What are task expiry dates?

Use task expiry dates to ensure application tasks are re-evaluated regularly.

You can configure any task so when a version is passed, it remains valid for a specified number of days, then expires.

30 days before the task version expires, a new version is created and can be passed/failed.

When the current version expires, the application uses the next version. For approved applications, this means the new version must be passed for the application to remain approved. If the new version is not passed, the application goes into review.

For example, if you configure the Verify identity task so its versions expire 365 days after they’re passed, customers must have their identities successfully re-verified every year for their applications to remain approved.

If the task is a Custom task (for individuals or companies), you can specify the first instance of the task is skipped. In this case, the task is only displayed on the profile for the first time, 30 days before the expiry date is reached. To learn more about how this works, see Skipping the first task version.

Even if no task version expiry date has been set, PEPs, sanctions, and adverse media tasks expire automatically when the decision to reject/cancel an application is reverted.
To see a version of a task, click the Version icon . Versions are displayed by creation date. To learn more about task versions, see What are task versions?

How expiry dates are calculated

A task version’s expiry date is set as soon as the version is passed.

It’s calculated as the date the current version is passed plus the number of days specified in the task’s configuration.

For example, if a version of the Verify identity task is passed on 1 January 2019 and the task versions are configured to expire after 365 days, that version will expire on 1 January 2020.

The expiry date is calculated from the date the task is Passed, not the date the application is Approved. In the example above, even if the application is approved on 31 December 2019, the Verify identity task expires one day later on 1 January 2020 because it was passed 365 days earlier.

When a task version is nearing expiry

30 days before a task version is due to expire:

  1. If the application is approved, it’s marked as nearing expiry. The application’s status badge is displayed as Expiring in [X] days.
    A notification is displayed. The notification is displayed in the Notifications area if you have your notification preferences for Application assigned to me is nearing expiry and Unassigned application is nearing expiry set to In PassFort. The notification is sent via email if the preferences are set to By email.
If one application has multiple tasks with versions nearing expiry, the nearest expiry date is used as the application’s expiry date.
You can view all expiring applications by applying a filter with the Expiring within 30 days refinement.
  1. The task’s status is displayed as incomplete. Under the profile’s Due diligence tasks, the status is displayed as an empty circle.
  2. The old task version becomes inactive. The version status remains Passed, but it’s no longer possible to run checks on this version or change its status to Incomplete. A banner is displayed at the top of the version to indicate when it will expire.
During this time, it’s still possible to add/delete task notes on this version.
  1. A new version of the task is created. A banner is displayed at the top to indicate it’s the new version. To learn more, see The new task version.
If a Custom task is configured to skip the first version and the first version is nearing its expiry date, this is the first time the task is displayed to users. All actions above take place. The first version of the task is displayed as Passed and inactive.
If an application is nearing expiry and you want to know which of its tasks are expiring, look for tasks with an incomplete status (indicator is displayed as an empty circle). Confirm a task is expiring by looking for an expiry banner at the top of the task.

The new task version

Use the new version to evaluate whether the profile still meets the requirements of the task. You can run new checks, update the task notes, and change the task status to Passed or Failed.

When the new version of the task is created, initially the status is incomplete and there are no task notes.

The smart policy determines what checks are performed when the new version is created:

  • Any checks configured to run automatically are performed on the new version as soon as it’s created. The check results are displayed in the version’s check history.
  • Likewise, if the task has associate smart policies with checks configured to run automatically, those are performed now. The results are displayed on the tasks of the associates’ profiles.
  • If no checks are configured to run automatically, nothing is displayed in the task version’s check history.

To run a check manually, click its button (e.g. Electronic identity check or Document verification).

Passing/failing the new task version

If the smart policy specifies the task is passed automatically as soon as one check passes and at least one check is passed, the new task version is passed automatically.

If the new task version has not passed automatically, it must be passed or failed manually.

The actions you take to make a decision about whether to pass or fail the new version depends on the nature of the task as well as your company’s compliance policy. You might:

  • Review information obtained from automated 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.

To pass or fail the task manually, click Mark task as complete and select Passed or Failed. Optionally, explain why you're passing or failing the task in the Task notes.

If the new task version is passed

The following happens:

  1. The task’s status is displayed as Task passed. The indicator under the profile’s Due diligence tasks displays a checkmark.
  2. The old task version expires immediately. To learn more about what this means, see Expired task versions.
  3. The application status is determined by the smart policy:
  • If all other tasks are passed and the smart policy is configured so applications are approved automatically once all tasks are passed, the application is given the Approved status.
  • If all other tasks are passed and automatic approvals are not configured, the status is displayed as Ready for decision, indicating that a user will need to approve/cancel the application manually.
  • If more tasks need to be passed, the requirements for the outstanding tasks determine the status.
  1. The expiry date for the new task version is set. It’s calculated as the date the version is passed plus the number of days specified in the task’s configuration.

If the new task version is failed

The following happens:

  1. The task’s status is displayed as Task failed. The indicator under the profile’s Due diligence tasks displays an X.
  2. The application continues to use the old task version until the expiry date is reached. The old task version remains nearing expiry. This means that if the application is approved, it remains approved until the expiry date is reached. Likewise, if the application is not yet approved, it can be approved using the old task version until the expiry date is reached.
If you would like to reject or cancel the application before the expiry date is reached, you can do it manually. Learn how to reject or cancel an application manually.

If the new task version is incomplete

If the new version is not passed or failed, it remains incomplete, even once the expiry date is reached.

When the new task version is incomplete, the indicator under the profile’s Due diligence tasks displays an empty circle.

When the expiry date is reached

If the new task version is Failed or Incomplete when the expiry date is reached, the following happens:

  1. If the application is approved, it goes into review. Learn what happens to applications in review.
  2. If the application is not yet approved, it remains in Onboarding. The application cannot be approved until the new task version is passed.
  3. The task status remains Task failed or incomplete.
  4. The old task version expires. More information about expired task versions, see Expired task versions.
To learn what happens if the new version of the task is passed before the expiry date is reached, see If the new task version is passed.

Expired task versions

Expired task versions provide a record of the checks run. It’s not possible to run any new checks or change the status of an expired task version.

Adding and deleting task notes remains enabled.

A banner is displayed across the top of the task version, indicating when it expired.

Skipping the first task version

If the task is a Custom task (for individuals or companies), you can specify that the first instance of the task is skipped. This means the behaviour of the first version is slightly different to other versions.

When the application is added to the profile, the following happens:

  1. The status of the first version is set to Passed automatically.
  2. The expiry date is calculated as the date the application is added to the profile plus the number of days specified in the task’s configuration.
  3. The task is not displayed on the application.

30 days before the first expiry date is reached, the following happens:

  1. The task is displayed on the application for the first time with two versions: the first version and the new version.
  2. The first version of the task is displayed as nearing expiry. A banner is at the top of the version to indicate when it will expire. It is not possible to run checks or change the status.
  3. A new version of the task is displayed as incomplete. Checks can be run on this version and the status can be changed to Passed or Failed.

Every subsequent version is displayed and expires as normal.

For example, you could configure a Custom task called ‘1 Year Review’ and specify its versions expire 365 days after they’re passed and the first version should be skipped. With this configuration, the ‘1 Year Review’ task would not need to be completed when an application is first created, but it must be completed at the end of the application’s first year and every year after that.


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