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 check Risk & Compliance

HIVO provides you to run Asset Risk & Compliance in two ways:

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

• When uploading new assets: You can configure the system to run the check as soon as you upload an asset.

👉 The feature can checks on PDF and Image content.

👉 Note before running: You need to run “Scan PDF content/ Scan Image 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. Check for assets successfully uploaded to Library

🔹 Step 1: Open Asset Risk & Compliance feature

• Go to the Asset Detail Page.

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

• In the dropdown menu, select the action "Automations for original/web/thumbnail" (Note: choose the correct version to check).

🔹 Step 2: Run the Risk & Compliance check

• A new window will appeaappear, Select “Run Governance Risk & Compliance Checks” and then choose the appropriate Scan option based on your asset type:

  • Scan PDF contents – if your asset is a PDF file

  • Scan Image contents – if your asset is an image

• Click “Submit” to start the process. After running, the system will display a message confirming successful completion.

🔹 Step 3: 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 Tab.

• 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

2. 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 Governance Risk & Compliance Checks” and then choose the appropriate Scan option based on your asset type:

  • Scan PDF contents – if your asset is a PDF file

  • Scan Image contents – if your asset is an image

• Continue uploading as usual — HIVO will automatically process it and you can view the results once the asset has been successfully uploaded. At this point, the asset is stored in the library, and the viewing method is similar to the above.

👉 👉 Note: For assets in the Approval stage (The Assets need to be reviewed and approved by Users with 'Can Approve' permission before being added to the Library):

• 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 "Comments tab" to see the results.

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