Practice migration
Bring your practice with you — past files become cases, forms already filled
Drop a folder of past client files. Lexova reads each one: the filled IRCC forms it knows become forms with their answers, everything else stays a document. A review board groups the files into future cases, every name and case type editable — and nothing is created until you confirm.
Added to the case unsorted, ready for Lexova AI sorting.
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See it in action
Years of client files. Folder by folder.
Transcript
Bring your practice to Lexova. Drop a folder of past client files. Filled IRCC forms become forms with their answers; everything else stays a document. Review the future cases: fix a name, set a spouse. Nothing is created until you confirm. Each case opens pre-filled, for your review.
The video starts only when you press play; nothing is downloaded before that.
A practice has a history: years of client folders on a computer or a shared drive, each with its filled IRCC forms, passports, letters and statements. Changing platforms usually means leaving that history behind — or retyping it, one case at a time, whenever a client comes back. “Bring your practice” — Migration in the dashboard menu — reads the files you already have: PDFs and images, whatever software produced them. It proposes the cases they belong to on a review board; you correct a name, a role or a case type, untick what you do not want, and press Create. Each case is created as a firm-managed case — no e-mail goes to the client — with its forms assigned and pre-filled and its documents attached, ready for Lexova AI sorting. Your team then reviews every answer before anything is filed.
How it works
Drop a folder, files or a ZIP
Up to 300 files per session, 4 MB per file for reading. Lexova reads them one by one: a filled IRCC form it knows becomes a form with its answers — the original form PDF is read, not stored — and anything else stays a document of its case.
Check the review board
The files are grouped into future cases: one per top-level folder, otherwise one per person named on the forms. Every name, role and case type can be edited, and any case can be left out — and at this point nothing exists in Lexova yet.
Press Create
Each case you kept is created firm-managed, with its forms assigned and pre-filled from the answers that passed each form's own rules. Its documents are then uploaded to it unsorted, ready for Lexova AI sorting. Your plan's active-case limit applies.
Why it matters
Your history comes with you
A returning client's renewal starts from the forms that were filed last time, already in the case — not from a blank form and a folder to dig through.
Nothing is created until you confirm
The board is a proposal. Rename a case, change a person's role, pick the case type, leave a case out — only what you kept is created when you press Create.
No e-mail to past clients
Migrated cases are firm-managed: no invitation is sent and the client never has to sign in. When the relationship resumes, you can invite the client to the case.
Checked on the way in
Every answer is held to its form's own rules — a list answer one of the form's options, a country one of IRCC's names, a date a real date — and what does not fit is dropped, never “fixed”. Your team still reviews every answer before anything is filed.
Created as firm-managed cases
A migrated case is created the way any case can be when you answer “Our firm fills in everything” to “Who will fill in this case?”: no e-mail, no invitation, and the client never signs in. Its tile on your dashboard reads “Filled in by the firm”. The day that client comes back, you can invite them to the case from the dashboard, and they find their forms already filled.
Frequently asked questions
What can I drop?+
A folder, loose files or a ZIP of PDFs and images — filled IRCC forms and the documents kept with them, whatever software produced them. Up to 300 files per session. A file is read when it is 4 MB or less; a heavier one (up to 24 MB) is not read but is still added to its case as a document, and the board says so. Above 24 MB a file is left out.
How are the files grouped into cases?+
When the files come in folders, each top-level folder becomes one future case, with the people named on its forms. Loose files are grouped by person, from the name, date of birth and unique client identifier (UCI) the forms themselves state. Every grouping is a proposal: names, roles, case types and what is included can all be edited on the board.
What happens to files that are not forms?+
They stay documents. A passport scan, a letter, a bank statement — and also a blank form, or an IRCC form Lexova does not fill — is uploaded to its case as an unsorted document, where Lexova AI sorting can file it on the checklist.
Are the original files kept?+
The filled form PDFs are read, not stored: their answers become the form in Lexova. The other files become the case's documents and are stored with the case like any uploaded document. Nothing at all is saved before you press Create.
Does a migrated case still need review?+
Yes. A past form may be out of date, and a form read from a scan or a photo can miss or misread an answer. Signatures, declarations and consents are never carried over, and the dependants and military-service sections are not imported in this version. The representative reviews every answer before anything is submitted.
Who can run a migration, and on which plans?+
The agency admin, on the Premium plan and up. The plan's active-case limit applies: when it is reached, the remaining cases are not created, and the board tells you so.
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