If you need to update or customize your case workflow, you can easily make the changes. ImmiBox allows you to tailor workflows based on your firm's unique case processing requirements.

Whether you prefer a structured, step-by-step workflow or a more flexible task flow, the system adapts to the way your team manages cases.

This ensures better coordination, improved accountability, and complete visibility throughout the lifecycle of every case.

Let's begin. From the dashboard, navigate to the left-hand panel. Click on Administration. Then select Settings. The Settings page will open.

From the left panel, click on workflows. Here you will see the list of workflows created for different case types.

Users can quickly review manage and customize workflows based on their firms processing requirements.

Then under the Actions menu you will find four options.

View to review workflow details,

Edit to make changes,

Clone to duplicate an existing workflow,

Inactivate to deactivate a workflow when needed.

If a case has already been created using that workflow, then activate/inactivate, or edit options will not be visible.

Now let's create a new case workflow using the I-140 case type as an example.

On the workflows page, navigate to the right-hand side and click Add Workflow. The Add Workflow window will appear. Select a predefined workflow template based on the case type. These templates already include commonly used workflow stages, which can later be customized as needed.

ImmiBox provides predefined workflow templates for different case types to ensure all important case steps are already included.

Firms can further customize these workflows based on their internal process requirements.

For example, workflows can be configured with Paralegals, Supervisors, or Attorneys depending on the firm's structure.

Solo practitioners can also assign the complete workflow directly to an Attorney.

Enter a name for the workflow.

Next, choose the flow type.

You will see two options, Free Flow and Sequential.

Free Flow allows case tasks to be completed in any order. This option provides flexibility in case processing.

Sequential flow follows a fixed, step-by-step.

Each step must be completed before the next step begins.

This ensures a controlled and organized case workflow.

Select the option that aligns with your firm's case management process.

Then, click Save.

The Workflow Configuration page will now open.

You will see questions such as when a case is created, who will perform the task, and who should be notified.

For each section, follow the same format.

In the first field, select the user responsible for processing that case step.

In the second field, select the person who should receive notifications.

In simple terms, assign the responsible user first, then assign the notification recipient. This ensures clear responsibility while keeping the appropriate team members informed throughout the case process.

Please note, some actions are predefined by the system and cannot be disabled. However, certain actions can be enabled or disabled based on your firm's requirements.

Click Continue to move to the next section. Complete the required information, then click Continue again.

Once all steps are configured, click Submit.

Your workflow is now successfully saved in the system.

ImmiBox helps law firms standardize workflows while still allowing flexibility based on their operational structure and case management process.

Once the workflow is created and activated, it can be assigned to a specific Case Type through Case Configuration.

Navigate to Case Configuration from Settings.

Select the required Case Type from the list.

Then choose the workflow from the available workflow list and save the configuration.

You can also click on Preview to review the workflow structure before assigning it.

Once configured, whenever a new case is created under that Case Type, the selected workflow will be automatically applied to all Case Subtypes associated with that Case Type.

This helps maintain a standardized process, improves task management, and ensures users follow the configured workflow structure throughout the case lifecycle.

Note: The workflow configuration will apply only to newly created cases. Existing cases will not be affected.