Case Management & Workflow AutomationPurpose
1.2. Enables fully automatedly digitizing every inbound form, capturing applicant data, securely storing documents, automating notifications, and initiating official case records.
1.3. Ensures compliance, accelerates eligibility checks, automates assignment to officers, and initiates stepwise workflows—all while maintaining full audit trails needed for government case management.
Trigger Conditions
2.2. Automates when online web intake form is completed.
2.3. Triggered by scanned paper document arriving in monitored folder/FTP/SFTP.
2.4. Kickstarts automation when SMS/MMS or chatbot receives a document.
2.5. Initiates upon webhook events from 3rd-party intake portals or kiosks.
Platform Variants
3.1. Microsoft Power Automate
• Feature/Setting: Automates extraction by configuring "When a new file is added" from OneDrive/SharePoint triggers. Set up Form Recognizer AI Builder.
3.2. Google Cloud Document AI
• Feature/Setting: Automates parsing by configuring Document Processor API with triggers from Cloud Functions on upload to Google Drive or Cloud Storage.
3.3. Zapier
• Feature/Setting: Automate with “New Attachment in Gmail” trigger paired with PDF Parser or Formstack Document actions.
3.4. UiPath
• Feature/Setting: Automatedly schedule bots to monitor folders and launch Document Understanding workflow for OCR, classification, and data extraction.
3.5. Kofax TotalAgility
• Feature/Setting: Automate case intake with “Create Job on New Document” trigger via monitored email or folder and map fields to business process models.
3.6. Abbyy FlexiCapture
• Feature/Setting: Configure Input Data Processing API to automate classification and data extraction of intake documents from emails or output folders.
3.7. MuleSoft
• Feature/Setting: Use HTTP Listener/FTP Connector to automate intake and DataWeave to transform extracted data and route to CRM/Case systems via API.
3.8. Salesforce Flow
• Feature/Setting: Automate web intake by integrating Web-to-Case and setting Flow orchestrations for notifications, validations, and assignments.
3.9. Box Relay
• Feature/Setting: Configure workflow automation to trigger on new file uploaded, then automate routing to e-signature, review, and storage folders.
3.10. AWS Lambda + Textract
• Feature/Setting: Automatedly run OCR/data extraction with Lambda function triggered by S3 bucket upload and feed output to DynamoDB or SNS.
3.11. DocuSign eSignature
• Feature/Setting: Automate receiving, parsing, and routing signed intake forms using the Connect Webhook/API event triggers to link with case management.
3.12. Formstack Documents
• Feature/Setting: Automate data intake using “Form Submitted” trigger, map fields, and connect to workflow or notification integrations.
3.13. Adobe Acrobat Sign
• Feature/Setting: Automated routing and form data extraction via REST API, linking signed documents into automated case workflows.
3.14. JotForm
• Feature/Setting: Use “Form Submission” webhook automation to route completed forms to downstream immigration processing flows.
3.15. IBM Robotic Process Automation
• Feature/Setting: Schedule RPA automators to monitor email or shared drive, launching document ingestion and passing data into government systems.
3.16. ServiceNow
• Feature/Setting: Automate intake form creation using Virtual Agent or Service Portal triggers, integrated with Flow Designer for automated routing.
3.17. Smartsheet
• Feature/Setting: Automates form-initiated row creation, then conditions trigger workflow to route, notify, or escalate new immigration cases.
3.18. AirSlate
• Feature/Setting: Configure Bots to automate detection, data parsing, and upload to designated governmental case repositories.
3.19. Pega Platform
• Feature/Setting: Automate “Case Type” initiation on intake form event and use data transforms to launch full citizen workflow.
3.20. Integromat/Make
• Feature/Setting: Automate document ingestion pipelines from email, cloud storage, or API, running PDF parse and routing modules in sequence.
Benefits
4.2. Enables always-on automated intake, accelerating eligibility validation and assignment.
4.3. Ensures secure, consistent, and compliant recordkeeping and audit trails.
4.4. Removes bottlenecks by automating alerts, acknowledgments, and next steps.
4.5. Enables end-to-end workflow automation, increasing transparency and reliability in immigration case management.