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Visa Document Upload & Secure Delivery Guide

Document Upload (Agent)

Uploading Documents During Application Entry

When creating or editing a visa application, the Documents step allows you to upload supporting documents (passport copies, photos, etc.).

  1. Navigate to the Documents step in the visa application wizard
  2. Click Choose file or drag and drop a file onto the upload zone
  3. Enter a description for the document (e.g. "Passport copy", "Photo")
  4. The file is uploaded immediately to secure encrypted storage
  5. A green "Uploaded" badge confirms the upload
  6. Continue to add more documents or proceed to the next step

Accepted file types: PDF, JPEG, PNG (max 10 MB per file)

Uploading Documents in the Management Modal

When managing an existing application:

  1. Open the application from the dashboard (click the manage button)
  2. Switch to the Documents tab
  3. Click Add Document to add a new row
  4. Click the upload button (arrow icon) to choose a file
  5. Enter a description in the text field
  6. The file uploads automatically

Downloading Documents

To view or download an uploaded document:

  1. In the management modal, go to the Documents tab
  2. Click the download button (down-arrow icon) next to the document
  3. The file downloads to your computer

Documents are stored securely with encryption and are only accessible to authenticated agents.

Issuing a Visa (Agent)

Once a visa has been approved and the visa document (PDF) is ready:

  1. Open the application in the management modal
  2. In the Overview tab, click Issue Visa (or use the delivery initiate workflow)
  3. Select the visa PDF file from your computer
  4. The file is uploaded to encrypted storage
  5. A delivery record is created

Notifying the Customer

After the visa is uploaded:

  1. Choose a notification channel: Email, SMS, or WhatsApp
  2. Click Send Notification
  3. The customer receives a message with a link to the download page
  4. The delivery record is updated with the send timestamp

You can resend the notification if needed by selecting a channel and sending again.

Downloading a Visa (Customer)

Customers receive a notification (email, SMS, or WhatsApp) with a link to download their visa. The download process has 4 security steps:

Step 1: Identity Verification

  1. Open the link from the notification
  2. Enter the email address used in the visa application
  3. Enter the phone number used in the visa application
  4. Click Verify Identity

Both email and phone must match the application record exactly. After 5 failed attempts, the page is locked for 15 minutes.

Step 2: Choose Verification Method

After identity is confirmed:

  1. Choose how to receive a one-time verification code:
  2. WhatsApp — code sent to your phone via WhatsApp
  3. SMS — code sent as a text message
  4. Email — code sent to your email
  5. Click Send Code

Step 3: Enter Verification Code

  1. Check your phone or email for the 6-digit code
  2. Enter the code on the page
  3. Click Verify & Download

The code is valid for 10 minutes. After 3 incorrect attempts, you must request a new code.

Step 4: Download

  1. Click the Download Visa Document button
  2. The file downloads to your device
  3. The download link expires after 15 minutes

If the link expires, return to the notification link and repeat the verification process.

Security Notes

  • All documents are encrypted at rest using AWS KMS
  • Documents are never publicly accessible — agents download directly, customers go through OTP verification
  • Verification codes expire after 10 minutes and can only be used once
  • Download links expire after 15 minutes
  • No personal information is stored in file paths — only system-generated IDs