Frequently Asked Questions and Limitations

This guide covers commonly asked questions about Marketing Compliance and outlines current limitations of the system.

General Questions

Q: How does Marketing Compliance determine what content is risky?

A: Marketing Compliance uses customized rule sets, these can be configured by contacting your Admin or IntelligenceBank Support. These rules are tailored to your specific business requirements, industry regulations, and brand guidelines.

Q: Can I customize which rules are applied to different types of content?

A: Yes. By selecting different Filters when uploading content, you can control which rule sets are applied to each document.

Q: How accurate is the risk detection?

A: While highly effective, automated compliance checking is designed to assist human reviewers, not replace them. Always have qualified personnel review flagged issues to determine appropriate actions.

Q: Are my documents secure when being processed?

A: Yes, all documents remain secure within the IntelligenceBank ecosystem during processing.

Q: Can I download the annotated PDF with risk highlights?

A: Yes, you can download the document with annotations, in some cases the annotations may appear at the end of the document rather than inline.

Q: Where can I see reporting on compliance issues?

A: A Performance Report is available in your IntelligenceBank platform. This shows metrics on review volumes, risk types, and other compliance analytics.

Q: How do I add or update compliance rules?

A: Rule management is handled by IntelligenceBank. Contact your account manager or support team to discuss rule updates.

Technical Questions

Q: What happens if I change Filter selections after uploading a document?

A: If Filters are changed, either the Document will automatically be sent for Re-Review, or you may need to manually trigger a new review using the "Risk Review" button. The system will indicate when filters are out of sync with files already Reviewed.

Q: Can I run Marketing Compliance on existing files elsewhere like the DAM?

A: Currently, Marketing Compliance works on files uploaded to specific Multi-Upload fields configured for Risk Reviews. Existing DAM assets would need to be uploaded to these fields for scanning.

Q: How long does it take to process a document?

A: Processing time varies based on document length and complexity. Large documents with many images will take longer to process. Documents with many applicable rules will take longer to scan.

Q: What's the difference between the document summary and the rule-by-rule view?

A: The document summary provides an overview of risks by type, while the rule-by-rule view shows all instances where a specific rule has triggered, allowing for more focused review.

Spelling & Grammar Questions

Q: How does the spelling checker handle brand names?

A: The system recognizes brand names with internal capitalization (e.g., iPhone) and prevents unnecessary corrections.

Q: Can I add industry-specific terms to the dictionary?

A: Yes, you can add words to your organization's dictionary using the "Add to Dictionary" feature when a word is flagged.

Q: Does the system check text in images?

A: Yes, when reviewing content within the IntelligenceBank platform, the tool performs Optical Character Recognition (OCR) to detect text in images, provided the resolution is sufficient.

Known Limitations in Current Release

File and Size Limitations

• Maximum of 50 files per upload field
• Document size limit: 50MB
• Image size limit: 20MB
  • This includes if the images in contained in a Document

Format and Feature Limitations

• Inline annotations may not be supported in some downloaded PDFs
• "Add to Dictionary" feature is only available in the platform, not in integrations like Word Add-In, PowerPoint Add-In, Figma Plugin, or Google Docs Add-on

Content Limitations

• Cover sheets and associated documents cannot currently be uploaded as "attachments" to the reviewed document
• Text obscured by annotations, comments, notes, or instruction boxes cannot be extracted and reviewed
• Placeholder elements are acceptable as long as there are no rules designed to be flagged on variables not specified at review time

Workflow Limitations

• New Risk Reviews and comments made in the Approvals area are not visible back in the Record's General Markup Comments
• You cannot add a revision to a declined approval workflow; a new document must be uploaded

Best Practices to Work Around Limitations

• Break very large documents into smaller sections if possible
• For files exceeding size limits, optimize images and remove unnecessary elements
• When working with spreadsheets, convert only relevant sections to PDF
• Keep the original document for reference if you need to make revisions
• Save annotated PDFs for your records before proceeding to approval
• Use high-resolution images (recommended: 1024 x 768) for better OCR performance

For additional support with specific limitations or technical questions, please contact your account manager or the IntelligenceBank support team.

Other Usage Parameters

The compliance functions of the Services are designed to act as a compliance aid and educational tool and the Services do not replace the need for trained compliance or legal professionals to check and approve Customer Data prior to publication.

If purchasing web risk reviews, IntelligenceBank may not be able access or verify all Digital Content published on Websites and that its scanning technology can detect all types and formats of content; at a particular point in time. For web risk reviews, based on the URL's that are provided to us by you, we scan those URL's first that contain branded keywords and will then check those matched pages with the custom compliance rules that are appropriate for web scanning.