Smart Tags are one of the most valuable tools UBS offers to help clients manage hiring decisions with greater accuracy, speed, and consistency. As adoption grows, we’ve seen a need to better explain how Smart Tags work, how they’re implemented, and how clients use them day to day.
This article provides a clear, updated overview based on the latest Smart Tags Product Guide, Q&A, and Sales and Implementation documentation. It’s designed to help our clients understand the full lifecycle of Smart Tags, from initial setup through operational use.
What Smart Tags Do
Smart Tags automate the first level of background report review by applying client-specific adjudication rules. The system reviews each completed report, identifies whether all components meet the client’s standards, and applies an appropriate tag.
Here’s how Smart Tags streamline the decision workflow:
- Reduce manual review by auto-clearing clean reports
- Flag exceptions that require a closer look
- Provide real-time visibility through dashboards and tagging widgets
- Improve internal consistency by ensuring the same logic is applied to every report
-
Support compliance through clear audit trails and role-based permissions
The result? Clients can focus on the reports that matter most and rely on automation for routine cases.
Levels of Adjudication
Smart Tags separate adjudication into two clear levels.
Level One: Automated Review by UBS
UBS completes the initial review using the client’s approved adjudication matrix.
-
Green: All components are clear or verified
-
Orange: One or more components require review
Level one tagging happens before a client receives the report.
Level Two: Client Decision
After UBS completes level one, the client reviews the results and makes the final hiring determination.
-
Blue: Completed and meets company standards
-
Red: Does not meet company standards
- Client may also begin the Pre-Adverse Action process
This two-tier model preserves client control and reduces operational lift at the same time.
Customizing Your Tags
One of the most powerful features of Smart Tags is the ability to customize both colors and status labels to match your specific workflow. Green and Orange are reserved for UBS level one auto-adjudication and cannot be changed, but you have complete flexibility with your level two tags.
Default Configuration
By default, clients receive two level two tags:
-
Blue: Completed
-
Red: Does not meet company standards
Available Customization Options
You can select from the following colors for your level two tagging:
- Blue
- Red
- Black
- Checkered
- Grey
Each color can be paired with any status label you choose. For example, you might configure:
-
Blue: Completed
-
Red: Does not meet company standards
-
Checkered: Requires Additional Review by Management
Or perhaps your workflow only needs a single decision point:
-
Grey: Reviewed and Processed
You have numerous options to configure Smart Tags exactly how your organization needs them. Any custom statuses can be requested through contacting our product team.
How Smart Tags Are Implemented
Smart Tags follow a specific implementation workflow to ensure everything is configured correctly for your organization.
Step 1: Client Provides an Adjudication Matrix
The client establishes their adjudication matrix, which Sales or Client Success submits to UBS Compliance and Legal. The review period may take up to 20 business days.
Step 2: Tag Color and Status Selection
Work with your UBS representative to determine which tag colors and status labels best fit your workflow and decision-making process.
Step 3: Account Configuration
Once your adjudication matrix is approved and your tag preferences are confirmed, UBS will configure Smart Tags for your account. Setup typically takes up to 2 business days once materials are approved.
Client Experience in the Portal
Smart Tags are designed to create visibility and simplify client review.
Where Clients See Their Tags
Clients can review Smart Tagged orders in two places:
- Order Review Dashboard
- Order Review widget on the home page
From there, they can filter by tag status to find the reports that need their attention.
Tag Action Logs
Each report includes a full tagging history, including:
- Date and time of each tag
- Who applied it
- Current and past statuses
This provides transparency and a reliable audit trail.
Completing Level Two Adjudication
When a client opens a tagged report, they can assign a final tag based on their configured options (such as Completed, Does Not Meet Company Standards, or any custom statuses you’ve established). This closes the adjudication process and updates reporting.
User Permissions
Clients can control who sees or edits Smart Tags:
- None
- SmartTag View Only
- SmartTag Admin
This is configured by users who hold Edit/Add User permissions.
Why Organizations Choose Smart Tags
Smart Tags help clients:
- Reduce time spent reviewing clean reports
- Improve speed to hire by clearing compliant candidates faster
- Maintain consistency across hiring teams and locations
- Strengthen compliance with clear documentation and audit logs
- Gain real-time visibility into report status through dashboards and filters
Smart Tags are ideal for organizations with:
- Large applicant volumes
- Multi-location hiring teams
- Regulated positions
- Detailed adjudication standards
- Need for consistent practices across HR staff
Bringing It All Together
Smart Tags combine automation, auditability, and client control. UBS handles the first level of adjudication based on approved criteria so clients only spend time on reports that truly require review. Clients maintain complete authority over final decisions with full visibility into how each report was processed.
Smart Tags reduce workload, improve hiring timelines, and create a more reliable and repeatable adjudication process. As the product evolves, UBS will continue refining Smart Tags to support even greater automation and client flexibility.
If you’re interested in implementing Smart Tags or reviewing your adjudication matrix, your UBS representative can help guide you through the setup process.
