How to build a secure KYC intake with automatic data redaction for financial services in Formaloo

By the end of this guide, you'll have a multi-page KYC intake form that collects identity documents, a Social Security number or tax ID, and financial account details, all gated behind admin-only internal fields and role-restricted portal pages. Compliance officers get a full Kanban pipeline with every raw identifier visible; everyone else, including leadership, only ever sees aggregate charts or nothing at all. Records anonymize automatically once your retention window closes, so sensitive data never sits exposed indefinitely.

Start with the form itself. Formaloo's Magic Create builds the whole multi-page structure, including the internal fields your compliance team needs, from one plain-language prompt.

1. Create a new project: From your Formaloo homepage, click Create new and choose Form. Form starts you with one form already attached, which is the right starting point here.

2. Open Magic Create: From your Formaloo homepage, click Magic Create.

3. Describe the form: Paste a prompt describing every section, including which fields should be admin-only:

Build a multi-page KYC verification form for a financial services company with four sections: applicant identity (full legal name, date of birth, email, residential address, country of residence, all short text or date or email fields), identity documents (ID type dropdown with Passport/Driver's license/National ID card, a file upload for the government ID, a required file upload for proof of address), financial account details (Social Security number or tax ID as short text, a Yes/No field asking if they already have an account, an existing account number short text field shown only if yes), and consent (a Yes/No consent to identity verification and data processing under GDPR, required, plus a signature field). Add these admin-only fields: a compliance review status dropdown with options Submitted, In review, Verified, Additional info needed, and Rejected; an Assignee field for the compliance officer; a risk level dropdown with Low, Medium, and High; a short text field for the assigned account number, set once a new account is opened; and a long text field for internal compliance notes.

4. Click Create: Formaloo generates the full multi-page form, its fields, and field IDs.

5. Verify the fields: Your form should look like this. Magic Create will have generated most of it. Verify each field and field ID matches exactly.

Public-facing fields

Admin-only fields

6. Mark the required fields: Set "Upload a photo of your government-issued ID," "Upload proof of address," and "Please sign to confirm the information provided is accurate" to required.

7. Publish the form: From the island bar at the top of the editor, click Publish.

This part builds the conditional logic that gates the account number field and blocks submission without consent, then turns on the setting that removes sensitive data automatically once your retention window passes.

1. Open advanced logic: In the form settings panel on the right side of the editor, click Advanced logic and navigate to the Logic tab.

2. Open Magic Logic: Click Magic Logic in the top right corner of the Logic panel.

3. Describe the rules: Paste this prompt describing every rule at once:

If "Do you already have an account with us?" equals Yes, show "What's your existing account number?" and hide it by default otherwise. If "Do you consent to identity verification and data processing under GDPR?" equals No, show a warning that verification can't proceed without consent and block submission. When the form is submitted, assign "Assigned compliance officer" to the Compliance team. If "Risk level" is changed to High, reassign "Assigned compliance officer" to the Senior Compliance team.

4. Generate and review the rules: Click Generate rules. The AI previews each rule so you can approve, redo, or cancel it.

5. Save the logic: Make any manual adjustments, then click Save in the top right corner.

6. Add the status-driven email rules: Still in the Logic tab, add three On update rules: when "Compliance review status" is changed to Verified, Additional info needed, or Rejected, send the matching email template from Part 3 to @email. Part 3 covers building those templates first if you haven't yet.

7. Turn on automatic data anonymization: From the island bar at the top of the form editor, open the form's settings icon and scroll to the Privacy and compliance section.

8. Set the retention window: In "Anonymize after (days)," enter a window that comfortably covers your KYC review and regulatory retention period, for example 365. This counts days from submission, not from the date a reviewer approves the record.

9. Choose which fields anonymize: Under "Select fields to anonymize," select ssn_tax_id, existing_account_number, assigned_account_number, id_document, and proof_of_address_document.

Note: Turning this on shows a "This can't be undone" warning. Once a record's retention window passes, the selected fields are cleared permanently.

Six templates cover the full lifecycle: a confirmation to the applicant, an internal notification to compliance, three status-driven outcomes, and a high-risk escalation.

1. Open the email templates panel: Click your profile icon, go to Apps and integrations, find Custom email templates, and click Add new template.

2. Build the submission confirmation: Name it "KYC submission received," subject "We've received your verification for @full_legal_name." Clear the body, add an AI block, and prompt it to write a warm, factual confirmation that documents were received and a compliance reviewer will confirm the outcome soon.

