Case Summary Section | Form and Document List | Messaging (Chat) Window | Case Status and Status History
The Visa Application page is a collaboration portal between the Migration Agent, their assistant (Processor) and you or your Representative involved in the Case. It provides:
- Case Summary which is a summary of the case.
- Form and Document list which lists every document which the your company needs to provide and provides How-To guides for those documents. As you or your Representative upload documents, your Migration Agent can review those documents and Approve or Reject them individually so all parties can see at any time what is still outstanding on the Case.
- Messaging (Chat) window which allows you to communicate with your Migration Agent or their assistant and eliminates the need to manage emails relating to the Case.
- Case Status and Status History so that everyone can see the progress of the Case.
NOTE: You can only upload documents or use the Chat if you are the Representative assigned to the Case
Case Summary Section
The Case summary section tracks the current Case Status and who is involved in the Application.
DIBP Officer
For some applications it is relevant to know who the DIBP case officer is. Your Migration Agent may set this field.
Process Stage
This is a convenient way for your Migration Agent to let you know what is currently happening on the Application.
Form and Document List
This is a list of documents, which your Migration Agent is asking you to provide in support of the application. As you upload your documents (the blue button) your Agent will use the Retrieve (the green button) to view and review them. The Migration Agent will then set the document status to Approved, Reviewed or Rejected. This means you know exactly what the status of all the documents are at any time and can see what information is outstanding.
Templates and Instructions
Form Templates are copies of the current DIBP forms. You can download these and print and fill them in. Discuss with your agent any details you don’t understand.
Document Instructions are How-To guides written in plain English to help you and your sponsored employees understand DIBP requirements for the various documents you need to provide.
Upload and Retrieve
The Upload button allows you or your Migration Agent to upload a form or document into a Case. When uploaded, the Status of the document automatically changes to Received.
You can view any document by clicking Retrieve button next to it. This opens a viewer so you can quickly check the form or document without having to download it to your computer. If you do want to download it, simply click the Green arrow in the viewer.
DIBP Documents
This section provides a comprehensive list of the documents your Migration Agent may receive from DIBP during and at the conclusion of the application process. It is provided for the use of the Agent and Processor to ensure that all relevant documents are captured into the Case and to provide you with a complete record for future reference.
Additional Documents
In many Cases there are documents provided for which there are no pre-configured places. The Additional Documents section allows you to upload these documents into the Case. Once uploaded you can see their Status just like any other document.
Messaging (Chat) Window
One of the biggest issues in Case management is tracking and storing all the related emails. The iVisa system eliminates the vast majority of this problem by using the Messaging Window to communicate with your Migration Agent. Using the Messaging Window keeps all communications in one place. When you send a message, your Migration Agent can see it in their Chat Window in the Case, but also receive an email with the contents of the message so that they know to log in to reply to you. (they can’t reply to the email) Similarly if they message you in the Case, you will receive a notification email. (unless you ask the Migration Agent to turn off your notifications) |  |
Case Status and Status History
The Case Status History is managed by your Migration Agent and lets everyone involved in the Case see the Case progress over time. Key Case Statuses are:
Expired This status is set automatically when the Expiry date is reached
Cancelled If DIBP cancels a Visa
Suspended Used if the application becomes inactive
Withdrawn For applications which are withdrawn
Expiry This status is set at the same time as the Granted status and is used to track the expiry of a Visa
Granted DIBP grants a Visa, Nomination or SBS (or Skills Assessing Authority issues positive outcome)
Info Requested – DIBP Date that DIBP requests more information. Your Agent would normally discuss this with you.
Lodged Decision Ready Lodgement of the Application
Lodged Incomplete Lodged, but there are outstanding documents to be submitted.
RCB Lodged Regional Certifying Body application – required for Subclass 187 applications.
Reviewing You have submitted sufficient documents for lodgement and the Migration Agent is reviewing the Case
Submission Authorised This is only settable by the you or your Representative and can be used as authority to lodge.
Preparing This is set when the Migration Agent first starts working on the Case
Agreement Received This is typically used on a Case when a signed Agreement for Services has been received back from your Company
Deposit Request Sent Used when an initial payment has been requested
Agreement Sent Set when an Agreement for Services has been sent
Advice Sent If an Advice is sent to you
Not Proceeding May be used where where you decide not to proceed.
Created This status is automatically set when the Case is created in the system.
The Case Status affects what actions can be performed within a Case – for instance when a Case is set to Lodged, Lodged Incomplete, DIBP- Information Requested, Granted or Expired, the Case is locked and no further uploads of forms or documents is possible.