New version of the Profiles page

With the new version of the Profiles page, it's easy to create a queue of applications to work through.

The new design makes it fast to find any application, with an improved layout that shows you more data upfront (e.g. risk level or status) and lets you filter and sort by this data.

When you've applied filtering and sorting options, you can save them in a custom view which you can see any time.

To see the Profiles tab, you need the Product applications permission for at least one product.
If you're looking for specific applications, you can also use the Search tool.

Page layout

The new Profiles page is ordered as a table:

  • Rows correspond to applications.
  • Columns show data about those applications and the profiles that made them.

You can filter and sort the rows as well as customise which columns are displayed. Once done, you can save these preferences as a view that you can apply at any time.

Profiles with multiple applications have one row for each application (rather than one row for the profile). To see all the applications that one profile has, click the name of a profile and look under Product applications.
To add a profile, click New profile and complete the details as prompted.
To assign applications, you have two choices: 1) Click the drop-down in the Assignee column; 2) Select the checkbox next to one or more applications. Learn more about assigning applications.

Page views

Page views control what information is displayed and how.

In other words, they dictate which application rows and data columns are visible as well as the order in which they are presented.

Every page view includes these components:

  • Filtering: Determines which applications are included in the view (e.g. applications assigned to a specific user).
  • Sorting: Determines the order in which the applications are displayed in (e.g. sorted by profile name, alphabetically).
  • Column selection: Determines what data is included in the view (e.g. application statuses are displayed, but application tags are not).
  • Column order: Determines the order in which the data columns are displayed (e.g. profile name is the first column and product application is the second column, etc).

By default, the All applicant profiles view is displayed. To learn more, see Apply a view.

You can control how many rows are displayed by selecting the Rows drop-down. If you change the number of rows displayed, this is applied to every view.

Apply a view

To apply a view, click the drop-down at the top of the Profiles page. You can only apply one view to the page at a time.

You can select any of the standard views described below or any custom views you've saved.

Standard views

There are always three standard views available to you:

  • All applicant profiles: This view shows you all applications that are in the onboarding stage.
  • Customers in review: This view shows you all applications that are in review. An application is in review when it was previously approved but now has one or more incomplete tasks.
  • All monitored applications: This view shows you all applications that are in the monitoring stage.
These views are always available from the drop-down menu with the filtering, sorting, and columns described below. It's not possible to modify these views, but you can create a custom view that will be available from the drop-down in addition to the standard views.
Filtering for the standard views

The default filters for each of the views is as follows:

  • All applicant profiles: Where Status is Applied.
  • Customers in review: Where Status is In review.
  • All monitored profiles: Where Status is Approved or In review.
Sorting for the standard views

The default sorting for all views is to show applications with the most recent Application date at the top.

Column selection and order for the standard views

The default column selection and order for all views is as follows:

  1. Name
  2. Product application
  3. Entity type
  4. Tags
  5. Risk level
  6. Flag
  7. Status
  8. Assignee
  9. Application date
Risk level is only displayed if you're using the Risk module.
Some customers may also see Origin.

Save a custom view

To save a view so that you can apply it at any time:

  1. Apply your custom filtering, sorting, column selection, and column order.
It's a good idea to double-check now that you've applied the right filtering, sorting, column selection, and column order. Once you save the view, you will not be able to edit them.
  1. Click Save view (next to the drop-down to apply a view). The Save view as dialog is displayed.
  2. Name the view.
  3. Click Save view. Your options are applied and the view is saved under the drop-down.
Your custom views are only visible to you.

Delete, rename, or reorder a custom view

When you hover over the name of a custom view in the drop-down, additional options are displayed.

To change the name of a view, click the Edit name icon.

To delete a view, click the Delete icon.

To reorder a view in the list, click the Reorder icon and drag it to a new position.

It is not possible to edit the filtering, sorting, and columns in a custom view. However, you can save modified filtering, sorting, and column options under a new view, then delete the old view.

Rows

Filter rows

Use filtering to change which applications are displayed.

