Getting started with ID and AML check in CaseMatters

You can start a check from a client profile or from the right-hand toolbar. If a result needs a decision, a supervisor records it, and that decision tells your firm whether it can act for the client.

Before you begin

CaseMatters access.
The client already exists in CaseMatters.
The client's identity document: a passport photo page or a UK driving licence, saved as a JPG, PNG or PDF up to 5MB.
An administrator has set up at least one AML provider and the AML supervisor group.

Run a check from a client profile

To run a check from a client profile, open the client's record and start a new check.

Open the client profile.
Click New check in the AML & ID Check card.
Select a provider from the Select Provider list.
Optionally, select a risk level.
Check the client details. CaseMatters fills in the name and date of birth from the client record.
Enter the gender and date of birth if they are missing.
Select Passport or Driver's Licence in ID Document Type.
Upload the identity document by dragging it into the upload box, or by clicking the box and choosing the file.
Wait while CaseMatters reads the document and fills in the fields.
Check each field that CaseMatters fills in from the document.
For a passport, complete each Passport MRZ Data field. For a driving licence, check the 16-character licence number.
Tick Identity confirmed against document.
Click Run Verification.

📌 Note: If you change a detail in this window, CaseMatters updates the client record and any linked matters. If a check already exists for the client, CaseMatters asks you to confirm before it starts another.

🤓 Tip: For a passport, check every Passport MRZ Data field against the photo page. CaseMatters copies the check digits as printed, so you must compare them yourself. On the MRZ, dates are written year, month, day (YYMMDD). Enter them in the date fields as normal dates.

Run a check from the right-hand toolbar

To run a check outside a case, start from the ID & AML Checks panel. You don't choose a case. CaseMatters records the check against the client's own case.

Click ID & AML Checks in the right-hand toolbar.
Click New Check at the bottom of the panel.
Select a provider from the Select Provider list.
Type at least three characters in Search Existing Client.
Select the client from the results.
Optionally, select a risk level.
Upload the identity document.
Check each field that CaseMatters fills in. For a passport, also complete the Passport MRZ Data fields.
Tick Identity confirmed against document.
Click Run Verification.

Track the check

To track a check, use the Pending and Review tabs in the ID & AML Checks panel.

The check shows in Pending while the provider processes it. The card says this can take a few minutes.
CaseMatters collects returned reports about every five minutes.
When the report is ready, the check moves to Review as a card marked Report ready.

⚠️ Important: CaseMatters can alert you when a report is ready if your firm uses the AML Review Ready automation. There are currently no alerts for referrals or supervisor decisions, and notifications are planned for a future release. Check the Review and Pending tabs regularly.

Record the result

To record the result, open the report before you choose an option.

Click the Report ready card in the Review tab.
Click Open report.
Read the report.
Select the option that matches the report.

Option	Use when	What happens
Identity confirmed, no matches found	The report shows no red flags anywhere.	The check is filed to the client record. No supervisor approval is needed.
Match was partial or inconclusive	The report raises some underlying red flags despite an overall pass.	The check is referred to a supervisor. A referral note is required.
Match was found	The report raises a screening match.	The check is referred to a supervisor. A referral note is required.

Enter a referral note. It is required for partial or inconclusive and match results, and optional when no matches are found. It can be up to 500 characters.
Click Save and file to client record for a clear result, or click Save result for a referral.

🤓 Tip: The AI Document Assistant can help you prepare a referral note. It uses AI, so check its answers against the report.

⚠️ Warning: Record the result stays switched off until you have opened the report.

For an integrated check, the card moves from Review to Pending while the supervisor decides.

Run a manual upload check

To record a check that your firm ran outside CaseMatters, use the manual upload route.

📌 Note: Manual uploads are on by default unless your firm has switched them off. If Other (manual upload) doesn't appear in the Select Provider list, ask your administrator to check the manual upload setting.

Click New check, then select Other (manual upload) in Select Provider.
Enter the provider's name, such as Credas, Onfido or Veriff.
Optionally, select a risk level.
Check the client details.
Upload the completed verification report. It must be a PDF of up to 5MB. JPG and PNG files aren't accepted for reports.
Enter the report date in DD/MM/YYYY format.
Optionally, enter an expiry date and a reference number.
Select a verification result. The options stay greyed out until you upload the report.
For a partial, inconclusive or match result, enter a referral note. You don't need one if a supervisor has already reviewed the check.
Tick External verification confirmed.
Choose how to file the check, as described below.

