Risk monitoring supports two types of customers, individuals and legal entities.
Individuals
Each individual customer can be found on the overview list page and each customer has their own customer page.
Overview list page - individuals
An overview of all customers that are individuals can be found by clicking the Individuals tab in Risk monitoring. This will show a list of all customers that are individuals and have been added to Risk monitoring.
Search
The search box at the top lets you search for specific individuals by name.
Filter
Next to the search box is a filter icon which you can use to filter the list down based on their risk level, risk factor and/or expiration. Closed accounts are automatically filtered out of all results, but can be shown by selecting them in the filter.
Add, import and export individuals
The Add individual button let's you manually add individuals to risk monitoring.
The Import individuals let's you import individuals in bulk from an excel sheet.
The Export individuals let's you export your data about customers that are individuals in an excel sheet.
List of customers
The list includes the following columns
- Name of the Individual and any risk factor that are present for that customer
- When they last answered a due diligence SmartFlow
- When their risk score expires (this depends on the chosen risk level and your configuration). If the risk score expires within a month this will be highligted with a red text under the date saying "expiring soon". If the risk score has already expired, this will be highlighted with red text under the date saying "expired" as well as a red outline around the customer.
- The chosen risk level for the customer
- Any action that should be performed for the customer
- A button to open the customers page
Actions
The action column includes quick action buttons to perform tasks when they are due.
- The Resend button will appear when there is less than a month until the current risk score expires. When it is pressed the AML SmartFlow that the person previously filled out will be resent and would need to be filled out and signed by the person.
- The Review PEP button will appear when a PEP report has been collected and a match has been found. The user will need to review the PEP report and determine if the results are a confirmed match or a false positive. Note - this will only happen if the AML SmartFlow that is connected to Risk monitoring has a PEP lookup configured within it.
- The Assess risk button will appear when the due diligence form has been signed and is ready for risk assessment.
Customer page - individuals
The customers page will include the following sections
General information
Here you can see the contact information from the digital signature, including the ID number if a qualified signature was used.
The three dots button in the top right corner will show you a list of further actions. This includes the options to edit the individual and close the customer account.
The ID number, date of birth, email address, mobile phone number, nationality and address are editable.
Closed accounts can be found using the closed account filter on the overview page. When an account has been closed, no further action can be performed, except to re-open the account.
Risk level
Click Assess risk to risk assess the customer. Once the risk assessment has been saved it will show in this box. If you want to change the risk level click the edit button in the top right corner of the risk level box.
Dates
The Dates section shows the important dates for the customer. This includes when they last answered a due diligence form (Answered date), when the risk level was last confirmed (Assessment date) and when the risk level expires and should be reviewed again (Expiration date). The expiration date is calculated from the assessment date and the interval configured for each risk level.
Due Diligence
The Due Diligence section lets you view the last Due Diligence SmartFlow that the customer signed by clicking the View button. You can also resend the Due Diligence SmartFlow by clicking Resend.
PEP
The PEP section lets you view the last PEP report for the customer by clicking the View button. You can also download the report by clicking Download. All PEP reports for the customer are also available in the Documents section. When there are PEP results that are awaiting review the Review button will appear, click it to review the PEP results and document your findings.
Next action
This section is not always visible, it depends on the status of the customer.
- The Review PEP button appears when PEP results are present but haven't been reviewed. It has the same functionality as the Review button in the PEP section.
- The Assess risk button appears when the customer is awaiting a risk assessment and no PEP report is pending a review. It has the same functionality as the Assess risk button in the Risk level section.
- The Resend Due Diligence button appears when there is less than a month until the risk level expires. It has the same functionality as the Resend button in the Due Diligence section.
- The Close account button appears when the risk level has expires. It has the same functionality as the Close account button in the General information section.
Documents
When a SmartFlow that is connected to Risk monitoring is signed, all documents from that SmartFlow are automatically saved in the documents section for that customer. By clicking the button in actions, users can download each document. Users can also upload additional documents to this section using the Upload document button in the top right corner of the section.
Audit log
The audit log section includes automatic logs for:
- when risk assessments are performed, including reasoning behind the decision
- when PEP reviews are performed, including an optional reasoning
- when individuals are manually added or edited
- when individuals are offboarded
- when a SmartFlow is sent from risk monitoring and when it's signed
- when documents are uploaded
It also gives users the option to manually add comments to the audit log. This is intended to provide transparency for actions and decisions made.
Legal entities
Each legal entity customer can be found on the overview list page and each customer has their own customer page.
Overview list page - legal entities
An overview of all customers that are legal entities can be found by clicking the Legal entities tab in Risk monitoring. This will show a list of all customers that are legal enitities and have been added to Risk monitoring.
- Search
- Filter
- Add, Import and Export individuals
- List of customers
Search
The search box at the top lets you search for specific legal entities by name.
Filter
Next to the search box is a filter icon which you can use to filter the list down based on their risk level, risk factor and/or expiration. Closed accounts are automatically filtered out of all results, but can be shown by selecting them in the filter.
Add, import and export individuals
The Add legal entity button let's you manually add legal entities to risk monitoring.
