KYC documents

A KYC Document record holds one identity, address, income or business document collected from a person or a firm: what kind of document it is, the scanned file, and whether someone has checked it against the original. KYC documents have no app or menu of their own. You add them from the record they belong to: a partner onboarding application, an opportunity, or a person's resource record. Partner onboarding is the one process that checks them. An application cannot move into review while a document its partner type requires is missing or still unverified.

Overview

Each KYC document is a small record with three things you fill in and one file area:

• KYC Type: what the document proves. The choices are Identity Proof, Address Proof and Income Proof.
• Document Type: which document it is, such as Pan Card, Aadhaar Card, GST Certificate or Bank Proof.
• Is Verified: switched on once someone has checked the document.
• Document file: the scan or photo, attached to the record.

The record is numbered automatically when you save it. Lists show that number in the Document Number column.

KYC document lists appear in three places on the standard screens:

Selecting the row's number opens the KYC document's own record page, with Edit and Delete in the header.

When to use it

• Appointing a partner. Collect the PAN card, GST certificate, bank proof and the other documents your partner-type rules ask for before the application goes into review. See Partner onboarding applications.
• Keeping staff identity papers. Keep each employee's identity and address proofs on their resource record. See Resources.
• Recording documents gathered during a sale. Keep documents collected while an opportunity is being worked on that opportunity.

KYC documents are a record of what you collected and checked. xMatix does not connect to any identity or credit bureau to verify a document. Is Verified means a person in your organisation checked it.

How xMatix handles it

• The parent is filled in for you. When you select New in a KYC list, the new document is linked to the record you are on, so it appears in that list straight away.
• Partner applications get a checklist. When a partner onboarding application is created, xMatix adds one unverified KYC document row for each KYC Document requirement configured for the application's partner type. Each row already has its Document Type but no file. A type that already has a row is not added again, and rows are never re-added on later saves, so a row you delete stays deleted. Checklist rows also carry the application's Opportunity, so they appear on that opportunity too.
• Review is gated on Document Type and Is Verified. When the application moves to Under Review, every required document type must have at least one KYC document on the application. Where the requirement has Require Verified, at least one row of that type must also have Is Verified switched on. The match is on Document Type only, ignoring capitals; KYC Type and the file are not checked.
• Nothing else reads them. Orders, finance cases and resources can be linked to a KYC document, but no process checks those links.

Prerequisites

• Access to the record you are adding documents to: the Partner Onboarding app for applications, the Platform app for resources, or the app where you work with opportunities.
• A security profile with access to KYC documents (see Permissions).
• For partner onboarding, the requirements for each partner type set up by your administrator (see Configuration).

Procedure

Step 1 — Open the list on the parent record

Open the partner onboarding application, resource or opportunity, then go to the tab that holds the list: Approval Status on an application, KYC on a resource, Related on an opportunity.

Step 2 — Add a document

1. In the KYC list, select New. The Create KYC form opens.
2. Choose the KYC Type and the Document Type.
3. Under Document file, attach the scan or photo. You can add up to five files, as images or PDFs. On a device with a camera you can take a photo instead.
4. Leave Is Verified off unless you have already checked the document against the original.
5. Save. The document appears in the list with its new number.

On a partner application, first look for a checklist row of the right type. If one is there, attach the file to that row (Step 3) instead of adding a second row.

Step 3 — Attach a file to an existing row

• On a partner application: select Upload Document on the row. The row expands in place to show its files, where you can upload, preview and download them.
• Elsewhere: open the document's record page. Its Related tab holds the attached files.

Step 4 — Verify the document

When someone has compared the document with the original, open it with Edit (on the row or on the record page), switch on Is Verified and save. You can also change Is Verified directly on the record page, where it is a check box under Key Information.

Step 5 — Correct or remove a document

• To change the type or replace the file, use Edit, or edit the fields in place on the record page.
• To remove a document, use Delete on the row or on the record page and confirm. On a partner application, deleting a checklist row does not bring it back. If the type is still required, the application will be refused at review until you add the document again.

Fields

The record also has a Document Number field for the number printed on the document, such as a PAN or passport number. It is not on the standard web forms. Ask your administrator to add it if you need to record it (see Configuration).

Business rules

• Numbering. Every new KYC document gets the next number from the KYC Document numbering setting (series DOC). Checklist rows created for partner applications are numbered the same way.
• Checklist creation. Runs only when a partner onboarding application is created. It adds rows for the requirements that exist at that moment. Requirements added later do not add rows to existing applications.
• Review check. Runs when an application's Onboarding Status changes to Under Review, however the change is made. The check reports two separate problems:
  • "KYC checklist incomplete — missing: …" lists required document types with no row on the application;
  • "KYC documents attached but not yet verified: …" lists required types whose rows are all unverified, for requirements with Require Verified.

  Once the application is at Under Review, later changes to its KYC documents are not checked again.

  • Files do not count. A row with the right Document Type satisfies the "missing" check even if no file is attached. Make sure the file is there before you switch on Is Verified.
  • Printing. The standard partner onboarding print lists the application's KYC documents with their number, type, printed document number and verified flag.

  Example

  A regional sales team is appointing a new dealer, a firm trading as Sunrise Motors. The administrator has set three requirements for the Dealer partner type: Pan Card and GST Certificate, both with Require Verified, and Bank Proof without it.

