Customer KYC workflows

What a customer KYC workflow is

A customer KYC workflow decides which KYC checks OneView runs for a customer type — once when the customer is created, and again at each periodic review of a customer in a given risk band. The Workflows page is where that policy is written down, changed, and evidenced, and OneView acts on it without anyone starting the checks by hand.

The page appears as Customers → Workflows at /app/customers/workflows and has two tabs:

• Configuration — the workflows themselves, described on this page.
• Runs — what OneView has actually run against them, described in Workflow runs.

Running a single check on demand remains available and unchanged: see Verification history for a Sub-module's own Verification page and Synchronous API for the integration contract.

Availability and permissions

Workflows requires the KYC Module in the active license. The link is hidden when KYC is not licensed, and hidden from users without the viewing permission.

A user with none of these who reaches the address directly sees Permission required and no configuration. Assign customers:workflows:read alongside the others so an administrator can navigate to the page and confirm the result of a change. The Runs tab appears only for customers:workflows:runs:read, so a reviewer can be given sight of what ran without being able to change what will run.

The three risk-band rows additionally require the Customer Risk Scoring Module, because that is what places a customer in a band. Without it the page still opens and shows a notice:

Risk bands require the Customer Risk Scoring module. Without it, only the onboarding workflow can be configured.

Configure is then unavailable on the Low, Medium and High rows, and only Onboarding can be configured. The rows remain visible, with their current settings readable, so the configuration the institution would hold is not hidden from view.

Choose the customer type

Configuration is held per customer type, because the checks that identify a person are not the checks that identify a business. Select the type in the control at the top right of the page:

• INDIVIDUAL
• CORPORATE
• SOLE PROPRIETORSHIP

Each type carries its own four workflows. Changing the type reloads the table for that type and discards any frequency change you have selected but not yet saved.

Read the table

Every customer type has exactly four rows.

There are deliberately three risk bands. A customer the risk module has not placed in a band is not covered by a periodic-review workflow until it lands in one.

The Band cell also shows the workflow's current version number. The KYC checks cell lists the selected check names, or None selected when the workflow has none.

The table is a read-only view of what is saved. Nothing on a row can be edited in place: both the review frequency and the checks are changed in the Configure panel, so every stored change carries its reason. The Onboarding row has no frequency setting at all, and its cell explains why:

Onboarding runs once at customer creation, so it has no review frequency.

Which checks can be selected

Configure offers the KYC Sub-modules in the installation's current license — for example BVN, NIN, Driver's License, CAC, International Passport, TIN, PEP Screening and Sanction Screening. Licensing a further Sub-module adds it to the list; a Sub-module that is not licensed never appears.

A workflow names the Sub-module, not a particular vendor connection. The connection is chosen when the check actually runs, using the preferred connection for that Sub-module at that moment, so changing which connection is preferred under Vendor connections does not require editing every workflow.

Checks shown with a reason instead of a checkbox

Some Sub-modules are listed but cannot be selected. Their checkbox is disabled and the reason is stated beneath the name:

These entries stay visible on purpose. An administrator who cannot find an expected check should be able to see that it is present and why it is unavailable, rather than assume the license is wrong.

Configure a workflow

An administrator needs customers:workflows:manage.

1. Open Customers → Workflows and select the customer type.
2. Select Configure on the row you are changing. The panel opens as Configure Band workflow.
3. For a risk band, choose the Review frequency: Monthly, Quarterly, Biannually, or Annually. The field opens on the frequency currently saved, and states plainly what it controls — How often OneView re-runs these checks for customers in this band. The Onboarding panel has no such field and states that Onboarding runs once at customer creation and has no review frequency.
4. Tick each KYC check the workflow should cover. Unavailable checks cannot be ticked.
5. Enter Reason for this change. It is required, and must be between 10 and 1000 characters. A shorter entry is rejected with Give a reason of at least 10 characters.
6. Select Save workflow.

The frequency, the checks and the reason are saved together as one new version. OneView confirms with A new Band workflow version was saved. The row then shows the new frequency, the new check list and an incremented version number. Select Cancel to close the panel without saving; nothing is recorded and the workflow keeps the settings it already had.

Every save is recorded as a new version with its reason and author. See Workflow change history.

A saved change applies to customers created from then on and to reviews that fall due from then on. Runs OneView has already recorded keep the workflow version that produced them, so an outcome from six months ago still shows the checks that applied at the time. See Workflow runs.

Example: quarterly review for medium-risk individuals

The institution has decided that individual customers in the medium band are re-screened every three months against BVN, NIN and PEP. Record that decision on the Medium workflow for INDIVIDUAL customers.

1. Open Customers → Workflows and leave the customer type on INDIVIDUAL.
2. Select Configure on the Medium row. The panel opens as Configure Medium workflow.
3. Set Review frequency to Quarterly.
4. Tick BVN, NIN and PEP Screening.
5. In Reason for this change, enter something an auditor can act on, such as Board AML policy of 12 March: medium-risk individuals are re-screened quarterly against BVN, NIN and PEP.
6. Select Save workflow.

The Medium row now reads Quarterly, lists BVN, NIN, PEP Screening, and shows the new version number. Repeat for CORPORATE and SOLE PROPRIETORSHIP, choosing checks that suit a business — CAC and TIN rather than BVN and NIN.

If the page does not load

• Permission required means the signed-in user's role has neither customers:workflows:read nor customers:workflows:runs:read. Update the role on the Roles & permissions page — see Users, roles & permissions.
• Workflows unavailable means the configuration could not be loaded. Select Try again. If it persists, follow Troubleshooting.
• No checks available in the Configure panel means the license currently includes no KYC Sub-module that can be added. Confirm the Sub-modules under License & Updates → License and select Refresh after an approved license change.
• If Workflows is missing from the Customers group entirely, the KYC Module is not in the active license or the installed release does not yet support the page. Follow the steps in Modules, Sub-modules & adapters.