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Zoomee Virtual Assistant

Zoomee Virtual Assistant

What does it offer?

Zoomee is an intelligent robotics process automation RPA bot which is skilled and trained to handle specific immigration processes, enabling Law firms to:

  • Slash case processing times

  • Automate various case processes

  • Eliminate data entry errors

  • Reduce manual re-work due to human errors

  • Reduce cost of operations

  • Increase efficiency of the staff

  • Increase customer satisfaction

  • Prepare data and insights to grow your business

Zoomee Attributes

 

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Zoomee Skills

Skill – Update Government Notice

Brief

Read Government Notices and update the notice information into the INSZoom application, to keep the foreign national data and case status up-to-date.

Details

  1. Reads the receipt files from cloud storage

  2. Finds the relevant foreign national or case record with intelligent search parameters

  3. Validates the record for error, duplication etc. (prior to processing)

  4. Generates exception report record (if unable to resolve)

  5. Updates relevant data as provided (read) in notice. Uploads the notice to documents menu at case level with relevant tags. (government doc item)

  6. Sends email (with access to uploaded notice/document) to Case stakeholders/parties (such as Foreign Nationals, Case Managers, HRs) as per configuration.

    1. Communication is an optional feature and Firms need to subscribe for it. By default, Communication feature is OFF for any Firm.

    2. Email templates are provided out-of-the-box at Knowledge Base > Email Templates and Firm administrator can configure these as per need.

  7. Generates report of all transactions

Supported Notices

  1. Receipt Notices

  2. Approval Notices

  3. ASC Appointment Notices (biometrics, etc)

  4. Denial Notices

  5. RFEs (Requests for Evidence)

  6. Transfer Notices (workload transfers)

  7. Withdrawal Notices

  8. Notice of Individual Hearing - Removal Proceedings

  9. Notice to Revoke

  10. Notice of Action

  11. Notice of Naturalization Oath Ceremony

  12. FOIA Response

Supported Case Types

I-102, Application for Replacement/Initial Nonimmigrant Arrival-Departure Document
I-129, Petition for a Nonimmigrant Worker
I-130, Petition for Alien Relative
I-131, Application for Travel Document
I-140, Immigrant Petition for Alien Workers
I-192, Application for Advance Permission to Enter as a Nonimmigrant
I-212, Application for Permission to Reapply for Admission into the United States After Deportation or
Removal
I-290B, Notice of Appeal or Motion
I-360, Petition for Amerasian, Widow(er), or Special Immigrant
I-485 Supplement J, Confirmation of Bona Fide Job Offer or Request for Job Portability Under INA Section
204(j)
I-485, Application to Register Permanent Residence or Adjust Status
I-539, Application To Extend/Change Nonimmigrant Status
I-589, Application for Asylum and for Withholding of Removal
I-601, Application for Waiver of Grounds of Inadmissibility
I-751, Petition to Remove Conditions on Residence
I-765, Application for Employment Authorization
I-821D, Consideration of Deferred Action for Childhood Arrivals
I-824, Application for Action on an Approved Application or Petition
I-90, Application to Replace Permanent Resident Card
I-918, Petition for U Nonimmigrant Status
N-336, Request for a Hearing on a Decision in Naturalization Proceedings (Under Section 336 of the INA)
N-400, Application for Naturalization
N-600, Application for Certificate of Citizenship

Details

  • Upload each receipt notice as separate scanned copy or all receipts of a day as single scanned copy with a blank page separating two documents.
  • Zoomee processes the documents received from each customer received till 6 PM PST every day.
Zoomee Steps:
  • Reads the receipt files from cloud storage
  • Finds the relevant foreign national or case record with intelligent search parameters
  • Validates the record for error, duplication etc. before processing
  • Generates exception report if it cannot resolve a situation
  • Updates relevant data as available in notice. Uploads the notice to documents menu at case level with
  • relevant tags. Document is named as <FN First Name>_<FN Last Name>_<Petition
  • Category>_<Receipt Type>_<Case ID>.pdf
  • Generates report of all transactions

 

User can find all uploaded receipts at each Case profile > Receipt Numbers. Related scanned files are visible in respective receipt view itself as well as in Case profile > Docs Checklist/Documents > Gov Documents.

 

 

Receipt Types and related steps

1. Receipt Notice

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
  • Upload the receipt copy to Case Documents with tags - Receipt, I-797
  • Update Priority date if any at Case > Details & Dates

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2. Approval Notice

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
  • Update the case status to “Approved”
  • Upload the receipt copy Case Documents with tags - Receipt, I-797, Approvals

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If Customer is using INSZoom’s out of the box Status Templates, ZoomeeBot will additionally update the following areas:

  • Update I-797 and I-797 History at Foreign National Profile > US Immigration Info
  • Update Current Arrival/Departure Info (I-94) at Foreign National Profile > US Immigration Info, if applicable

 

ZoomeeBot will update I-797 and I-94 validity information per nonimmigrant approval notice based on the following Case Type and Class mappings. New Case Type and Class mappings will be added to the list below as they’re identified by ZoomeeBot.

