Document Checklist Templates

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What checklist templates do

A checklist template is your firm’s standing answer to the question “which documents do we ask for on this kind of case?” For every case type, VisaFlo ships a standard document list based on IRCC requirements and visa office instructions. A checklist template lets you adjust that list once, in Settings, instead of repeating the same edits on every new case:

• Turn off documents your firm never requests.
• Set whether each document is required and how many files the client can upload.
• Replace the standard guidance with your own client instructions, in the languages your clients read.
• Choose the AI checks that run on each upload.
• Add documents that are specific to your firm’s process.

Two rules govern how the template reaches your clients:

• Document selection applies to new cases only. The checkboxes at the start of each row decide which documents new cases ask for. Cases that already exist keep the list they were created with, so a policy change never silently removes a document a client was already asked for.
• Everything else about a standard document applies right away, firm-wide. Required, Files, instructions, and AI checks are your firm’s settings for that document. They reach open cases too, on every case type built on the same questionnaire, and AI checks follow the document onto every case type that asks for it. For example, lowering Files limits how many files clients on open cases can upload.

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Open the checklist editor

1. Go to Settings.
2. Select Templates, then open the Checklist tab.
3. Choose a case type from the left list, or use Search case types.

Each standard case type shows its number of documents, and Edited once your firm has unticked a standard document or added one of its own. Case types your firm created from an existing case are listed under Your case types, with the type they are based on.

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Read the checklist

The header shows how many documents are requested, for example 12 of 18 requested. For family case types, use the role tabs above the table to switch between roles such as Principal applicant, Spouse or partner, and Dependants. Each role keeps its own selection and its own Required, Files, and instructions: changing a document for the principal applicant does not change it for the spouse or dependants. AI checks are the exception and apply to that document for every role. Family members on a Study, Work, or Visitor Permit questionnaire use that permit case type’s principal applicant Required, Files, and instructions for the same document, so a change there reaches them too. Each document is one row: On a narrower screen some of these columns are hidden; open the document to change any of them. The AI check column appears only on plans that include AI checks. Documents that are only asked when a case applies from certain countries are grouped under Only for certain countries. Documents your firm added are under Your documents.

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Choose what to request

1. Tick the checkbox at the start of a document’s row to ask for it, or untick it to stop.
2. Set Required and Files right in the table.

Changes save on their own; the header shows Saving… and then Saved. If it shows a number of changes not saved, select Try again. New cases of this type leave an unticked document out of the case checklist, and it will not appear in the client’s questionnaire. Existing cases keep their list. Changes to Required and Files on a standard document apply right away, including on open cases. To start over, open More actions (the … button) and choose Reset to standard checklist. It puts back the standard list of requested documents and removes your own documents; the menu says how many. Required, Files, instructions, and AI checks stay as they are. The reset applies at once; select Undo on the confirmation if you chose it by mistake.

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Write your own client instructions

Standard documents come with generic guidance. Replace it with the wording your firm uses.

1. Select the document’s name in the table.
2. Under Instructions, choose Write your own. The editor starts from the standard text.
3. Select Save. If you close the document first, VisaFlo asks Save your changes?

To restore the standard text, open the document again, choose Use standard, and select Save. This clears your text in the language shown only; other translations stay. Keep instructions short and specific about what the file must show, for example which pages to include, whether colour scans are required, or how recent the document must be. To translate, use the language menu next to Instructions in the same panel (it shows English by default) and write that version. Clients who view the questionnaire in a language you have not translated see the English instruction instead of no instruction at all.

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Add your own AI checks

Open the document and go to AI check. Standard runs VisaFlo’s checks for that document. Yours runs checks you write, one per line. Select Save when you are done. Switching back to Standard and saving deletes your own checks. To pause them instead, or to skip AI checks for that document, turn off the switch next to AI check, then select Save. You can also choose from the AI check column in the table. Standard, Yours, and Off apply at once there (choosing Standard deletes your own checks; select Undo on the confirmation to get them back), and Write your own… (or Edit your checks…) opens the same editor. If the panel shows Not on your plan, AI checks are not included in your subscription; See plans shows the options.

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Add a document of your own

1. Select Add document at the top of the checklist.
2. Enter the Document name and, optionally, the instruction the client should read.
3. Select Add document.

Your documents are asked of everyone on new cases. Their settings belong to the template, so editing one later changes it for new cases only. Open cases keep the settings they started with. In a case’s Checklist they count under Missing until the client uploads, then move to Added for this case. To remove one, open it and select Remove document.

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Custom case types

If your firm saved a case as a custom case type, it appears under Your case types, shows which type it is based on, and has its own checklist. Two things are worth knowing:

• Its document selection is copied from the case it was created from, including any documents that were switched off manually on that case.
• For standard documents, upload settings, instructions, and AI checks are shared with the type it is based on, so editing them here also changes them there. Documents your firm added belong to this type only.

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Next steps

• Open a case of that type and confirm the checklist in the Files tab before inviting the client.
• Review the requested documents once more in the invitation, where you can still exclude a document for that client only.
• Continue with Send Invitation.

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Troubleshooting

A change did not reach an existing case. Document selection applies to new cases only. Adjust that case in its Files tab: open Checklist, then Edit. An instruction changed on a case type you did not edit. Instructions are shared by every case type built on the same questionnaire, including custom case types. Confirm which case types share that questionnaire before rewording an instruction. A country-specific document is not requested on a case. Documents under Only for certain countries are only requested when the case applies from one of those countries. To request one anyway, open the case’s Files, then Checklist, select Edit, and switch it on under Country-specific requirements.