Workflows are ready-to-use compliance processes that get set up in your organization in just a few clicks. This article explains what they are for and which ones are available today.
What are workflows for?
Every compliance process — renewing an investor profile, updating a KYC file, adding an account owner — requires several pieces to be configured and connected to each other: a case template, its stages, its outcomes, the requirements sent to the client, and the emails that accompany them.
Setting all of that up by hand takes time, and it is easy to leave a piece out. A workflow solves that: it is a process already designed and tested by Complif that, once installed, creates all of those pieces at once, already linked together.
You will find them in the library of your admin panel.
What gets set up when you install a workflow?
A case template: the case that is opened and managed.
Its stages: the board the case moves through.
Its outcomes: the ways to close it, each with its closing report where applicable.
The requirements: what is asked of the client. They are requested automatically when the case opens.
The emails: the notifications that accompany each requirement (new request, reminder, approval, rejection).
From the moment you install it, those pieces are yours: they live in your organization and behave exactly like any template you would have configured manually. You can edit or adjust them whenever you want.
How do you install a workflow?
Open the workflow card in the library.
Review the details: which case it creates, when it is triggered, what is asked of the client, and which emails are sent.
Adjust the fields the workflow lets you configure and choose the sender email to be used in the communications.
Confirm. Complif creates everything in a single step and the workflow is ready to use.
If a workflow is already installed in your organization, its card is marked as in use.
Workflows available today
Investor Profile Update
Keeps your accounts' investor profiles current without manual follow-up.
The case opens automatically when the account's investor profile reaches its expiry date, as far in advance as you define. The client is asked to complete the investor profile questionnaire again and sign it. Once the requirement is approved, the account's profile is updated with a new one-year validity, and the case can close automatically with its closing report pre-filled.
Adding Account Owners
Lets you add owners to an account by requesting the information directly from the client.
The client receives an access link and, from the portal, sees the account's current owners, can update their information, and can add new owners by completing the required fields. If the workflow requires it, the process ends with a digital signature. On the analyst's side, the submission is reviewed in a field-by-field comparison table — previous value and new value, with differences highlighted — and the changes are applied upon approval.
Removing an Account Owner
Lets you remove owners from an account through the same data update flow.
The client receives the link and submits the correct list of owners. With owner replacement enabled, any owner left out of the submission is removed upon approval and listed in a removed owners section, so the analyst always sees what was taken out before confirming.
KYC File Update
Automates the periodic update of your accounts' KYC files based on their assigned risk.
Complif reviews accounts daily and opens the case when the update interval defined in your risk matrix is reached. When it opens, the client is sent the requirements associated with the workflow, which can be presented as a single grouped request in the user portal. When the case is closed, the account's last update date is recorded and the countdown to the next expiry starts over.
Need a workflow that is not in the library?
Write to us at [email protected] and we will review it with your team.