Forms and Workflows

This section allows you to control various aspects about how forms and utilized in your organization.

Content

Overview
Accessing the Forms and Workflows sections
Making changes to Forms and Workflows
Configurable Settings

All Forms
FINTRAC Identification Records
Receipt of Funds

Overview

Forms and Workflows is an essential section that allow you to customize how your Agents interact with their tasks. You can adjust the visibility and structure of forms, deciding which sections are mandatory and which forms are required for your Agents to complete, allowing you to tailor the process to fit your operational needs. By optimizing these settings, you can streamline your Agents' workflows, reduce manual entry errors, and ensure a more structured and effective approach to task management.

Accessing the Forms and Workflows section

Click the dropdown menu in the top-right corner of the screen

The Home screen highlighting the Cogwheel (Settings) icon in the top-right

In the left navigation bar, click on Forms and Workflows to access the section

The Manage Account screen highlighting Forms and Workflows in the side navigation bar

Making changes to Forms and Workflows

Any changes that you make to Forms and Workflows, must be confirmed by clicking the Save button at the bottom of the page.

Configurable Settings

Below are the settings you can configure in Forms & Workflows.

Note: Setting availability may vary by permissions or feature flags. If a setting listed here isn't visible in your account, please contact Iluminai Support at support@ilumin.ai.

All Forms

Hide In Progress Forms	When enabled, all forms which have the status In Progress will not be displayed to Backoffice Users
Allow Editing After Approval	When enabled, Agents can continue to make changes to forms which have been Approved by Backoffice Users.

FINTRAC Identification Records

Person Present	Allow agents to perform automated identity verification using a government ID such as drivers license, passport, or other sanctioned photo identification with their client present. This method does not utilize a liveliness/selfie verification.
Person Not Present	Allow Clients to perform automated identity verification themselves without an Agent needing to be present. This process utilizes both government ID image verification and a liveliness/selfie verification.
Manual Method	Allow Agents to perform identity verification using manual information capture such as Dual ID Process and Credit File identification methods.
Submissions and Approvals
Allow Editing of Submitted High Risk Forms	When enabled, Agents can make changes to submitted High Risk forms.
Auto Approve Submitted Forms	When enabled, forms which are submitted by Agents will be automatically approved. Notification receipts will be sent to the appropriate users for both submitted and approved workflows.
Auto Approved Submitted High Risk Forms	When enabled, forms associated with a High Risk client which are submitted by Agents will be automatically approved.
Allow Corrections on Approved Forms	When enabled, Agents are allowed to make corrections on approved FINTRAC Identification Records.
Allow Corrections on Approved Forms Within Period	Allow an Agent to make corrections on FINTRAC Identification Records which have been approved within the specified number of days.
Cloning
Allow Cloning of Forms	If enabled, Agents can clone previously approved forms.
Allow Cloning of High Risk Forms	If enabled, Agents can previously approve High Risk forms.
Allow Cloning of Individual/Person Forms Within Period	Allow an Agent to clone Individual/Person forms which have been approved within the specified number of months.
Allow Cloning of Entity/Organization Forms Within Period	Allow an Agent to clone Entity/Organization forms which have been approved within the specified number of months.
Clone Third Party Verification	If enabled, Third Party Verification details will be included in the cloned forms.
Miscellaneous
Show Supporting Documentation	When enabled, the Supporting Documentation page will be available to Agents and Backoffice Users for Individual/Person based FINTRAC Identification Records.
Show Client Risk Score	When enabled, the calculated score will be displayed to Agents as they complete the Client Risk Determination page.
Business Relationship Monitoring	When provided, the content below will automatically appear within the Business Relationship Monitoring additional measures.
Add Brokerage Name on Generated Documentation	When enabled, the name of the Account/Office will be included on generated documentation.

Receipt of Funds

Features
Require Supporting Documentation	When enabled, Supporting Documentation will be required on all submitted forms. This ensures that all necessary documentation is provided before approval.
Add Bill Payment option for the Type of Funds Received field	When enabled, Bill Payment will be added on the Type of Funds Received field options.
Submissions and Approvals
Auto Approve Submitted Forms	When enabled, forms which are submitted by Agents will be automatically approved. Notification receipts will be sent to the appropriate users for both submitted and approved workflows.
Allow Corrections on Approved Forms	When enabled, Agents are allowed to make corrections on approved Receipt of Funds Records. Notifications will be sent to the email addresses specified in the Notifications page.
Allow Corrections on Approved Forms Within Period	Allow an Agent to make corrections on Receipt of Funds which have been approved within the specified number of days.
Miscellaneous
Brokerage Trust Account Holder Name	When a value is provided, it will be used as the brokerage trust account name. Otherwise, this defaults to the legal name of the brokerage.
Add Brokerage Name on Generated Documentation	When enabled, the name of the account/office will be included on generated documentation.