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Notices and correspondence

The correspondence queue, matching a notice to a matter, and verifying the notice and the deadline it creates.

For: AttorneyStaff

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Government notices arrive by mail, email, scan, portal, fax or integration. Each becomes a notice in the correspondence queue, where a file clerk matches it to the right matter and verifies what it says. A notice with a deadline creates a deadline that an attorney verifies.

The correspondence queue

Open Correspondence in the Production workspace. The tabs are Queue, Unmatched, Urgent, Batches, Dismissed and Analytics. Only mine shows the classification items you hold.

Notice types include receipt, request for evidence (RFE), notice of intent to deny (NOID), request for initial evidence, intent to revoke, biometrics, interview, hearing, approval, denial, transfer, withdrawal acknowledgement and motion decision.

By default RFEs, NOIDs, denials, intents to revoke and hearings are treated as urgent. Which notice types are urgent, and who is paged for them, is set by the firm.

Log and match a notice

  1. Open a notice, or choose Log notice to enter one from paper.
  2. The document opens beside the fields.
  3. LegalBook suggests matching matters from the receipt, case or A-number on the notice. Choose Match, or Correct matter if it was matched to the wrong one, or Unmatch.
  4. Add any identifier on the notice that the matter does not have yet.

A notice auto-matched to a matter you cannot see never names that matter to you.

Verify a notice

  1. Confirm the notice type, the matter and the dates against the document.
  2. Choose Verify.

For notice types that carry a deadline, verification proposes a deadline. The deadline is not trusted until an attorney verifies it. See Deadlines and docketing.

A verified notice can also start a workflow, such as the RFE / NOID response pack or Biometrics / interview preparation. See Immigration workflow packs.

Dismiss and reinstate

Dismiss a notice that is a duplicate, not correspondence, for another firm, or spam. Dismissed notices stay on the Dismissed tab and can be reinstated.

Aging

Notices that stay unmatched or unverified too long, or whose deadline is getting close, escalate automatically to the people in your firm's escalation chain.