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What the case checklist is for

When a case type has a document checklist, every case of that type opens with one built from your firm’s checklist template. The checklist is where you see, in one place, what the client still owes you and what you have already approved. Open the case, select the Files tab, then Checklist. All files switches to the File Manager, where the uploaded files themselves are kept. If the case type has no checklist, the Files tab shows only the File Manager. The header shows overall progress as N of M accepted. When the case has more than one person, choose whose documents to see from the list at the top: each person has their own checklist, because a document requested from the principal applicant is not automatically requested from a spouse or dependant.

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Read the counts

Four counts sort the documents. Select one to list its documents.

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Adjust the request for one client

Select Edit at the top of the checklist to switch documents on or off for this case. The change applies to this case only and reaches the client’s questionnaire and portal immediately, so make the change before you send a reminder rather than after. Use this when a single client needs something the template does not cover, or when a requested document genuinely does not apply. For a change that should apply to every future case, edit the checklist template instead.

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Review an upload

Select a document to open it: the uploaded file, a preview, and what the AI check found.
  1. Check the file and the AI check results.
  2. Choose Accept to approve the upload. This takes effect right away: the client sees the document as accepted and can no longer delete it. Select Undo on the confirmation while it is showing if you change your mind.
  3. Or choose Request changes. The box under What should the client fix? starts with the problems the AI check found; edit it into what the client must fix, then select Add comment. The comment is saved as a draft and the document shows Comment not sent. Nothing reaches the client yet.
  4. When you have finished reviewing, select Send review to client. The button appears once there is a comment not sent. Check the recipient and select Send review. Every new comment goes out in one email. The review covers the whole case, not only the person you have selected: it lists every comment and every missing document for each person, with links to their pages. The client’s email is filled in. Send it only to people who may see the whole case.
The client sees your comment on that upload field on their Documents page, marked Needs changes. If your firm has Notes in Questionnaires turned on, they can reply there. Be specific: name the problem and the fix, not just the document. Documents your firm added don’t have Accept or Request changes and don’t count toward N of M accepted. Until the client uploads, they count under Missing, marked Added for this case. Once uploaded, they move to the Added for this case link below the list, where you check the files yourself.

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Confirm the request before you invite

The invitation is your last check before the client sees the list. In the Forms tab, select Start intake, choose Questionnaire & documents or Documents only, then select Edit next to Document checklist to review the exact documents each member will be asked for. Uncheck anything this client should not receive. These changes save right away, even if you close the invite without sending. Continue with Send Invitation.

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Next steps

  • Use Comments when the issue is with an answer rather than a file.
  • Use Upload Files for staff-managed evidence that the client does not need to see.
  • Turn on Client Portal visibility when the client should track progress themselves.

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Troubleshooting

A template change is missing from this case. Document selection in a checklist template applies to new cases only; Required, Files, instructions, and AI checks for standard documents reach open cases right away. Adjust the document on this case with Edit. When your firm has a checklist or one of your own case types for this case type, Sync with template appears in the same place. A case made from one of your case types syncs with it; hover over the button to see which template it uses. If VisaFlo doesn’t know which of your case types the case was made from (a case made before this was tracked), Sync asks you to choose: Your firm’s checklist or one of your case types. Your choice is kept for the case, so it isn’t asked again; Undo on the confirmation puts back both the documents and the choice. Sync replaces this case’s document choices for every person with that template: anything switched on or off by hand is reset, and documents added for this case are removed. Select Undo on the confirmation if that was not what you wanted. A country-specific document is not requested. These are requested only when the case applies from the matching country. To request one anyway, select Edit and switch it on under Country-specific requirements. The client cannot find where to upload. Confirm the document is switched on for the correct member. Each member has a separate checklist section, and a document requested from the principal applicant is not automatically requested from a spouse or dependant. An upload is not showing under To review. Refresh the case. If the client saw a file-quality warning during upload, they may have removed the file instead of continuing.