Collect gifts and hospitality declarations quarterly
A scheduled workflow that asks for the quarter's gifts and hospitality declarations, chases until they arrive, and raises the task to record them.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
An anti-bribery policy usually asks for gifts and hospitality to be declared as they happen, and the register to be brought up to date each quarter. In most groups the declarations reach one person first, a compliance officer or the head of the secretariat, and the quarterly round is a matter of asking them, chasing, and recording what comes back. This workflow does the asking and the chasing on the first day of every quarter. Workflows must be switched on for your organisation.
Build it
Choose New workflow, then Build it yourself, and name it, such as "Quarterly gifts and hospitality round".
Under When should it run?, choose On a schedule, then Every quarter. Under Which month of the quarter, keep the first month, set Day to 1 and choose the time. Choose Done.
Add a Request information step. Ask for the gifts and hospitality declared this quarter, given or received, with what each was worth and whether it was accepted, and for a reply of "none" if nothing was declared. Under Who is asked, choose A specific person: the person the declarations reach. Under What they send back, choose A written answer and Documents.
Set Link works for to three weeks, and switch on Chase if they don’t reply: every 7 days, up to 2 reminders. If there is still no answer, the people under Reviewed by are told.
Add a Create a task step to record the quarter's declarations, assigned to the company secretary and due two weeks after the run.
Choose Save. The schedule is switched on, and What it does on the Review tab reads it back:
What a run looks like
On the first day of each quarter a run starts on its own and waits for the reply. Read it on the run, choose Accept and continue, and the task is raised. Record each declaration on the director's own register (see Record gifts and hospitality).
Tips from practice
- Ask for the declarations as a list or a spreadsheet: one reply is easier to check than a dozen forwarded emails.
- Accept a reply of "none" all the same. The run then shows who confirmed there was nothing to declare, and when.
- For each director's annual declaration of their interests, send the director questionnaire instead (see Send a director questionnaire).