Daily work

The KYC portal

A dispatched KYC round leaves Visena as a real email with a personal link into Visena Portal. This page follows it from there: what the customer receives, what the portal asks for, how the track Sendt → Åpnet → Påbegynt → Fullført advances, and what happens the moment the answers are signed with BankID.

A dispatch is a real email

KYC rounds go out for real. Dispatch rides on the same per-instance switch that opens the AML surfaces — there is no separate brake for the email, so the moment AML is enabled for an instance, dispatch is armed.

Every sender of a KYC round uses the same machinery: step 3 of the kundetiltak ("customer measures") wizard, follow-up rounds, «send portal-skjema» on a conditional step, the bulk action «Send KYC-skjema», and the monitoring regime's request for source-of-funds documentation. Preparing and triggering the first round belongs to the wizard and is described in The kundetiltak wizard The five steps; everything from the email onwards is on this page.

The status track

One round has one track, and the track is the fastest way to see where a customer is. The four states are Norwegian on screen, and they are the same four words in the portal, in the wizard and on a conditional step.

• Sendt ("sent") — the email has been sent.
• Åpnet ("opened") — the customer signed in on the link for the first time.
• Påbegynt ("started") — the first answer has been saved.
• Fullført ("completed") — the answers have been signed with BankID.

Between Påbegynt and Fullført the round is Besvart ("answered"): the customer has submitted, and the portal shows «Til signering» ("for signing") while the signature is outstanding.

The caseworker sees the same four states as chained chips: in the wizard's step 3 panel and in the «Venter kunde-svar» ("waiting for customer answer") panel on a conditional step.

The email and the link

• The recipient gets an email with the subject «Visena — bekreftelse av kundeforhold (<company>) (ID: …)», the caseworker's message, who sent it, and a personal short link on redirect.visena.com. The email states that «skjemaet er åpent i 14 dager» ("the form is open for 14 days") and gives the expiry date.
• The short link opens the form as a task. It is generated per dispatch, and following it resolves to the recipient's ordinary portal task address — …/{instance}/{locale}/task/{maskedDispatchId} — so the KYC form arrives in the same task list, at the same kind of address, as a signing job or a customer control. There is no KYC page of its own, and the short link is the only address that goes out.
• Reminders are automatic on day 7 and day 13 — but only while the round is still waiting. An answered or cancelled round is never chased.
• The 14-day deadline is enforced on the server. From day 14 the link stops accepting answers; the server refuses them. Answers already submitted and signed stay readable for the customer after the deadline. A cancelled round shows «Avbrutt av saksbehandler» ("cancelled by the caseworker").

SMS notification

The tick, and the number

• SMS is ticked explicitly. Both the wizard's step 3 and the send-KYC dialog carry the checkbox «Send SMS-varsel til mottakeren» ("send an SMS notification to the recipient"), which is off by default. The Mobilnummer field appears only once it is on, with the placeholder «+47 999 99 999». The tick is the consent — a stored number is not.
• The number is prefilled from master data where there is one (the beneficial owner's registered mobile, otherwise the linked person's) and can always be edited. A follow-up round inherits both the number and the tick from the first round.
• Turning the tick off does not delete the number. The choice is stored separately on the round, and the number is sent to the server regardless of the tick, so a registered mobile survives the tick being switched off and on again. An empty field is still stored as "none". The send-KYC dialog's summary shows «SMS-varsel: <number>» only when the tick is on.
• There is no format checking beyond trimming: Norwegian numbers may be written with or without +47 (the system normalises at send time), and foreign numbers pass through unchanged.

What actually goes out

With the tick on and a number set, an SMS from sender «Visena» goes out both at dispatch and at each reminder (day 7 and day 13). The message names the dispatching firm and the customer, states the deadline, and carries the same link directly. If either the tick or the number is missing, nothing extra happens — the email goes as before.

Each SMS is billed per 160-byte segment, so one round with both reminders is up to three messages. A failed SMS never stops the email: it is logged, and the email dispatch runs as normal.

The bulk dispatch has its own tick

• «Send KYC-skjema» from the bulk row opens its own confirmation dialog with the same checkbox, off by default. Off, it reads «Av — det sendes bare e-post.» ("off — email only"); on, «SMS sendes til daglig leders mobilnummer der det er registrert.» ("SMS goes to the general manager's mobile where one is registered").
• The choice applies to the whole batch. There is no number field in the bulk row, so the number is looked up at send time from the automatically resolved general manager's linked person. A missing mobile number never skips the company — the email goes out as before, and the choice is still stored on the round.

The portal — the customer's side

Signing in, and the five panels

• The customer signs in with a one-time code (OTP). The KYC task sits in the portal's task list with a status badge and the deadline. BankID is used for the signature, not for signing in.
• Five panels: Intro (the company, the caseworker's message, «utløper <date>»), Skjema ("form"), Reelle rettighetshavere ("beneficial owners"), PEP-egenerklæring ("PEP self-declaration") and Innsending ("submission").
• The round carries a language. The portal — including its own frame — is shown in the round's language, and the signed PDF is generated in the same language; texts with no translation fall back to the form's primary language. The language is chosen before the round is sent, in the wizard's send card.

