Administration: approval rules, connectors, imports and settings

Interactive tutorial

Follow the course step by step in the interactive player.

Lessons

1. 1Read the approval policiesThis lesson is for administrators. You will open the approval policies, read the list of actions that can need approval, and read one policy with confidence: where it applies, who can approve each step, when a step applies, and whether people may approve their own work.6 min
2. 2Create an approval policy with two steps and a conditionThis lesson is for administrators. You will build an approval policy for publishing privacy policies: the data protection officer always approves, and a compliance officer must also approve when the change is a major one. You will fill in every field of the policy editor and save the policy for the whole organisation.8 min
3. 3Test the policy: submit a record that matches itThis lesson is for the person who prepares a record, here the data protection officer Sara Ahmed. You will draft a new privacy notice, submit it for approval, and see it wait for the approvers the administrator configured: the data protection officer first, then the compliance officer because a first version is a major change.6 min
4. 4Approve the first step of a two-step requestThis lesson is for the first approver, here the second data protection officer, Yusuf Rahman. You will find the request in your Approvals inbox, open the record, approve step 1 with a comment, and see the request move on to the compliance officer instead of being published.5 min
5. 5Give the final sign-off as the configured approverThis lesson is for the second approver, here the compliance officer Mariam Aziz. You will find the request that reached you because of the administrator's condition, see the first approver's decision, approve step 2, and see the privacy notice published.4 min
6. 6See the condition skip a step, then withdraw a requestThis lesson is for the person who prepares records and for administrators who want proof that a condition works. You will start a minor change to the published privacy notice, submit it, and see that the compliance officer's step does not apply this time. Then you will withdraw the request from My requests.6 min
7. 7Give one entity its own rule and allow self-approval with a justificationThis lesson is for administrators. The small E-Commerce entity has one person doing privacy work, so the two-step organisation policy cannot be met there. You will save a separate one-step policy for that entity only, switch it from strict maker and checker to self-approval with justification, and then test it for real by publishing a notice you wrote yourself.8 min
8. 8Edit, pause and remove a saved approval policyThis lesson is for administrators. You will jump to a saved policy from the list of saved policies, change one of its settings, pause it with the Policy active switch, and finally remove it so that the entity follows the organisation policy again.5 min
9. 9Delegate your approvals while you are awayThis lesson is for anyone who approves, shown here by the administrator. You will hand part of your work to a named deputy for a set period, limit the delegation to one permission, check that it is in force, and end it early when you are back.6 min
10. 10What a person without the permission seesThis lesson is for administrators who answer the question, why can I not see that. Signed in as Sara Ahmed, a data protection officer with no administration rights, you will open each administration screen and read what it shows instead: which permission is missing, and which access administrators can grant it.5 min
11. 11Tour the Integrations catalogueThis lesson is for administrators. You will open Integrations for an entity and learn to read it: the three totals, the views on the left, each connector card and its state, the connectors that are not available yet, the Insights panel, the sync log and how often data arrives.6 min
12. 12Fill in a connector's set-up form (QuickBooks Online)This lesson is for administrators. You will open the set-up form for QuickBooks Online and learn every field: Client ID, Client Secret, Redirect URI and Environment. You will see when the Save button becomes available, and you will stop before connecting, because a real connection needs your own company's credentials.6 min
13. 13What the other connectors ask for, and the write-back switchThis lesson is for administrators. You will open the set-up forms of the other connectors to see what each one asks for beyond Client ID and Client Secret: nothing more for Zoho Books, an account number for Oracle NetSuite, two values for Microsoft Dynamics 365, and a single API key for ClearTax UAE. Then you will find the switch that decides whether ComplianceOS may write anything back to your accounting system, which is off by default.7 min
14. 14Create, copy and revoke an API keyThis lesson is for administrators. An API key lets one of your own systems, such as a reporting tool, read or write ComplianceOS data without a person signing in. You will find API keys under Settings, create a read-only key limited to one entity with an expiry date, copy it, revoke it, and find it again behind Show revoked.7 min
15. 15A key can only carry what its creator holdsThis lesson is for administrators who do not hold Full access, and for anyone who wonders why a role is greyed out when creating a key. Rashid Karim is a finance manager who was also given the Organisation administrator role, so he can open API keys. You will see which key roles are closed to him, read the reason shown under each, and see how limiting the key to one entity changes what he may create.4 min
16. 16Add a webhook endpoint and find its delivery logThis lesson is for administrators. A webhook is a message ComplianceOS sends to an address of yours the moment something happens, for example when a contract is scored as high risk. You will open Webhooks, go through every field of the Add Webhook Endpoint form, see an address that cannot be reached being refused, register an endpoint, save its signing secret, find its delivery log and remove the endpoint again.7 min
17. 17Import employees from a spreadsheetThis lesson is for administrators and for HR staff who load data during set-up. You will download the employee template, read its columns, import a file of new joiners, read the totals, the row-by-row errors and the screening note, and find the new people in the list. At the end you will look at the separate import for salary payment records.7 min
18. 18Import tax transactions and counterpartiesThis lesson is for administrators and tax staff who load data during set-up. You will import a file of sales and purchases into Tax Intelligence, read the preview and the rows that need fixing before anything is saved, and confirm the import. Then you will load the list of counterparties, which are your suppliers and customers, into CT Configuration and see how a wrong value is reported for its row.9 min
19. 19Load the chart of accountsThis lesson is for administrators and finance staff who load data during set-up. You will load the standard chart of accounts with one button, download the template for your own accounts, import a file of accounts, and see how wrong rows are reported.6 min
20. 20Add a bank account and import a bank statementThis lesson is for administrators and finance staff who load data during set-up. You will register a bank account in Accounting, import a statement file downloaded from the bank, read the result, and import the same file again to see that lines already on file are not doubled.7 min
21. 21Organisation settings: your profile and the alert defaultsThis lesson is for administrators. You will go through the General section of Organisation settings: your own profile, with the windows for changing your name and password, the shared alert settings, where you will set and save the organisation default, the alerts for one entity, partner network mode, the list of organisation administrators, and the danger zone.8 min
22. 22Entity details and the Email-to-Vault inboxThis lesson is for administrators. In the Entity section of Organisation settings you will check an entity's registered details, change one value and save it. Then you will set up Email-to-Vault, the entity's own email address that turns forwarded supplier bills into draft bills: who may send to it, what happens to mail from anyone else, and the size and daily limits.8 min
23. 23Billing, Team, VAT Groups and the audit log linkThis lesson is for administrators. You will read the Billing section, with entity licences, AI credits and the plans. You will see where the Team list and its invitation form are, where a VAT group is created, and how to reach the audit log from the settings.8 min
24. 24White-label brandingThis lesson is for administrators. White-label means showing your own organisation's name, logo and colours in place of the standard ones. You will go through every section of the branding page, set the organisation name, a tagline and a support email address, save, and see where the change shows.6 min
25. 25Entity settings and what the compliance score coversThis lesson is for administrators. You will tour the Entity settings page with its four tabs, run the cross-module check, and look at departments and module readiness. Then you will open the score settings on the entity's overview, see which modules count toward the entity's compliance score, and switch on a module that applies to the entity but has no records yet.9 min
26. 26Notification settings for an entityThis lesson is for administrators. Each entity has its own Notifications page with three tabs. You will read the list of notifications, set who is alerted for one module, on which channels and how far ahead, and set the entity's delivery preferences: the mailbox for alerts and the reminder window.8 min
27. 27Sanctions watchlists and the AML settingsThis lesson is for administrators. AML stands for anti-money laundering. You will check that the sanctions watchlists are up to date and learn where they are refreshed. Then you will use the entity's adverse-media switch and set the number of years customer identity documents are kept. These documents are called KYC documents, for know your customer.9 min
28. 28Invite an external auditor for a fixed periodThis lesson is for administrators. You will invite an external auditor to one entity, choose which modules they may read and how long the access lasts, create the invitation without sending an email, and see where the expiring access appears in Access control.6 min
29. 29Posting accounts and exchange-difference settingsThis lesson is for administrators and finance managers. Some entries reach the books automatically, for example when a bank line is categorised or tax activity is posted. Two settings in Accounting decide which accounts those automatic entries use. You will read the posting accounts, change one and save it, and look at the accounts and tolerance used for exchange differences on foreign-currency payments.6 min
30. 30How this connects: a rule and a setting at work in other modulesThis closing lesson is for administrators. It shows that what you set in this course takes effect elsewhere. You will change the approval rule for posting journal entries and watch Accounting follow it. You will change one score setting and see the result on the entity and on the organisation's dashboard. And you will see where the imported employees turned up in the sanctions screening.9 min

