Adding Associated Parties to Entity Profiles (how to create a contact)

 Overview

This article will outline the process of adding people (or other entities) into Client profiles and assigning their roles in those entities. This creates a new contact profile, which will appear automatically in your contacts list. If the contact already exists as part of another entity you manage, you will be prompted to search for them first to prevent creating duplicate profiles.

Contents 

1. Quick edit to add associated parties

2. Adding associations to Trust Profiles

3. Adding associations to Company Profiles 

4. Adding associated parties using nested entities

 

Quick edit to add associated parties 

This feature allows users to add associated party relationships to entities via the quick edit link in the main Clients gallery. This includes the ability to add parties to entities subscribed on the AML only or Guest subscription plan, as well as non-client entities recorded in your firm's Contacts list (due to being shareholders of your client companies). 

To add associated parties to any entity type using quick edit:

1. Locate the profile in your firm's Clients tab.
2. Hover over the profile and then choose edit.

3. Navigate to the Associated Parties tab of the edit form.
4. Select Add associated party.

5. Search for the person (or entity) you would like to add as an associate. If they appear in the list below add them to the profile (as pictured below).
6. If they don't appear, use the "Add new instead" button to create a new contact profile. 

  

Adding Associations to Trust Profiles

1. Navigate to the trust profile in Clients>Trusts and click the trust name to enter its workspace.
2. Within the trust profile, navigate to the Parties tab in the left column.
3. Click on the 'I would like to' option located on the top right-hand side of the page.
4. Select the type of associated party you would like to add (person, company or trust).
5. Search for the party in the firm's contacts, if they appear, select 'add contact'.
If the person or entity does not have a profile in the firm, select the 'Add new instead' option. 
6. Select the access rights and roles and associations of the party.
7. Once all details have been added to the form, select 'Create' to add the party to the trust. 

 

Adding Associations to Company Profiles

1. Navigate to within the company profile from Clients>Companies and click the company name to enter its workspace.
2. Within the company profile, navigate to the Admin tab.
To add person - Select the 'Add person' button located on the top right-hand side of the People & Employees page.
To add company or trust - Select the Other Organisations tab at the top, then 'I would like to' within this tab.
3. Search for the person or entity in the firm's contacts, if they appear, select 'add contact'. 
If the entity does not have a profile in the firm, select the 'Add new instead' option. 
4. Select the access rights, roles and associations of the entity.
5. Once all details have been added to the form, select 'Create' to add the entity to the company.

 

Adding associated parties using nested entities

Sometimes you'll encounter situations where there are multiple layers of nested entities before you reach a natural born person to perform CDD. We've added the ability to create associated parties within these profiles without having to leave the quick Edit>Associated Parties form mentioned above. 

To add an associated party to a non-client entity via your clients profile:

1. Locate the subscribed clients profile in your firm's clients tab.
2. Select edit and then navigate to the Associated Parties tab in the edit form.
3. Hover over the non-client entity appearing in the associated party list and select edit.

4. When you select edit on the nested entity you will be directed into that entities edit form. From here you can assign its role/s within the client entity profile and add additional associated parties to the profile.

When editing in a nested entity an "ownership chain" will appear in the top row/s of the edit form displaying you where you are. In the above example, the chain shows you are working in the profile of 123 Trees Limited (the main header) and are editing 123 Web Limited  (small header just below) in its capacity as an associate of 123 Trees. Select the "back" link to navigate to the original client's edit form (link just by the small header).

Example of nested entities

You can nest entities as many times as necessary to build out the complete ownership structure.

In the example picture below there are multiple layers of nesting, demonstrated by the ownership chain & explained further below.

  1. Working in the profile of 123 Trees Limited (the main header). 
  2. Then you have accessed 123 Web Limited in its capacity as an associate of 123 Trees.
  3. However, 123 web has another shareholder company, 123 Blue Limited, which in turn has another shareholder company Claymore Trustees (2015) Limited.
  4. Therefore, by looking at the ownership chain at the top you can establish that you are adding the required natural persons as associated parties to Claymore Trustees (2015) Limited, due to its nested role as a shareholder in all of the prior companies.

There is no limit to the number of layers deep this nesting can go! Using this method of entity nesting you can quickly build out the entire ownership structure of a client company, to trace back to the ultimate beneficial owners. 

Related articles: Completing CDD across complicated ownership structures