Background Brief
What services does this integration to SmartSearch support?
At present we facilitate UK AML checking only but we have roadmap items to consider extending this to include business and overseas checks.
Can you briefly describe the service?
Using the existing EID&V pages in Xplan you will be able to select a client and send their relevant details into your account at SmartSearch. We will then collect the response and store this back into Xplan.
What are the benefits to me?
Firstly by connecting your Xplan site to SmartSearch you will be eliminating the need for any rekeying of data - saving you time.
Secondly this direct connection reduces risk, both by eliminating re-keying and because the results are transmitted and stored securely - eliminating the need to copy and paste the check results.
* * * Importantly Iress do not charge Xplan Users for this service * * *
What about other check types?
These are under consideration, but the overwhelming ask from clients was to automate and improve the processes around UK AML first.
Sounds good, what next?
The set up requires site level configuration and user group configuration and will work on multi-tenant set ups such as the Iress Essentials sites. There are three prerequisites:
- You need to have an existing account at SmartSearch.
- If you don’t already have an account please contact Smartsearch directly - link here
- Secondly your Xplan site must be configured to enable the SmartSearch Integration.
- If you are on a single site - site configuration will be actioned by Iress. If you already have some configuration in place for Smartsearch checks currently done manually - i.e. document notes types and workflows, this will likely need to be a joint effort. To initiate this please contact your account manager.
- If you are on a multi tenent site (i.e. part of a network or an Iress Essentials client) - you need to raise a request through Iress Connect under the integrations option. The Team will take it from there and advise once complete.
- Once the site configuration is in place then your site admin needs to do 2 things.
- Make sure that the EID&V menu options are visible to users.
- Add users to the ‘SmartSearch’ enabled group, which may be either an existing group or a new user group specifically established for this purpose.
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How to use the integration
Navigate to the EID&V screen.
- In this test environment the screen has been added under key details - but your site administrator will advise where this is on your site.
- If this is the first time an EID&V service has been used for this client originating from Xplan, there will be no history. If checks had been performed previously - regardless of the service provider - they will be stored here.
- You will note that the radial button is already selected, as too has the ‘check due’ option.
- To send the details to SmartSearch you simply have to select the Generate Report option in the top right of the screen. The following screen will then be presented:
- Iress then sends the client details to your SmartSearch account that has already been configured on your behalf.
If there is a problem (i.e. the SmartSearch service is offline), this will be displayed in the text box shown, as will the success message. If you click ‘OK’ you will be returned to the previous EID&V page.
You will note now that there is an attached report. In this instance it has been referred (unsurprisingly), and there is also a second section displaying request history.
There are 3 result categories in the Smartsearch integration Pass, Refer and Fail.
- A Fail would likely represent an individual who is positively identified on a PEP or Sanctions List for example.
- A Refer likely has incomplete data or could reflect that a match could not be corroberated against different databases.
How your own Smartsearch account has been set up would dictate the exact rules underneath the decisions - this logic is not held in Xplan, we are simply returning the check results.
If you click on the note attachment you will trigger a download to view the form produced by SmartSearch that is stored both against the client as a doc note with attachment and in the immutable EID&V history screens. (Excerpt of an example report shown below)
What should I do if I get a Fail or Refer?
- This is dependent on your firm’s own risk and compliance stance. Our research would suggest that most firms require the user to dig deeper, which you can do directly in the SmartSearch Console and collect more information about the client before proceeding.
- You should refer to your own compliance representatives.
For noting the ‘Response ID’ shown in Xplan on the EID&V history page is the SmartSearch check reference which will help you navigate quickly to the correct check.