Apply filtering

To change the current filtering:

  1. Click the Filter button. The Add a filter drop-down is displayed, showing any filters that are currently applied.
  2. Modify the filter(s):
    1. To change a filter option that's currently applied, click any of the drop-down options (e.g. Status) and select new ones.
    2. To add a filter option, click Add filter and select the options as prompted.
    3. To remove a filter option, click the X next to it.

Your options are applied as soon as you select them. They'll remain applied, even if you navigate to a different tab, open PassFort in a new window of your browser, or log out and log back in.

However, if you switch to a new view, your options will be forgotten. To save your options so you can re-apply them at any time, create a custom view.

You may notice that as you select options, the other drop-down options change. This is because PassFort only shows you the values you can use. For example, if you select the Status for the first drop-down option, the second drop-down will only display application statuses.
What happens when you apply multiple filter options?

When you have multiple filter options, only the applications that meet all filter criteria will be displayed.

Take an example where you have 3 applications:

  1. An application assigned to Morgan Rose that is In review.
  2. An unassigned application that is In review.
  3. An application assigned to Morgan Rose that is Applied.

You could apply both of these filters:

  • Where Status is In review.
  • Where Assignee is Morgan Rose.

In this case, only the application assigned to Morgan Rose that is In review will be displayed.

Data you can filter by

You can filter by the following data categories:

  • Status: Shows applications with any of the statuses you select.
  • Flag: Shows applications with any of the flags you select.
  • Risk level: Shows applications with any of the risk levels you select. Note that you'll only see this filter criteria if your company is using the optional Risk module.
  • Product application: Shows applications that are for any of the products you select.
  • Assignee: Shows applications assigned to the user or team you select. To see applications that are not assigned to anyone, add Unassigned as the assignee.
  • Application date: Shows applications made within the date range you select.
  • Screening matches: Shows applications made by profiles with the risk screening matches you select. These can be PEPs, sanctions, adverse media, or other matches returned by the PEPs and sanctions screening check or Sanctions and adverse media screening check. They can also be company fraud risk matches returned by the Merchant fraud check. Note that it is not possible to filter based on matches returned by the Fraud check.
  • Tags: Shows applications that have or do not have the tags you select:
    • Match any of: Shows applications that have at least one of the tags you select. For example, if you filter by Match any of the High priority or Medium priority tags, then applications with the High priority tag and applications with the Medium priority tag will be displayed.
    • Not match any of: Shows applications that do not have any of the tags you select. For example, if you filter by Not match any of the High priority or Medium priority tags, then applications that do not have either of these tags will be displayed.
    • Match exactly: Shows applications that have exactly the tags you select. For example, if you filter by Match exactly the High priority and the Medium priority tags, then applications with both the High priority and Medium priority tags will be displayed. Any applications that have one more tag or one less tag will not be displayed.
    • Not match exactly: Shows applications that do not have exactly the tags you select. For example, if you filter by Not match exactly the High priority and the Medium priority tags, then applications that do not have the High priority tag and also the Medium priority tag will be displayed. In other words, any applications that only have one of these tags, applications that do not have any tags, and applications that have 3 or more tags will be displayed.
  • Escalation requires team: Shows applications that are waiting on or have been approved by the teams you select:
    • Waiting on exactly: Shows applications that are waiting on exactly the teams you select. For example, if you filter by Waiting on exactly the Forexo Basic and the Forexo Pro teams, then applications that are waiting on both the Forexo Basic and Forexo Pro teams will be displayed. Any applications that are only waiting on one of these teams or are waiting on 3 or more teams will not be displayed.
    • Waiting on any of: Shows applications that are waiting on at least one of the teams you select. For example, if you filter by Waiting on any of the Forexo Basic or Forexo Pro teams, then applications waiting for the Forexo Basic team and applications waiting for the Forexo Pro team will be displayed. Note that at least 2 teams must be added or the filter option will be automatically changed to Waiting on exactly.
    • Resolved by exactly: Shows applications that are resolved by exactly the teams you select. For example, if you filter by Resolved by exactly the Forexo Basic and the Forexo Pro teams, then applications that are resolved by both the Forexo Basic and Forexo Pro teams will be displayed. Any applications that are only resolved by one of these teams or have been resolved by 3 or more teams will not be displayed.
    • Resolved by any of: Shows applications that are resolved by at least one of the teams you select. For example, if you filter by Resolved by any of the Forexo Basic or Forexo Pro teams, then applications resolved by the Forexo Basic team and applications resolved by the Forexo Pro team will be displayed. Note that at least 2 teams must be added or the filter option will be automatically changed to Resolved by exactly.
  • Entity type: Shows applications made by individuals or companies. Note that associates are not displayed on the Profiles page; you can find associates using search.
  • Country of address: Shows applications that have you country of address you select. Note that for individuals, this is the country of address. For companies, it's the country of incorporation.
  • Last modified date: Shows applications that were made more than or less than the number of days you specify. For example, if you use the filter Last modified date Is more than 10 days ago, applications made 11 or more days ago will be displayed.

