Frequently Asked Questions – FAQs

Can Apex Compliance scan any website?

Apex Compliance should work on most websites. For extremely large websites like Amazon, the program does not allow entire website searching, and it defaults to search the exact URL instead. Some website security measures block bots.  If this is the case, please ask your IT team to whitelist this IP address. 34.171.73.83

Can I run multiple scans at one time?

You can run as many scans as you want, but newer scans may run slower.

Document Scanning

Use this for most file types, including screenshots, images, DocXs, Word documents, and PDFs. You can upload up to ten files at a time. Now add notes directly to PDFs such as product documents and labels. Video

Unfortunately, this feature does not work with XLSX files.

 

Does Apex Compliance Work On Images, Screenshots, Spreadsheets and PDFs?

Apex Compliance works on images, screenshots, and PDFs. For the cleanest reviews, we suggest uploading a PDF document for the best experience, as it’s easy to find issues and add notes. Apex does not review spreadsheets (xlsx).

Does Apex Compliance work on social media?

Apex will scan connected Instagram and Facebook Pages (Business Accounts). It scans keywords within images and text! It also allows you to replace non-compliant text with alternatives (Facebook only) within the platform.

 

Learn more: https://apexcomplianceprogram.com/faq/social-media-scan/

Error message when entering keyword risk rating: STATUS_STACK_OVERFLOW

This is a localized issue that can be fixed by updating your browser (e.g., Chrome) and restarting. If this does not work for some reason try clearing your cache and inactivating browser extensions. Email us if we can be of any help. Support@ApexComplianceProgram.com

How did you develop your keyword risk rating system?

This system provides general guidance on five categories of risk, ranging from lowest to highest. Each category has descriptions to help categorize risk, but updating the risk rating is a company preference, as companies may approach risk differently. The ultimate responsibility and decision are up to you, but our risk categories may help inform your decision. Here’s a video about this.

How do I add a new keyword?

To add a new keyword, click on “All Keywords” on the left of your screen, then click on the “New Keyword” button. Here is a video tutorial.

How Do I Scan a Document?

To scan a document, click on the “Scan Documents” button at the top of your dashboard. You then enter the project name, choose the keywords to search for, upload your file, and click “Start Scan.” Apex Compliance works best with PDF files. Here is a video tutorial. It also works on images, screenshots, and PDFs.

How do I use keyword lists?

You can use one or more keyword lists to search websites, authenticated Meta accounts, videos, or content before publishing. Here’s a short video about this.

How does “Search For Exact Match” work?

This allows you to search for an exact word or acronym and nothing else. For example, entering the keyword “HIV” and clicking the “Search For Exact Match” button” will only flag “HIV” but will not look for words that have “HIV” in the word, such as “archive.” This helps narrow your search.

How does “Smart Suggestion” work?

Smart Suggestion is an Apex Compliance feature that helps you choose alternative words and phrases. Smart Suggestions will automatically populate. If you don’t see suggestions you like, please add an example of compliant suggestions and click “Reload.”  This directs the AI to provide results specific to your prompt. Here is a video tutorial. Our AI is trained on compliance principles, but AI is not perfect, so please ensure you are comfortable with the suggestions and that you have substantiation.  We also suggest asking NovaAI for the best results.

How To Create and Manage Keyword Lists

Creating and managing keyword lists is easy. Some companies make keyword lists for different countries and regulations. Here’s a short video tutorial.

How to Scan Websites

Click on “Scan Website”, enter the project name and website URL, and select the keywords to search for. You can search the entire website, an Exact URL, a subdirectory, or a subdomain.

After running a website scan, you can re-run the scan without waiting for the full scan by clicking “Select Keywords,” and it will quickly review the content. We love this feature!

How To Share Keyword Lists.

We love this feature. Click on “Keywords Lists” on the left side of your dashboard and choose the keyword list to download. Click the download symbol and then share the list. To upload the list, click the “Import List” button at the top right of your screen and upload the file. The keywords, variances, possible suggestions, and notes will be added to your account. Here is a short video about this.

