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Quick start: Complete your first AML case

Your first AML case takes around 5 minutes to set up. Once you create a case, add your client, send their verification request, and complete a risk assessment. This article walks you through the whole process from start to finish.

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Written by Mark Latham
Updated this week

What is an AML case?

An AML case (Anti-Money Laundering case) is how Workflow organises your compliance work for a listing or client matter. Every client you verify is attached to a case, and every case has its own risk assessment and document record. Keeping compliance organised by case makes it easy to demonstrate your obligations are being met.

Overview: the end-to-end process

Here's the full flow at a glance, you can also view our walkthrough here:

  1. Create a case (Also shown as a Listing or a Matter depending on your industry)

  2. Upload any relevant case documents

  3. Complete the case risk assessment

  4. Add your client to the case

  5. Send a verification request to your client

  6. Review the verification result

  7. Complete the risk assessment

  8. Mark the case complete

Let's go through each step.

Step 1: Create a case

  1. From the homepage, click New Listing or New Matter in the top right. The case creation form appears.

  2. Enter a Case Name, something you'll recognise, like the property address or client surname.

  3. Enter the details of the case

For more on case types and naming, see Case types explained.

Step 2: Upload any relevant case documents

  1. In this section you can upload any related documentation you want to store as part of the case.

  2. Select 'Skip' if there is nothing to add

Step 3: Complete the Case risk assessment

  1. The Case risk assessment is populated from your Templates section which are based on AUSTRAC requirements. Risk scores are calculated automatically and are weighted based on your responses.

  2. Answer all the Yes/No questions and select Next

Step 4: Add Client Details

  • Add the name of your Client that will undergo the KYC check. If they have been a client of yours in the past, you can search their name and add them

  • Otherwise, select '+ Create new client' and add their details

    • Add their First and Last name - Mandatory

    • Address - Optional

    • Phone number - Optional

See How to add a new client and How to link clients to a case for full detail.

Step 5: Send a verification request

  1. With the client linked, select the appropriate verification process

    1. In-person ID Capture: Used when you are with the client and can take a photo of their physical ID

    2. In-person ID Check: Used when you are with the client and have their ID details and want to input them manually

    3. Remote VOI + AML: Add your client details to send them a 100 point ID KYC check. This involves 1 primary ID such as a Driver's License, and one Secondary ID such as a Medicare card. It's not mandatory.

    4. Remote: KYC + AML: This is the recommended default choice. Add your client details to send them a KYC requiring 1 form of primary ID. This send a message to the clients phone where they can complete the check using their ID, it includes a 'liveness' check.

  2. Once the client completes the verification request, you will receive an email confirming their status. Go back to your dashboard to view the case and resume where you left off.

  3. Review the details and click Send. Your client receives an email with a secure link to complete their identity verification.

Your client will be asked to take a photo of their ID document and a selfie. The whole process takes them about 2 minutes on their phone.

See How to verify a client for full detail on what happens during verification.

Step 6: Review the verification result

Once your client completes their verification, Workflow automatically updates the case. You'll see an action to 'Review' the various details:

  • Overview:

    • ID Capture — Verification is shown as Low Risk or Fail

    • AML — Verification is shown as Pass or Fail

    • PEP — Verification is shown as Pass, Fail or Potential Match.

ID Capture: This shows the various details relating to the ID that was checked, including, Fakeness, Document Integrity, Image composition and Photo check.

Politically Exposed Person (PEP): This will appear as a Pass, Fail or Potential Match. If there is a Fail or Potential Match, you can select the PEP tab and download the report to view the client details and confirm any details.

Step 7: Complete the Client risk assessment

  1. In the case workspace, click the Client Risk Assessment tab.

  2. Work through each question. The form covers the client's source of funds, transaction purpose, and any politically exposed person (PEP) status.

  3. Click Save after each section, or Submit when the full assessment is complete. The risk level — Low, Medium, or High — is calculated and displayed.

See How to complete a risk assessment for a detailed guide.

Step 8: Upload any relevant Client documents

  • You can skip this is the Client is Low Risk

  • If the Client has come back as Medium or High risk and requires Enhanced Due Diligence (EDD), this is where you can attached relevant documents

    • In most cases this will require a Source of Wealth (SOW) or Source of Funds (SOF). You will need to reach out to the client to request this information

Step 8: Mark the case complete

  1. Once verification is done and the risk assessment is submitted, or you are satisfied that the client has passed the KYC check click Approved in the case overview.

  2. Confirm by clicking Complete in the dialog. The case status changes to Complete. If there was a Medium or High Risk client, you can complete the EDD process from the Home page.

Congratulations! You've completed your first AML case

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What is Workflow?
What is a Case?
How to complete a risk assessment within a case
How to verify a client remotely vs. in person
How to add notes to a case
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