Sort rows

Sorting changes the order in which the applications are displayed.

Apply sorting

To change the current sorting:

  1. Click the Sort button. The Add a sort drop-down is displayed, showing any sorting options that are currently applied.
  2. Modify the sorting option(s):
    1. To change a sorting option that's currently applied, click the drop-down option (e.g. Country of address) or select a different sort order (e.g. Z-A).
    2. To add a sort option, click Add sort and select the options as prompted.
    3. To remove a sort option, click the X next to it.
    4. To rearrange a sort option, click the Reorder icon next to it and drag it to a new position.

Your options are applied as soon as you select them. They'll remain applied, even if you navigate to a different tab, open PassFort in a new window of your browser, or log out and log back in.

However, if you switch to a new view, your options will be forgotten. To save your options so you can re-apply them at any time, create a custom view.

What happens when you apply multiple sort options?

When you have multiple sort options, the applications will be sorted by the options from top to bottom.

Take an example where you have 4 different applications which were created for profiles as follows:

  • A high risk application created for a profile located in the UK.
  • A low risk application created for a profile located in the UK.
  • A high risk application created for a profile located in Canada.
  • A low risk application created for a profile located in Canada.

If you choose to sort by risk (highest first), then by country of address (A-Z), they will be displayed in this order:

  1. The high risk application created for the profile in Canada.
  2. The high risk application created for the profile in the UK.
  3. The low risk application created for the profile in Canada.
  4. The low risk application created for the profile in the UK.

If you choose to sort by country of address (A-Z), then by risk (highest first), they will be displayed in this order:

  1. The high risk application created for the profile in Canada.
  2. The low risk application created for the profile in Canada.
  3. The high risk application created for the profile in the UK.
  4. The low risk application created for the profile in the UK.
Data you can sort by

You can sort by:

  • Country: First letter of the country name, going from A-Z or Z-A. For individuals, this is the country of address. For companies, it's the country of incorporation.
  • Creation date: The date the application was created, starting from newest first or oldest first.
  • Entity type: Whether the profiles that made the applications are individuals or companies. To see individuals first, select Z-A. To see companies first, select A-Z.
  • Risk: The application risk level, starting with the highest first (High risk) or lowest first (no risk). Note that this sorting option is only available when you're using the optional Risk module. Contact us to learn more.
  • Last modified date: The date the application or profile was last modified, starting from the newest first (most recently modified) or oldest first (least recently modified). Modification actions exclude viewing the profile, making comments, adding task notes, downloading the audit file, and downloading the audit report. Note that adding a tag or a new product application does affect the last modified date.
The time for Creation date and Last modified date is determined by the second.

Change the number of rows on the page

By default, 25 rows are displayed at a time.

You can see the next set of rows by clicking the Next button at the top of the page.

To change how many rows you can see at a time, click the Number of rows button at the top right and select a new number of rows (10, 25, or 30).

