Conflict of Interest Declaration Workflow

What happens if a declarant submits a conflict that is later found to need more information?

If the compliance reviewer determines the initial assessment is insufficient, the workflow routes the declaration back through the Return for Revised Assessment step before re-entering the management approval stage. The declarant or reviewer can update the record directly inside assess.one without starting a new submission. Every revision is timestamped, preserving a complete history of changes for audit purposes.

What happens if management rejects an approved risk assessment?

The Route on Approval Outcome step handles both approval and rejection paths. A rejection sends the declaration back to the compliance reviewer for a revised risk assessment before the record re-enters the approval queue. This loop continues until the assessment is approved or the declaration is escalated, ensuring no conflict is closed without a formally accepted management decision.

Can this workflow handle disclosures from different groups — employees, contractors, and board members — with different approval requirements?

Yes. You can customise roles, approval logic, and routing rules inside assess.one to reflect different requirements for each declarant type. For example, board member disclosures can be routed to a separate approver tier while contractor disclosures follow a lighter-touch path. No external development work is needed — all of this is configured directly in the platform.

What if we have multiple compliance reviewers and need to assign declarations based on business unit or risk level?

The Assign Compliance Reviewer step can be configured with assignment rules that route declarations to the appropriate reviewer based on attributes such as department, declarant type, or declared risk category. You set these rules inside assess.one without writing code. This ensures the right reviewer receives each declaration automatically rather than relying on manual triage.

How does the periodic review process work, and what triggers it?

After a declaration is acknowledged, the Route on Periodic Review Requirement step determines whether the conflict requires ongoing monitoring. If it does, the workflow enters a Wait for Review Interval step and then automatically triggers the Conduct Periodic Review step at the configured interval. If the periodic review finds the conflict has changed materially, the workflow can route the record back to a full review and risk assessment before re-closing.

What happens if a declarant does not acknowledge the outcome within the expected timeframe?

The Request Declarant Acknowledgement step can be configured with automated reminders sent via email or Slack directly from assess.one. If acknowledgement is not received, the workflow holds the record in the Acknowledged status gate, preventing premature closure and flagging the outstanding action to the compliance team. This removes the need for manual follow-up chasing.

How long does it take to implement this workflow?

You can publish the template and have your team running live declarations within minutes — there is no weeks-long implementation project. Once published, the workflow is immediately available for submissions. You can customise steps, roles, notifications, and approval logic inside assess.one before or after going live.

Who needs access to the workflow, and how are permissions managed?

Access is role-based and configured inside assess.one. Declarants can submit and acknowledge records, compliance reviewers can conduct assessments and update statuses, and approvers see only the decisions relevant to their role. Administrators control who can view, edit, or action each step without requiring IT involvement or external software configuration.

Can this workflow support our compliance or regulatory audit requirements?

Every action taken in the workflow — submissions, status changes, approvals, acknowledgements, and review outcomes — is recorded with a timestamp and attributed to the responsible user inside assess.one. This creates a complete, tamper-evident audit trail that can be referenced during internal audits, regulatory reviews, or governance committee reporting. No manual log maintenance is required.

What happens at the closure step, and can a record be re-opened after it is closed?

The Confirm Closure step is only reachable once all required approvals, acknowledgements, and periodic review obligations have been satisfied, ensuring no declaration is closed prematurely. If a previously closed conflict re-emerges or circumstances change, a new declaration record can be created and linked to the original, maintaining a clean separation between closed and active records while preserving historical context.