Understanding the Case Profile
On this page, you will find:
The case profile is the single source of truth for a client’s case. Every detail connected to a specific case lives inside its case profile - documents, file notes, reminders, invoices, forms, contracts and emails.
If a client has multiple cases, each case has its own profile, and information never overlaps. This separation ensures you always know exactly which documents, invoices or notes belong to which case, making it simple to stay organised and confident that nothing is misplaced.
You can use the Case Search Page to get to the case profile, or you can find the case profile from the client profile - see Understanding the Client Profile
Case Overview
The Overview tab is divided into three main sections:
- Top banner – Displays the client name and case category, shows the case’s unique email address (e.g.,
CS00107-wi@yourorganisation.adviseraide.com) and provides a button to compose a new email to this case. - Left panel: Case information – Lists key details such as the case number, case type, status, eligibility, assigned adviser and client contact details. This section provides a quick reference to all critical information about the case.
- Right panel: Quick snapshot – Summarises the case’s activity by showing counts or summaries of documents, notes, reminders, invoices and forms. This snapshot helps you see at a glance how much has been done and what still needs attention.
The overview tab serves as a dashboard for the case. While it gives you a high-level summary, the dedicated tabs along the top provide detailed views and tools for each type of data. Use these tabs to manage documents, notes, reminders, finances, forms, contracts and emails without leaving the case profile.
Case Documents
The case document tab is the central repository for all files associated with the case. It supports:
- Uploading files – You can upload individual or multiple files. Drag‑and‑drop or use the “Upload” button. When multiple files are selected a context toolbar appears, allowing batch operations.
- Automatic email attachments – When someone sends an email to the case email address (e.g.,
CS00107-wi@yourorganisation.adviseraide.com) , any attachments are automatically added here so you never lose important documents. - Link from other cases or the library – You can link existing files from other cases or from your document library. This avoids duplication and keeps everything consistent.
- Built‑in editor – Create or edit Word‑like documents directly in your browser. You don’t need to download or re‑upload a file.
Case Notes
The Notes tab is where you keep all case notes. Notes can be manually created and many notes are automatically generated by the system. Automated notes help track activity and reduce manual data entry:
Notes are automatically generated:
- Emails – When you send emails from within Adviseraide (Emailing an invoice, emailing a payment receipt) notes are automatically added. Example - payment receipt
- Contracts and agreements – Sending a contract or agreement adds a note automatically. When the client signs the contract, another note is automatically created stating that client has signed a contract. Example:
- Forms submissions – When clients completed / submit a form it also creates a note.
Case Reminders
Reminders are designed to notify you of important case events and tasks that you need to catch up on. For example, if immigration requests a Request for Information (RFI) letter that is due on 15 October, you might create several reminders to make sure you respond on time: perhaps on 1 October, 5 October and 11 October. Each reminder will generate an email notification to you (and any team members you specify) on the scheduled date, keeping the deadline top of mind.
To create a reminder, click Create Reminder.
Case Finance
The Finance tab displays all invoices and advance payments linked to the case and sent to the client.
To create an invoice, click the + Create Invoice button highlighted above, which will take you to the invoice creation screen. For more details on invoices and advance payments, see the following documentation:
Case Forms
Case forms let advisers collect information from clients digitally by sending a secure form built directly within Adviseraide.
For example, immigration advisers often need an NZQA Authorisation Form signed before acting on a client’s behalf with the New Zealand Qualifications Authority. NZQA provides this as a PDF , but instead of emailing it back and forth, you can digitise it in Adviseraide.
The process is simple:
Upload the PDF to Adviseraide and create a form template (see How to Digitise a PDF Form - Documentation for pdf form coming soon. ).
Assign the form to a case by clicking Assign Form Button.
Share the form with the client by clicking Share Form and emailing them the secure link.
The client can then open the link on their mobile phone, fill in the details, sign the form, and submit it online. Once submitted, a completed PDF is automatically created and saved in the case’s Documents tab.
Soon we will be providing more in-depth resources on how to create advanced forms, so stay tuned.
Case Contract / Agreement
The Contract tab works similarly to forms but focuses on agreements. Create contract templates, assign them to a case and send them to the client for signing. The client signs electronically on their phone or computer. AdviserAide then:
- Stores the signed contract in the Documents tab.
- Sends a confirmation email to the adviser.
- Adds a note to the case to record the event.
Case Emails
The Email tab is a central hub for managing all communication within a case. It keeps a complete record of every email sent to the client for that specific case.
When you email an invoice, it is automatically stored in the Sent folder. The same applies when you email an invoice receipt.
You can also compose new emails directly in AdviserAide which is saved to the sent folder. If you forward an email to the case’s unique address (for example, CS00001-wi@yourorganisation.adviseraide.com it will appear in the case inbox. This way, every message connected to a case, such as John’s Student Visa case, is gathered in one place for easy access.
Inbound Emails
Every case has its own inbound email address (for example,
CS00001‑wi@yourorganisation.adviseraide.com). This address is used to bring external correspondence into the case: if you or a client forward an email to this address, Adviseraide attaches the message and any attachments to the case automatically.
Outgoing Emails
When you compose an email in Adviseraide, it is sent from your organisation’s alias (such as
YourOrganisationName@email.adviseraide.com). Adviseraide automatically adds both your organisation’s address and the case’s inbound email address to the reply‑to email header. This means clients can reply directly to the email they receive, and AdviserAide will:- Deliver the reply to your usual inbox so you can continue the conversation from your email client.
- Log a copy of the reply in the Email tab of the case profile. Any attachments in the reply are automatically saved to the Documents tab. This ensures nothing important gets lost and eliminates manual uploads.
If a third party (such as an immigration authority) sends messages directly to the case email address, they will also be captured here and the attachments will be filed under Documents.
Next
See step 4 of the Getting Started guide to learn how to create a client template and send it to clients.