The Import legal entities let's you import legal entities in bulk from an excel sheet.
The Export legal entities let's you export your data about customers that are legal entities in an excel sheet.
List of customers
An overview of all customers that are legal entities can be found by clicking the Legal entities tab in Risk monitoring. This will show a list of all legal entity - customers that have been added to Risk monitoring.
The list includes the following columns
- Name of the legal entity
- Any risk factor that is present for that customer
- When their risk score expires (this depends on the chosen risk level and your configuration). If the risk score expires within a month this will be highligted with a red text under the date saying "expiring soon". If the risk score has already expired, this will be highlighted with red text under the date saying "expired" as well as a red outline around the customer.
- The chosen risk level for the customer
- Any action that should be performed for the customer
- A button to open the customers page
Actions
The action column includes quick action buttons to perform tasks when they are due.
- The Resend button will appear when there is less than a month until the current risk score expires. When it is pressed the AML SmartFlow that the person previously filled out will be resent and would need to be filled out and signed by the person.
- The Review PEP button will appear when a PEP report has been collected and a match has been found. The user will need to review the PEP report and determine if the results are a confirmed match or a false positive. Note - this will only happen if the AML SmartFlow that is connected to Risk monitoring has a PEP lookup configured within it.
- The Assess risk button will appear when the due diligence form has been signed and is ready for risk assessment.
Customer page - legal entities
The customers page will include the following sections
- General information
- Risk level
- Dates
- Due Diligence
- PEP
- Next action
- Connected individuals
- Documents
- Audit log
General information
Here you can see the information from the Company element used in the SmartFlow as well as information from the Business registry profile.
The three dots button in the top right corner will show you a list of further actions. This includes the options to edit the legal entity and close the customer account.
The name, country, address, ID number, ISAT/NACE number, VAT number, LEI number, purpose and description are editable.
Closed accounts can be found using the closed account filter on the overview page. When an account has been closed, no further action can be performed, except to re-open the account.
Risk level
Click Assess risk to risk assess the customer. Once the risk assessment has been saved it will show in this box. If you want to change the risk level click the edit button in the top right corner of the risk level box.
Dates
The Dates section shows the important dates for the customer. This includes when they last answered a due diligence form (Answered date), when the risk level was last confirmed (Assessment date) and when the risk level expires and should be reviewed again (Expiration date). The expiration date is calculated from the assessment date and the interval configured for each risk level.
Due Diligence
The Due Diligence section lets you view the last Due Diligence SmartFlow that the customer signed by clicking the View button. You can also resend the Due Diligence SmartFlow by clicking Resend. This will automatically be resent to the person that last filled out a Due Diligence SmartFlow for this customer.
PEP
The PEP section lets you view the last PEP report for the customer (note that this section is only shown if a Company PEP report is present) by clicking the View button. You can also download the report by clicking Download. All PEP reports for the customer are also available in the Documents section, including PEP reports on each connected individual, if present. When there are PEP results that are awaiting review the Review button will appear, click it to review the PEP results and document your findings.
Next action
This section is not always visible, it depends on the status of the customer.
- The Review PEP button appears when PEP results are present but haven't been reviewed. It has the same functionality as the Review button in the PEP section.
- The Assess risk button appears when the customer is awaiting a risk assessment and no PEP report is pending a review. It has the same functionality as the Assess risk button in the Risk level section.
- The Resend Due Diligence button appears when there is less than a month until the risk level expires. It has the same functionality as the Resend button in the Due Diligence section.
- The Close account button appears when the risk level has expires. It has the same functionality as the Close account button in the General information section.
Connected individuals
The connected individuals section shows a list of the signees of SmartFlows connected to Risk monitoring. If the SmartFlow includes a Business profile registry element the list of individuals from that will also be shown here, with the roles that were indicated there. If the SmartFlow has a PEP lookup connected to any type of individual, all positive results from those lookups will be shown in the Risk factor column.
Connected individuals page
Each connected individual has their own page which is identical to the Individuals page except that it doesn't include the Risk level section. PEP review for the connected individual needs to be performed on this page. Any documents that are uploaded in this section will also appear in the legal entity page as well as any comments to the audit log.
Ending connection
If an individual is no longer associated with the legal entity, the user can end the connection by clicking the three dots in the top right corner of the general information section and clicking "End connection".
The individual will be moved to the Formerly connected individuals section of the page which can be expanded by clicking the arrow on the right side.
Documents
When a SmartFlow that is connected to Risk monitoring is signed, all documents from that SmartFlow are automatically saved in the documents section for that customer. By clicking the button in actions, users can download each document. Users can also upload additional documents to this section using the Upload document button in the top right corner of the section.
Audit log
The audit log section includes automatic logs for:
- when risk assessments are performed, including reasoning behind the decision
- when PEP reviews are performed, including an optional reasoning
- when legal entities or connected individuals are manually added or edited
- when legal entities or connected individuals are offboarded
- when a SmartFlow is sent from risk monitoring and when it's signed
- when documents are uploaded
It also gives users the option to manually add comments to the audit log. This is intended to provide transparency for actions and decisions made.