Filter and sort profiles

You can change which profiles you see on the Profiles tab and which order they're displayed in by changing the filtering and sorting options.

Your filtering and sorting options will remain applied, even if you navigate to a different tab, open PassFort in a new window in your browser, or log out and log back in.

To see the Profiles tab, you need the Product applications permission for at least one product.
You can also search for profiles.

Default filtering options

By default, when you go to the Profiles tab, you can click the drop-down at the top and choose from any of these options:

  • All applicant profiles: See all profiles with at least one application in onboarding.
  • Customers in review: See all profiles with at least one application in review.
  • All monitored applications: See all profiles with at least one application in review or in monitoring.

Custom filtering options

Apply custom filtering and sorting options to see a different subset of profiles or change the order that profiles are displayed in.

You can also save your options as a custom filter so you quickly see them again at any time.

Apply custom filtering and sorting

  1. Go to the Profiles tab.
The options preselected in the next step are based on whichever filter is currently applied (e.g. Customers in review). If you want to use options that are close to an existing filter, select it from the drop-down before you move to the next step.
  1. Click Refine list. The Refine list panel opens.
  2. Choose your options. See the end of this article for a complete list of filtering and sorting options.
  3. Click Refresh list. Your options are applied.

Save a custom filter

To save your options as a filter that you can apply at any time:

  1. Click Refine list. The Refine list panel opens.
  2. Choose your options. See the end of this article for a complete list of filtering and sorting options.
  3. Click Save filter as. The Save filter as dialog opens.
  4. Name the filter.
  5. Click Save filter. Your options are applied and the filter is saved under the drop-down.

To view your filter at any time, click the Select a filter drop-down and click the name of the filter.

Your saved filters are only visible to you.

Delete or modify the name/order of a custom filter

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

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

To delete the filter, click the Delete icon.

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

What are the custom filtering and sorting options?

Sorting

These options change the order in which applications are displayed.

You can sort by:

  • Country: Order profiles by the first letter of the country name, going A-Z or Z-A. For individuals, this is the country of address. For companies, it's the country of incorporation.
  • Creation date: Order profiles from the date they were created, starting from newest or oldest.
  • Entity type: Sort profiles by whether they're individuals or companies. To see individuals first, select Z-A. To see companies first, select A-Z.
  • Risk: Sort by the application risk level, starting with the highest (High risk) or lowest (no risk). If a profile has multiple applications, the application with the highest risk is used when you're sorting by highest risk, and the application with the lowest risk is used when you're sorting by lowest risk. Note that this sorting option is only available when you're using Risk. Contact us to learn more.
  • Last modified date: Sort profiles from the date they were last modified, starting from the newest first (most recently modified) or oldest first (least recently modified). Actions that modify a profile exclude viewing the profile, making comments, adding task notes, downloading the audit file, and downloading the audit report. Note that adding a tag to a profile does affect the last modified date.

You can add multiple sorting options. To add a new sorting option, click Add another.

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

Take an example where you have 4 profiles:

  • Individual profile created in January.
  • Company profile created in January, at the exact same time.
  • Individual profile created in February.
  • Company profile created in March.

If you choose to sort by entity type (A-Z), then by creation date (oldest first), they will be displayed in this order:

  1. Company profile created in January.
  2. Company profile created in April.
  3. Individual profile created in January.
  4. Individual profile created in March.

If you choose to sort by creation date (oldest first), then by entity type (A-Z), they will be displayed in this order:

  1. Company profile created in January.
  2. Individual profile created in January, at the exact same time.
  3. Individual profile created in February.
  4. Company profile created in March.
The time for Creation date and Last modified date is determined by the second. If the individual profile from January had been created one minute earlier, it would be displayed first.

To reorder sorting options, hover over the option, click the Reorder icon and drag the option to a new position.

Product application

These options change which profiles are filtered in the view. Only profiles that match any selected options will be displayed.

The first group of options provide you with a list of products. Select a product to view profiles that have an application for it.

The options under And has status show the possible statuses that applications can have:

  • Is being onboarded: Applications begin onboarding as soon as they're created.
    • Applied: Applications enter this stage as soon as onboarding begins, and they remain here until the profile is either approved to use the product or the application is rejected. During this stage, the profile is undergoing due diligence. A series of dues diligence tasks are created (e.g. to verify the profile's identity or bank account) which will need to be passed for the application to be approved.
    • Rejected: The application is rejected when the profile is not approved to use the product. This is the end of the application lifecycle in most cases, but it is possible to manually revert the decision.
  • Is being monitored: Applications are monitored as soon as the profile is approved to use the product.
    • In review: Applications are in review if, at any time, the profile no longer meets the requirements of a due diligence task or if a new task is added to the application. Applications that are in review need to have their incomplete tasks passed before they can be approved again and return to the Approved stage.
    • Approved: These applications are approved and the profile should be granted access to your product. During this stage, the application is undergoing ongoing monitoring. You can also select applications with one or more tasks that will expire within 30 days. To view applications that do not have any tasks expiring within 30 days, select No action required.
    • Cancelled: If an application was initially approved, but went into review and the profile didn't pass the incomplete tasks, the application is cancelled. This means the profile should no longer have access to your product.

