The case types
Listings
If you have signed up as a Real Estate agent, your Cases will show as Listings. Use '+ New Listing' when you're representing a vendor (seller) in a real estate transaction.
When to use it:
- You've listed a property for sale
What it covers: Identity verification for the vendor, source of funds questions, and a risk assessment aligned to real estate transaction AML requirements.
Important: buyers who become sellers need a new case
If a client was previously a buyer, and you completed a case for them as a buyer, and they later engage you as a seller, you must create a new case.
Even though the client record already exists in Workflow, the nature of the relationship has changed. A buyer and a seller have different risk profiles and different compliance obligations under AML law. Reusing the old case would mix the compliance records for two distinct engagements.
What to do:
1. Create a new Listing.
3. Search for and link the existing client record, you don't need to re-enter their details.
4. A new verification may or may not be required depending on when they were last verified.
Matters
Use this for legal professionals managing a specific client instruction or matter — such as a conveyancing transaction, estate matter, or commercial transaction. This case type is primarily designed for legal practices.
When to use it:
- You're a solicitor or conveyancer with a client instruction for a specific matter
- The matter involves a property transaction, estate administration, or similar
- You need to record AML compliance for a defined legal instruction
What it covers: Identity verification for all relevant parties, source of funds, and a risk assessment aligned to legal practice AML requirements.
Client Onboarding
Use this when you're bringing on a new client for the first time and need to establish their identity before you can act for them regardless of whether a specific transaction is underway yet.
When to use it:
- A new client has approached you before a specific property is listed
- You want to verify a client proactively at the start of the relationship
- A law firm is onboarding a new client for a matter not yet defined
What it covers: Identity verification and an initial risk profile for the client.
Ongoing Review
Use this for clients who require periodic re-verification or monitoring, typically because they have a continuing relationship with your business or have been identified as a higher risk.
When to use it:
- A client's previous verification has expired and you're re-verifying them
- You're conducting a scheduled review of an existing client relationship
What it covers: Re-verification of identity, review of any changes to the client's circumstances, and an updated risk assessment. For low risk clients, this is every 3 years, medium risk clients it is every 2 years and high risk clients it is every year.