⚠️ Important: CaseMatters refuses the check unless you tick External verification confirmed.

Clear result, no matches found

Click File to client record. No supervisor approval is needed, and no referral note is required.

Partial, inconclusive or match, not yet reviewed

Leave Has this already been reviewed by a supervisor? unticked, then click Refer for review. The check is filed to the client record straight away, and it waits in your Pending tab until a supervisor decides.

A supervisor has already decided outside CaseMatters

Tick Has this already been reviewed by a supervisor?. Select the supervisor, who must be a current AML supervisor group member, and their decision: Approved or Rejected. Optionally, add a supervisor note. Then click File to client record. You don't need a referral note.

Read a supervisor's decision

To read a supervisor's decision, check the Review tab for the referred check.

Click ID & AML Checks in the right-hand toolbar.
Click the Review tab.
Click the card to expand it.
Read Their response, which shows the decision, the date and the supervisor's name.
Check the supervisor's reason and any review period.
For an integrated check, click File to client record to file the outcome.

📌 Note: You can file the outcome whether the supervisor approved or rejected the check. Filing after a rejection isn't blocked, but CaseMatters shows a warning on the client record. For a manual upload check, the check was filed when you referred it, and the supervisor's decision updates it in place.

⚠️ Warning: If the supervisor rejected the check, the firm's instruction is not to proceed with the client, not to open a matter, and not to explain the reason to the client. CaseMatters doesn't enforce this.

Decide a referred check

To decide a referred check, you must be a member of the AML supervisor group. Only group members see the Referred tab.

Click ID & AML Checks in the right-hand toolbar.
Click the Referred tab.
Click the card to expand it.
Click Open report.
Review the report.
Select Approve, the firm can act, or Reject, do not proceed.
Enter a reason. You must give one for both outcomes.
If you approved, choose a Next check due period, or leave it on None.
Click Save outcome.

🤓 Tip: Review the report itself before you decide. Don't rely on the referral note alone.

⚠️ Warning: Once you click Save outcome, the decision is final. You can't change or override it.

📌 Note: Referred checks go to the whole group, and any member can decide. You can't decide a check that you ran yourself. Another supervisor must decide it.

Set up AML providers and supervisors

To set up AML providers and supervisors, you must be a firm administrator. Other users can view the AML Providers page but can't change it, and they can't see the AML Supervisor Group page.

Click the CaseMatters Admin tab.
In the Admin section, click Integrations.
Click AML Providers, then click Add Provider.
Select a provider. The list offers Access Legal Searches and SmartSearch.
Enter the provider's sign-in details.
Enter the endpoint URL, which is the address CaseMatters sends checks to.
Click Save Provider.
Click AML Supervisor Group.
Tick the users you need in the Select users to add… list.
Click Add Selected.

📌 Note: Each provider can be added only once. A provider that is disabled doesn't appear in the Select Provider list until you enable it. Only active CaseMatters users can be added as supervisors.

🤓 Tip: Add at least two supervisors. With only one, a supervisor can't decide a check they ran themselves, and the page shows a warning. To turn manual uploads on or off, use the Manual upload switch at the top of the AML Providers page.

Troubleshooting

Issue	What to do
Record the result is greyed out.	Open the report first.
Save result isn't available.	Enter a referral note. It's required for partial or inconclusive and match results.
You see an Inconsistent Data warning.	Compare the flagged field with the document. Correct the document field or the client record.
The client search returns nothing.	Enter at least three characters.
The provider list is empty, or has one option.	Ask your administrator to check the AML providers and manual upload settings.
The upload fails.	Use a JPG, PNG or PDF up to 5MB. Renaming a file to another type doesn't work. Reduce the file size, or save or export the file in the correct format.
A manual report is rejected.	Manual reports must be PDF. Convert the report to PDF and upload it again.
The verification result options are greyed out.	Upload the PDF report first.
The report won't open in the viewer.	Click the arrow next to Open report, then click Download.
You can't choose a supervisor as having already reviewed the check.	The supervisor must be a current member of the AML supervisor group. Choose someone from the list, or ask your administrator to check the group.
You can't see the Referred tab.	Only members of the AML supervisor group see this tab.
You didn't know a report was ready or a supervisor had decided.	Check the Review and Pending tabs regularly. CaseMatters alerts you about ready reports only if your firm uses the AML Review Ready automation.