How to monitor business card entities?

AML business monitoring enables the tracking of entities associated with business cards.

Table of contents

1 Overview
2 Add entity/entities to monitoring
3 View the list of monitored entities
4 View & manage monitored entities
5 View & manage match results
6 Search monitored / not monitored business cards

Overview

By enabling the business monitoring feature for a selected account → project (sub-account), users can choose and add multiple entities to AML monitoring, depending on their presence on each active business card. Furthermore, users have the option to define and incorporate new entities into the monitoring process.

Monitored entities and their match results are available via:

Business card list → AML monitoring tab (all monitored entities)
Business card → AML monitoring tab (monitored entities linked to the selected business card)

For assistance with enabling business monitoring or updating its settings (including datasets, screening intervals, and thresholds), please reach out to our support team at support@ondato.com.

Add entity/entities to monitoring

Business card → Main tab

The add button will appear on the 'Main' tab of the business card in the following locations if the entity has not yet been added to monitoring:

Within the “Details” section of the business card company → next to the AML monitoring field.
For each representative listed in the “Representatives overview” section of the business card → next to the AML monitoring field.

When clicked, the add button includes the selected entity (either the company or the representative) to monitoring based on business monitoring settings applied per account → project (sub-account).

The ACTIVE label will appear on the 'Main' tab of the business card in the following locations if the entity has been added to monitoring:

Within the “Details” section of the business card company → next to the AML monitoring field.
For each representative listed in the “Representatives overview” section of the business card → next to the AML monitoring field.

Business card → AML monitoring tab

Business monitoring - AML monitoring.png

add to monitoring button opens “Add entity to AML monitoring” modal including following options:

Business entities | selected by default
New entities

For further information, please refer to the next section

Business card → AML monitoring tab → “Add entity to AML monitoring” modal

Business entities option includes the business card company and representatives, all of which are checked by default.

The number of representative names displayed will vary based on how many have been added to the selected business card.
If any of the entities listed are already under monitoring, they will appear as disabled and cannot be selected again.

The New entities → Legal entity option enables users to define and add a new legal entity for monitoring through the selected business card. This feature allows the inclusion of any legal entity that has not been added to the chosen business card.

The New entities → Natural entity option enables users to define and add a new natural entity for monitoring through the selected business card. This feature allows the inclusion of any natural entity that has not been added to the chosen business card.

add button includes the selected or defined entity/entities to monitoring based on business monitoring settings applied per account → project (sub-account).

View the list of monitored entities

Business cards list → AML monitoring tab

The list of currently monitored legal entities

The list of currently monitored natural entities

The list of currently monitored entities covers all the business cards per account → project (sub-account) with the Legal entity sub-tab displayed by default, with an option to switch to the Natural entity sub-tab.

Monitored entity search criteria

The search input field is designed to define and locate monitored entities by their exact names.

Monitored entity filters

Filter settings include following options:

Added date is a single selection list of date intervals to display which legal or natural entities have been added to monitoring within the chosen timeframe:
- Today
- Yesterday
- Last 7 days
- Last 30 days
- This Month
- Last Month
- Custom range | opens a calendar view with a possibility to select a custom start and end date.
Has open matches toggle:
- shows all monitored legal or natural entities (depending on the selected sub-tab) that have at least one match currently open (not marked as matched profile or false positive).
- shows all monitored legal or natural entities (depending on the selected sub-tab), including open matches, false positives, matched profiles.

Added to monitoring column indicates the date & time when the legal or natural entity was added to monitoring.

Monitored entity column displays the full name of the legal or natural entity added to monitoring.

Business card column presents the name of the company that owns the business card linked to the monitored legal or natural entity.

Matches column displays the match results associated with the monitored legal or natural entity.

Format: <number of open matches | number of false positives | number of matched profiles | number of discarded matches>
Example: 5 3 1 2

The “Matches” column will not display the number zero (0) if there are no discarded matches.
Conversely, if there are no open matches, false positives, or matched profiles, the number zero (0) will be displayed in the “Matches” column.

Action column features the following options

VIEW MATCHES button to access the ‘drawer’ that displays open or all matches related to the legal or natural monitored entity.

When 'Has open matches' toggle is turned on (), then open matches related to the monitored entity will be shown.
When 'Has open matches' toggle is turned off (), then all matches related to the monitored entity will be shown (open matches, false positives, matched profiles, discarded matches).

VIEW CARD button to open the Business card → “AML monitoring” tab associated with the company displayed in the “Business card” column.

View & manage monitored entities

Business card → AML monitoring tab

Entity type selection defines which monitored entities are displayed in relation to the chosen business card.

