Are you using the legacy version of Compliance? Review the articles in this section of the Help Center. All customers will migrate to Compliance V2 by the end of summer 2025.
A Compliance Requirement allows you to select which specific compliance documentation requests are assigned to which worker segments within your workforce. Compliance Requirements will remind workers when documents need to be submitted and can even be set up to be auto-approved. In this article, you’ll learn the steps to create a Compliance Requirement.
Important Note:
Are you using Compliance as a screening stage in your application? Regardless of whether Compliance is being used during the application process or during onboarding, Compliance Requirements must be created and managed within Fountain’s Worker Experience platform by account Administrators.
After Requirements are configured, Recruiters and Hiring Managers can review and approve document submissions within Hire Applicant Profiles. Those end users will never need to log in to the Worker Experience platform.
Create a Compliance Requirement
To create a Compliance Requirement, follow the steps below:
Click Compliance in the left sidebar.
Click + Create requirement in the top right corner.
Choose to either select from pre-created templates or create from scratch.
You should choose the templates option if you are creating a Requirement for one of these document types: Transportation Worker Identification Credential (TWIC) card, ID Card, National Center for Construction Education and Research (NCCER) card, USA vehicle insurance, ACORD 25 Certification of liability insurance, vehicle registration, driver's license, or USA commercial auto insurance. These templates will have auto-approval enabled automatically. However, this can be turned off. Learn more about auto-approval in this article. If you have created a document from scratch previously, these will also be saved to the templates section for future use.
You should choose the create from scratch option if you are creating a Requirement for any other type of document not listed above.
Creating From a Template
If choosing to create from a template, follow the steps below:
After clicking Select a template, click Select template by the appropriate document type. The fields that will be reviewed will be listed below the document name.
If desired, update the Requirement name. The selected document type name will autopopulate from the previous page as the name.
Fountain recommends updating the name if you plan to have more than one document as part of this Requirement request. Add multiple documents to a Requirement request if you want workers or applicants to be able to choose from different document options to satisfy the Requirement. For example, if you are trying to prove the worker’s identity, you may provide the option to either provide a driver's license OR an ID card.
Select the Segments that will be sent the document Requirement.
If you want to add more documents as part of this request, enable the Multi-document toggle. This will allow you to click the + Add document type button.
You can select another Fountain template or the + Create a document type option. Review the next Creating From Scratch section of this article for more information.
Document Types that will be accepted as part of this Requirement will be listed for review. Click the arrow to expand and review the fields that will be collected from the applicant/worker, the expiration field on this document (if applicable), and when recollection notifications will trigger. If fraud detection or auto approval is enabled, this will also be listed.
To make updates to the document, click the 3 dot button next to the expand arrow and click Edit document.
Here you can configure which fields will be collected, the expiration field, and turn off the auto-approval. Some document types may have an additional fraud detection and both sides of the document toggle that can also be enabled.
You can also adjust the OCR confidence level. If the AI falls below the confidence level set, it will require a manual review. This will default to 85%.
You can also add an optional external processing URL and request authorization header. This can be useful if your company requires enhanced processing not currently offered by Fountain Compliance’s built-in document validation capabilities. Adding an external processing URL can augment the check with third-party data services and show those results in Fountain Compliance. The request authorization header is the authorization header that will be returned for the webhook. Click Save when finished.
Important Note:
If you edit any documents, those changes will impact all other active Requirements that have been previously created that also use this document type.
Creating From Scratch
If choosing to create from scratch, follow the steps below:
After clicking Create from scratch, type a Requirement name. If you are planning to include multiple documents as part of this Requirement request, ensure the name is inclusive of all documents.
Select the Segments that will be sent this document Requirement.
Click + Add document type, and then + Create a document type.
Type a document name.
Example: Corporate Access Badge.
Click Configure the fields to select.
Click + Add and begin adding your required fields. Learn more about document field editing and adding later in this article.
Click Save.
If you added a date as a field to collect, you can select it as the Expiration field. This is the date that will be reviewed by Fountain for recollection purposes.
Turn on auto-approval or fraud detection if desired.
Fountain’s fraud detection uses AI to look for visual indicators of fraud and tampering, such as matching text styles, consistent spacing, consistent size of elements, matching colors, etc. If fraud is detected, the document will be flagged for manual review.
Add an optional external processing URL or request authorization header.
Click Save.
If you want to add more documents as part of this request, enable the Multi-document toggle. This will allow you to click the + Add document type button.
You can select another Fountain template or the + Create a document type to add another document from scratch.
Important Note:
Documents you create from scratch will be available as a saved template for future users in your company account to use after creation.
Finalize Compliance Requirement Creation
After all documents have been added or created, click Next in the top right corner.
Decide how workers or applicants will be notified when a document is nearing its expiration date. You can choose to send an email, SMS, or both.
To see what notifications will be sent to workers when Compliance is used during onboarding, review this article.
Click Publish in the top right corner. Segments will be automatically notified. If they are assigned to a different Requirement that includes the same documents, and those provided documents are in compliance, Fountain will automatically mark that applicant/worker in compliance.
To learn how to manually review workers' uploaded documents, review this article.
Adding and Editing Document Fields
When adding or editing document fields, you’ll see various columns in the Fields to collect pop-up.
Editing Existing Fields
If you are using one of Fountain’s pre-built template document types, you’ll see a list of fields that are automatically configured to be reviewed.
To exclude a field, turn the toggle off in the Collect column.
To change the label of the field for the completing party, type a different name in the Field label column. This text will be visible in gray over the field before the worker/applicant clicks the field if manually entering.
To change the format of the field, change the selection in the Format column. For example, if you want the worker/applicant to only be able to type numbers, you can change the field format to Number.
If you want an attribute to be updated when the worker/applicant submits this field, select or add a new attribute in the Attribute column.
If you want the field to be optional for the worker to complete, uncheck the box in the Required column
To remove a field entirely, click the trash can to the right of the field. You cannot delete the expiration field if there is an expiration on a Fountain template document type.
Click Save when finished.
Adding New Fields
If you are adding a document from scratch, you’ll need to add all the fields for the document. This information will be manually provided by the worker/applicant.
Click the +Add to the far right.
To exclude the field, turn the toggle off in the Collect column.
Type a name for the field in the Field label column. This text will provide guidance to the worker/applicant when completing the Requirement.
Decide the format of the field by selecting from the options in the Format column.
You can choose from: media, boolean (true/false, string (free text), number, or date. For example, if you want the worker/applicant to only be able to type numbers, you would choose Number for the format.
If you want an attribute to be updated when the worker/applicant submits this field, select or add a new attribute in the Attribute column.
If you want the field to be optional for the worker/applicant to complete, uncheck the box in the Required column
To remove a field entirely, click the trash can to the right of the field. If you identify a field as the expiration field, you will not be able to delete that field if you make updates later.
Click Save when finished.
Custom Attributes:
What exactly are Custom Attributes, and why would you add one? By adding a Custom Attribute, Fountain will add that value in the Worker's Attributes tab of the Worker's Profile. It can then be used in places like the Automation Center, Segments, Filters, etc. These attributes will only be added if the document is approved, either by AI if auto-approval is turned on or manually by a Fountain user.
Requirements Screen
Once requirements are published, you can review them on the Requirements screen by clicking Compliance in the left side panel and then Requirements. Here you can unpublish, edit, or archive Requirements.
Related Articles
⬅️ Previous article: Getting Started with Compliance
➡️ Next article: Compliance Auto-Approval