General client onboarding: information and documents

The problem

Onboarding details are gathered through a mix of email, messaging apps, spreadsheets and attachments, and the same questions are typed out for every client.

What can happen

• Answers and documents go missing between messages.
• Each colleague asks slightly different questions, so files are inconsistent.
• Clients’ personal documents spread across inboxes.

A better process

Write your questions once as a form, decide which documents you need, and send every client the same link.

How UMNIII Verify helps

UMNIII Verify turns your onboarding into a form and a document request you send the same way every time. Collection on its own is a lightweight workflow; identity or screening is added only where it fits.

Which Verify features help?

Custom information forms

Your own questions, written once and asked the same way every time.
Establishes: A structured record of what the recipient told you, filed against the request.
Does not establish: An answer is not independently verified because it was collected through Verify. It is what the recipient said.

Document requests and uploads

The documents you need, with instructions for each.
Establishes: That the recipient uploaded these files against this request, and when.
Does not establish: An upload does not establish that a document is genuine, valid, current or the recipient’s own.

Identity verification

Added only where you need to know the client is who they say they are.
Establishes: That a government-issued photo ID was checked for authenticity and matched to a live selfie of the person presenting it.
Does not establish: It does not establish an address, a right to work or rent, creditworthiness, a driving entitlement, or anything about a company.

Optional, added separately

• Identity verification: When you need the client’s identity verified, not only stated.
• Standard AML screening: When your policy requires sanctions and PEP screening.

Information that may be collected

• Contact details
• The details your service needs
• Declarations and consent

Documents that may be requested

• Whatever your process genuinely needs, with instructions

What Verify does not do here

• Forms and uploads are collection, not verification: what the client says, and the files they supply.
• Ask only for information you have a lawful and legitimate reason to collect.

How to create or adapt the workflow

1. Create your form first under Custom Forms in UMNIII Verify.
2. In UMNIII Verify, open the Dashboard. The request composer is headed “Send verification invite”. Leave “Start from a template” on “Compose from scratch”.
3. Tick “Collect information (forms)” and choose the forms to send: the forms UMNIII provides, or your own under “Your forms”.
4. Tick “Request documents”, choose each document, write its instructions, and mark it optional where the recipient may not have it.
5. Add any optional check only where it genuinely fits your process. None is added by default.
6. Enter the recipient in “Invitee Email”, choose how long the link lasts in “Link expires after” and, where offered, whether to “Send reminders”. Then press “Send verification invite”.

Create a reusable information form

• Owners, admins and members create forms under Custom Forms in UMNIII Verify: a name, then each question with its type, whether an answer is required, and any help text.
• Preview the form as the recipient will see it, save it, and it is offered under “Your forms” whenever a request is composed.
• One form can be attached to any number of requests and templates. Editing it changes future requests only; a request already sent keeps the questions it was sent with.

Read the full guide to creating a reusable form

Save and reuse it as a template

• Once the composition is right, an owner, admin or member of the Workspace presses “Save as template”, gives it a name and, optionally, a description.
• From then on it appears in “Start from a template” beside the UMNIII templates. Choosing it fills in the request, every part stays editable for that one request, and choosing a template sends nothing on its own.
• To adapt a UMNIII template, choose it and press “Copy to this Workspace”. The copy is yours to change; the original is unchanged.
• A saved template is not edited in place. To change one, apply it, adjust the composition and save it again under a new name.
• Your Workspace’s own and copied templates are listed under Other / General in the credit calculator inside UMNIII Verify.

Templates, forms and guides

UMNIII system template

A ready-made workflow that UMNIII provides. It is labelled UMNIII in the product, and your Workspace cannot change it.

Workspace template

A workflow someone in your Workspace has saved for reuse. It belongs to your Workspace.

Copied template

A UMNIII template copied into your Workspace so it can be adapted. The copy is yours and the original is unchanged.

Reusable information form

A set of questions your Workspace writes once and attaches to any request or template.

Workflow guide

An explanation like these pages. A guide is not a template: unless it says a UMNIII template is available, it describes a setup you build yourself.

Next step

Build this setup in UMNIII Verify and save it as your own template. Current prices are shown in the product before you send anything.

Related guides

• Create a reusable information form

  Write your questions once in Custom Forms, then attach the form to any request or template.

• Build and save a reusable verification workflow

  Design a process once, with forms, documents and checks, save it as a Workspace template, and send it the same way every time.