AML Check: Workflow Configuration

A ready-to-build workflow for completing an anti money laundering check on a client using a third party screening tool. It takes the check from gathering the client's identity details, through screening and review, to recording and communicating the outcome. Use it as a starting point and adjust the steps, roles, wording and timing to suit your firm and your own screening provider.

This version assumes the client uses Workiro for the one step that involves them, so that step is written and addressed to the client, not to your team.

How to use this configuration

1. In Settings → Workflows, create a recipe named AML Check.
2. Build the steps in order using the configuration blocks below. Each block gives you the participants, outcomes and guidance to copy and paste.
3. You create each role the first time a step needs it (via Participants → Add → New Role), so roles come into being as you build.
4. Remember, a step's participants all see the task guidance, so put your internal owner on the client step but never put the client on an internal step.
5. Any document attached carries forward between tasks automatically. Identity and AML evidence is sensitive, so you may consider which tasks they remain on.
6. Turn Visibility on once every step is complete.

Suggested timing is a guide for setting due dates when a workflow runs. It is not part of the recipe. This check is usually completed in a single day, so every step is suggested at day 0.

Roles

Create each role when you reach the step where it first appears.

The workflow at a glance

Step-by-step configuration

Step 1: Gather the client's details (internal)

ℹ️ This is where the Compliance Administrator pulls together the identity details the screening tool needs before running the check.

Participants: Compliance Administrator (assignee)

Outcomes: Details complete → Step 3 · Documents needed → Step 2

Guidance (shown to your team): copy and paste this...

Collect the client's identity details from the client record so the check can be run:

Full name (first and last)
Date of birth
Current address and postcode
Gender

If everything is on file, choose **Details complete** to run the screening.
If you are missing anything, or the check will need photo identity evidence
such as a passport or driving licence, choose **Documents needed** to request it from the client.

Documents: Nothing to attach here. Any identity evidence already held stays on the client record, not on this task.

Step 2: Send us your identity documents (client-facing)

ℹ️ Only used when identity evidence is missing. The documents the client uploads are added to the client record and the check continues.

Participants: Client Contact (assignee), Compliance Administrator (requests the documents and answers questions)

Outcomes: Documents provided → Step 3

Guidance (shown to the client): copy and paste this...

We need a bit of information to complete a routine identity check.

This is a standard part of taking you on as a client. 

- Please upload a clear photo or scan of your passport or driving licence.
- Please confirm your current address, date of birth and postcode.

You can upload the file straight to this task
Your documents are held securely and used only for this check.

If anything is unclear, just leave a comment here and we'll help.

Step 3: Run the screening check (internal)

ℹ️ The Compliance Administrator runs the client's details through your third party screening tool and brings back the result summary.

Participants: Compliance Administrator (assignee)

Outcomes: Screening complete → Step 4

Guidance (shown to your team): copy and paste this...

Run the check in your third party AML screening tool:

- Sign in to [insert your screening provider] and open a new check
- Enter the client's details exactly as recorded
- Submit the check and wait for the result summary
- Add the result to this task and mark **Screening complete*
- If the tool asks for extra identity evidence, add the passport or driving licence details.
- If the tool itself is not working as expected, raise it with the provider's support before continuing.

Mark the task as **Screening complete** when you are done.

Step 4: Review the screening result (internal)

ℹ️ The Compliance Administrator reads the result and decides the outcome, escalating to the Compliance Lead if anything is flagged.

Participants: Compliance Administrator (assignee), Compliance Lead (reviews and owns any escalation)

Outcomes: Check clear → Step 5 · More evidence needed → Step 2 (loop) · Concern to escalate → End

Guidance (shown to your team):

Review the screening summary and decide the outcome:

If the result is clean and complete, choose **Check clear** to record and communicate it.
If the result needs further identity evidence from the client,
choose **More evidence needed** to send the request back to them.
If the check raises a genuine concern
(a possible match, adverse information, or anything you cannot resolve here),
choose **Concern to escalate**.

The Compliance Lead then handles it as a separate compliance matter outside this workflow.

Step 5: Record and communicate the outcome (internal)

ℹ️ The Compliance Administrator files the completed check and lets the relationship owner know the client is cleared to proceed.

Participants: Compliance Administrator (assignee), Client Relationship Owner (told the client is cleared)

Outcomes: AML check complete → End

Guidance (shown to your team):

Close out the check:

• Download the final report from the screening tool
• Archive it to the client record via Relates To, so the evidence lives with the client
• Note the completed check and its date on the client record
• Confirm to the relationship owner that the client has cleared the AML check and work can proceed

Keep the underlying report and screening detail on the client record, not on any task a client can see.

Notes for whoever configures this

• The client step is optional in practice. Step 2 only runs when identity evidence is missing, reached from Step 1 or looped back from Step 4. When everything is already on file, the check runs entirely internally from Step 1 straight to Step 3.
• Participants are deliberate, not default. The internal steps are largely one owner doing focused work, so they carry a single participant. Step 2 includes its internal owner alongside the client, Step 4 adds the Compliance Lead for escalation, and Step 5 adds the relationship owner who needs to know the client is cleared. No internal step carries the client, because all participants see the guidance.
• The loop and the branch need a decision from you. Step 4 loops back to Step 2 while more evidence is needed, and ends the workflow when a check raises a concern, so it can be run as a separate compliance matter. Decide whether ending here fits how your firm escalates, or whether you would rather route to a dedicated escalation step.