Case Type Mapping

Case Type - Zoomee.jpg

 

Class Mapping

Class Mapping - Zoomee.jpg

 

3. ASC Appointment Notice

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
    Add calendar appointment for case manager and foreign national
  • Upload the receipt copy Case Documents with tags - ASC Appointment Notice
  • Update Biometric details at Foreign National Profile > US Immigration Info

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4. Denial Notice

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
  • Update the case receipt status to “Denied”
  • Upload the receipt copy Case Documents with tags - Receipt, I-797, Denial
  • Update I-797 and I-797 history at Foreign National Profile > US Immigration Info

5. RFEs

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
    Update the case status
  • Set the RFE deadline date
  • Upload the RFE copy Case Documents with tags - RFE

6. Withdrawal Notice

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
  • Update the case receipt status to “Withdrawn”
  • Upload the receipt copy Case Documents with tags - Receipt, I-797

7. Transfer Notice

  • Update the receipt notice details for a case at Case Profile > Receipt Numbers
  • Upload the receipt copy Case Documents with tags - Receipt, I-797
  • Upload the receipt copy Case Documents with tags - Receipt, I-797

8. Notice of Individual Hearing - Removal Proceedings (deportation)

  • Update the receipt notice details for a case at Case Profile
  • Create appointment

9. Notice of Intent to Revoke (NOIR) - Post Approval RFE (under development)

  • Update the receipt notice details for a case at Case Profile

 

How it works?

There are few pre-requisites essential to setup Zoomee. The same are listed below-

  1. INSZoom needs (accounts mgr):

    1. Setup Zoomee account

      1. Zoomee requires a user account (ID and Password)

      2. Zoomee (user account) will be named “Zoomee User”

      3. All transactions (changes) made by Zoomee will show “Created By” or “Updated by” - “Zoomee User”

    2. Partner with customer to identify customer point of contact for:

      1. Delivering daily summary and transactions report (summary & detailed report)

      2. Resolve any issues

    3. Provide access to cloud drive (secured FTP) for uploading files

    4. Show customer all subscribed Zoomee skills and related steps

  2. Customer needs:

    1. Proper document scanning setup (see below for more details)

    2. Appropriate internet connection to upload scanned documents to cloud drive (secured FTP)

    3. Images scanned vertically, showing all pages with all fields/data legible

    4. Blank page between documents (if scanned in single upload)

    5. Customer contact should be available to review errors, corrections or new unidentified documents with INSZoom Zoomee support contact (when appropriate)

  3. Service Levels

    • Daily summary update time of day should be discussed/reviewed with customer contact and a general time agreed (check internally if there are any specific SLA requirements in SOW). This includes a general understanding customer internal process of when files/documents are going to be uploaded to sftp.
    • Review with customer contact if multiple file-upload checks are required daily (and what times / schedule to check for new files found)
    • Should be available to review errors, corrections or new unidentified documents with
      customer contacts (when appropriate)

Report

The Zoomee bot is designed to seamlessly upload the documents in the application. This is a background activity and is not directly visible to users. To allow the users to be able to have visibility on the actions initiated by the Zoomee bot, we have introduced Zoomee Reports – Govt Notice Update Log Report in Reports 3.0.

This report brings out the logs of the attempted document upload by the Zoomee bot. If successful, the Zoomee Report lists the activity under the Notice Log Report, and if unsuccessful, the activity is recorded under Error Log Report.

The columns for the Notice Log Report include columns such as Case ID, Case File Number, Receipt Number, Receipt Type, Notice Added Date, Notice Update Status and more.The columns for the Error Log Report include columns like Error Description, Error Log Date, Status, and more.

Below is the screenshot of the report.

 

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Get Started

"Zoomee Virtual Assistant" is one of the subscription features offered by INSZoom that comes under the category of 'Workflow and Automation' features. Firm admins can subscribe to this service by clicking on the Subscribe button from Setup > Subscriptions module.

 

Best Practices and FAQ?

Optimal Scanned Image Resolution for OCR (Optical Character Recognition)

  • For regular texts (font size 8-10 points) it is recommended to use 300 dpi resolution.
  • If scans have a smaller resolution, for example 200 dpi, then 10 point font will be too small. To compensate the “missing” pixels, the image will be scaled internally (up to 400 dpi). Low image quality (i.e. resolution) may lead to not only quality but also speed degradation as uncertainty in character picture produces more recognition variants to process (inefficient).
  • For smaller font text sizes (8 points or smaller) we recommend using 400-600 dpi resolution.
  • Consideration : An OCR software's ability to accurately analyze a document is dependent on the condition of the original and/or quality of the digital file.

What is the largest supported font size for OCR?

  • The largest font OCR can handle is 5cm or 140pt.

What is the largest image size in pixels?

  • Currently, up to 32512*32512 pixels. (Mar 2020)
  • Bigger images have to be cut and the segments have to be processed separately (which can result in errors - not recommended)

Factors affecting OCR accuracy:

Textual

Special fonts (typewriter), super small fonts (6pt), and low contrast text can all decrease the accuracy of the OCR software. Sometimes, OCR software will not be helpful to use at all. For example, OCR software cannot recognize handwritten documents with any degree of accuracy.

 

Scanning

Getting a quality image is the first step in having the best and most accurate OCR output. Consider such things as resolution, brightness, straightness, and discoloration before you scan your text.

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