“It’s 8:00 AM on a Wednesday. Your phone rings…”

On the other end: a journalist.

The topic? A report on how public health guidelines are developed in Sweden.

“We’d like access to all conflict of interest declarations from the experts involved in your latest knowledge publication.”

This kind of request isn’t unusual – but it’s one you need to be ready for.

Your heart rate rises. How are our routines, again? Do we even have all the declarations submitted? Are they up to date?

You start digging through folders, emails, spreadsheets, old meeting notes. Hours pass. You send reminders, compile documents, double-check everything. Eventually, you’re able to send over the material. This time, you’re in the clear. You breathe a sigh of relief - and silently hope you won’t have to go through that process again any time soon.

For many, the process is still manual and fragmented

Despite the push toward digitalization, conflict of interest (COI) declarations, along with nominations, contracts, and honorariums – are often still handled manually.

In many regions and agencies, declarations are submitted to shared inboxes. Experts fill out PDFs or basic online forms, but the real challenge comes when the declarations are received: processing is manual, follow-ups are emailed, documents are attached separately, and key data lives in local Excel files.

This approach not only creates unnecessary admin – it also introduces risk. The process becomes person-dependent, scattered, and vulnerable. It’s all too easy to miss a renewal or forget an outstanding follow-up.

Most teams want to do things right. But without proper system support, the burden falls on administrators, and the cracks begin to show.

Accountability requires transparency – and traceability

What’s really at stake when scrutiny hits?

Beyond the sleepless nights and the spike in cortisol levels for involved managers and administrators, it comes down to trust in public institutions.

Sweden has a strong tradition of transparency and public sector integrity - but that trust isn’t guaranteed. In today’s climate, the pressure is higher than ever to show how public funds are used, who gets to influence decisions, and whether procedures are being followed.

COI declarations aren’t just red tape. They’re protective mechanisms, for both individuals and organizations.

But doing things “correctly” isn’t enough if you can’t prove it. Without a traceable, documented process, even good intentions can lead to reputational risk.

FlowComply gives you clarity - and peace of mind when it matters most

FlowComply is a digital solution built for regional authorities, agencies, and municipalities that want to manage conflict of interest declarations, nominations, contracts, and payments - efficiently, securely, and with full transparency.

With FlowComply, you can:

• Let experts submit declarations through intuitive digital forms
• Track and manage assignments, submissions, and required updates
• Automatically flag missing information or expiring declarations
• Generate a full declaration registry, with a single click

Optional modules also cover nominations, background checks, contract handling, and AI-supported decision making. Custom integrations and adjustments are easy to add.

‍The value?

• Less stress for administrators, managers, and communications officers
• Better control and traceability for legal teams
• A smoother experience for subject-matter experts
• A digital workflow that actually supports your team
• And most importantly: increased transparency and legal certainty...
• …which helps build public trust in your organization

Want to be ready when the phone rings?

FlowComply makes your conflict of interest process transparent, efficient, and rock solid , no matter who comes asking.

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