Numbering follows the form

If «Nummererte spørsmål» ("numbered questions") is on for the form version, questions are numbered «1., 2., …» exactly as the form builder's preview shows them: only visible questions count, conditional questions are numbered inline (no «1.1», no «↳»), and the sequence recompresses live as a conditional question appears or disappears. With the setting off, no numbers are shown. Rounds sent before the setting existed are numbered, because the stored default is on.

The question types

The portal supports every type the form builder offers: Ja/Nei (with its own button texts), Fritekst (short or long), Tall med enhet ("number with unit"), Dato, Flervalg (one or several answers), Fil-opplasting ("file upload" — plus attachments on other questions where the form allows or requires them), Aktørliste ("actor list" — repeating rows with extra fields per actor) and Liste-valg ("list choice" — country or NACE, a searchable multi-select whose labels are resolved on the server against the frozen model's country table and the NACE register).

Conditional questions appear when the answers trigger them, the caseworker's context notes are shown above the question they belong to, and minimum and maximum row counts are enforced both in the portal and on the server.

Prefilled actor lists

Actor-list questions are prefilled from the company's master data according to the sources the form selects:

• Shareholders — persons and companies, the latter with an organisation number.
• Roles — general manager, board, auditor, accountant and the rest. The role or roles show as a badge on the row, and several roles held by the same person are collapsed into one row.
• Beneficial owners — badged «Reell rettighetshaver».

The same person arriving from several sources becomes one row. Everything is editable: the customer can confirm, edit, remove and add rows, and the system remembers where each row came from — its provenance — also after the customer has saved.

«Ingen å oppgi»

When an actor list is empty, the customer can instead tick «Ingen å oppgi» ("none to declare"). It is an active declaration and counts as an answer at submission, mandatory lists included. The tick and the «Legg til» ("add") button exclude each other — adding a row clears the tick. The caseworker sees «Ingen å oppgi — bekreftet av kunden.» in the assessment, clearly separated from a list that was never answered, and the signed answer PDF renders «Svar: Ingen å oppgi».

Beneficial owners and the PEP declaration

• Confirmation is per row. Prefilled beneficial owners are confirmed or edited one row at a time, and new ones may be added. The checkbox «Jeg bekrefter at listen over reelle rettighetshavere er korrekt og fullstendig» ("I confirm that the list of beneficial owners is correct and complete") is required before submission.
• The PEP self-declaration covers the person themselves, family and close associates — yes, no or don't know, with a note when the answer is yes — and is answered both for the submitter and for each beneficial owner.

Saving and submitting

Saving is explicit: there is a «Lagre» button and no autosave. «Send inn og signer» ("submit and sign") validates every required question and attachment first, so a missing answer is caught before the signature is asked for.

BankID signing, and what follows automatically

• On submission a PDF of the answers is generated («Genererer PDF …»), the customer signs it with BankID directly in the portal, and a receipt with a download of the signed PDF follows.
• The PDF is question for question what the customer saw. It respects «Nummererte spørsmål» — with the setting off the document carries no numbers — and it omits questions that a condition had hidden, even when an old answer is still stored on them. The number beside a question in the signed document is the number the customer answered under.

Once the signature is in place, everything else happens on its own:

1. The signed answer PDF is archived on the company.
2. The answers are ready for assessment in the wizard's step 4 and in the «Vurder syklusen» workspace.
3. The preliminary engine recalculates the company under the reason «KYC-svar mottatt» ("KYC answer received").
4. The company's responsible gets a bell notification — «KYC-svar mottatt og signert for <company>» — pushed live, with no page reload.
5. Conditional steps waiting on the round complete themselves as «Fullført automatisk — signert KYC-svar mottatt».
6. Remaining reminders are cancelled.

Conditional steps and the send-KYC dialog

The «Betingede steg» card

The «Betingede steg» ("conditional steps") card appears both in the operations workspace and in step 4 of onboarding, and lists the steps the frozen model's control measures triggered, each with a name and a reason.

• «Behandle →» ("handle") opens an inline form with conclusion choices shaped to the step type plus a required justification of at least three characters, ending in «Lagre & marker fullført».
• «Mangler dokumentasjon — send portal-skjema» ("documentation missing — send a portal form") opens the send-KYC dialog instead and puts the step in «Venter kunde-svar», with the status track. A completed step shows a green «Fullført» pill.
• Steps the model no longer derives — after a model change — are marked, but never deleted. The history stands.

The send-KYC dialog

The dialog is non-modal and movable, so the case stays readable behind it, and it has four steps:

1. 1 Spørsmålssett ("question set") — a published form version; the default is the cycle's frozen version.
2. 2 Mottaker ("recipient") — the screening persons that have an email address, or a manual recipient.
3. 3 Seksjoner ("sections") — tick the questions to send. The preselection follows the step's reason: PEP or RCA selects purpose, funds and beneficial owners; Forhøyet or Høy selects purpose, geography, turnover and funds.
4. 4 Forhåndsvis & send ("preview and send") — an editable message, and the note «Lenken genereres ved sending» ("the link is generated on sending").

The conclusion gate

Once the signed answers are in, the assessment moves to the portfolio list and the company's AML risk tab — see Risk classification The company card. For the wizard step that prepares and dispatches the round, see The kundetiltak wizard The five steps.