Immigration case management with secure portals for admins, lawyers and applicants

About the client

The client handles visa and immigration cases, working between applicants who supply information and documents and the lawyers who check them before filing.

The challenge

Applicants received long visa questionnaires by email and returned them in different formats. Supporting documents came in over weeks, often as attachments to unrelated messages.

Lawyers had to search inboxes to answer applicant questions and confirm that each document was correct, and admins had no quick way to see which cases were waiting on whom.

What we built

We designed the process around three portals on Zoho Creator, each showing only what that person needs.

• Admin portal: Assigns each immigration case to a lawyer and downloads the finished visa forms together with every supporting document.
• Lawyer portal: Lets lawyers answer applicant questions inside the case and check, approve or reject each uploaded document.
• Applicant portal: Guides applicants through the visa questionnaire step by step, submits it for approval and collects the documents the lawyer asks for.
• Zoho CRM link: Keeps applicant and case records in Zoho CRM so the firm sees its whole caseload, not just individual files.

Zoho apps used

• Zoho Creator: Portals, questionnaire, document requests and approvals
• Zoho CRM: Applicant records and case pipeline

What changed for the client

Questionnaires and documents now arrive through one secure channel instead of email. Every case shows its lawyer, its status and what is still missing, and the complete application pack can be downloaded when it is ready to file.