Filenotes / Recording Developments on your clients’ applications

The MARA has stated that agents must maintain “proper records that can be inspected by the Authority, including the notes of every substantive oral communication with clients”. The filenote system in Migration Manager is a convenient tool which streamlines the process of recording details of developments in your clients’ applications. Rather than maintaining haphazard notes, the system provides for simple organization into logical categories, and each entry in a filenote is time-stamped in chronological order at the touch of a button. The filenotes system acts as a central repository for internal communications as well as recording developments affecting the clients' files. This means the information on files is always available for the agent's review instead of being spread around in several locations (such as one or more users' personal Outlook folders!).

Filenote Detail form for maintaining a written record of developments/decisions etc in relation to clients’ files.  The form contains a number of fields and features, including: 2-stage Deadline Date Review Date “Send to…” [another user] Header (or title) Status Insert Hyperlink

Each filenote contains three date fields:

1. Deadline Date

This is the absolute back-stop date by which the particular issue in this matter must be addressed.

2. Desired Completion Date

An example of this would be where an agent may have a policy where, as far as possible, all issues are dealt with by no later than 2 weeks prior to the Deadline Date

3. Review Date

This is the date on which the relevant users will next receive a prompt to deal with this matter. On the review date, a prompt is delivered to the relevant users’ inbox (see brochure), indicating that the particular matter is due for their review.