You can also filter Applied and In review applications further. These options indicate what's currently happening to the application or what needs to be done for the application to progress to the next status:

  • Automating: The smart policy is being applied. New tasks or task versions are being created for the application. Any checks configured to run automatically are being run. Although manual action can be taken at this time, no manual action is required right now.
  • Calculating risk: The application’s total risk score is being calculated by checking the profile’s details against the risk factor rules in the product’s risk model. No manual action is required at this time.
  • Requires risk score: Profile data is needed to calculate the score for a required risk factor. For the application to progress, the missing profile data must be added to the profile. Note that if you're using the new smart policies, this state only occurs if the application reaches a smart policy branch that uses the risk score or risk level property and the risk model could not calculate a risk score or level for the application.
  • Requires data: The smart policy doesn't have the data required to choose a branch in the policy. For example, if the branch rule is "Is the country of address one of 'United Kingdom' or 'Canada'?", the application will have this state if the profile doesn't have a country of address. Note that this state is only used if you're using the new smart policies.
  • Waiting for customer: A document collection request has been sent to the customer via PassFort, and the customer has not yet submitted their documents.
  • Waiting for checks: A manually run check is being performed. Although other manual action can be taken at this time, no action is required right now. Note that if the smart policy is running checks automatically, the application is Automating instead.
  • Waiting on escalations: One or more escalation teams need to approve the escalation before the application can be approved manually. Note that applications with escalations cannot be approved automatically by the smart policy.
  • Needs manual completion: All automatic checks have been run by the smart policy, but one or more tasks are incomplete or failed. For the application to progress, the incomplete tasks must be completed manually or the application must be rejected manually.
  • Ready for decision: All tasks are passed and the application is ready to be approved. For the application to progress, it must be approved manually.
Calculating risk and Requires risk score are only used if you're using Risk. Contact us to learn more.
Entity type

To view profiles for individuals, select Is an individual. To view profiles for companies, select Is a company.

Assignment

To view profiles assigned to a particular user, select Assigned to and type the user's name.

To view profiles that aren't assigned to any user, select Assigned to and type Unassigned.

Date range

To view profiles with an application assigned during a date range, select Date of application and enter a start date in From and an end date in To.

Last modified date

To view profiles that have not been modified for a specified number of days, select Enabled and enter the number of days into the Not modified within (days) field. For example, if you enter 7, you will see profiles that have not been modified in the last week.

To view profiles that have been modified within a specified number of days, select Enabled and enter the number of days into the Not modified for longer than (days) field. For example, if you enter 7, you will see all profiles that have been modified in the last week.

To view profiles that have not been modified between a specific number of days, select both options and add the number of days to each field. For example, if you want to see all profiles modified between 4 and 7 days enter 4 into the Not modified within (days) field and 7 into the Not modified for longer than (days) field.

The number of days for the Not modified within (days) field and the Not modified for longer than (days) field include today.
Profile tags

To view profiles that have a particular tag:

  1. Select Filter by profile tag.
  2. Below Is tagged with, click the space just after the "Enter a tag" text.
  3. Type the tag name.

To view profiles that do not have a particular tag:

  1. Select Filter by profile tag.
  2. Below Is not tagged with, click the space just after the "Enter a tag" text.
  3. Type the tag name.
Escalations

To view profiles with one or more applications that are waiting for an escalation decision from a particular team:

  1. Select Filter by required escalations.
  2. Below the Awaiting escalation from teams label, click the space just after the "Enter a team name" text.
  3. Type the team name.

To view profiles with one or more applications that have already had an escalation decision made by a particular team:

  1. Select Filter by required escalations.
  2. Below the Not awaiting escalations from teams label, click the space just after the "Enter a team name" text.
  3. Type the team name.
Location

To view profiles that have a particular country, select Residence/Incorporation and type the name of the country.

For individuals, this is the country of their current address. For companies, this is the country of incorporation.

Risk

To view profiles that have at least one application with a particular risk level, select Risk levels and select all risk levels you want to see.

You can select more than one risk level.
Screening matches

To view profiles that have one or more potential types of risk screening match (e.g. PEPs or sanctions) or fraud screening match, select Has potential and select the type(s).

To view profiles that have one or more confirmed types of risk screening match (e.g. PEPs or sanctions) or fraud screening match, select Has confirmed and select the type(s).

Merchant fraud matches refers to company fraud risk matches discovered with Mastercard MATCH. Matches discovered with Cifas National Fraud Database are not included.


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