Is there a limit to the website size that can be searched?

Apex Compliance can search up to ~48,000 web pages. For extremely large websites like Amazon, the program does not allow complete website searching, and it defaults to search the exact URL search instead. Please note that some websites are slow to respond to our inquiries, which means some website scans may take 12+ hours to complete. We understand this may be frustrating, but we are limited by how “responsive” the website is. Eventually, all scans do complete, but some may take several hours.

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Managing & Inviting New Company Accounts

This feature is for companies with more than one subscription, and it allows you to designate either admin or member privileges to any account within your company.

Members can share their reports with the entire organization, while admins have additional privileges. Admins can share locked keyword lists, ensuring they remain unchanged by regular members, and manage organization-wide settings, like renaming the organization or toggling AI features. They can also invite new subscribers, making it easy to manage multiple accounts within the organization.

Click on “Manage (your company name) on the left side of your screen to manage your company’s organizational structure. Learn more here.

Media Scans

This media scan feature allows you to upload audio or video files for keyword scanning. We find this helpful for reviewing files such as influencer content before posting. You may upload videos up to eight hours long. Soon, NovaAI will take screenshots when it finds a risky word, then review them for implied claims.

Running a YouTube Channel Scan

Due to changes in YouTube’s data review allowance, this feature is temporarily unavailable. Stay tuned for the official YouTube API feature. We are excited to show this to you and apologize for any inconvenience! In the meantime, try our media scan feature to review videos up to 8 hours long!

Scanning Website Images and Embedded Videos

Apex Compliance can scan most website images and some embedded videos. Currently, this only works when selecting the Exact URL website scan option rather than the Entire Website search option. Please note that Apex Compliance is not able to scan all types of website-embedded videos and images at this time, but we are looking to add more functionality.

Learn more about website scanning here.

Text Scan Feature

This allows you to quickly review and update text rather than uploading a file. Simply paste or write in your text, choose the keywords to search, and click scan. We love this feature for quickly reviewing text and utilizing Apex Compliance’s AI to help you develop possible compliant marketing copy. Here is a video tutorial.

We suggest using NovaAI for the best results. Learn more

What are keyword “exceptions”?

Keyword exceptions allow you to exclude certain words or phrases from your search. For example, if your keyword was “cancer” but you wanted to omit results with this term in a Prop 65 warning, you would add the phrase “known to the State of California to cause cancer or reproductive toxicity” in the “Add Exceptions” section of the keyword “cancer”.

What are keyword “variances” and how does the AI feature “Smart Variance” work?

Keyword variances are words and phrases similar to your primary keyword. When conducting a search, Apex Compliance will flag and categorize keyword variances under your primary keyword. You can manually add variances, and you can also use Apex Compliance’s AI to help suggest options.

What is NovaAI?

NovaAI is the Apex Regulatory Assistant. Ask it regulatory questions or have it help you with compliant writing, review, or rewriting. We also love NovaAI for helping to train your staff to a working level of expertise. Learn more

Why Are No Results Found In Website Scan?

Some website security measures block bots. Please ask your IT team to whitelist this IP address. 34.171.73.83  You may also choose to add more keywords to the search. Make a keyword list or ask NovaAI to help you.

Why do some website scans take so long?

Some websites are slow to respond to our inquiries, which means some poorly responsive and large website scans may take 12+ hours to complete. We understand this may be frustrating, but we are limited by how “responsive” the website is. Eventually, all scans do complete, but some may take several hours.

Why Won’t My Website Scan Work?

Some website security measures block bots. Please ask your IT team to whitelist this IP address. 34.171.73.83

Why Won’t My YouTube Scan Work?

Due to changes in YouTube’s data review allowance, this feature is temporarily unavailable. Stay tuned for the official YouTube API feature. We are excited to show this to you and apologize for any inconvenience! In the meantime, try our media scan feature to review videos up to 8 hours long!