Monitoring Setup Guide

Monitoring Setup Process

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Monitoring is a product that enables customers to upload a set of records to W2 by FullCircl which are then screened on a regular period.  

These records are provided to W2 by FullCircl by uploading a file to an SFTP server.  W2 by FullCircl takes files uploaded and imports them into our databases for screening.

To enable access for file uploading, W2 by FullCircl requires several details which are to be provided on the accompanying form “W2 by FullCircl SFTP Access Form”.

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Section A: Data ownership and user Access

This section is to be completed by the owner of the data records to be screened.

As part of the Monitoring system W2 by FullCircl offers access to our customer portal to view screening results and to action any alerts raised during the screen. The system will also send emails to registered users to provide status information when screenings occur and the summary results.

Please provide in this section all of the users who will require access to the portal and receive email notifications.

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Section B: Technical integration

We will require the externally facing IP addresses that will be used to access our SFTP server so that they can be whitelisted on our system.

Once we have this information we create an SFTP account and provide the technical contact stated in the form with SFTP account credentials.

You will then be able to upload your data files to our SFTP server.

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File details

To upload records to be screened a file needs to be uploaded to W2 by FullCircl SFTP server.

The uploaded file should contain the data on all records to be included in your first Monitoring screening.

To be successful, the uploaded file must be in comma separated variable (csv) format:

• The file must be in plain text
• The file must be in UTF-8 format
• The first row must be a header row.  This row defines which fields are present.
• There must be one record per line
• Each field must be separated by a comma
• Each record must have the same fields in the same order (even if some fields are blank)
• The file name must end with '.csv'

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Mandatory fields

The following fields are mandatory:

• Account - Which of your Monitoring accounts the record will be put into.  Entering a new name here will create a new account, so it is important to avoid spelling errors in this field.
• URN - This is the unique reference number to identify the record, and must be unique across all accounts.  Using the same URN in a subsequent upload will update the record.
• Last Name/Entity Name - The person's last name or name of the entity.

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Recommended Fields

The following fields are strongly recommended in order to get the best results from your screenings:

• Forename
• IsEntity (default is false.)
• Day of Birth
• Month of Birth
• Year of Birth

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Optional Fields

• Middle name/initial
• Address Line 1
• Address Line 2
• Address Line 3
• Address Line 4
• Postcode
• Country
• Inactive – if set to “true” or “1” this record will be set to inactive in the W2 by FullCircl database. If the field does not exist in the file the record is assumed to be active by default.

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Custom Fields

You may add other fields to your file.  These will be added to the record and can be used as a reference, however they will not alter the results of the screening in any way.

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Example:

Account, URN, Forename, Middle Name/Initial, Last Name/Entity Name, IsEntity, Day of Birth, Month of Birth, Year of Birth, Address Line 1, Address Line 2 ,Address Line 3, Address Line 4, Postcode, Country, Custom 1, Inactive

CustomerAccount1,3121,DENNIS,,MASON,,17,07,1951,,,,,,GB,debit,false

CustomerAccount1,3122,ELENA,K,SMITH,,09,03,1988,,,,,,GB,debit

CustomerAccount2,3123,DREW,,HOOPER,,21,05,1992,,,,,,FR,credit,true

In the last example, URN 3123 is set to Inactive and not be screened.



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Post File Upload

After the file is created and uploaded via SFTP, the monitoring account will be created in the monitoring database we have created on our side.

To run the first screening for your account, the following settings need to be agreed and implemented:

• NameScreeningThreshold - values and details can be found here: matching thresholds
• DateOfBirthscreeningThreshold - values and details can be found here: matching thresholds

• ScreeningFrequency - frequency of how often the monitoring account(s) is screened. The values can be:

  Yearly - account will screen once per year at an agreed date
  Biannually - account will screen every 6 months
  Quarterly - account will screen every 3 months
  Monthly - account will screen once per month
  Weekly - account will screen once per week
  Daily - account will screen once per day
  Ad-Hoc - account will only screen when manually triggered by us or when a new file is uploaded from your side

• ScreeningService - the AML service that has previously been agreed with your Account Manager
• DOBSupression- this setting will only display alerts that have a Date Of Birth in our supplier database. We do not recommend this setting as it can lead to missed alerts but if your creditor allows it, this settings will drastically reduce the amount of alerts you receive. Our suppliers can only add a Date Of Birth to their datasource records if the information is confirmed by an official source (Passport Office, DVLA etc.) 

After the settings are agreed with you and implemented by us, we will trigger the first screening from our end after which the process will trigger automatically based on the agreed frequency.

For any queries, please reach out to our support team at [e-mail] .