Create and implement new validation rules in Instabase to automatically catch recurring document defects.
When Instabase Analytics reveals a recurring defect pattern — for example, leases being submitted with less than 3 months of tenancy remaining — you can configure a new validation rule to automatically flag these documents in the future.
This reduces manual review time and ensures that common issues are caught consistently, before they reach a Registry officer.
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.
Use Instabase Analytics to identify the top reasons documents fail validation and which document types cause the most returns.
Use queue filters to prioritise renewal cases due this week and process passed cases first to meet deadlines.
From the Instabase admin console, navigate to Document Types and select the document type you want to update (e.g., Lease).
Click Validation Rules and then Create New Rule.
Define the rule: flag any lease where the tenancy end date is less than 3 months from today.
Set the flag severity to Warning rather than Blocking since it does not always require rejection — in some cases, a 3-month lease may still be acceptable with manager approval.
Test the rule on 50-100 historical lease documents to confirm it flags the correct cases and does not produce excessive false positives.
If false positives are excessive, refine the rule logic and re-test on the historical sample.
Enable the rule for live cases and monitor the first week of flags to confirm it behaves as expected.
**Scenario**: Analytics show that a recurring pattern of lease renewals are delayed because leases are submitted with less than 3 months of tenancy remaining. **Rule Configuration**: - Document Type: Lease - Field: Tenancy End Date - Condition: tenancy end date is less than 3 months from today - Severity: Warning - Message: [Hypothetical example message explaining the flag] **Test Process**: - Test on 50-100 historical leases - Review flagged cases to confirm they match the defect pattern - Check for false positives - Refine rule logic if needed to exclude valid exceptions **Outcome**: Rule enabled for live cases with first-week monitoring to confirm expected behavior.
Create a new validation rule for the Lease document type: flag any lease where the tenancy end date is less than 3 months from today, since this is a common reason renewals are delayed. Set the flag severity to 'Warning' rather than 'Blocking' since it does not always require rejection.
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.