About workflows
Workflows determine how entities are onboarded through assessments.
Every assessment type defined in your smart policy has one or two workflows; one for assessing individuals and/or one for assessing companies.
Each workflow specifies which tasks are added to an entity's assessment and the stage in the assessment process where they are added. Once the tasks have been completed, they determine the next steps, such as whether the assessment passes automatically or requires manual review.
If you'd like to make any changes to your workflows, contact our Client Service team.
If any changes are made to your workflows, they'll only be applied to existing assessments that restart the flow and new assessments.
Your workflows can be viewed in Policy Builder > Workflows. Select a workflow name to view it.
Prerequisites
You can only see the Policy Builder if you have Read-only access for the Smart Policy permission. If you think you should have this permission but you don't, contact the administrator of your account.
How workflows work
Workflows are structured as flowcharts. When an assessment is added to an entity, it begins at the start of the flow and follows the path until it reaches an outcome.
When the assessment reaches a task element, one or more task variants are added to it. In the following example, the Assess PEPs, sanctions, and adverse media task is added first and the Verify address and Verify identity tasks may be added later.
When the assessment reaches a branch element, a Yes or No decision is made and it follows the corresponding Yes or No path. For example, with the Is associate branch in the example here, the assessment takes the Yes path if the individual is a company associate. Otherwise, it takes the No path.
When you build your workflow, you can add as many task, branch, and outcome elements as you like.
As an example, take a low-risk entity that is not an associate. This is what happens if they go through the Forexo Basic workflow pictured previously:
The assessment reaches the first task element and the Assess PEPs, sanctions, and adverse media task is added to it.
The assessment reaches the Is associate? branch and, because the entity is not an associate, the No path is taken.
The assessment reaches the second task element and the Verify address and Verify identity tasks are added.
The assessment reaches the Is low risk? branch and, because the assessment is low risk, the Yes path is taken.
The assessment reaches the Automatically pass when all tasks complete outcome. When all three tasks have passed, the assessment passes automatically.
Although your workflow can have multiple outcomes when you're using branches, an assessment can only ever reach one outcome each time it goes through the workflow.
If the assessment reaches a branch element and it doesn't have enough information to make a Yes or No decision, it waits there until the required information is added to the entity.
How risk is calculated
If you have risk configured, the workflow and the assessment risk calculation begin at the same time, so it's possible for tasks to be added, checks to be run, and the assessment to be passed before the risk level is determined.
However, if you have a branch for Risk level or Risk score, the assessment will pause at that branch until the level/score has been determined.
An assessment is re-evaluated against the workflow any time something changes that might affect the decisions in the workflow.
To ensure that all assessments have a risk level or risk score before they can pass, include a branch for Risk level or Risk score.
How assessments are re-evaluated against the workflow
An assessment is re-evaluated against the workflow any time there's a change to something that might affect the decisions in the workflow.
For example, the following changes cause the assessment to be re-evaluated:
Entity detail change, for example, an update to the address.
A time-based detail changes that affect a branch. For example, Age is a branch property and the individual's birthday is reached, or Years since incorporation is a branch property and the company's incorporation date is reached.
The risk level changes.
A user approves an escalation.
New results are returned from ongoing monitoring. For example, a new match is discovered for the PEPs and sanctions screening or Merchant fraud check, or a new associate is discovered with the Company data check.
A task expires.
A decision to cancel or fail the assessment is reverted.
The assessment always goes back to Start, even if it didn't complete the initial workflow, for example, it was stuck at a branch because more data was required. Assessments never start in the middle of a workflow.
Tasks are not added a second time.
For example, take the low-risk Forexo Basic workflow described in the example in this topic.
If the assessment is re-assessed as high-risk, this is what happens:
The assessment reaches the first task element. Because it already has the Assess PEPs, sanctions, and adverse media task, no action is taken.
The assessment reaches the Is associate? branch and, because the entity is not an associate, the No branch is taken.
The assessment reaches the second task element. Because it already has the Verify address and Verify identity tasks, no action is taken.
The assessment reaches the Is low risk? branch and, because the entity is high risk, the No branch is taken.
The assessment reaches the Is medium risk? branch and, because the entity is high risk, the No branch is taken.
The assessment reaches the Escalate approval to teams outcome. A member of the Forexo Basic team must now manually review the assessment.
The assessment is not re-evaluated when changes are made to the workflow itself or when changes are made to the task, check, or data provider configurations in your smart policy.
The assessment is not re-evaluated when changes are made to the entity or assessment that don't affect the workflow decisions, for example, a task is uncompleted manually or a new comment is added to the entity's Conversations.
Note
Time-based detail changes (age and years since incorporation) took effect for new assessments on 11 January 2021.
Assessments created before this date aren't re-evaluated until the entity's next birthday or date of incorporation is reached after 28 January 2021. For example, if an individual's birthday is 27 January, and their assessment was created prior to 11 January 2021, the next time it is re-evaluated for age is 27 January 2022. If their birthday is 1 February, the next time their assessment is re-evaluated is 1 February 2021.
Note that their assessments may be re-evaluated before this time for different reasons, for example, if the risk level changes.
If a task has been removed from the latest version of the workflow, the task is also removed from the assessment when the entity is re-evaluated against the workflow. However, the task is still displayed on the entity if you view All tasks.