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Understanding & Managing Checks Statuses

Understand where a worker is at for a check and what needs to happen next

Lex Ituarte avatar
Written by Lex Ituarte
Updated yesterday

Introduction

Zipline contains a status for each specific check to help people understand where in the lifecycle the check is at.

Our admin portal displays statuses in a variety of places. When reviewing a specific check, you can change statuses using our status switcher (and relevant smart actions), located in the top right hand corner.

Our worker portal displays simplified statuses in a "to do list".

This article explains the different statuses, what they mean, and the actions possible for admin users and workers for each status.

Managing Status: Checks Managed by Zipline

When a check is managed by Zipline's AI & Compliance Officers, it goes through a linear order. First, it is managed by Zipline, and then passed through to you for review, where required. You can see who is currently responsible for executing a check at any point in time by looking at the "owner" icon, bottom right of a check.

Status

What It Means

What You Can Do

What Workers See & Can Do

Pending

Action yet to be taken on check

  • Exempt

  • Reject

  • Move to Zipline Reviewing

To Do – Data such as files can be added

In progress*

Automated status used for in-progress ref checks & functional assessments only

  • Exempt

  • Reject

In Progress – Data such as files can be added

Zipline Review

In queue of Zipline to conduct a check

  • Exempt

  • Reject

In Review – Data such as files can be added

Zipline Processing

In queue of Zipline - waiting on other info or external party

  • Exempt

  • Reject

In Review – Data such as files can be added

Change Requested (Managed by Zipline)

Waiting on worker to provide correct info, will next go to Zipline

  • Exempt

  • Reject

  • Move to Zipline Reviewing

Change Requested – Data such as files can be added

Review (Managed by You)

In your queue for review

  • All actions

In Review – Data such as files can be added

Processing (Managed by You)

In your queue, waiting on another action

  • All actions, except moving to Pending / Zipline

In Review – Data such as files can be added

Change Requested (Managed by You)

Waiting on worker to provide correct info, will next go to you (Review)

  • All actions, except moving to Pending / Zipline

Change Requested – Data such as files can be added

Approved

Approved, marked as compliant

  • All actions

Completed

Exempted

Not needed (permanent, temporary, or deferred to later), marked as compliant

  • All actions

Completed

Rejected

Not acceptable

  • All actions

In Review – Data such as files can be added

Notes

  • In some cases, certain actions may not be possible due to validation. For example, if you have not filled in all required fields, approving a check is not possible.

  • Where a check is fully managed by Zipline, for example, our Identity Check which we conduct as part of our ACIC regulatory obligations, the status cannot be changed by you.

  • The "In Progress" status is an automatically calculated status only available for Reference Checks & Functional Assessment Integrations.

  • Workers do not see a check if it is set up as "Admin only".

Managing Status: Checks Managed Fully by You

Checks fully managed by you have a simpler set of statuses.

Status

What It Means

What You Can Do

What Workers See & Can Do

Pending

Action yet to be taken on check

  • All actions

To Do – Data such as files can be added

In progress*

Automated status used for in-progress ref checks & functional assessments only

  • Exempt

  • Reject

In Progress – Data such as files can be added

Review (Managed by You)

In your queue for review

  • All actions

In Review – Data such as files can be added

Processing

In your queue, waiting on another action

  • All actions

In Review – Data such as files can be added

Change Requested

Waiting on worker to provide correct info, will next go to you (Review)

  • All actions

Change Requested – Data such as files can be added

Approved

Approved, marked as compliant

  • All actions

Completed

Exempted

Not needed (permanent, temporary, or deferred to later), marked as compliant

  • All actions

Completed

Rejected

Not acceptable

  • All actions

In Review – Data such as files can be added

Notes

  • In some cases, certain actions may not be possible due to validation. For example, if you have not filled in all required fields, approving a check is not possible.

Managing Check Status: Key Scenarios

Checks statuses update via a mixture of manual and automated actions.

Workers

Workers adding new data causes a requirement to move back to a "Review" status.

Adding something on behalf of a worker

  • Add data (files, fields, etc.) via the portal.

  • Once finished adding all relevant data (which may include multiple files), move to "Zipline Review" if Zipline conducts the check.

  • If you fully manage the check, you can approve or exempt the check from there. Note, AI may take 1-2 minutes to process the data added, if you would like to bypass AI, you can do this.

Status changes made by admins

You can update the status of a check at any time, so long as the action is allowed. We log these actions in the portal for auditability.

Status changes made by AI

If a document is uploaded, and AI is on, it may automatically update the status of a check, as relevant to the protocols for the check.

Groups

Groups roll up several checks, so you can see how the overall group is progressing. There are the statuses for groups:

  • Pending: All checks are Pending

  • In Progress: At least one check in beyond Pending)

  • Done: All checks are Approved or Exempted)

Tasks

Tasks allow you to see the sub-status of a specific check, where applicable.

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