Creating Your First Case

A case in Prima.Law is the central workspace where all case-related work happens. It brings together contacts, forms, Smart Interviews, checklists, documents, communications, billing, and deadlines into a single, organized workflow. This article walks through the full process of creating your first case and explains what each part of the Case Page is used for.

What a Case Represents in Prima.Law

A case is not just a container for forms. It is a structured workflow tied to a specific legal matter. Each case:

Pulls data from the contact it is created under
Uses predefined or custom case types to guide work
Tracks deadlines, progress, and responsibilities
Centralizes all documents, communications, and billing

Once a case is created, it becomes the primary place where casework is performed.

Creating a New Case

You can create a case from multiple locations in Prima.Law, and the setup flow is the same regardless of where you start.

Creating a Case from the Home Page

From the Home page, click the plus (+) button in the top menu and select New Case under the Cases section. The Home page also shows overdue cases and recently viewed cases, but creation always begins from the same New Case interface.

Creating a Case from a Contact Page

You can also create a case directly from a contact:

Open the contact
Go to the Cases section on the Contact Page
Click New Case

When creating a case from a contact, the contact is already selected, so you do not need to choose it again.

Step 1: Case Basics

The first screen of the New Case interface collects core identifying information.

Case Number

Case numbers are generated automatically by Prima.Law. They are system identifiers based on creation order and cannot be edited.

Case Custom Name

The custom name is optional and used for internal clarity. Many firms use naming conventions or internal codes to make cases easier to identify in lists and reports.

Case Tags

Tags are optional and work similarly to contact tags. They allow you to filter, group, and organize cases later, especially when using the Case Management Board.

Retainer Amount

You may enter a retainer amount if you want to track it for reference or billing purposes. This field is optional.

Step 2: Choosing a Library and Case Type

Library Selection

The library determines which case types are available. Common libraries include:

General
Immigration
Federal Court
Social Security Administration
State-specific libraries (such as California or Michigan)

If you only have access to the Core (General) library, you will see a limited set of case types. Administrators can create custom case types within the General library if needed.

Selecting a Case Type

Case types define the workflow, forms, checklists, and flows associated with the case. Because the list of case types is extensive, searching is recommended:

Search by form number (for example, I-130, I-485, I-765)
Search by keyword (such as VAWA, adjustment, visa)

This flexibility allows you to quickly locate the correct case type even in large libraries.

Step 3: Assigning the Contact

If the case is created from the Home page or Case Management Board, you must select the contact the case belongs to. If it is created from the Contact Page, this step is skipped automatically.

Cases should always be created under the primary individual or entity associated with the matter.

Step 4: Assigning Staff

You must assign at least one staff member to the case. Options include:

Primary attorney
Primary paralegal
Additional attorneys
Additional assistants

At minimum, one attorney or one paralegal must be assigned.

Step 5: Dates and Deadlines

You can set:

Expiration date
Completion goal date

These dates power overdue case tracking and deadline visibility throughout the system.

After completing this step, click Save to create the case.

The Case Page Overview

After saving, you are taken directly to the Case Page. This is where most casework happens.

Top Section: Case Header

The header includes:

Case name
Options to edit, close, or delete the case
Client Portal sharing options
Case tags

Contact Information

This section mirrors key contact data:

Name
Email
Mailing address
Phone numbers

Case Management Fields

You can assign:

Status
Meta status
Priority

Statuses and meta statuses are managed from the Case Management Board and used for filtering, sorting, and reporting.

The Last Contacted field allows you to track recent client communication.

Important Notices are shared between the contact and the case. Related contacts are displayed here and are critical for form role assignment and autofill.

Case Page Tabs

Case Details

This tab displays informational data, including:

Assigned staff
Filing attorney
Sign date
Completion goal date
Retainer amount

Flow

The Flow tab provides a step-by-step task outline for the case. Flows:

Are prebuilt for library case types
Can be edited, reordered, or expanded
Can be imported from other cases
Support bulk actions and printing

Flows are especially helpful for training staff and standardizing processes.

Checklist

Checklists track supporting documentation. They:

Are case-type specific
Can be customized
Can be printed or shared
Are visible to clients through the Client Portal

Clients can upload documents directly to checklist items when portal sharing is enabled.

Smart Interviews

Smart Interviews are the primary method for collecting client information. They:

Are generated per form
Update contact data
Autofill forms
Reduce manual data entry

Answers should be reviewed before importing to ensure accuracy.

Forms

The Forms tab includes all required forms for the case type. You can:

Add additional forms
Identify forms with Smart Interviews
Assign contacts to form roles
Share forms through the Client Portal

Roles must be assigned before autofill or Smart Interview generation.

Custom Roles

Custom roles (such as interpreters, courts, or judges) are managed from the sidebar under Custom Roles and can then be assigned to forms.

Form Viewer and Reverse Autofill

Opening a form launches the Form Viewer. Key features include:

Reverse Autofill toggle
Two-way syncing between form and contact
Automatic saving on field exit
Visual indicators for synced fields

Keeping Reverse Autofill enabled ensures data stays consistent across the system.

Package Assembly

Package Assembly allows you to:

Combine forms and documents into a single PDF
Add cover letters and tables of contents
Insert exhibit sheets

This reduces reliance on external tools.

USCIS Receipts

You can log USCIS receipts by:

Adding receipt numbers
Linking them to forms
Updating statuses individually or in bulk

The USCIS Receipts Hub provides a centralized view of all receipts across cases.

Files

The Files tab is a cloud-based file manager with:

Unlimited storage
Folder organization
Sorting, filtering, and searching
Direct integration with Package Assembly

Notes

Notes are used for:

Activity logs
Internal reminders
Case documentation

Notes can be shared through the Client Portal when enabled.

Calls, Emails, and Tasks

These tabs centralize communication and follow-ups:

Calls can be logged or left pending
Emails require email integration
Tasks track assignments, priorities, and deadlines

Billing

The Billing tab manages:

Time and expenses
Invoices
Payments
Payment plans

Billing is handled on a per-case basis.

Calendar

The Calendar tab shows events related to the case and allows event creation directly from the Case Page.

Custom Fields

Custom Fields appear here if configured. Administrators can:

Create new custom fields
Choose field types
Assign them to contacts or cases
Import fields from integrations such as Clio or PracticePanther

Final Notes

Creating a case establishes the workflow for the entire matter. Once created, all tools in Prima.Law work together to reduce manual entry, centralize communication, and keep case data consistent. Spending time setting up the case correctly ensures smoother work throughout its lifecycle.