Missing-document tracking guide
Separate missing documents from pending reviews
A client sending a document does not mean an adviser has accepted it. A single completed column can obscure this distinction. Separate files awaiting upload from those uploaded, returned for revision or approved after review.
This guide covers collection and team follow-up, not official visa document requirements. Your office determines requested document types using appropriate authoritative sources and its agreed scope of work.
Give each of four states a distinct meaning
- Awaiting upload: a document row exists, but no file has arrived. Make responsibility for collecting it clear.
- Uploaded: a file is present, but an adviser may not have approved it. Reviewing content is different from chasing the client.
- Revision requested: the adviser has recorded an explanation. Check that the client can understand the correction needed.
- Approved: an adviser has made a review decision. This is not an official authority's approval or an application outcome.
Try a fictional revision cycle
Prepare a sample document row
Use a synthetic application and a two-page sample file with no personal data. Deliberately omit one page from the first upload to test the revision workflow.
Describe the correction
As the adviser, enter a revision note explaining that page two is missing. A useful note tells the client what to do, rather than simply describing the document as incomplete.
Review the replacement version
Upload the two-page replacement to the same document row. iyely Visa archives the previous file in version history and returns the current file to uploaded status. Do not treat an earlier approval as approval of the replacement.
Connect follow-up to an owner and next action
The responsible adviser, outstanding correction and next contact should be understandable together. Create a task for the follow-up at an appropriate time, and record an explanation when the call is completed. Completing a task does not approve a document automatically.
The client portal supports uploads and replacements to office-prepared rows. A notification workflow does not prove email delivery. Check communication preferences and actual delivery; use the revision note visible in the portal to clarify the next step when appropriate.
- Can the team distinguish the current file from earlier versions?
- Are the revision reason and the next reviewer clear?
- Is the action expected from the client described plainly?
Frequently asked questions
Does a replacement upload retain the earlier approval?
In iyely Visa, uploading again creates a new version and returns the document to uploaded status. Review the current file again; an earlier decision does not approve the replacement.
Can we assume every missing document gets an automatic reminder?
No. Define your follow-up tasks and communication ownership. Verify the conditions for any notification or reminder workflow separately; this guide does not promise universal automatic follow-up.
Check the document cycle with a sample file
Try uploading, requesting a revision and reviewing the replacement. Include unresolved steps in your demo request.