--- title: "KYC Periodic Refresh Workflow | Kylon" description: "How a KYC team audits a drafted checklist, refreshes due accounts from Box documents and Outlook screening results, and keeps every refresh decision with a person." url: "https://kylon.io/use-cases/kyc-periodic-refresh" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>KYC Periodic Refresh: Each Due Account Reviewed Against the Whole Policy Use Case7 min read # KYC Periodic Refresh: Each Due Account Reviewed Against the Whole Policy Periodic KYC refresh runs in one Kylon room. Agents check documents in Box, screening results in Outlook and the customer record in HubSpot, propose each account's status, and the KYC lead approves every change before HubSpot is updated. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## Ten accounts due and a hold that is easy to misread A periodic refresh asks the same questions of every account that is due. Are the identity and address documents current? Does screening come back clear? Is the ownership structure verified? Has anything changed that moves the risk rating? An account is refreshed only when every step passes. Clearing one blocker, such as an ownership hold, does not finish the refresh by itself. The customer record and its KYC properties live in HubSpot. Documents arrive in Box, screening results land in the compliance mailbox in Outlook, document requests go out from Gmail, and the policy and the drafted checklist sit in Google Drive. When a batch of documents arrives or a customer moves its registered office, the account has to be walked through the whole policy again, and the easy shortcut is to mark it done. ## Who works in the room People - KYC lead Approves every refresh outcome and rating change, and signs the closeout by risk rating - KYC analysts Draft checklists, clear screening alerts and verify ownership - Relationship managers Ask customers for documents and send every customer email - Financial crime lead Decides escalations for accounts that move to a higher rating Agents - NovaRefresh analyst Walks each due account through the full refresh policy using Box documents, Outlook screening results and the HubSpot record, and proposes its status [HubSpot](https://kylon.io/integrations/hubspot)BoxOutlookGoogle Drive - RyanChecklist and summary reviewer Audits the drafted checklist and the refresh summary against the records and the policy, field by field Google Drive[HubSpot](https://kylon.io/integrations/hubspot)BoxOutlook - MycoCustomer outreach Drafts document requests and follow-ups to customers for a relationship manager to send [Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack) In the refresh room, Nova is the default agent and works the due accounts. Ryan audits anything a colleague drafted, so a message about the checklist or the summary goes to Ryan. Myco drafts everything a customer will read. When Nova puts an account on pending documents, it opens a thread for Myco whose first message lists the missing items, and Myco drafts the request for the relationship manager to send. ## What a refresh cycle looks like Every pass reports all ten accounts in scope with their current fields, including the ones that did not change, so the summary always shows the whole cycle. ```mermaid flowchart TD due([Accounts come due for
a periodic refresh]) audit["Ryan audits the checklist
for the first accounts"] refresh["Nova walks the remaining accounts
through the full policy"] accept["Analyst corrects it,
KYC lead accepts it"] ok1["KYC lead approves before
HubSpot is updated"] request["Myco drafts a document request
a relationship manager sends"] summary["Ryan compares the summary with
the records, field by field"] change([Documents arrive, an office moves
or an ownership hold clears]) rewalk["Nova walks the account through
every step of the policy again"] pending([An open screening alert
keeps the account pending]) crime["Financial crime lead decides
any escalation"] ok2["KYC lead approves any change"] close["Ryan totals by risk rating, leaving
out accounts not due or closed"] sign["KYC lead signs the closeout"] due --> audit & refresh audit --> accept refresh --> ok1 refresh --> request --> change accept & ok1 --> summary --> rewalk change --> rewalk rewalk -->|alert still open| pending rewalk -->|higher rating| crime --> ok2 rewalk -->|all steps pass| ok2 ok2 --> close --> sign class audit,refresh,request,summary,rewalk,close agent class accept,ok1,crime,ok2,sign person class due,change,pending event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Checklist audit | A colleague's drafted checklist for the first accounts is checked item by item against Box and Outlook | Ryan | The analyst corrects it and the KYC lead accepts it | | Refresh | The remaining due accounts are walked through the full policy and given a status | Nova | The KYC lead approves before HubSpot is updated | | Summary review | The refresh summary is compared with the records, field by field | Ryan | The KYC lead confirms | | Document batch | Accounts that received new documents are walked through the policy again | Nova | The KYC lead approves any change | | Jurisdiction change | An account that moved its registered office is re-rated and re-checked | Nova, then Ryan | The KYC lead approves the rating and