Submitting Content for Marketing Compliance Review

This guide covers how to submit content for risk review using the Marketing Compliance feature in IntelligenceBank.

Creating a New Record

1. Navigate to a Marketing Compliance enabled database
2. Click +Add to create a new record
3. Fill in the required information and pay special attention to any dropdown/radio button/checklist fields. These fields may be a part of your Risk Review Filters. These fields are the custom filters set up according to your organization's requirements, and some common examples might be Channel, Market, and/or Region.
   • These fields determine which compliance rules will be applied
   • Be accurate with your Filter selections to ensure relevant rules are applied

Uploading Files for Risk Review

1. In the Risk Review upload field, click Browse to upload or drag and drop your files
2. Click Save to submit the files for risk review
   • If Auto-Review is enabled in your Database's template/form settings, risk scanning will begin automatically
   • If Manual mode is enabled in your Database's template/form settings, you'll need to click the Risk Review button on the list of uploads

Understanding Status Indicators

After submitting content for risk review, you'll see status indicators or buttons:

• Review in Progress: Risk Review is in progress

• Risk Review Button: If Manual Risk Review is enabled, you will need to click the button displayed below to send for risk review

• No Indicator: Risk Review is complete and you can click into General Markup Comments to view

After Submission

Once your content is submitted for risk review:

1. Wait for the risk review process to complete
2. When completed, click on the General Markup Icon to view identified risks
3. Review and address any identified compliance issues. For more information on understanding, reviewing, and working with identified risks, please reference our articles below on:
   • Understanding Risk Types and Reviewing Results
   • Working with Identified Risks
4. Upload file revisions as needed
5. Request approval (if configured/applicable) when content meets all compliance requirements.* 

*Please note that approvals may not be a part of your organization's specific content risk review workflow. Whether it has been set up or not is typically dependent on your specific workflow requirements. If you're interested in learning more about IntelligenceBank's various workflow options, please reach out to your dedicated Customer Success Manager.

Document Preparation Best Practices

To get the best results from Marketing Compliance risk reviews:

1. Content Format: Submit content in a 'near-final' state (including all details of the offer, applicable disclaimers, layout, and images)
2. File Creation:
   • For PDFs: Use the export or save as function from the original application
     • How to create Optimal PDFs
   • For Word/PowerPoint: Use 'export to PDF' instead of 'print to PDF' for better results
   • Avoid scanning printed documents when possible
3. Converting Spreadsheets:
   • For Excel files:
     • How to convert Excel for Risk Scanning
   • For Google Sheets:
     • How to convert Google Sheets for Risk Scanning
4. Resolution: The recommended resolution for images/PDFs for accurate text detection is 1024 x 768
5. Placeholders: Placeholder elements (such as <offer_date> or <xx December 2023>) are acceptable as long as there are no rules designed to flag on unspecified variables
6. Multiple Campaigns: For best results, upload one file per asset per campaign. If a single file contains multiple campaign assets, ensure there is only one asset per page.
7. Bulk Uploads: If you upload more than one file, ensure that the filter selection is applicable to all files uploaded.

Supported File Types

• Common File Types
  • PDF
  • Word Documents: DOC/DOCX
  • PowerPoint Presentations: PPT/PPTX
  • Images: JPG, JPEG, PNG
  • Video Transcript: MP4, MOV*
  • Audio Transcript: MP3*
  • Video Visual Risks: (Coming soon)*
• Other Supported File Types
  • Text-Based: TXT, RTF, XML, SXW, ODT, SRT, VTT
  • Presentations: KEY, ODP, PPTM, SXI
  • Web/Creative Formats: HTML, HTM
  • Select public URLs or publicly hosted PDFs, images, DOCXs, PPTs, or HTML files.
  • We are actively expanding support for additional file formats.

We are actively expanding support for additional file formats.

*These formats are currently not supported in the Create File Risk Review API.

File Size Limits:

• Documents: 50MB maximum
• Images: 20MB maximum
• Video: 2GB maximum, 60 minute maximum
• Maximum of 50 files per Content Risk Review enabled upload field
• Total files reviewed per year is up to 100,000; and Audio/Video Reviews come with up to 500 minutes per year. Additional review minutes can be added at any time for an additional fee.