Staff Utilities & Document Templates Hub

The Staff Utilities module (/utilities) provides travel & visa consultants and administrators with a centralized library of downloadable corporate letterhead templates, embassy forms, and in-app calculation tools.

1. Document & Letter Templates Hub

Staff members can browse, filter, preview, and download standardized templates stored securely in Cloudflare R2:

• Category Taxonomy:
  • Business Letters: Corporate introduction letters, employer cover letters, and official business visa requests.
  • Visa Cover Letters: Standardized application cover letters tailored for foreign embassies and high commissions.
  • NOC & Sponsorship: No Objection Certificates (NOC) for employee travel, parental consent forms, and financial sponsorship guarantee declarations.
  • Embassy Forms: Downloadable embassy application checklists, supplementary questionnaires, and appointment guidelines.
  • Company Templates: Ranlanka official tour vouchers, client itinerary briefs, and service rate sheets.
  • General Templates: Office utility documents and reference templates.
• Direct Presigned Downloads: Files are downloaded directly from Cloudflare R2 with signed Content-Disposition: attachment headers preserving clean human-readable filenames.
• In-App Document Preview: Integrated modal preview for PDF and image templates without leaving the workspace.
• Contextual Scoping & Service Request Linking:
  • Templates can be tagged with Applicable Service (All Services, Visa, Flight, Tour), Country (e.g. India, United Arab Emirates, Schengen), and Visa Type (e.g. Business, Tourist, Work).
  • When viewing any service request in the Task Detail Drawer, matching templates automatically appear under the Downloadable Templates & Forms section of the Document Checklist tab.
• Dynamic Task-Aware Download Naming Convention:
  • When downloaded from the Task Detail Drawer, files are dynamically renamed using the standardized formula: customer_name_visatype_doc_type_doc_name.ext
  • Example: Jane_Doe_Business_EMBASSY_FORMS_India_Business_Visa_Application.pdf or John_Smith_Flight_COMPANY_TEMPLATES_E_Ticket_Confirmation.docx.
• Template Management & Interactive Drag & Drop:
  • Staff and managers can upload new templates (.docx, .pdf, .xlsx, .doc, images up to 25MB).
  • Features an interactive Drag-and-Drop dropzone with animated gold highlight on hover, instant file validation, auto-title generation from clean filenames, file size badge, and 1-click file removal.
  • Full title, category, service scoping metadata, and R2 storage key management.

2. Consultant Utility Tools

The in-app utility tools provide instant verification and document automation directly from the browser:

🛡️ Passport 6-Month Rule Validator

• Computes exact days and calendar months between intended departure date and passport expiration date.
• Real-time status indicators:
  • 🟢 Compliant (6+ Months): Meets standard international immigration boarding requirements (Schengen, UAE, Singapore, Malaysia, India, Thailand).
  • 🟡 Borderline (6–7 Months): Minimum threshold met; warning provided if travel duration could exceed return buffer.
  • 🔴 Critical Violation (< 6 Months / Expired): Alert indicating airline boarding or embassy visa denial risk; prompts staff to advise customer on passport renewal.

⏱️ Visa Validity & Stay Period Calculator

• Calculates exact visa expiration dates and maximum permissible continuous stay from date of entry.
• Computes mandatory departure deadlines to prevent customer overstay penalties.

📬 Embassy Visa Submission Manifest

• Multi-Passenger Submission Manifest: Generates official cover letters submitted to foreign missions and visa application centers (e.g. High Commission of India, Colombo, VFS Global Lanka, Embassy of China).
• Headerless Physical Letterhead Alignment: Intentionally generated without digital headers or company logos, leaving 2.5 inches of top clearance to print cleanly onto Ranlanka’s physical pre-printed corporate letterhead stationery.
• CRM Visa Applicant Importer: 1-click search & multi-select modal (VisaApplicantPickerModal) that pulls traveler names, passport numbers, and contact details directly from active visa applications in the database, with support for manual row entries.
• Instant Multi-Format Output: Direct Browser A4 Print / PDF, Download as Word Document (.doc), and 1-Click Copy Text to Clipboard.

📋 Agency Passport Collection Register (ICAC / VFS)

• Authorized Collection Roster: Generates official handover manifests for collecting processed passports from outsourcing centers (e.g. ALHIND GLOBAL SERVICES (ICAC), VFS Global, IOM Sri Lanka).
• Manual External Reference Tracking: Dedicated tabular roster supporting external application tracking codes (e.g. LKACWC6FE726) and candidate contact numbers.
• Authorization Declaration & Signatures: Standard legal clause certifying applicant authorization, accompanied by representative signature, collection date, and center staff receipt blocks.
• Export Options: Direct A4 Print / Save to PDF and Download as Microsoft Word (.doc).

📝 Quick Letter & Single NOCs Generator

• Database-Backed Template Library: Letter formats are stored and managed in the PostgreSQL database (quick_letter_templates table), allowing staff to customize existing letter formats or create entirely new letter types.
• Dynamic Field & Placeholder Extraction: Automatically detects placeholders formatted as {{fieldName}} or ${fieldName} in the template body and generates corresponding real-time input fields.
• System Default Formats:
  • Business Visa Introduction Letter
  • No Objection Certificate (NOC) for Overseas Travel
  • Declaration of Financial Sponsorship & Guarantee
  • Tourist Visa Application Cover Letter
• In-App Template Editor: Allows staff to adjust letter wording, customize addressee details, insert new placeholder variables, and manage corporate letterheads.
• Instant Output: Features real-time live preview, 1-Click Copy to Clipboard, and formatted A4 Print / PDF Generation.

💱 Currency & Margin Markup Calculator

• Quick conversion between foreign currencies (USD, EUR, GBP, AED, SGD, AUD, CAD, QAR, SAR, MYR, INR, THB) and LKR using live exchange rates.
• Configurable profit margin markup percentage and fixed service fee calculation.

3. RBAC Permissions