the Document Register is then created. Outgoing documents are also entered into the Document Register. Using hyperlinks, each entry in the document register can open the relevant document at the click of a button. Document Register, as its name implies, provides the agent with a register of all documents in and out of the practice, ensuring that the agent is able to access all documents quickly at all times. The Register can be sorted by date, document title and any other relevant field. Fields within Document Register can also be incorporated in reports using the Reports Selector Interface (see above), so users can say, for example, “Show me all documents received for Client ‘X’ between date Y and date Z where the document title contains the word ‘Medical’”.

This screenshot shows the Document Register, which is accessed from within the Client Detail form. Document Register is used to track both incoming and outgoing correspondence, whether it be letters, faxes or e-mails.  Whatever is sent or received in relation to a client can be recorded here. The Document Register can prove invaluable to the agent when reviewing a client’s file for any required follow-ups.