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<h3 id="titlebar-title">Understanding Smart Tags: How UBS Automates Report Review While Giving Clients More Control</h3>
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<div id="blog-1" class="ui--blog ui--blog-wrapper ui--pass" data-layout="single" data-columns="1"><div class="ui--blog-item clearfix layout--single"><div class="ui--blog-content-wrapper"><div class="ui--blog-content"><p>Smart Tags are one of the most valuable tools UBS offers to help clients manage hiring decisions with <a href="https://universalbackground.com/services/employment-background-checks/">greater accuracy, speed, and consistency</a>. As adoption grows, we’ve seen a need to better explain how Smart Tags work, how they’re implemented, and how clients use them day to day.</p>
<p>This article provides a clear, updated overview based on the latest Smart Tags Product Guide, Q&A, and Sales and Implementation documentation. It’s designed to help our clients understand the full lifecycle of Smart Tags, from initial setup through operational use.</p>
<h4><strong>What Smart Tags Do</strong></h4>
<p>Smart Tags automate the first level of <a href="https://universalbackground.com/services/employment-background-checks/">background report review</a> by applying client-specific adjudication rules. The system reviews each completed report, identifies whether all components meet the client’s standards, and applies an appropriate tag.</p>
<p>Here’s how Smart Tags streamline the decision workflow:</p>
<ul>
<li>Reduce manual review by auto-clearing clean reports</li>
<li>Flag exceptions that require a closer look</li>
<li>Provide real-time visibility through dashboards and tagging widgets</li>
<li>Improve internal consistency by ensuring the same logic is applied to every report</li>
<li><a href="https://universalbackground.com/2025/10/20/risk-mitigation-compliance-ubss-approach-to-background-screening/">Support compliance</a> through clear audit trails and role-based permissions</li>
</ul>
<p><strong>The result?</strong> Clients can focus on the reports that matter most and rely on automation for routine cases.</p>
<h3><strong>Levels of Adjudication</strong></h3>
<p>Smart Tags separate adjudication into two clear levels.</p>
<h4><strong>Level One: Automated Review by UBS</strong></h4>
<p>UBS completes the initial review using the client’s approved adjudication matrix.</p>
<ul>
<li><strong>Green:</strong> All components are clear or verified</li>
<li><strong>Orange:</strong> One or more components require review</li>
</ul>
<p>Level one tagging happens before a client receives the report.</p>
<h4><strong>Level Two: Client Decision</strong></h4>
<p>After UBS completes level one, the client reviews the results and makes the final hiring determination.</p>
<ul>
<li><strong>Blue:</strong> Completed and meets company standards</li>
<li><strong>Red:</strong> Does not meet company standards</li>
<li>Client may also begin the Pre-Adverse Action process</li>
</ul>
<p>This two-tier model preserves client control and reduces operational lift at the same time.</p>
<h3><strong>Customizing Your Tags</strong></h3>
<p>One of the most powerful features of Smart Tags is the ability to customize both colors and status labels to match your specific workflow. Green and Orange are reserved for UBS level one auto-adjudication and cannot be changed, but you have complete flexibility with your level two tags.</p>
<h4><strong>Default Configuration</strong></h4>
<p>By default, clients receive two level two tags:</p>
<ul>
<li><strong>Blue:</strong> Completed</li>
<li><strong>Red:</strong> Does not meet company standards</li>
</ul>
<h4><strong>Available Customization Options</strong></h4>
<p>You can select from the following colors for your level two tagging:</p>
<ul>
<li>Blue</li>
<li>Red</li>
<li>Black</li>
<li>Checkered</li>
<li>Grey</li>
</ul>
<p>Each color can be paired with any status label you choose. For example, you might configure:</p>
<ul>
<li><strong>Blue:</strong> Completed</li>
<li><strong>Red:</strong> Does not meet company standards</li>
<li><strong>Checkered:</strong> Requires Additional Review by Management</li>
</ul>
<p>Or perhaps your workflow only needs a single decision point:</p>
<ul>
<li><strong>Grey:</strong> Reviewed and Processed</li>
</ul>
<p>You have numerous options to configure Smart Tags exactly how your organization needs them. Any custom statuses can be requested through <a href="mailto:ProductRequest@universalbackground.com">contacting our product team</a>.</p>
<h3><strong>How Smart Tags Are Implemented</strong></h3>
<p>Smart Tags follow a specific implementation workflow to ensure everything is configured correctly for your organization.</p>
<h4><strong>Step 1: Client Provides an Adjudication Matrix</strong></h4>
<p>The client establishes their adjudication matrix, which Sales or Client Success submits to UBS Compliance and Legal. The review period may take up to 20 business days.</p>
<h4><strong>Step 2: Tag Color and Status Selection</strong></h4>
<p><a href="https://universalbackground.com/contact-client/">Work with your UBS representative</a> to determine which tag colors and status labels best fit your workflow and decision-making process.</p>
<h4><strong>Step 3: Account Configuration</strong></h4>
