The work comes to your team, not the other way round

Accountability Needs a Nudge

Approvals sit unopened. A customer’s documents arrive and nobody reviews them. An escalation waits on someone who never logged in that day. None of it is anyone refusing to work. It is work nobody was told about. Quantoflow sends each person the work that is theirs, so a queue never becomes a backlog by accident.

One Digest a Day, Not a Flood

Each weekday, everyone with something waiting gets one email that lists all of it, with a link to each item. Many emails a day for review work just teach people to ignore them. One email they can clear does the opposite.

Each request goes to the people who can act on it: the approvers your approval workflow names, the owner of the escalation, the analyst on the case. If nothing is waiting, no email is sent.

Right Away, When It Can’t Wait

Some things shouldn’t sit until tomorrow’s digest. These go out the moment they happen:

• An escalation is raised: the owner hears at once, with the severity, the required action and the deadline
• Work is assigned: a case, report or set of alerts given to someone
• A case or report needs approval: each approver knows there is something to decide
• An RFI is answered: the analyst learns the response has arrived
• Access changes: a person is told when their permissions change

When Work Stalls

Reminders follow the work until it moves, and escalate it if it doesn’t.

1. Approval reminders. An approval nobody has acted on gets a reminder after 24 hours, or the interval you set.
2. Escalation of stalled approvals. If an approval still hasn’t been started after 72 hours, or your limit, it becomes an escalation with an owner, so it lands on someone’s desk with a deadline.
3. Overdue cases. Each weekday while any case is past its review deadline, the people you choose get a list of overdue cases, ordered by how late they are.
4. Filing deadlines. A daily filing digest shows reports coming due, and a weekly FINTRAC summary goes to whoever you choose.

The Same List in the Portal

The bell in Quantoflow shows the same queues as the email, from the same rules, so the two never disagree about what is pending. Mark items read when you have seen them; they stay until the work is done.

Requests for Information

Investigations often need something only someone else has: the customer’s ID, an explanation of a payment, a fraud check from a payment processor, confirmation from another team. A request for information (RFI) asks for it and keeps track of the answer.

An RFI can be raised at any point in a case, and everything it returns is kept in the case file beside the evidence. If a response is incomplete, send a follow-up in one click. When the gap is something only an internal team can supply, the follow-up goes to the team you set.

RFIs Teams Set Up

Your template library grows with your program. Some templates a team might build:

• Missing customer verification: request KYC documents, such as ID and proof of address
• Unusual activity: ask the customer to explain the purpose of a transaction
• Source of funds: verify documents for wealth or income
• Corporate customers: enhanced due diligence on beneficial ownership
• Payment processor checks: ask a PSP to confirm or clear a fraud alert

Tag each template, such as “kyc” or “source-of-funds”, so analysts find the right one quickly.

Set It Up Once

Recipients, reminder intervals and RFI defaults such as sender name and response deadline are settings, not projects. Change them as your team changes, and the emails follow.

Book a demo and see what your team’s daily digest would look like.