3. Build the internal notification: Name it "New KYC submission," subject "New KYC submission: @full_legal_name (Ref KYC-@rowid)." Prompt it to notify the compliance team a new submission arrived and needs review.

4. Build the three status emails: Create "KYC verification approved," "Additional information needed," and "KYC verification unsuccessful," each referencing @review_status and written in a calm, factual tone matching the outcome.

5. Build the escalation email: Create "High-risk KYC case escalated," subject referencing @full_legal_name and @rowid, prompting a short internal notice to the Senior Compliance team.

6. Turn on the submission notifications: From the right sidebar of the form editor, click Notify. Turn on Receive email notification for your own team, then turn on Send email to respondent and select the confirmation template for @email.

Every verified KYC submission generates a confidential PDF record, useful as the audit trail a regulator or internal auditor would review.

1. Open the PDF templates panel: Click your profile icon, go to Apps and integrations, find Custom PDF templates, and click Add new template.

2. Switch to HTML view: Toggle the editor to HTML and paste the template below. It renders applicant identity, document links, financial account details, compliance review fields, and the applicant's signature in an italic serif style, with a confidentiality banner and footer.

3. Name and save the template: Give it a name, like "KYC verification record," and click Save.

4. Generate it automatically: Back in Advanced logic, add an On update rule: when "Compliance review status" is changed to Verified, generate a PDF using this template. The file appears on the response row.

This part turns the project into a portal with four groups: applicants who submit and track their own status, compliance reviewers who see full records, senior compliance who see only high-risk cases, and leadership who see aggregate charts with no raw identifiers.

1. Activate the portal: Open your project and click the settings (gear) icon. Select Activate Portal, click Manage user, and open the Setup Wizard.

2. Connect a user directory: Choose New user directory so applicant sign-ups are saved there, then step through portal settings and connect this KYC form's user profile field.

3. Add the applicant role: In the User directory, click Edit profile fields, scroll to User roles, and add an "Applicant" role.

4. Build the submission and status pages: Add a "Submit KYC verification" page with the form block, and a "My verification status" table page filtered to the applicant's own submissions.

5. Restrict "My verification status" to each applicant's own record: Switch to Edit mode on that data block, click Options, scroll to Manage access, select the profile field, and turn on Allow users to view only their data.

6. Add compliance officers as workspace members, not portal users: Compliance officers, senior compliance, and leadership are internal staff, so they belong on workspace teams, not in the portal's user directory. In Workspace settings, add them as team members and group them into "Compliance," "Senior compliance," and "Leadership" teams.

Note: The Assignee field only works with workspace members or teams, never external portal users. Internal staff never get a "portal role" through the Setup Wizard, that flow is reserved for applicants signing up without a Formaloo account.

7. Build the compliance pages: Add a Kanban page "All KYC submissions" grouped by review status, a table page "My assigned reviews" filtered to the logged-in officer, a table "Additional info needed" filtered by review status, and a table "Verified records" for the completed audit trail.

8. Restrict every compliance page to the Compliance team: On each page, click the three-dot menu next to the page name, select Access, and under internal users choose Specific teams, then select Compliance.

9. Restrict "My assigned reviews" to each officer's own queue: Switch to Edit mode on that data block, click Options, scroll to Manage access, select the assignee field, and turn on Allow assignees to view only their data.

10. Build and restrict the senior compliance page: Add a table "High-risk cases" filtered to risk level equals High, then restrict its Access to the Senior compliance team only, narrower than the general Compliance group.

11. Build and restrict the leadership pages: Add two chart pages, "Submissions by status" (bar, grouped by review status) and "Volume over time" (line, grouped by month), then restrict Access to the Leadership team. Chart data blocks show aggregates only, so leadership never sees an individual applicant's raw identifiers.

12. Publish and share the portal: From the island bar, publish the project and copy the portal's public URL for applicants.

You now have a single KYC intake form that collects identity documents, an SSN or tax ID, and financial account details, with the truly internal-only data, like the assigned account number and review status, hidden behind admin-only fields. Records anonymize automatically once your retention window closes, so nothing sits exposed indefinitely. Compliance officers work a Kanban pipeline with full visibility, senior compliance only ever sees escalated high-risk cases, and leadership tracks volume through charts that never expose a single applicant's raw data.

Don't build this from scratch, we've already put it together for you.