Use Instabase Analytics to identify the top reasons documents fail validation and which document types cause the most returns.
As a Registry manager, understanding why documents are returned is the first step to reducing return rates and improving submission quality. Instabase Analytics gives you visibility into the most common flag categories across all document types, broken down by frequency and impact.
This data allows you to identify systemic issues, update customer-facing checklists, and reduce the number of documents that reach Registry with defects.
Compile a leadership-ready summary of validation accuracy, return-rate reduction, and processing time saved across the Registry using Instabase Analytics.
Configure workflow automation so validated cases move directly to license issuance or amendment processing without manual handoff.
Create and implement new validation rules in Instabase to automatically catch recurring document defects.
Go to the Instabase Analytics view from the main navigation.
Filter by document type over the last 30 days to see which document categories generate the most flags.
Review the most common flag reasons — for example, signature method mismatch, share allocation error, passport expiry within 6 months, or missing document.
Cross-reference the defect data with the lead source or channel (Sales, Agent Portal, direct customer) to see if certain channels produce more defects.
Document the top 3–5 defect categories and prepare to share these findings with Sales and Customer Experience teams.
Update the customer-facing checklist or Agent Portal guidance to address the most common defect before it reaches Registry.
Scenario: [Registry manager] wants to reduce return rates. 1. Open Instabase Analytics and filter to [document type], last 30 days. 2. Top 5 flag reasons appear: - [Flag reason]: [X] cases ([Y]% of submissions) - [Flag reason]: [X] cases ([Y]%) - [Flag reason]: [X] cases ([Y]%) - [Flag reason]: [X] cases ([Y]%) - [Flag reason]: [X] cases ([Y]%) 3. Cross-reference by channel: - [Channel]: [X]% of [defect type] - [Channel]: [X]% of [defect type] 4. Document findings and identify which channels or document types need targeted guidance. 5. Update guidance to address the most common defect categories. 6. Monitor whether return rates decrease over the next 30 days.
Show me the top 5 reasons documents were flagged in the last 30 days, broken down by document type. For each reason, show how many cases it affected and what percentage of total submissions that represents.
Cross-check company details across Annual Return and Customer Confirmation Letter documents for renewal cases.
Cross-check a share transfer or amendment addendum against the original MOA to see exactly what has changed.