Possible options:

Legal
Natural

Remove all from monitoring button opens a confirmation modal (“Are you sure you want to remove all entities from monitoring?”) including following options:

CANCEL | button to close the modal without removing any entities from monitoring.
REMOVE | button to close the modal by removing all entities from monitoring.

button in the page footer enables users to download the list of business-specific monitored entities in PDF format.

Business card → AML monitoring tab → Monitored entity

The name and type of the natural or legal entity that has been added to monitoring, along with the date & time of this addition.

The total number of open matches associated with the monitored entity.

If there are any open matches, a “View” link will be displayed, enabling users to access all open matches within the 'drawer' component.

The total number of false positives associated with the monitored entity.

If there are any false positives, a “View” link will be displayed, enabling users to access all false positives within the 'drawer' component.

The total number of matched profiles associated with the monitored entity.

If there are any matched profiles, a “View” link will be displayed, enabling users to access all matched profiles within the 'drawer' component.

The total number of discarded matches associated with the monitored entity.

If there are any discarded matches, a “View” link will be displayed, enabling users to access all discarded matches within the 'drawer' component. If there are no discarded matches, no information will be displayed.

A ‘three-dot menu’ features the following options

View all match results | opens a list displaying all open matches, false positives, matched profiles, and discarded matches related to the monitored entity within the 'drawer' component.

Edit | opens a modal to edit the selected monitored entity data.

Stop monitoring | removes the selected entity from monitoring.

View & manage match results

Business card → AML monitoring tab → All match results

| All match results for each monitored entity within the 'drawer' component are categorized by match state and presented in a single list based on the following criteria:

Matched profiles, displayed in descending order, with the highest match scores listed first and the lowest at the end, followed by …
Open matches, also arranged in descending order, with the highest scores at the top and the lowest at the bottom, followed by …
False positives, also arranged in descending order, with the highest scores at the top and the lowest at the bottom, followed by …
Discarded matches, similarly sorted in descending order, with the highest scores appearing first and the lowest last.

MATCHED PROFILE label will be shown when the match result was marked/set as ‘matched profile’ by the OS user using the “Match profile” function.
OPEN MATCH label will be shown when the match was identified as an ‘open match’ during the screening process or if the match result was manually marked/set as ‘open match’ by the OS user using the “Open match” function.
FALSE POSITIVE label will be shown when the match result was marked/set as ‘false positive’ by the OS user using the “False positive” function.
DISCARDED label indicates that a match has been classified as a ‘discarded’ match during the screening process. This typically occurs when the monitored entity name (search criteria) has been updated, rendering the previously identified match no longer relevant.

Business card → AML monitoring tab → ‘Open matches’ selected in the list filter

The name and type of the natural or legal entity that has been added to monitoring.

The match results filter includes the following options:

All match results
Open matches
False positives
Matched profiles
Discarded

The default selected option is determined by the actions taken prior to selecting match results, as outlined below:

From the Business card → AML monitoring tab → Monitored entity:
- <n> Open matches → “View” link
- <n> False positives → “View” link
- <n> Matched profiles → “View” link
- <n> Discarded → “View” link
- '…' (three-dot menu) → “View all match results” option
From the Business cards list → AML monitoring tab → Monitored entity:
- view matches button
  - When the 'Has open matches' toggle is turned on (), open matches related to the monitored entity will be displayed.
  - When the 'Has open matches' toggle is turned off (), all matches related to the monitored entity will be presented (including open matches, false positives, matched profiles, and discarded matches).

The total count of match results found (based on the applied match results filter) associated with the monitored legal or natural entity, along with a select all button for convenient selection of all matches.

The export list button enables users to export the displayed match results (based on the applied match results filter) in both PDF and CSV formats.

Match details

For further information, please refer to the next picture/section

The checkbox for each match enables users to select multiple match results simultaneously, allowing them to set all selected items as open matches, false positives, or matched profiles with ease.

The total count of match results selected, along with a unselect button for convenient deselection of all checked matches (effectively clearing any selections made).

The FALSE POSITIVE button allows users to set all selected open matches and/or matched profiles as false positives. Conversely, the MATCH PROFILE button enables users to designate all selected open matches and/or false positives as matched profiles.

Business card → AML monitoring tab → Match details

The match score. This means how accurate is the found legal or natural entity match to the searched entity.

E.g. match score 100 means that the found entity is the exact match to the entity provided in the search.
Possible values from 75 to 100.

The name of the matched legal or natural entity.

The countries from the addresses and nationalities of the matched legal or natural entity profile.

