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Using PassFort

Applying decision reasons to applications

If your institution is using Policy versioning, you can choose from a list of pre-configured reasons when approving or rejecting an application. Once someone at your facility has created a standardized list of reasons to apply to applications, they will be available to other users to choose and apply to application outcomes. Having these standardised lists of reasons, allows your institution to view reports and export this data in order to have more accurate, actionable information on the trends and patterns of your application decisions.

Standardized decision reasons can be applied to individual or product applications and you can apply multiple reasons to an application.

Applying a decision reason to an application

Once all the tasks have been completed for an application, you need to approve or reject it. When you are reviewing an application, you may need to manually accept or reject the application. If your institution is using policy versioning, you can apply a pre-determined reason to your application's outcome. If you are not yet using policy versioning, you can use a different method to approve, reject, or cancel an application.

If you reject or cancel a company's product application, you should reject/cancel the applications for the related associates too. If you don't, the associates' profiles will have ongoing monitoring.

To apply a decision reason to an application:

  1. Go to the profile.

  2. Select Application overview or an individual product application.

  3. Click on either the Approve button or the Reject button, based on your assessment of the application.

    Selecting decision reasons drop down


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

  4. When you click on the button, a drop-down menu appears.

  5. From the menu, choose one or more reasons for your decision. Optionally, add a comment to explain or support your decision.

  6. Click the either the Approve application or Reject application button.

    If you're rejecting an application, at least one reason needs to be given as the reason for your rejection.

    The outcome of the decision reason will appear in your audit history.

  7. If it’s an approved application, click Cancel.

Applying a decision reason to an application from the API

To get the full list of decision reasons that are available to you:

  1. Get all the information about a specific application from the API.

  2. From the response, find the decision reasons attribute inside the product attribute. The decision reasons attribute will contain a list of decision reasons.

  3. Make a POST request to following endpoint:{profile_id}/applications/{application_id} POST
  4. Use the following body example to approve an application with a standardized decision reason. This updates the application's outcome with the decision reasons in the body, ["reason_1", "reason_2"].

    "status": "APPROVED",
    "decision_reasons": ["reason_1", "reason_2"]

To revert a decision

Once you have approved or rejected an application, you may need to revert your decision. Note that if the application has been automatically approved, the application can’t be reverted, it can only be cancelled.

To revert your decision:

  1. Go to the profile.

  2. Select the Applications overview section.

  3. Find the application and click the active button. If the application has been approved, the active button label is Approved.

    Approved decision reason button.png
  4. Click the Revert decision button from the dialogue box that appears.

The application is returned to its previous state. If the application was new, it resumes the onboarding process. If the application was approved, it resumes the monitoring process.


If you revert a decision to reject or cancel an application, ongoing monitoring for the PEPs and sanctions screening, Sanctions and adverse media screening, or Merchant fraud checks will only restart automatically if you have them configured as automatic checks. To restart ongoing monitoring manually, run the checks manually.

To revert a decision reason from the API{profile_id}/applications/{application_id}/revert_decision

The application will be reset to its previous state without a comment or decision reason.

Reporting on decision reasons

You can export details about your decision reasoning from the Reporting tab. Make sure that you have the Export data permission in order to create these reports.

The following information about an application's outcome is exported:

  • Application comment (at first decision) : Free text comments that were added while approving or rejecting an application at the time of the first decision.

  • Application comment (current): Free text comments that were added while most recently approving or rejecting the application.

  • Application decision reasons (at first decision): This shows the first decision reason that was assigned to the application.

  • Application decision reasons (current): This shows the most recent decision reason assigned to an application.