Importing Business Questionnaires

The Business Questionnaire enables Sponsors to provide an agent with nearly* all the relevant information for the type of visa that is being applied for. The ability to use many aspects of the program including Letter and Form merging, eLodge etc is highly dependent on good data being in Migration Manager. The questionnaires provide an easy method for an agent to be able to collect this data and import it into Migration Manager.

To import a completed Business Questionnaire into Migration Manager follow the below steps:

*Please note that the questionnaire tries to cover the majority of data points required for the majority of all visas. Due to the number of visas and the resulting number of questions the questionnaire is not able to cover 100% of the fields. We aim to refine the questionnaires over time to improve coverage.

1. Add the Business Questionnaire to the Sponsor's Document's tab

The completed questionnaire can be added to the sponsor's document tab in several different ways, depending on how you received the questionnaire back from the person who completed it.

  • If you received the questionnaire by email, it will be added to the Documents tab via the Automated Email capture. For instructions on how the capture works: How to Capture and Save Emails
  • If the Sponsor uploaded the completed questionnaire to the Secure Client Portal, the questionnaire will be added to the Sponsor's Documents tab automatically when it is downloaded from the portal.
  • You can also drag and drop the questionnaire onto the Documents tab and this will start the import.

2. Review the Questionnaire

Open the Documents tab and double click on the questionnaire to open it (if you are in Tree View, the Questionnaire should be in either the Attachments or the Documents Received folders depending on how it was received). Review the questionnaire and confirm that you are happy with the contents and ready to import.

Important: the data stored in Migration Manager is only as good as the data you import/enter. If you import a Questionnaire which contains errors or missing information, it will negatively impact the effectiveness of Migration Manager.

If the Questionnaire is a Full Buiness Questionnaire or Nomination Business Questionnaire and the Migrant matter has already been created in MM, be sure to check the Nominee's Family Name, Given Names and Date of Birth on the Business Questionnaire and check that these details match against what you have in the Migrant Matter within MM.  This is required for the import to find a match and link correctly.

3. Import the Questionnaire

Right click on the questionnaire and select 'Import Data' from the context menu.

4. Review the Data to be imported

It is very important you check the to Proposed Action buttons (green or red buttons) to ensure the actions to be taken are what you are wanting to achieve.

The Data preview window will appear and the program will now proceed to load the data into a preview window. Please be aware that large questionnaires may take some time to load the data. You can review and amend the data in this window if you want to.

5. Check and Change the Proposed Actions as required. Examples:

If the Migrant Matter has not yet been created

Check the Proposed Action (Position Details) button shows as "Create This as a New Position" and Proposed Action Linking Nominee button shows as "Create New Migrant And Link As Nominee".

If the Proposed Actions are not showing as you want, you can click on the buttons to change the Action

If the Migrant Matter has been created, but not yet linked to the Sponsor Matter

Check the Proposed Action (Position Details) button shows as "Create This as a New Position" and the Proposed Action (Linking Nominee) button shows as "Link to Existing Migrant".

If the Proposed Actions are not showing as you want, you can click on the buttons to change the Action.  Remember the Surname, Given Names and DOB must match between the Business Questionnaire and the Migrant Matter for the import to find a match.

If the Migrant Matter has been created AND already linked to the Sponsor Matter

Remember the Surname, Given Names and DOB must match between the Business Questionnaire and the Migrant Matter for the import to find a match.

The Import routine will not overwrite/update an existing linked Nomination without your confirmation, so the default  Proposed Action (Position Details) will be "Take No Action".  

Click on the Proposed Action (Position Details) button and change the Action to show as Update Existing Position Details.

Check the  Proposed Action (Linking Nominee) button shows as "Link to Existing Migrant".

6. Process the Data Import

When you are ready to import the data click the ‘Process’ button located in the bottom right corner.

Caution: please carefully check that you are importing data into the correct Matter. If you import into the wrong Matter your database will have to be rolled back and restored. Please contact our help desk immediately to attend to this.

The data import process will now commence. If the questionnaire is large the import process may take some time. When it is complete you can click ‘Ok’ on the pop up window.

7. Review the Migration Manager Matter

You will now be returned to the Sponsor Detail page where you can review all of the imported data.

FAQ

Question

Can I import a Business Sponsor Questionnaire from a Migrant Matter

Answer

No. You will need to open a Business Sponsor Matter and follow the import instructions.