> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/households/aml-and-compliance/client-verification-annature.md).

# Client Verification - Annature

Send identity checks to clients, read the results and record the screening outcome, all from the household page. Covers Annature checks.

**Client Verification** sends each person in a household an identity check, collects the reports when they finish, and shows you what the reports found. You then record the screening outcome and work through customer due diligence and the risk rating.

It's on the household page, on the **Client Verification** tab. If you can't see the tab, look under **More**.

## Providers

Rubica works with two verification providers, **Annature** and **Personr**. This panel runs checks through **Annature** and shows **Provider · Annature** at the top.

|                                                                | Annature                                       | Personr                                                 |
| -------------------------------------------------------------- | ---------------------------------------------- | ------------------------------------------------------- |
| Individuals (ID document, multi-bureau, selfie)                | Yes                                            | Yes                                                     |
| AML/CTF screening (sanctions, PEP, adverse media)              | Yes                                            | Yes                                                     |
| Companies, trusts and super funds, and their beneficial owners | No: verify the people behind them individually | Yes                                                     |
| Where you run it                                               | This Client Verification panel                 | The **AML Check** screen, for firms set up with Personr |

{% hint style="info" %}
**This guide covers Annature.** If your firm uses Personr for entities and beneficial owners, ask Rubica support about the AML Check screen.
{% endhint %}

### Setting up Annature

Your firm needs its own **Annature account** with identity verification switched on. Then either:

* **we set the account up for you**, or
* **you invite Rubica as a user** on your Annature account, and we connect it to Rubica. This takes about 5 minutes.

Contact Rubica support to arrange either.

## The panel

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2F5X71Bv74jOrwZPrYEmuN%2Fimage.png?alt=media&amp;token=61f678f9-3f52-4db5-88bc-96276c14c70a" alt=""><figcaption></figcaption></figure>

Each person and entity in the household has a row. **Status** shows where their check is up to, **Checks** shows what was included (identity, screening, selfie), and **Updated** shows when it last changed. Times are shown in your Salesforce timezone.

With Annature, a company, trust or super fund shows **Not available**. Verify the people behind it (directors, trustees, members) individually.

## Send a check

Click **New Verification**. The window has three steps.

{% stepper %}
{% step %}

### Who

Tick everyone you want to verify. Each person gets their own verification. Check their **email** (required) and add a **mobile** if you have one.

For everyone in the batch you can also:

* **Also send the start link by SMS**, so anyone with a mobile can start from their phone.
* **Require a one-time code to open it** (two-factor), where a code is texted first.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fxs8xNyiuiWdGek0UNb7H%2Fimage.png?alt=media&amp;token=62763f62-bc5b-4b8b-95bf-67b02b8f75e5" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Checks

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FT8vbjpyP3Q1n3x45jtka%2Fimage.png?alt=media&amp;token=dd02c99d-1f2c-4187-8213-0c526fbd966e" alt=""><figcaption></figcaption></figure>

* **Include AML/CTF screening** checks sanctions, watchlists, PEPs and adverse media. The report is filed on the record, and you record the outcome from it.
* **Require a live selfie** makes each person take a selfie that must match their ID document.
* **Designated services:** tick the services you're providing to the client, from your firm's AML program. This applies to everyone in the batch.
  {% endstep %}

{% step %}

### Review & Send

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FT6BSaALhNSpbMbUO7aA1%2Fimage.png?alt=media&amp;token=dfb5957a-84ee-4c4e-8fd6-40f3a3fc1f0d" alt=""><figcaption></figcaption></figure>

Check the people and checks on the left, then choose:

* **Delivery.** **Send Now**: Annature emails each person as soon as you click Send, and this can't be undone. **Give Me the Links**: nothing goes to anyone; you get a 7-day link per person to send yourself.
* **Follow-up.** **Create Task if Not Completed** adds one task on the household, due in 7 days. **No Follow-up** adds none.

Click **Send**. The button shows how many verifications will be sent.
{% endstep %}
{% endstepper %}

### While you wait

The row shows **Sent**. It updates itself when the client finishes, usually within a few minutes of them starting.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FwZIqa71xDgQ5sY5Q6Y13%2Fimage.png?alt=media&amp;token=d866888e-eeb6-43ac-90e6-0ad429b608b5" alt=""><figcaption></figcaption></figure>

* **Resend** emails the client again.
* **Get a fresh link** gives you a new link to send yourself.
* **Cancel verification** stops the check.

## The five steps

Each check moves through five steps, shown across the top of the row when you expand it.

| Step        | What happens                                                                                                                          |
| ----------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| **Connect** | The check is sent and the client opens the link.                                                                                      |
| **Verify**  | The client photographs their ID (and takes a selfie, if included) and submits.                                                        |
| **Screen**  | The reports arrive. You read the summary and record the screening outcome.                                                            |
| **CDD**     | Customer due diligence: you answer your firm's CDD questions.                                                                         |
| **Decide**  | You rate the client's risk as Low, Medium or High. High, or any screening match, goes to a compliance officer before you can proceed. |

## Reading the results

When the reports arrive, the row shows **Reports in**. Expand it to see the three reports and a summary of what they say.

**Reports.** The certificate, the multi-bureau report and the screening report are saved on the record as PDFs. Click one to open it.

**Open in Annature.** Opens the check in Annature's own dashboard, where you can see the photos of the ID, the details read off it, and each individual check result. You sign in with your own Annature login.

### What the reports say

The summary is read from the two report PDFs as soon as they arrive. It shows what the reports say. It doesn't decide anything for you.

