Files

Keep client documents organised in WorldVisa CRM, find enquiry invoices and reports, and prepare clearly named files for reports and the DMS handover.

Use Files to keep the client’s documents easy to find and review. The files you collect during the enquiry also help the case officer who takes over the application, so give each upload a clear name and enough context to understand what it contains.

Find the right file

Open the client’s workspace and select Files. Choose a category, then select a file from the list to preview it on the right.

Tab	What you will find
Documents	The person’s client files, such as their résumé and supporting documents. These belong to the person and can be available across their enquiries.
Invoices	Invoices and receipts belonging to the selected enquiry. An invoice appears here once its PDF exists.
Reports	Reports generated or uploaded for the selected enquiry, including report versions where available.
Agreements	Agreement files for the selected enquiry. A signed agreement appears once its signed PDF has been downloaded.

Check the selected enquiry before reviewing an invoice, report, or agreement. A client may have several enquiries with different records in these tabs.

Review a document

Select the file name in Client documents to open its preview. The list also shows a date and a source label, such as Staff, System, or External, to help you understand where the file came from.

Use the page arrows and page-size selector when there are more files than fit on one page. Use the refresh icon to request the latest list after an update.

A file appearing in Files does not mean it has been checked or approved for the application. Review its contents and leave any important context in Notes.

Upload a client document

In Documents, select Upload. Add one file at a time, give it a useful name, and include a description when the next person needs more context.

1. Choose the file

   Drag the file into the upload area or browse to select it. The upload area shows the current file-size limit; the example above allows up to 10 MB.

2. Give it a clear name

   Use Name to identify the person, document, and relevant date or version. Although this field is optional, a useful name saves your colleagues from opening several files to find the right one.

3. Add context where needed

   Use Description for a short explanation, such as “Updated résumé received from the client on 31 October; employment dates still need verification.” Keep longer discussions and agreed actions in Notes.

4. Upload and check

   Select Upload file and wait for the success confirmation. Find the saved file in the list and open it to confirm that you uploaded the right document and that it is readable.

Name files for the next person

Think about the case officer opening the application later. They should be able to recognise the document without asking you what “final2” or “scan” means.

Use a consistent pattern such as Client name - Document type - Date or version. These are suggested names, not a format enforced by the system:

Suggested name	Why it helps
Vishnu Vardhan - Resume - 2026-10-31	Identifies whose résumé it is and which update to use.
Vishnu Vardhan - Employment letter - WorldVisa	Identifies the document and employer.
Vishnu Vardhan - Language test result - 2026-10-15	Distinguishes the result from other documents or earlier tests.

Name the original file clearly before uploading as well. This is especially helpful when uploading from a report workflow that does not ask you for a separate display name.

If a newer document changes information you previously discussed, add a note explaining what changed and which file should be reviewed. A clear name helps people find it; the note explains why it matters.

Use a résumé for a paid report

The Global opportunities report workflow lets you select a résumé from the client’s existing files or upload a new one. You do not need to upload a second copy if the correct résumé is already available.

Use an existing résumé

After completing the required payment step in Reports, open Select resume. Search the client files and select the current résumé. Check the file name and contents beforehand so you do not attach an older version.

Upload from Reports

Choose Upload new file from the résumé selector. The workflow saves the upload to the client’s files and attaches it to the report. You can find it later under Files > Documents as well.

If the upload succeeds but attachment needs attention, check Files before uploading another copy.

For Global opportunities, use a valid, text-readable PDF résumé. A file being available in Documents does not automatically make it suitable for that report’s résumé input.

Résumé selection is part of the Global opportunities workflow. Other paid reports have their own requirements. Follow the steps shown in the Reports guide.

Generated reports are available under Files > Reports for the relevant enquiry. Uploading a résumé to Documents and generating a report are separate actions.

Prepare files for the case officer

DMS case officers can access the selected applicant’s client files from the related application. Documents collected during the CRM enquiry can therefore support the handover without needing to be collected again.

Before handing over, check that:

• The relevant documents have been uploaded and open correctly.
• File names identify the person and document clearly.
• Updated versions can be distinguished from older copies.
• Notes explain anything still missing, unverified, or awaiting clarification.
• Any remaining work has a clear owner and, where needed, a task.

Keep documents for the correct person. When an application includes dependants, a main applicant’s document should not be mistaken for a dependant’s file.

Remove a file carefully

Where a delete action is available, review its confirmation before removing a document. Client documents are shared at the person level, so consider whether another enquiry or the case officer still needs the file.

Invoice, receipt, and agreement rows do not offer the same document-delete action. Use the appropriate workflow for those records rather than treating them as ordinary uploads.