TABLE OF CONTENTS

Summary

Profiles allow you to have a comprehensive overview of the information associated with each individual or entity that you have verified via the Source platform.




What is a profile?

A profile is a centralised, comprehensive summary of an individual or entity. It brings together all relevant information in one place, making it easy to access and manage.

Within a profile, you can view:

  • The Overview

  • Verification reports

  • The Requirement library

  • Associated parties

  • Any ongoing monitoring activities


Profile sections breakdown

Overview 


The Overview section displays key information about the individual or entity, including:

  • Full name

  • Date of birth

  • Address

  • Contact details

  • Any associated exceptions

  • Client Risk 


Risk level from Client Risk Assessment

In individual and entity profiles, you’ll see the risk level assigned from the latest submitted Client Risk Assessment (CRA) where that person or entity was included. This includes both standard and overridden risk levels.


How risk levels are synced:

  • Entities must be the root entity in the case to display a synced risk level.
  • Individuals must:
    • Require CDD (Customer Due Diligence).
    • Not be associated with an entity in the case.


If an individual or entity is retrieved into a case after a CRA has been submitted, their risk level will display only if that case becomes the most recent CRA submission.


If an individual or entity is added after the CRA is submitted, their profile will still reflect the risk level from that assessment, as long as they meet the criteria above.





Verifications 


In the Verifications tab, you can view all verification reports that have been run on the individual or entity.

You’ll also see a list of cases where verifications have been completed.


If multiple verifications have been conducted within the same case, the most recent report will be displayed.


Requirement library 

The Requirement Library provides a centralised list of all documents and information that have been requested or uploaded for the individual or entity.


If the same requirement has been requested across multiple cases, each instance will be shown separately. This gives you a comprehensive overview of all submitted versions in one place.




Associated parties

This tab displays all related cases, entity structures, and individuals where the profile appears within your platform.


It provides a quick view of how the profile is connected across different workflows, helping you understand its context and relationships.



Ongoing monitoring


If Ongoing Monitoring is enabled on your platform, this tab allows you to:

  • Toggle monitoring on or off for the individual or entity profile

  • View any new hits or alerts related to sanctions, adverse media, or other watchlist activity

Merging profiles


If two profiles exist for the same individual or entity, you can merge them into one. Merging helps clean up duplicates and ensures a single source of truth.

How merging works:

  • You’ll be shown all available values (e.g. name, DOB, email) for each data field and can select which one to keep.

  • Requirements from both profiles are retained

  • A warning message appears before confirming the merge, as it cannot be undone.

When merging:

  • Restricted profiles can only be merged by users who have access to both profiles.

  • Users without access will need to ask someone with appropriate permissions (e.g. Compliance Admin or Office Admin) to complete the merge.

  • Only users with elevated roles such as FAML Admins, Compliance Admins, Approvers, or Office Admins can perform a bulk merge.

In merge mode:

  • You’ll see extra fields to help confirm which profiles to merge:

    • For individuals: date of birth and email address

    • For entities: unique identifier and registered country

This is especially useful when dealing with common names.


How to merge profiles


  1. On the left-hand navigation bar, click on the 'Profiles' tab.

  2. In the Profiles window, click the 'Merge mode' button in the top right-hand corner.

     
  3.  Once in merge mode, you can select the profiles that you wish to merge into one.



  4. Once the relevant profiles have been selected, click 'Merge selected' in to top right-hand corner to start the merge of information.



  5. When 'Merge selected' has been clicked, a window will open where you can confirm which details from the profiles you are merging should be listed on the merged profile.

    Please note that if the details are the exact same, you will not need to confirm - this will only appear for fields with different information across the profiles you are merging.



  6. After you have confirmed the information that should be listed on the merged profile, click "Merge" to finalise your updates.

    You will now see one profile for the relevant individual or entity.



Syncing profiles/updating information


You cannot edit profile information directly from the profile. To update any details (e.g., name, date of birth, address), you must make the changes at the case level.


Note: If a profile is linked to multiple active cases, updating the information in one case (e.g., Case A) will prompt a sync notification in the others (e.g., Case B).


You can then choose to:

  • Accept the sync to update Case B with the latest details from Case A, or

  • Decline the sync if you need Case B to retain the original details for business or compliance reasons.





Profile deletion

When an individual or entity is removed from a case, First AML checks whether the associated profile is still used in any other cases.

  • If the profile is not linked to any other active cases, it will be automatically deleted.

  • This helps reduce clutter and ensures smoother performance during profile retrieval.

The same process applies when a case is deleted:

  • The system will assess all linked individuals and entities to determine if their profiles can also be safely deleted from the platform.

  • This automated clean-up helps maintain a tidy and efficient profile environment



Access to profiles

  • Full Access
    Users assigned to the same office as the case will have full access to all profile information related to that case.

  • Limited Access
    Users not assigned to the office can view only limited profile details:

    • Name

    • Email address

    • Phone number
      This level is ideal for reducing duplicate handling without exposing sensitive information.

  • No Access
    Users will see no profile information. This setting is best for fully restricting visibility, such as in HR-related or highly confidential cases.


Access by User Role:

The following user roles never have access to profile information, regardless of office settings:

  • Agent

  • Author

  • Frontline


All other user roles will have access based on office assignment and access level settings.


Use Limited Access to streamline coordination, and No Access to enforce strict confidentiality.



Sharing profiles across offices

While office separation helps manage data access and privacy, there may be times when a profile needs to be verified or retrieved into a different office.

To retrieve a profile across offices, one of the following is required:

  • You must have access to both offices, or

  • A user with the appropriate office-level privileges (e.g., a Compliance Admin) must complete the retrieval on your behalf

  • This ensures sensitive information is only accessed by authorised users and maintains data integrity across office boundaries.