Columns

Show columns

To the left or right of an existing column

To display a new column to the left or right of an existing column:

  1. Click the name of the existing column. The Edit column drop-down is displayed.
  2. To add the new column to the left, click Insert column left. To add the new column to the right, click Insert column right. An additional drop-down menu for Change column content is displayed.
  3. Click the content type for the new column. You can use the search box to locate the content type quickly. When you click the content type, the column is displayed.
At the end of the table

To display a column at the end of the table:

  1. Click the Show column button. A drop-down is displayed, showing the data that can be used for the column.
  2. Select one of the options. A column for that data is displayed at the end of the table.

Hide columns

To hide a column:

  1. Click the column name. The Edit column drop-down is displayed.
  2. Click Hide column.

Move columns

To move a column to the left or right of an existing column:

  1. Click the name of an existing column. The Edit column drop-down is displayed.
  2. To move the column to the left of the existing column, click Insert column left. To move it to the right, click Insert column right. An additional drop-down menu for Change column content is displayed.
  3. Click the content type for the column you'd like to move. You can use the search box to locate the content type quickly. When you click the content type, the column is moved.

Change column content

To change the content type of the column:

  1. Click the column name. The Change column drop-down is displayed.
  2. Click the new content type. You can use the search box to locate the content type quickly. When you click the content type, the column type is changed.

Change column width

To change the width of a column:

  1. Hover your mouse over the edge of the column heading. The mouse cursor changes to a Resizing cursor.
  2. Drag your mouse left or right.

Column data

You can display the following data in the columns:

  • Name: The name of the profile that made the application.
  • Product application: The product that the application is for.
  • Entity type: Whether the profile is an individual or a company. Note that associates are not displayed; you can find associates using search.
  • Tags: Any tags added to the application.
  • Risk level: What kind of risk the application poses to your company. Note that you'll only see this column if your company is using the optional Risk module.
  • Flag: This indicates what's currently happening to the application or what needs to be done for the application to progress to the next status. Learn more about the application flag.
  • Status: Indicates what stage the application is at in the onboarding and monitoring process. Learn more about the application status.
  • Assignee: The person or team from your company who is currently assigned to the application.
  • Application date: The date the application was made.
  • Customer ref: The customer reference. This is an optional unique identifier for the profile.
  • Last modified date: The last time action took place on the application.
  • Phone number: The individual's phone number. For individual profiles only.
  • Email: The individual's email address. For individual profiles only.
  • Date of birth: The individual's date of birth. For individual profiles only.
  • Nationality: The individual's nationality. For individual profiles only.
  • Gender: The individual's gender. For individual profiles only.
  • Company number: The profile's company number. For company profiles only.
  • BvD ID: The unique identifier returned by Bureau van Dijk Orbis. For company profiles only.
  • BvD 9: The unique identifier returned by Bureau van Dijk Orbis. For company profiles only.
  • Creditsafe ID: The unique identifier returned by the Creditsafe Company Data API. For company profiles only.
  • ISIN: The company's International Securities Identification Number (ISIN). For company profiles only.
  • LEI: The company's Legal Entity Identifier (LEI). For company profiles only.
  • UK charity commission number: The charity's UK charity commission number. For UK-based company profiles only.
  • Country of incorporation: The country in which the company was incorporated. For company profiles only.
  • State of incorporation: The state in which the company was incorporated. For company profiles only.
  • Jurisdiction: The jurisdiction in which the company operates. For company profiles only.
  • Registry: The registry with which the company is registered. For company profiles only.
  • Is active: Whether the company is currently active. For company profiles only.
  • Is active details: Details about whether the company is currently active. For company profiles only.
  • Trade description: Details about the company trade. For company profiles only.
  • Number of employees: How many employees the company has. For company profiles only.
  • Incorporation data: Information about the company's incorporation. For company profiles only.
  • Company type: The company's type. For company profiles only.
  • Company description: Details about the company. For company profiles only.
  • Company type description: Details about the company's type. For company profiles only.
  • URL: The company's website. For company profiles only.
Some customers also have the Origin column. This is a way to indicate that a profile originated from another profile.
Some of the information above (e.g. UK charity commission number, Registry, Trade description) is returned as part of the check results for the Company data check, Charity registry check, and Company registry check).


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