Risk & Compliance Settings
Set up risk flags to automatically detect potential legal, brand, communication, etc
What are Risk & Compliance Settings?
Risk & Compliance Settings are the configuration rules that HIVO uses to determine whether an asset violates policies, laws, or brand regulations.
👉 HIVO provides the following types of flags:
Legal Risk Flag - detects phrases/statements that may pose legal risks (e.g., “Corporate Income Tax”, “Free”, etc.).
Brand Flag - controls the use of brand elements such as Logo, Tagline, Product name, Brand colors, Brand assets. Used to ensure content adheres to the Brand Guideline, avoids misuse of slogans, and does not reuse outdated assets.
Communications Flag - alerts about statements or claims that are not aligned with communication policies.
Spelling Flag - checks for spelling errors or brand-specific spelling rules. There may be a Flag Active toggle to enable or disable all risk checks.
When an Asset violates a configured rule, HIVO will generate a Flag & Callout in the document's comments or reviews. You can interact directly with these callouts to:
Reply
Request changes
Remove
Mark as resolved
How to set up Risk & Compliance Settings
⚠️ User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”.
Go to: Client Profile → Settings tab → Risk & Compliance Settings
🔹 Step 1: Add Risk Flag
Click the button of the corresponding risk flag you want to add.
An important note on using the "Spelling flag":
The "Spelling flag" is a specific type of risk flag used to check for spelling errors in assets. However, it does not operate independently like other flags (Legal, Brand, etc.).
To be able to activate and use the Spelling flag, you need:
Enable the "Check spelling" toggle: Right below the "Flag Active" option, you will see a toggle for "Check spelling." You must turn ON this option.
When the "Check spelling" toggle is enabled, the system can then perform the spelling check within your documents and allow you to add conditions based on it.
🔹 Step 2: Add Condition for Risk Flag
Each flag is configured based on the Flag Structure as follows:
Type - Select the type of data to check (for example: Text, Image, Color…). Change type by clicking the dropdown (next to the type name) to select a new type.
IF Asset Includes - the word or phrase to check.
AND - add an additional required condition. This means the asset must contain both the IF term and the AND term to be flagged.
OR - add an alternative condition. If the asset contains any value in IF or OR, it will be flagged.
THEN Prompt - the message shown when a flag is triggered.
Action Icons (Add row +, reorder ▲▼, delete ✖)
Usage and differences between each Flag Type
1. Overview: Flag Types Comparison
(Quick reference for usage and differences between each type)
Flag Type
Purpose
How it Works
Best For
Text
To check for specific keywords or text content within an asset.
The system scans text in PDF, or uses OCR on images to find pre-configured words/phrases.
Legal review, brand wording, spelling rules.
Image
To check for visual elements or specific objects within an asset.
The Image feature now scans images inside documents to detect the correct ones based on the configuration in settings.
Brand governance, creative review.
Colour
To ensure colors used in the asset align with brand guidelines.
The system compares colors extracted from the asset against the brand palette or an approved color list. Note: Currently, HIVO does not support OCR-based color detection within images.
Brand compliance, design governance.
Syntax
To check sentence structure or content formatting.
The system checks language patterns such as excessive punctuation, or non-compliant formatting.
Editorial review, tone of voice enforcement.
Regex
To check content using Regular Expressions for complex patterns.
The system detects specific patterns like emails, phone numbers, or sensitive data strings.
Best for phone numbers, emails, IDs, or structured data patterns.
2. Detailed Flag Examples
(How to configure logic for each Flag Type)
2.1 Text Flag
Purpose: To check for specific keywords or text content within an asset via direct text or OCR.
IF Asset Includes: Corporate income Tax
AND: Free
And must also contain this phrase - meaning the asset must contain both “Corporate Income Tax” and “Free” to be flagged
OR: Tax-Free
Or if the asset contains this phrase, it will also be flagged - meaning meeting IF or OR is enough
THEN Prompt: This asset may contain legally risky terms. Please review and remove if necessary.
2.2 Image Flag
Purpose: Used for detecting approved/unapproved logos or visuals.
IF Asset Includes: logo.v1
THEN Prompt: This visual element is outdated. Please replace it.
2.3 Colour
Purpose: To ensure the colors used in the design comply with the brand palette. Note: Colour checks only apply to supported design/text elements depending on file type.
IF Asset Includes: #FF0000
THEN Prompt: This color is not part of the approved brand palette. Please adjust to match brand guidelines.
2.4 Syntax
Purpose: To check for formatting rules, capitalization, or excessive punctuation. Note: Advanced language understanding or grammar analysis is limited.
IF Asset Includes: !!!
THEN Prompt: Avoid using full uppercase titles or excessive punctuation in marketing content.
2.5 Regex (Regular Expression)
Purpose: To detect complex data patterns like phone numbers, emails, or IDs.
IF Asset Includes:
AND: [A-Za-z0-9._%+-]+@[A-Za-z0-9.-]+.[A-Za-z]{2,}
OR: \d{10}
THEN Prompt: Email addresses should not be shared in public assets or Phone numbers should not be included in public assets.
👉 See more: How to use and check Asset Risk & Compliance here.
If you have any questions, don't hesitate to ask, we're always here to help!
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