Datasets show in which the matched legal or natural entity is identified or tagged.

The complete list of datasets is outlined below, and whether they show up depends on if they've been included in the business monitoring feature settings for a chosen account → project (sub-account).

Legal entity
- Current sanctions
- former sanctions
- Negative exposure
- Reg. enforcement list
- pep linked
Natural entity
- CURRENT PEP
- FORMER PEP
- pep linked
- Current sanctions
- former sanctions
- Negative exposure
- Reg. enforcement list

The EXPORT button allows users to download the selected match result profile in PDF format, while the VIEW button displays the current profile of the chosen match result.

Business card → AML monitoring tab → Match details

false positive button is to set/change the current ‘open match’ or ‘matched profile’ to 'false positive'.

Opens “Set as false positive?” modal including following options:

Reasoning | optional comment box to add a comment.
CANCEL | button to close the modal without setting the match result as false positive.
SET AS FALSE POSITIVE | button to close the modal by setting the match result(s) as false positive (the action will be added to “History” expand below including the comment if added by user).

match profile button is to set/change the current ‘open match’ or ‘false positive’ to 'matched profile'.

Opens “Match profile?” modal including following text & options:

Leave a comment | optional comment box to add a comment.
<checkbox> Set all other open matches as  false positive.
- By clicking the "Match profile" button for a selected open match result, the system will determine if there are any additional open matches associated with the same monitored entity:
  1. If at least one more open match exists for the same monitored entity, the “Set all other open matches as false positive” checkbox will be displayed.
  2. If there are no other open matches related to the same monitored entity, the “Set all other open matches as false positive” checkbox will not be displayed.
- Not selected () by default.
- If selected (), an additional optional comment box (called “Reasoning”) will appear.
CANCEL | button to close the modal without setting the match result as matched profile.
MATCH PROFILE | button to close the modal by setting the match result(s) as matched profile (and others as false positive if “Set all other open matches as  false positive.” checkbox is checked).

Business card → AML monitoring tab → Match history

The History button, when expanded, displays the historical changes for each match result. These changes are organized chronologically, from the most recent to the oldest, based on their date and time of occurrence.

By default, there will always be at least one history record, as any detected match during the screening process will initially be marked and categorized as an 'open match'.

Each historical record may contain the following details, depending on the state of the match

OPEN MATCH label including:

<date & time> | indicates when the match was identified as an ‘open match’ during the screening process or if the match result was manually marked/set as ‘open match’ by the OS user using the “Open match” button.
- Format: yyyy-mm-dd hh:mm
<OS user’s email> | is included if the match result was manually marked/set as ‘open match’ by the OS user using the “Open match” button.
Added by system | is included when the match was identified as an ‘open match’ during the screening process.
<comment> | is included when the match result was marked/set as ‘open match’ during the screening process by the OS user using the “Open match” button.
- When the system marks the match result as ‘open match’, the following comment will be recorded in the history:
  - “A potential profile match has been identified or updated with new information.”

FALSE POSITIVE label including:

<date & time> | indicates when the match result was marked/set as ‘false positive’ by the OS user using the “False positive” button.
- Format: yyyy-mm-dd hh:mm
<OS user’s email> | is included when the match result was marked/set as ‘false positive’ by the OS user using the “False positive” button.
<comment> | is included when the match result was marked/set as ‘false positive’ by the OS user using the “False positive” button.

MATCHED PROFILE label including:

<date & time> | indicates when the match result was marked/set as ‘matched profile’ by the OS user using the “Match profile” button.
- Format: yyyy-mm-dd hh:mm
<OS user’s email> | is included when the match result was marked/set as ‘matched profile’ by the OS user using the “Match profile” button.
<comment> | is included if the match result was manually marked/set as ‘matched profile’ by the OS user using the “Match profile” button.

DISCARDED label including:

<date & time> | indicates when the match was identified as an ‘discarded’ during the screening process.
- Format: yyyy-mm-dd hh:mm
Added by system | is included when the match was identified as an ‘discarded’ during the screening process.
<comment> | is included when the match result was marked/set as ‘discarded’ during the screening process including following comment:
- “Monitored entity data (search criteria) has been changed.”

Search monitored / not monitored business cards

Business cards list page

Business cards list page filter settings now include a new option (nothing is selected by default) to help identify business cards (companies) with at least one legal or natural entity added to monitoring.

Possible values to select:

Monitoring | business card has at least one legal or natural entity added to monitoring
Not monitoring | business card has no entities added to monitoring

Further read:

Roles & permissions | 👁️ Business monitoring

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