<p>Once your adjudication matrix is approved and your tag preferences are confirmed, UBS will configure Smart Tags for your account. Setup typically takes up to 2 business days once materials are approved.</p>
<h4><strong>Client Experience in the Portal</strong></h4>
<p>Smart Tags are designed to create visibility and simplify client review.</p>
<h4><strong>Where Clients See Their Tags</strong></h4>
<p>Clients can review Smart Tagged orders in two places:</p>
<ul>
<li>Order Review Dashboard</li>
<li>Order Review widget on the home page</li>
</ul>
<p>From there, they can filter by tag status to find the reports that need their attention.</p>
<h4><strong>Tag Action Logs</strong></h4>
<p>Each report includes a full tagging history, including:</p>
<ul>
<li>Date and time of each tag</li>
<li>Who applied it</li>
<li>Current and past statuses</li>
</ul>
<p>This provides transparency and a reliable audit trail.</p>
<h4><strong>Completing Level Two Adjudication</strong></h4>
<p>When a client opens a tagged report, they can assign a final tag based on their configured options (such as Completed, Does Not Meet Company Standards, or any custom statuses you’ve established). This closes the adjudication process and updates reporting.</p>
<h4><strong>User Permissions</strong></h4>
<p>Clients can control who sees or edits Smart Tags:</p>
<ul>
<li>None</li>
<li>SmartTag View Only</li>
<li>SmartTag Admin</li>
</ul>
<p>This is configured by users who hold Edit/Add User permissions.</p>
<h3><strong>Why Organizations Choose Smart Tags</strong></h3>
<p>Smart Tags help clients:</p>
<ul>
<li>Reduce time spent reviewing clean reports</li>
<li>Improve speed to hire by clearing compliant candidates faster</li>
<li>Maintain consistency across hiring teams and locations</li>
<li>Strengthen compliance with clear documentation and audit logs</li>
<li>Gain real-time visibility into report status through dashboards and filters</li>
</ul>
<p>Smart Tags are ideal for organizations with:</p>
<ul>
<li>Large applicant volumes</li>
<li>Multi-location hiring teams</li>
<li>Regulated positions</li>
<li>Detailed adjudication standards</li>
<li>Need for consistent practices across HR staff</li>
</ul>
<h3><strong>Bringing It All Together</strong></h3>
<p>Smart Tags combine automation, auditability, and client control. UBS handles the first level of adjudication based on approved criteria so clients only spend time on reports that truly require review. Clients maintain complete authority over final decisions with full visibility into how each report was processed.</p>
<p>Smart Tags reduce workload, improve hiring timelines, and create a more reliable and repeatable adjudication process. As the product evolves, UBS will continue refining Smart Tags to support even greater automation and client flexibility.</p>
<p>If you’re interested in implementing Smart Tags or reviewing your adjudication matrix, <a href="https://universalbackground.com/contact-client/">your UBS representative</a> can help guide you through the setup process.</p>
</div><div class="clearfix"></div><div class="ui--blog-metas clearfix"><span><span class="ui--blog-metas-left"><span class="datetime"><time class="entry-date date updated" datetime="2025-12-09T10:01:16-07:00" itemprop="datePublished" pubdate>December 9, 2025</time></span> <span class="ui--blog-separator">/</span> <span class="ui--meta-categories"><a href="https://universalbackground.com/category/compliance/adjudication-and-compliance/" rel="category tag">Adjudication and Compliance</a>, <a href="https://universalbackground.com/category/background-screening/" rel="category tag">Background Screening</a>, <a href="https://universalbackground.com/category/customer-success/client-workflow-optimization/" rel="category tag">Client Workflow Optimization</a>, <a href="https://universalbackground.com/category/product-updates/product-education/" rel="category tag">Product Education</a>, <a href="https://universalbackground.com/category/product-updates/" rel="category tag">Product Updates</a>, <a href="https://universalbackground.com/category/recent-news/" rel="category tag">Recent News</a></span> <span class="ui--blog-separator">/</span> <span class="ui--meta-tags">Tags: <a href="https://universalbackground.com/tag/adjudication-matrix/" rel="tag">adjudication matrix</a>, <a href="https://universalbackground.com/tag/auto-adjudication/" rel="tag">auto adjudication</a>, <a href="https://universalbackground.com/tag/background-check-process/" rel="tag">background check process</a>, <a href="https://universalbackground.com/tag/background-screening-automation/" rel="tag">background screening automation</a>, <a href="https://universalbackground.com/tag/client-workflows/" rel="tag">client workflows</a>, <a href="https://universalbackground.com/tag/compliance-tools/" rel="tag">compliance tools</a>, <a href="https://universalbackground.com/tag/hiring-compliance/" rel="tag">hiring compliance</a>, <a href="https://universalbackground.com/tag/report-tagging/" rel="tag">report tagging</a>, <a href="https://universalbackground.com/tag/smart-tags/" rel="tag">smart tags</a>, <a href="https://universalbackground.com/tag/ubs-platform-features/" rel="tag">UBS platform features</a></span></span></span></div></div></div>
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