Eight steps, three roles, one client file. From mid-November 2026, this is how the Nyteca® App will run a mandate through the firm – and how every step will stay traceable.
A new client file starts out as a lead.
Leads arise in three ways: from an incoming e-mail (“Create lead”, the app derives name and matter from subject and body), through the public request flow, or manually. If a client file already exists for the sender address, no second one is created – the e-mail is assigned to the existing one.
The client describes the matter – through a link, without a login.
The request distinguishes private individuals, families and companies and, through conditional logic, shows only the questions that fit the matter. Progress stays saved. If the deadline passes without a response, the reminder chain takes over; at the end the firm gets in touch, or the file closes itself if the firm has set it up that way.
Identification, screening, register check, risk profile – and a documented decision.
The client fills in the KYC questionnaire, uploads ID and supporting documents and signs data protection and power of attorney. Internally, case handling checks the details and records every screening run (sanctions, PEP, media) with source, search terms and result – even with no hits; the risk profile follows from the scores and thresholds of the firm’s rule set. Approval – or rejection, or blocking – rests solely with compliance responsibility or management. Restarting KYC requires a reason; the previous run is kept in full.
From the service catalogue, approved internally, signed online.
Case handling assembles the quote from the firm’s services, rates and surcharges. After internal approval the client receives a link: pick the line items, check the preview, name and signature. Acceptance automatically creates the engagement confirmation in the client file.
KYC approval turns the lead into a client.
With approval, the data submitted by the client moves into the master data – traceable, with source “KYC transfer”. From now on the client file has its six fixed folders, the consents are recorded, and the client folder appears in Nyteca® Drive on PC and Mac. For a company formation, a separate company file is created alongside the founder’s file as soon as the UID and formation date are available.
One case per service and tax year – individually or as a batch across all clients.
The case holds the responsible and involved people, the list of expected documents and the deadline. The batch case creates the same case for many clients in one pass and takes over the document types the client actually submitted in previous years. Missing documents are requested by e-mail; via the case reference the reply attaches to the case automatically. The deadline register shows every deadline across all clients, extensions with a reason.
Everything lands in the inbox. The app suggests, a human confirms.
Scans, uploads, mail attachments and files from Nyteca® Drive run through the analysis: a suggestion for client, category, year and case. Once case handling confirms, the document sits as PDF/A in the right folder of the client file. Result documents and checklists are generated from the firm’s Word templates; the firm’s own template versions are reviewed and released before they take effect.
Deliver the result, close the case, evidence in the audit log.
The result goes from the platform to the client – by e-mail with the firm’s signature, straight from the case. The case is closed, the deadline marked as done with date and person. A closed case can be reopened. On the next batch run the app takes this year’s document types as the list of expected documents, and the KYC periodic review speaks up when the risk level calls for it.
Permissions do not come from groups but from two attributes on the employee: compliance responsibility and management. Without either, case handling applies.
Groups place employees in the organisation – by location or team, for instance – and are filled through an invitation link.
Four principles that hold across all eight steps – no matter how a firm sets its configuration.
Creating, checking, approving, sending, closing – with timestamp, person, event and resource. Uploads through the network drive also run under the name of the employee.
By default a person always decides. Whatever may run automatically – closing a file that never got a response, for instance – the firm switches on explicitly.
KYC uploads, consents and powers of attorney are evidence. They are revoked and kept separately, but never deleted. Rejected and blocked client files are retained in full.
Every firm works in its own, sealed-off environment with its own rule set, catalogue and templates. No switching between firms, no shared data sets.
The Nyteca® App arrives in mid-November 2026. In a demo before launch, we show you how a mandate runs through it, from lead to delivery.