**Identity · Multi-Bureau** checks the client's details against independent databases (credit agencies, government, commercial, consumer and utility records).

| Line                                  | Meaning                                                                                                                             |
| ------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- |
| **Address: 2 sources**                | The address was confirmed by two separate databases.                                                                                |
| **Name: partial match only**          | The name was found, but not exactly as the client gave it. For example, a database holds "Alex J Sample" rather than "Alex Sample". |
| **Date of birth: 1 source, 2 needed** | Only one database confirmed it.                                                                                                     |
| **ID number: no match**               | The licence or passport number wasn't found in any database.                                                                        |
| **2+2 rule not met**                  | The client's details weren't confirmed by two independent sources.                                                                  |

The badge in the corner is the report's own overall result. **Attention** means at least one detail needs a look before you rely on the check.

**Screening · AML & CTF** checks the client against sanctions lists, politically exposed persons (PEP levels 1 to 4), adverse media and other crime lists. Each line shows how many categories passed, for example **7/7**. A **Clear** badge means the client isn't on any list.

{% hint style="warning" %}
If the summary can't be read cleanly (for example, the badge and the rows disagree), the panel says so and suggests nothing. Open the reports and record what they show.
{% endhint %}

## Record the screening outcome

The screening outcome records whether the client appears on a watchlist. Hover the **ⓘ** next to **Screening outcome** for a reminder.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Ff3AF52m64yPsHFR7wBmp%2Fimage.png?alt=media&amp;token=e4595c5a-f579-4b07-894f-419070df5d17" alt=""><figcaption></figcaption></figure>

| Outcome             | When to use it                                                                                                                                           |
| ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **No matches**      | The client isn't on any list. This is the normal result.                                                                                                 |
| **Possible match**  | A similar entry was found (same or similar name or date of birth) and you need to check whether it's really the client.                                  |
| **Confirmed match** | You've checked and the list entry is this client, for example they're a PEP or sanctioned. The file goes to a compliance officer before you can proceed. |

When the screening report is clear, **No matches** is pre-selected and marked **suggested**. Nothing is recorded until you click **Record outcome**, so always check the summary (or the report) first.

## Customer due diligence (CDD)

Once the screening outcome is recorded, the check moves to **CDD**. Answer your firm's due diligence questions, for example source of wealth, whether the client is a politically exposed person, and the purpose of the relationship. Then click **Save answers**.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FJqNXZ4RMq3J2IQY6rKXB%2Fimage.png?alt=media&amp;token=ef6daf54-c87e-4e8a-b9d9-8e51861cd347" alt=""><figcaption></figcaption></figure>

The questions come from your firm's AML program. An admin edits them in the panel settings (**⚙**).

## Decide: rate the risk

The answers you gave are shown at the top. Choose a **risk rating** and click **Confirm rating**.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FxNXipl8vuabfaTi2nN23%2Fimage.png?alt=media&amp;token=4d26827c-9e15-4068-846b-af68be4b8fc8" alt=""><figcaption></figcaption></figure>

* **Low** or **Medium**: the check is complete.
* **High** goes to the compliance officer automatically.
* **Escalate to compliance officer** sends it to them whatever the rating, if something doesn't feel right.

A **Possible** or **Confirmed match** at screening also goes to the compliance officer. While it's with them you can't proceed, and they decide whether to go ahead. The compliance officer is set in the panel settings (**⚙**).

## Verified

When the rating is confirmed, the row shows **Verified** with the risk rating, who confirmed it, and the reports.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2F8ZgwWIbfbPP6yCuOWLQQ%2Fimage.png?alt=media&amp;token=c90e20f5-d5bf-4826-bc2b-63921a306c48" alt=""><figcaption></figcaption></figure>

## Settings (admins)

Click **⚙** on the panel to open **Verification Settings**. Only admins see this screen.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FJatsjLtmMtKoerKj8I9i%2Fimage.png?alt=media&amp;token=ee583729-9e4e-4f97-ada4-a28cc850535a" alt=""><figcaption></figcaption></figure>

| Setting                         | What it does                                                                                                                                                                                                       |
| ------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Identity provider**           | The provider for new checks; existing records keep the provider that ran them. A provider shows **Not connected for this firm** until it's set up for your firm (see [Setting up Annature](#setting-up-annature)). |
| What the provider does          | The ticks and crosses under the provider show what it covers, for example Annature verifies individuals and screens them, but doesn't do entity checks (KYB), beneficial owners (UBO) or a pass/fail result.       |
| **Send the link automatically** | On: the provider emails the client as soon as a check starts. Off: the adviser gets the link to send themselves.                                                                                                   |
| **Ask how to send, every time** | Shows the delivery choice on each check, so the adviser decides per check.                                                                                                                                         |
| **Compliance officer**          | Who high-risk checks and screening matches go to.                                                                                                                                                                  |

## Questions

<details>

<summary>Why does a check say "Attention" when the client did everything right?</summary>

The multi-bureau check couldn't confirm every detail in two databases. This is common for people with a recent move, a name change, or a name recorded differently (for example a middle initial). Open the multi-bureau report or Annature to see which detail fell short, and decide whether you need another form of ID.

</details>

<details>

<summary>Can I see the photos of the ID?</summary>

Yes. Click **Open in Annature** (or **Licence images in Annature**). The images aren't copied into Salesforce.

</details>

<details>

<summary>Where are the reports kept?</summary>

On the verification record, as Files. They stay there even after the links in Annature expire.

</details>