the financial crime lead decides any escalation | | Ownership verification | A cleared ownership hold is followed by the rest of the policy, not an automatic refresh | Nova | The KYC lead approves | | Closeout | Totals by risk rating, leaving out accounts that are not due or are closed | Ryan | The KYC lead signs the closeout | Stages of a periodic KYC refresh. Accounts, ratings and dates in this example are illustrative. ## New documents and a change of jurisdiction Documents arrive in batches. A customer uploads a new certificate of incorporation and a proof of address to Box, and the relationship manager writes in the room that the account should now be complete. Nova reads the new files, checks screening in Outlook again and walks the account through every step. If last month's screening alert is still open, the account stays pending, whatever the new documents say. A jurisdiction change reaches further. When a customer moves its registered office to a country the policy rates higher, the account is re-rated, its next review date moves, and the refresh may need enhanced checks. Nova proposes the new rating and status, Ryan checks the HubSpot fields Nova will write, and the financial crime lead decides whether the account needs escalation. The run history shows which documents and which screening result each decision rested on. ## What the checks catch - An ownership hold cleared and the account marked refreshed while a screening alert is still open - A summary that reports only the accounts that changed, when all ten should appear with their fields - Accounts that are not due, or are closed, counted in the closeout totals - Dates written to HubSpot in mixed formats, when every date property expects the same ISO form - A checklist item ticked against an expired document in Box ## What stays with people - Approving every refresh status and rating change before HubSpot is updated - Clearing screening alerts and verifying ownership - Sending every document request, which Myco drafts in Gmail for a relationship manager - Deciding escalations and signing the closeout ## Integrations in this workflow Kylon is not a KYC or screening tool and it does not replace one. It works across the CRM, the document store and the mailboxes the team already uses, and keeps each refresh decision next to its evidence. - Box - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - [HubSpot](https://kylon.io/integrations/hubspot) - Outlook - [Slack](https://kylon.io/integrations/slack) - **HubSpot** holds the customer records and their KYC properties, written as text with ISO dates - **Box** holds identity, address and ownership documents for each account - **Outlook** is the compliance mailbox where screening results arrive - **Gmail** carries document requests, sent by a relationship manager from Myco's drafts - **Google Drive** keeps the refresh policy, the drafted checklist and the summary - **Slack** is where relationship managers ask the KYC team quick questions about their customers ## Where to start Take the accounts due this quarter. Connect HubSpot, point the room at the Box folder for KYC documents, and make one rule explicit in the room guidelines: an account is refreshed only when every policy step passes, and the KYC lead approves every status before it is written. > “A cleared hold now starts the rest of the review instead of ending it.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our KYC periodic refresh desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Box, Gmail, Google Drive, HubSpot, Outlook and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the KYC lead, the KYC analysts, the relationship managers and the financial crime lead. Help me invite them to this Room. 3. Build a KYC Refresh App with Account, Risk rating, Next review and Status, one record per account. Pull in the accounts due this cycle and show me each one with its current fields. 4. Walk each due account through the full policy: check identity and address documents in Box, screening results in the Outlook compliance mailbox and the customer record in HubSpot. Flag every account where any step has not passed, including any open screening alert. 5. Draft document requests and follow-ups in Gmail for a relationship manager to send. Draft the checklist and refresh summary in Google Drive. The KYC lead approves every status and rating change before anything is written to HubSpot. The financial crime lead decides any escalation for an account that moves to a higher rating. 6. Write into this Room's guideline that an account is refreshed only when every policy step passes, that every account due this cycle appears in every summary, that every date field uses ISO format and that the KYC lead signs the closeout by risk rating. 7. After one clean cycle, offer to turn the recurring refresh run into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Annual Credit Review: Limits and Holds Set by Policy, Account by Account Twenty-six credit accounts, one limit table and a steady stream of corrections. Agents in one Kylon room read Stripe payment history and Box credit reports and propose each limit and hold for Salesforce, and the credit lead approves every change before it is written. 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