How this connects to the rest of ComplianceOS

• Approvals inbox

  An approval policy decides the steps every request follows. The steps, the policy name and whose turn it is are shown on the record, under To decide for each approver, and under My requests for the person who submitted it.

• Data protection

  Publishing a privacy policy follows the policy saved for Publish a privacy policy version. A step with the condition major change is skipped for a minor change.

• Accounting

  Posting a journal entry follows the policy saved for Post a journal entry. With an amount condition, a small entry is posted after one approval and a large one waits for the second approver. The chart of accounts, posting accounts and bank statements you load here are what Accounting works with.

• Tax

  Imported transactions appear in Tax Intelligence as Imported and Unclassified. Counterparties loaded in CT Configuration can also be seeded from those transactions.

• Workforce

  Imported employees appear in the Workforce list and in the employee roster of CT Configuration.

• Sanctions and AML

  People and companies brought in by an import are screened against the watchlists automatically, and each check is listed under Screening. Screening only runs while the watchlists are up to date.

• Dashboards and Group Compliance

  The score settings on an entity's overview decide which modules count toward its score and where the risk levels start. The entity's overview and Group Compliance show the result.

• Access control

  An API key can only carry permissions its creator holds. An auditor invitation is also a read-only access assignment that expires by itself and is listed under People and assignments.

• Audit log

  Saving or removing a policy, every approval, and an approval of your own work with a justification are all recorded in the audit log.

• Billing

  AI credits used by other modules, such as screening names during an import, are counted under Usage by Module in Billing.