Risk & Compliance

What is Risk & Compliance?

• Risk & Compliance refers to the assessment and control of digital assets based on risks and compliance levels with regulations (legal, brand, organizational policies, and spelling) to detect violations.

• This ensures that assets are used in accordance with the law, organizational policies, and brand standards, while helping businesses avoid risks related to legal issues, reputation, and finances.

👉 Admin can set flags in Risk & Compliance Settings.

• The rules are created in the form of flags. When a violation is detected, the system generates a callout in the asset’s Comments section. This callout can be replied to, requested for changes, removed, or marked as resolved.

How to run Risk & Compliance

HIVO allows you to run Asset Risk & Compliance checks at two stages:

• During the Upload Process: You can configure the system to run the check as soon as you upload an asset.

• For Existing Assets: You can also run checks on assets that have already been successfully uploaded to the library.

👉 👉 Note before running: You need to run “Scan PDF content” (extract the entire file content) together with the Risk & Compliance command. If the file has not been OCR-scanned, the system will not be able to detect any violations.

1. Run a check during the upload process

• Run a check while uploading: In the "Asset Detail" step of the upload process, scroll down to the "Additional Automations" section.

• Here, you will tick the box for "Run Govermance Risk & Compliance check" and "Scan PDF files for text conent" to start the process.

2. Check for assets successfully uploaded to Library

🔹 Step 1: Open Asset Risk & Compliance function

• Navigate to the Asset Detail Page.

• On the Asst Action Toolbar, select "Customization".

• In the dropdown menu, select the action "Actions for original/web/thumbnail" (or the corresponding version name).

Step 2: Run the Asset Readiness check

• A new window will appear, select "Run Governance Risk & Compliance Checks" and "Scan PDF files for text conent" to start the process.

• Click "Submit" to start. After running, the system will display a successful running message.

View the check results (View results on the Asset Detail page)

• After receiving a successful completion notification in the top-right corner of the screen, close the popup and switch to the Comments section.

• If any conditions in your configured risk flags are found, a callout will appear in the asset’s Comments section.

• This callout will contain the "THEN Prompt" you set, making it easy for you and your colleagues to identify and address issues.

• You can interact directly with these callouts to:

  • Reply

  • Request changes

  • Remove

  • Mark as resolved

👉 👉 Note: For assets in the Approval stage (assets that have been uploaded but are still in the Upload Approval phase):

• Results will not be displayed immediately.

• Once the asset is approved and officially stored on the HIVO Library, go to the Asset Detail Page and navigate to the Approval tool to see the results.

If you have any questions, don't hesitate to ask, we're always here to help!