Bank Details in Clio Operate lets you store and manage bank account information securely against ODS entities, that is, people and organisations. Each entity can hold multiple bank accounts, which are stored centrally and available to reference across all cases.
Overview
Bank Details operates at two levels in Clio Operate:
- ODS bank details — bank accounts stored against a person or organisation record in the ODS. These form the master list of accounts for that entity.
- Participant bank details — when a participant is linked to a case, their bank accounts from the ODS record can be viewed and selected within the case context.
When a participant is added to a case (for example, a lender or chargee), users can select from the bank accounts already held against that participant's ODS record, avoiding the need to re-enter details. Bank account numbers and sort codes are encrypted in the database. Access is controlled through dedicated Finance permissions, and accounts can be validated against a configurable external provider such as Loqate.
Bank details are not displayed on ODS records or participant roles by default. Both must be enabled through aspect configuration before the feature is visible to users.
Bank account numbers and sort codes are encrypted in the database using the same method as user passwords. Masking of sort codes and account numbers for users without the Read permission is applied server side, meaning the unmasked values are never sent to the client.
Configure Bank Details
Configure Bank Details
Permissions
Three permissions control access to bank details. All sit under the Finance category in global permissions. These permissions are available in core but are not assigned to any default permission set out of the box.
| Permission | Description |
|---|---|
| Finance – Bank Details – Create | Can create new bank account details |
| Finance – Bank Details – Update | Can update existing bank account details |
| Finance – Bank Details – Read | Can see bank account details. Users without this permission see partial details only. |
Users without the Read permission see a masked sort code and only the last four digits of the account number. Masking is applied server side.
Assign these permissions based on the access levels appropriate for your implementation. The following assignments are recommended as a starting point:
| Permission set | Suggested permissions |
|---|---|
| Case Administrators, Fee Earners, System Administrators, Team Leaders | Create, Update, Read |
| Support Staff | Create, Read |
| Client Case Handlers | None |
Bank Account Lookup
Bank Details Lookup
This feature enables the validation of bank account details entered. Where an account is entered correctly, it will retrieve additional details, such as the bank's address. Enabling this feature will allow users to use a bank lookup service.
Feature Configuration
We currently support Loqate (postcode anywhere) for this functionality. Access this global feature at Launchpad > Modeller > Global Features. Search for lookup.
| Feature Element | Description |
|---|---|
| Provider | Allows you to select the provide that is being used for the service |
| Search URL | The search URL that will be used for accessing searches |
| API Key | Your own unique API key for the service |
| Sort Code Mask | The mask that will be applied to validate sort codes in the application to maintain security |
| Account Number Mask | The mask that will be applied to account numbers to maintain security |
| IBAN mas | The mask that will be applied in the UI to iban numbers to maintain security |
| Mask Character | The character that will be used to mask the characters specified above. |
ODS Bank Details Aspect
Add the ODS Bank Details aspect to ODS entity types to enable bank details to be created against them.
- Modeller > Participant Types
- Edit the ODS entity type you want to configure, for example User, People or Organisations.
- Select ODS Aspects nav bar.
- In the Footer click +
- Search for bank
- Tick Bank Details Nav
- Select the Tick to Save.
- Save
- Confirm
Once configured, a Bank Details navigation item is available on the ODS entity record.
Participant Role Bank Details Aspect
Add the Participant Bank Details aspect to Participant Roles to enable bank details to be created against them.
- Modeller > Participant Roles
- Edit the Participant Role you want to configure.
- Select ODS Aspects nav bar.
- In the Footer click +
- Search for bank
- Tick Bank Details Nav
- Select the Tick to Save.
- Save
- Confirm
Once enabled, the bank details section is available on the participant with that role within the work type.
Working with Bank Details
Working with Bank Details
This section describes how bank details work for end users once aspects are configured.
Bank Details on an ODS record
Users with the Create permission can add bank accounts directly on the ODS entity record.
- Modeller > Operational Data Store > Select the ODS entity type.
- Edit the ODS record.
- Select Bank Details from the navigation bar.
- Select Add New.
- If you have Bank Details Lookup configured and enabled, the screen visually indicates what has and has not been validated based on the provider in use.
Different providers offer different levels of validation. For example:
- Enter the account details. The account holder name defaults to the name of the ODS entity.
- If validation is in place, select the Validate button.
- If valid, the bank name, branch and address populate automatically and a green tick displays.
- If invalid and the user has the Update permission, they can enter the details nanually.
- Select Save and Close.
Edit
Fields are editable only if the user has the Update permission. If changes are made to an existing account, the Validate button is shown again and re-validation is required.
- Loqate validates the sort code and account number, and populates bank details, but does not validate the account holder name.
- Other providers may validate the account holder name but not the account details.
Bank Details on a Participant
When a participant is added to a work type with a participant role that has the Bank Details aspect, the system check whether the ODS entity for that participant has any bank details and display a message stating how many bank details they have.
Click Select, where you can either click + to select the bank details, or if you have permission Create New to add new bank details.
When you view a participant's details, depending on permissions the user can see the bank details and has options to unlink or edit.
Users with Read permission see the full bank details. Users without the Read permission see a masked sort code and only the last four digits of the account number.