  1. The executive creates the application. Three KYC document rows appear on the Approval Status tab: Pan Card, GST Certificate and Bank Proof, all unverified and without files.
  2. The applicant sends scans of all three. The executive selects Upload Document on each row and uploads the files.
  3. The executive moves the application to Under Review and saves. xMatix refuses with "KYC documents attached but not yet verified: Pan Card, GST Certificate."
  4. The branch manager checks the originals, opens each of the two rows with Edit and switches on Is Verified.
  5. The executive moves the application to Under Review again. The save goes through. Bank Proof did not need verification.

  Training

  Practice exercise

  In a sandbox, open a resource record in the Platform app and go to the KYC tab. Add a KYC document with KYC Type set to Identity Proof, Document Type set to Passport, and any image attached. Save, then open the new row and switch on Is Verified.

  Expected result: the list on the KYC tab shows the document with a new number and Is Verified on, and its record page shows the attached image on the Related tab.

  Quick reference

  • KYC documents are added from the parent record's list, not from a menu.
  • KYC Type classifies; Document Type is what partner requirements match.
  • The number in the list is the record's own number, not the document's printed number.
  • Is Verified is a manual flag. Switch it on only after checking the original.
  • Partner applications get checklist rows only when they are created.
  • On partner applications, use Upload Document on a checklist row instead of adding a duplicate.
  • A missing or unverified required document blocks Under Review, not saving a draft.

  Permissions

  KYC documents have their own entity access in security profiles. The shipped Sales Executive, Sales Manager, Standard User and System Admin profiles have full access, including view all and modify all: they can see, create, edit and delete every KYC document, and edit every field.

  If you build a narrower profile, remember that the shipped record security policy for KYC documents is owner-based with read-only default access. Users without view all and modify all can read other people's documents but change only their own, plus those opened to them by the role hierarchy, teams or sharing. Because these documents hold personal identity data, consider tightening this policy. See Security profiles and Record-level security and sharing.

  To stop some users from marking documents as verified, restrict Is Verified with a field permission on their profile.

  Configuration

  • Partner type requirements. Partner Onboarding → Settings → Onboarding Rules → Partner Type Requirements. A requirement with Requirement Kind KYC Document names a Document Type (or, when blank, uses the Requirement text) and can demand Require Verified. The full list of columns is in Partner onboarding: Configuration. Read the caution in Common problems first.
  • Document types and KYC types. Both are picklists on the KYC Document entity. Note that the standard create form holds its own copy of the Document Type choices, so after adding a value to the picklist, update the field on the Create KYC layout as well. Keep partner requirement document types spelt exactly as on the KYC document, or the review check will not find them. See Define picklist values.
  • Layouts. The create and edit form is the Create KYC layout; the record page is KYC View. Add Document Number (the printed number) or External (a reference in another system) if you need them. See Design a form layout.
  • Numbering. The KYC Document numbering setting (series DOC). See Document numbering.
  • Validation. No format checks are shipped for document numbers. Add validation rules if you need them. See Business rules.

  Common problems

  My KYC requirement is ignored and no checklist rows appear

  When you choose KYC Document as the Requirement Kind on a partner type requirement, the value saved is not the one the checklist and the review check look for. Such requirements are skipped: no rows are created and the review check does not ask for the document. Test each requirement in a sandbox by moving an application without that document to Under Review. If the save goes through, the requirement is not enforced. Contact support, and in the meantime check the documents by hand before approving.

  "KYC checklist incomplete — missing: …"

  The application has no KYC document with one of the listed Document Type values. Add one with New, or check that an existing row has exactly that type. A row typed Passport does not satisfy a requirement for Pan Card.

  "KYC documents attached but not yet verified: …"

  The listed types have rows, but none of them has Is Verified switched on, and the requirement asks for verification. Check the originals, switch on Is Verified and try again.

  I cannot find where to type the document's own number

  The standard web forms have no field for the printed document number. The Document Number column in the lists is the record's own number. Ask your administrator to add the Document Number field to the KYC layouts.

  The document type I need is not in the list

  The choices come from the create form's own list. Ask your administrator to add the value to the picklist and to the Create KYC layout.

  Common questions

  Does Is Verified check the document with the issuing authority?

  No. Is Verified is a flag a person switches on after checking the document against the original. xMatix does not contact any government database, credit bureau or verification service for KYC documents. If you use an outside verification service, you can record its reference in the External field once an administrator adds it to the layout. Use a field permission to control who may switch Is Verified on.

  Why does my new partner application already have KYC documents?

  Your administrator has set KYC Document requirements for the application's partner type. When the application is created, xMatix adds one unverified row for each required document type, so you can see what still has to be collected. Attach the files to those rows with Upload Document and verify them. If you add a second row of the same type yourself, that is allowed, but one verified row of each required type is enough to pass review.

  Can I see all KYC documents in one list?

  Not from a standard menu, because KYC documents are not in any app's navigation. Each document is listed on the record it belongs to. An administrator can add KYC Document to an app's navigation, with the All KYC Documents view, if your team needs one combined list. See Place the entity in an app.

  Related topics

  • Partner onboarding applications
  • Resources — the people who do the work
  • Security profiles and the grant matrix
  • KYC Document — entity reference