🛠️ How to import historical client documents

When you join Firmcheck, you may already have identity and proof of address documents for your clients that were collected previously. Our new bulk document importer makes it easy to bring in this evidence by automatically reading the files, assigning the documents to the correct people and pulling key data into Firmcheck.

Please note:

• This first version lets you import one proof of address and one proof of identity per individual.

• Each document must be in it's own file.

• Reports that include identity (such as a biometric report) will not be automatically read by the OCR currently – please let us know as we are looking to include different formats of documents so we know what formats to add in the future.

Before starting

1. Ensure you have imported all your existing clients including individuals into Firmcheck – this tool will only import documents that can be assigned to a person in the Clients > People list.

2. Gather all your documents. Any documents not recognised as identity or proof of address will simply be discarded, so no need to sort through your file list to pick out the correct documents.

Once you're ready

1. Go to Clients > Actions > Import documents and click Get started
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2. Drag all your documents into the file uploader, upload the files, then go Next.
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3. Set your verification status in bulk:

   1. You can set what authentication method was used when you first received these files and any notes – for example if the documents were all seen in-person, or using a verification tool.

   2. Note you can also override this verification status for individual files in the review stage.

   

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4. Analysing: This may take 5-10 minutes depending on the number of files to analyse. You can leave this page and come back. Make yourself a cup of tea!

5. Review stage:

   1. Any files that were able to read all the required fields, determine the document type and match to a person will be listed in the "Ready" tab and no action is required.

      

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   2. Any files that either could not read all the required fields, or could not be matched to a person will be listed in the "Review" tab.

      1. Click review to see the details of the document and complete the required fields or assignment of the individual and save. This document will then move to the "Ready" tab.

         

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   3. Any files that could not be recognised as a proof of identity or proof of address will be listed in the "Discarded" tab.

      1. You can choose to edit a file and manually add details if you want this included in the import.

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   4. Once all your chosen files are in the "Ready" tab, click "Next".

6. Assign stage:

   As a person can only have one identity and one proof of address in our system, this stage is checking that we are bringing in the correct documents for each person.

   1. Any people that have just a single file per evidence type will appear in the "Ready" tab.

   2. Any people that have 2 or more of an evidence type will be listed in the "Assign" tab.

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      1. Open the person to select the preferred file and save. The person will move to ready once the additional files are removed.

   3. Once all your individuals are in the "Ready" tab, click "Complete import" and confirm the import. You cannot undo once you have confirmed.

7. Finish:

   1. All files from the previous "Ready" tab are imported into your firmcheck account and assigned as evidence against each individual's record. Go to an individual's verification tab to see the information.

   2. Any information from the documents for example Residential address or Date of Birth will also update the person's details in Firmcheck.

   3. There is a full report you can download that lists all the files that were initially added and which ones were discarded and imported and for what reason – it can be helpful to go through and double check any discarded ones weren't accidental.