What happens to product applications in review?

As soon as an approved application has an incomplete task, it’s put into review automatically. Learn how applications get incomplete tasks.

Applications in review are displayed in the Monitoring area.

When a product application is in review...

1. Any automatic checks are performed

If the smart policy specifies that checks should run automatically for incomplete tasks, those checks are performed now for all tasks, except those that users marked incomplete manually.

Checks on tasks that were marked incomplete manually must be run manually.

If the associate profile has smart policies that include checks configured to run automatically for incomplete tasks, those checks are run on the profiles of the relevant associates. As above, automatic checks are not performed on any associate tasks that users marked incomplete manually.

Successful checks are marked Passed and unsuccessful checks are marked Failed. Checks that could not be run because of a PassFort or data provider error are marked Error.

Learn what causes each check to pass.

Every check that has been performed on a task is displayed on that task, with the most recently performed check at the top. To see which checks were run previously, scroll down the task.

2. Tasks are passed/failed

Any tasks passed as part of the initial product application remain passed unless a change is discovered in the monitoring process to cause them to become incomplete. No further action is required for passed tasks.

Whether tasks are passed automatically or manually depends on how the task became incomplete as well as what’s defined in the product’s smart policy.

Passing tasks automatically

Tasks are marked Task passed automatically when all of the following are true:

  • The smart policy specifies the task should be passed automatically as soon as one check passes.
  • At least one check has passed.
  • The task was not marked incomplete manually.
Tasks marked incomplete manually must be completed manually.

Tasks with an associate smart policy are only marked Task passed when the associates of the company are approved. Each associate smart policy determines whether a specified number of associates, a specified percentage of associates, or specified types of associate need to be approved for the task to be marked Task passed.

The indicator for passed tasks is a checkmark.

Passing tasks manually

All other incomplete tasks must be passed manually. The indicator for tasks that are not yet complete is an empty circle.

The actions you take to pass the task depends on the nature of the task as well as your company’s compliance policy. You might:

  • Review information obtained from checks.
  • Complete a task form.
  • Upload files (e.g. a PEP declaration form) to the Task notes.
  • Record conversations or actions that took place outside of PassFort by adding a note to the Task notes.

Once the task is complete, click Mark task as complete and select Passed. The task is marked Task passed and its indicator displays a checkmark.

Failing tasks manually

To fail an incomplete task, click Mark task as complete and select Failed. Optionally, explain why you're failing the task in the Task notes.

To fail a passed task:

  1. Click Task passed. The button is displayed as Mark task as complete.
  2. Click Mark task as complete and select Failed. Optionally, explain why you're failing the task in the Task notes.

An application with one or more failed tasks cannot be approved. To learn how to cancel applications, see Approving/cancelling applications manually.

If another user should take action on the tasks, you can assign the product application to them.
Tasks cannot be failed automatically.

3. The application is approved/cancelled

Once all tasks are passed, the next action is determined by the smart policy.

Automatic application approvals

If the smart policy is configured so applications are approved automatically once all tasks are passed, the application is given the Approved status.

If you have Risk configured, you can configure the smart policy so applications are cancelled automatically for specified risk levels. To learn more, see Monitored product applications.
Approving/cancelling applications manually

If automatic approvals are not configured, the onboarding status of the application is displayed as Ready for decision, indicating that a user will need to manually approve/cancel the application.

To do so, click the Review applications button, then click the Review application dropdown and indicate your decision.

If it’s not possible to select the Approve option from the Review application dropdown, one or more of the tasks are incomplete or failed. All tasks must be passed before the application can be approved.

Profiles with at least one approved application continue to be displayed in the Monitoring area. Learn more about monitoring.

Profiles that only have cancelled applications are not displayed by default in the Onboarding area or the Monitoring area. To see profiles that only have rejected applications, apply the Cancelled filter.

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