Document Checklist

It is a tedious process to remember all the documents that need to be uploaded in each and every stage of the workflow and especially when there are multiple workflows. It is therefore not efficient when users need to confirm the list of documents to be uploaded from other sources. Therefore, to save from this hassle, Agentcis offers its users the Document Checklist function. Under this function, the user will be able to create a document checklist so that it becomes easier to know which documents to upload.

However, before creating a document checklist, you need to create the document type. There must be a document type for each application stage or a workflow stage so that they know the category to which the document belongs. For example, Passport, School certificates, Citizenship, Bank documents, etc.

Please Note: The Document Checklist Feature is only available on our premium subscription plan

To add Document Types

Step 1: Go to Setting and click on Workflow Settings

Step 2: Click on the Document Type Tab

Step 3: Click on the Add button

Step 4: Fill in the name of the Document type in the pop-up. Multiple documents can be added at the same time. The document type names can be separated by commas

Step 5: Click on the Save button

Once you have added the document types, you can see the list of document types under this tab. You can view the details such as total usage and “added by” information on the list. You can even rename and activate/deactivate the document type from the action button on the right side.

Note: You will need the “Can view workflow and its stages” permission.

To Add Document Checklist

Step 1: Go to Setting and click on Workflow Settings

Step 2: Click on the Document Checklist Tab

Step 3: Click on the add button

Step 4: Select the workflow you want to associate with the checklist. Already associated workflows can not be selected.

Step 5: Click on save and next

Step 6: Create your document checklist based on your selected workflow stages

Step 7: Click on the add new checklist button on the workflow stage where ever the document is necessary

Step 8: A pop-up will appear on the right side. Select the necessary Document Type from the drop-down list along with the description of the document.

Step 9: Select all partners if you want to apply the checklist to all the partners associated with the workflow. Or you can choose the select partner option which will allow you to select specific partners to whom the checklist will apply. You can select multiple partners associated with the workflow.

Step 10: Select all products if you want to apply the checklist to all the products associated with the partners. Or you can choose the select product option which will allow you to select specific products to which the checklist will apply. You can select multiple products associated with the partner.

Step 11: You check the “Allow clients to upload documents from client portal” if you want to give permission to your clients to upload the documents directly to the client portal.

Step 12: You can check the “Make this as mandatory in order to proceed to the next stage” if this is a mandatory document.

Step 13: Click on the Save button. You can add multiple document checklists for each of the workflow stages.

Step 14: You can repeat steps 6 to 13 for all the other workflow stages as per requirement.

Document Checklist in Application

Find out which documents need to be uploaded at each stage of an application as a user. After you've established a document checklist for a process, you'll be able to see it in the application that's connected with it.

Please Note: The Document Checklist created in Workflow Settings will only sync with new applications. For existing applications, the Document Checklist will need to be added manually in the client's application.

Step 1: Click on the application detail page.

Step 2: Click on the documents sub-tab. In the documents sub-tab, you can see all the checklists in all the stages that are available for this workflow.

Step 3: Click on the + button beside the document type where you can either select from your device or from the Agentcis document option.



Step 4: A pop-up will appear where you are asked to upload the document from the device or from the system. Upload the document

Step 5: Click on the Save button.

Step 6: Repeat Steps 2 to 5, if necessary for other workflow stages.

To add a Due Date for a Document upload

Step 1: Go to the application detail page and click on the Documents sub-tab.

Step 2: Click on the Properties icon of the checklist.

Step 3: In this drawer click on the +Add Due Date button.

Step 4: Add the due date and the due time.

Step 5: Click on the +Add Email Reminder button to set a reminder for the user.

Step 6: Select when the reminder is to be sent. Enter a time period before the due time arrives.

Step 7: Select who should get the reminder email.

Note: The email is sent to the client if the client portal is activated

Step 8: Click on Save.

Document Checklist in Client Portal

The document upload is now possible from your client’s end as well which would reduce the manual work for you and your counselors. You will receive a notification when a client uploads a document.

Note: Make sure that the client has access to the client portal and can upload documents.

To upload documents from the client portal dashboard:

Step 1: The client should log in to the portal using the credentials they receive in the client portal activation email.

Step 2: In their client portal Dashboard, they can see their applications and their process.

Step 3: If their current applications need any documents to be uploaded, they can see it in the dashboard and upload the document. They can also see the due dates of the upload.

The clients can see all their recently uploaded documents on the right side. They can download the documents as well.

To upload documents from the client portal application tab:

Step 1: The client should log in to the portal using the credentials they receive in the client portal activation email.

Step 2: Go to the Applications tab

Step 3: Each of their applications will be listed here in the cards view.

Step 4: Click on the “Requirements” option. The “Requirements” option shows the number of documents that are remaining to be uploaded.

Step 5: The drawer will show which documents are to be uploaded. Click on the Upload button on the side of the checklist.

Step 6: Upload the document.

Step 7: Click on Submit Documents.

How to check if a client has uploaded a document?

To get a log of the documents uploaded by the client through the client portal:

Step 1: Go to the application detail page and click on the Documents sub-tab.

Step 2: Click on the Properties icon of the checklist.

Step 3: The bottom of this drawer has a log of all the documents that have been uploaded by the client.