ImmigrationAI by Filevine is a companion tool to the Filevine platform that streamlines the process of gathering information and completing USCIS forms. 

The ImmigrationAI tool pulls key contact information and documents from an associated Filevine project. Additionally, ImmigrationAI uses a Filevine-trained AI model to: 

1. gather specific information contained in common identification documents provided by clients to their attorney during the immigration process, and 
2. alert the preparer of any differences between data in Filevine and what’s contained in the selected documents, allowing a preparer to select what information will go into the USCIS form(s). 

The tool then fills the selected USCIS forms, and sends them back to the Filevine project.

Set Up

ImmigrationAI is a paid feature, and requires a Filevine Immigration License and the Docs+ suite. It is recommended that you also purchase Filevine Doc Assembly (FVDA), as future plans for the tool will leverage this technology.

Upon purchasing ImmigrationAI tool, you will be asked for your Filevine Org ID and the email address of the user you’ve chosen to add as an administrator (admin) in the tool. Once you have provided this information, the admin user will receive login details.

Organizations

The admin user can view the Organizations section inside of the ImmigrationAI tool. This section lists all Filevine Orgs that have been added and are available to pull data from as part of the process. 

Add Users

Once the admin user has logged in, they can add any additional users and set their roles and permissions in the tool. Users can be added in the Users section.

Create Filings

The ImmigrationAI tool includes five steps to gather information and complete the selected USCIS forms:

1. Select Project and People
2. Select Documents
3. Select USCIS Forms
4. Complete Smart Questionnaire
5. Review Finished Forms

To get started, click Create Filings in the top left corner. 

Project and People

Under the first step, Create Filing, select the Filevine project from which you would like to pull the Filevine contact and document information. Select the start date (defaulted to the current date) and the due date (the date by which you’d like the USCIS form filling process to be completed). 

Upon selection of the Filevine project and dates, you will be prompted to select the people involved and their role in the filing. Under Primary Involvement, select the Filevine contact for the preparer and for the immigrant. Then, click Add More to add any other involved parties, like relatives of the immigrant, and select their role from the dropdown options. 

Once you have chosen all the people or companies involved, their respective roles, and whether they’re a G-28 represented party, click Save & Next. 

Documents

In the second step, Document Intake, select the identification documents that will be needed for the process from the Filevine project. The Filevine-trained AI model will capture information from these documents. The captured information is then checked against the information contained in the person’s Filevine contact. 

Click Add Document. Search for and select the document from the Filevine project. Select the person the document relates to and the type of document from the dropdown. Click Submit for Process. 

Once the document has been submitted, the AI will review the information and compare it against the contact information in Filevine. Click the document icon next to the Search Document field to preview the selected document inside the ImmigrationAI tool. Under Conflict Preview, review any information conflicts and select the information you want to use. You are also able to edit any information inside the field, if needed. 

Once you’ve reviewed the conflicts and selected the desired option, click Save. The document is listed, and can be previewed or deleted. Click Add Document and repeat the process for all desired people and documents. Once you have completed this process, click Save & Next. 

USCIS Forms

In step three, USCIS Forms, search for and select the forms you need from the left side, and click on the arrows to move them to the Selected Forms box on the right side. Once you have selected and moved all the forms you’d like to generate to the right side, click Submit.

The filing is then created. You can view it in the Filings dashboard section. To complete the fourth step, the Smart Questionnaire, click into the Filevine dashboard. 

Smart Questionnaire

The Smart Questionnaire step takes into account: 

1. the people involved and their roles
2. the information captured by the AI document processing
3. which USCIS forms are involved

It then creates a list of questions specifically for the filing. Any information captured in steps one and two will be automatically filled into the questionnaires, so that the person filling out the questionnaire only has to do a check and confirm process for those questions.

The questions also have conditional logic built in, so that only applicable questions are asked. This process has been designed to maximize efficiency and accuracy for those completing or reviewing the questionnaires. 

To begin the Smart Questionnaire process, navigate to the Filings dashboard section and click on the project name to open the detailed view of the filing. On this page you can view the questionnaires for all relevant parties. 

To fill out a preparer questionnaire, click on the write icon to the right of the Status box for the preparer. To provide questionnaires to the other involved parties, you can either 

1. use the Copy Link button to send them a secure direct link for them to complete the questionnaire themselves, or 
2. click the write icon to the right of the Status box for their questionnaire to fill out the questionnaire together.

The questionnaire can be filled out in up to 170 languages. Click Select Language at the top right of the questionnaire and select the desired language from the dropdown. 

The question mark to the right of each question gives additional guidance and clarity on what information is being asked for, helping cut down on the number of blank fields in the questionnaire. (The help text also translates into the selected language, if applicable.)

The questionnaire does not need to be filled all at once. To save your progress, click Save Draft at the bottom of the questionnaire. Once you have filled out a page in the questionnaire to the best of your ability, click Submit to move on to the next page (if any). You can track which page you’re on by looking in the pane on the left side of the questionnaire.

Review Finished Forms

Once the questionnaire is completed, the filing will be automatically moved into a “Questionnaire Complete” stage. This status signals the preparer to manually move the questionnaire into “Needs Review” status and complete their review of the questionnaire answers. 

Upon the preparer’s completion of their review of the questionnaire, they will manually move the status to “Reviewed.” Once all questionnaires are in “Reviewed” status, the preparer can move the filing to “Send to Filevine.” Moving filing to this status will fill the selected USCIS forms and return them to the Documents section in Filevine as a .ZIP file.

Filings Dashboard Section

Click Filings in the left side menu of ImmigrationAI tool to navigate to the Filings dashboard section. Here, you can see a list of created filings, including the following information:

• ID number
• Project Name
• Preparer
• Start Date
• Due Date
• Status
• Created by (role)

Click on the project name of a filing to view additional details about the filing, the parties involved, and each individualized questionnaire. At the bottom of this page, you’ll see additional information such as the activity in the filing process, the people involved and their roles, the documents processed by AI, and the USCIS forms selected. 

Users Section

Click Users in the left side menu of ImmigrationAI to navigate to the Users section. Here, you can view a list of users, including their email address, role, and Org. 

Click Add User in the top left corner, or click the write icon under the Action column to edit an existing user. Fill or edit the user’s name, email, Org, and role, and Submit to save.