Synchronize application form and contact or legal entity

When a customer applies for a product, the application form must contain the same data Creatio already holds about that customer. Creatio keeps the form and the customer record aligned for you, so users do not re-enter data by hand and the customer record always holds the latest verified values. Creatio treats the customer record as the verified data source. Any update to customer data goes through the application form, so every change passes evaluation before it reaches the record. This keeps the customer record compliant with regulatory standards.

Move data between the form and the customer record

• On form creation, Creatio populates it from the linked contact or legal entity record.
• On form submission, Creatio changes its status to "Submitted" and starts the evaluation: KYC for an individual form, KYB for a legal entity form.
• If the evaluation result is positive, Creatio changes the status to "Approved" and writes the verified data back to the contact or legal entity record.
• After Creatio transfers data, the status changes to "Completed."

Business processes that transfer data

Creatio runs a dedicated business process for each direction of the transfer.

On form creation, Creatio copies data from the contact or legal entity record into the application form using the following business processes:

• "Populate contact data for existing contact in application form" for contacts
• "Populate legal entity data for existing legal entity in application form" for legal entities

After a successful evaluation, Creatio updates the contact or legal entity record with the information changed or added in the application form:

• Individual form: "Process application form and update contact data" business process
• Legal entity form: "Process application form and update legal entity data" business process

note

Creatio transfers the data back to the customer record when the Status field of the application form changes to "Approved."

Individual form

Identity documents

When you create the form, Creatio searches for identity documents with the "Active" status linked to the same contact. If Creatio finds such a document, it links the document to the application form through the record of the "Required documents in application" (DocListInFinApp code) object.

Personal data

Creatio synchronizes this block with the "Contact" (Contact code) object. Every field in the Personal data expansion panel also exists in the contact record, so Creatio copies values directly between the objects. When you create the form, Creatio copies all personal data fields from the contact record into the form. After a successful evaluation, Creatio saves the changed and new values from the form back to the contact record.

Communication options

Creatio synchronizes this block with the "Contact communication option" (ContactCommunication code) object and uses only records of the "Mobile phone," "Other phone," and "Email" types.

On creation. If the contact record contains communication options of these types, Creatio populates the form as follows:

• The most recent phone number marked as "Primary" becomes the primary phone.
• The most recent email marked as "Primary" becomes the primary email.
• The most recent "Other phone" entry marked as "Primary" becomes the additional phone.
• The most recent "Email" entry not marked as "Primary" becomes the additional email.

On successful evaluation. Creatio updates the contact record as follows:

• Primary communication options. If the same value exists in the "Contact communication option" (ContactCommunication code) object but is not marked as "Primary," Creatio marks it as "Primary." If the value does not exist, Creatio adds a new record marked as "Primary."
• Additional communication options. If the same value exists, Creatio makes no changes. If it does not exist, Creatio adds a new record.

Addresses

Creatio synchronizes this block with the "Contact address" (ContactAddress code) object. Each address type in the form — Residence address, Registration address, and Mailing address — corresponds to the same type in the contact addresses.

On creation. If the contact record contains addresses of the relevant types:

• The most recent address marked as "Primary" becomes the Primary address in the form.
• The second most recent address becomes the Previous address of the same type.
• If an address matches the primary address, Creatio selects Same as primary address in the form.

On successful evaluation. If the same address exists in the "Contact address" (ContactAddress code) object, Creatio makes no changes. If it does not exist, Creatio adds a new record.

Primary place of employment

Creatio synchronizes this expansion panel with the "Job experience of contact" (ContactCareer code) object. The block shows the most recent and relevant employment details of the applicant. When you create the form, Creatio copies the most recent entry marked as both "Primary" and "Current" from the contact record. After a successful evaluation, Creatio adds a new record to the "Job experience of contact" (ContactCareer code) object unless the same value already exists.

Employment address

Creatio also synchronizes this block with the "Contact address" (ContactAddress code) object, but uses only addresses of the "Business" type. When you create the form, Creatio copies the most recent business address from the contact record. After a successful evaluation, Creatio adds a new record to the "Contact address" (ContactAddress code) object unless the same business address already exists.

Legal entity form

Identification documents

When you create the form, Creatio searches for identification documents with the "Active" status linked to the same legal entity. If Creatio finds such a document, it links the document to the application form through the record of the "Required documents in application" (DocListInFinApp code) object.

Legal entity data

Creatio synchronizes this expansion panel with the "Account" (Account code) object. The legal entity data fields also exist in the account record, so Creatio copies values directly between the objects. When you create the form, Creatio copies the legal entity fields from the account record into the form. After a successful evaluation, Creatio saves the changed and new values from the form back to the account record.

Communication options

Creatio synchronizes this expansion panel with the "Account communication option" (AccountCommunication code) object and uses only records of the "Phone," "Alternate phone," "Email," "Fax," and "Web" types.

On creation. If the record contains communication options of these types, Creatio populates the form as follows:

• The most recent entry marked as "Primary" becomes the primary phone/email.
• The most recent "Alternate phone" entry marked as "Primary" becomes the additional phone.
• The most recent "Email" entry not marked as "Primary" becomes the additional email.
• The most recent "Fax" entry marked as "Primary" becomes the fax.
• The most recent "Web" entry marked as "Primary" becomes the web.

On successful evaluation. Creatio updates the record as follows:

• Primary communication options. If the same value exists in the "Account communication option" (AccountCommunication code) object but is not marked as "Primary," Creatio marks it as "Primary." If the value does not exist, Creatio adds a new record marked as "Primary."
• Additional communication options. If the same value exists, Creatio makes no changes. If it does not exist, Creatio adds a new record.

Addresses

Creatio synchronizes this block with the "Account address" (AccountAddress code) object. Each address type in the form — Registration address and Mailing address — corresponds to the same type in the account addresses. When you create the form, Creatio copies the most recent address of the relevant type. After a successful evaluation, Creatio adds a new record to the "Account address" (AccountAddress code) object unless the same address already exists.

Ownership structure

When you create the form, Creatio synchronizes this expansion panel with the ownership structure of the legal entity. After a successful evaluation, Creatio deletes the previous records from the ownership structure and copies the new values from the form.

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See also

Application form overview

Individual application form page

Legal entity application form page

Create an application form