How do I handle document submissions from clients?

Your immigration practice handles dozens of form types, each with different supporting-document rules. Upload your official checklists, country-specific requirement guides, and internal SOPs into Chatref's knowledge-base. Once trained, your AI agent can give clients instant, accurate answers about what to submit for their case type - grounded in your own content, not guesswork. This keeps document handling consistent and cuts down the back-and-forth that eats your team's time.

The AI‑agents capability lets you script an intake flow that asks clients step‑by‑step questions about their case, then produces a tailored list of required documents. For example, instead of emailing a static checklist, your agent asks "Are you applying for a work visa or family sponsorship?" and narrows the list accordingly. Throughout the conversation, the agent can reference your knowledge-base to explain each document's purpose, so client submissions are more complete on first try.

Custom‑actions turn the chat into a paperwork management hub. You can set up an action that captures the client's declared list of documents, logs it in your immigration case management tool, and triggers a reminder email if certain items are missing. This means you stop chasing clients for follow‑up documents manually. The action runs inside the conversation, so the handoff from AI to your internal system is automatic and tracked.

What documents do clients need to submit?

The exact list varies by visa category and client circumstances, but your Chatref knowledge-base can store all your official checklists. When a client asks, your AI agent pulls the correct checklist and explains each item - for instance, passport copies, proof of funds, police certificates, or medical exams - making the process interactive and case-specific.

How to secure client document submissions?

Chatref's AI agents and custom actions handle the conversation and metadata, not the file transfer itself. To secure submissions, direct clients to your encrypted upload portal through a custom action that triggers at the right moment in the chat. You can also load your data‑privacy policies into the knowledge-base so the agent can reassure clients about how their documents will be handled.

Can I automate document collection?

Yes. By combining AI‑agents with custom‑actions, you build a fully automated collection flow. The agent asks a series of questions to identify missing documents, the custom action logs incomplete submissions and sends the client a personalized checklist, and the knowledge-base provides instant answers about each item. Routine follow‑up disappears, and your team only steps in when truly needed.