> ## Documentation Index
> Fetch the complete documentation index at: https://visaflo.ca/knowledge-base/llms.txt
> Use this file to discover all available pages before exploring further.

# Automation & Review

> Use VisaFlo automation to reduce repetitive preparation work while keeping accountable professional review in the workflow.

## The automation model

VisaFlo automation is most reliable when it works from reviewed, case-specific information. It can accelerate collection, extraction, drafting, and entry, but it should not make the final professional decision or remove the review checkpoint.

The operating rule is simple:

1. **Collect** information from the client and source documents.
2. **Review** the information for completeness, accuracy, and relevance to the case.
3. **Correct** the case record when something is missing or inconsistent.
4. **Automate** the next repetitive preparation step.
5. **Verify** the generated output or portal entry before it is sent or submitted.

## Use the right automation for the job

| Need                                       | VisaFlo capability                                                                                                         | Required review                                                                        |
| ------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------- |
| Gather facts from a client                 | [Questionnaires](/knowledge-base/questionnaires/send-invitation)                                                           | Confirm answers and request clarification where needed.                                |
| Pull candidate facts from a document       | [AI Scanner](/knowledge-base/faq/what-the-ai-scanner-can-extract-and-how-to-use-it-safely)                                 | Compare extracted values with the source document before saving or using them.         |
| Prepare a letter or agreement              | [AI Drafts](/knowledge-base/drafting/ai-drafts) and [Templates](/knowledge-base/settings/letters-and-agreements)           | Check facts, legal or professional judgment, dates, names, fees, and final formatting. |
| Fill supported government forms or portals | [Autofill](/knowledge-base/questionnaires/auto-fill-imm-forms) and the [Extension](/knowledge-base/extension/installation) | Review every destination field after VisaFlo enters it and before submission.          |

## Build a trustworthy input layer

Automation quality is constrained by the case data it receives. Before using an automated step:

* Use a questionnaire for facts that must be structured and reusable.
* Keep source evidence in the case files with clear names and versions.
* Resolve conflicting client information in the case record rather than choosing one silently.
* Limit the files and fields you provide to the material relevant to the task.
* Make the reviewer explicit when a task has a deadline or high consequence.

## Separate preparation from approval

AI Scanner and AI Drafts are preparation tools. A completed draft, extraction, or autofill run is not automatically an approved document or a submitted application. Make approval visible in your workflow:

* Use a task for the staff member who must review the output.
* Save the reviewed output to the case files.
* Request a signature only after the agreement is correct.
* Mark a submission step complete only after the authorized person has checked the destination system.

## When not to automate

Do not use automation as a shortcut when the source facts are ambiguous, incomplete, or contradictory. Resolve the underlying information first. If a client-provided value changes after a draft or autofill run, update the case record and repeat the relevant review instead of editing only the final output.

## Build confidence gradually

Start with a narrow use case, such as extracting one document type or drafting one recurring letter. Compare the output to a manual workflow, record where review catches issues, then expand only after the team has a consistent checklist. This makes automation a durable part of the firm's operating process rather than a one-off experiment.