GEMS Administrators can set up email notifications in GEMS in order to notify selected users of ownership changes made to entity records. These notifications are called Ownership Notifications.

Ownership Notifications and the users subscribed to them can be managed in the Notification Management section of the Admin Hub.

GEMS Administrators can specify which ownership changes to which entities will trigger an email notification by creating a new Ownership Notification.

In the example below, we will create an Ownership Notification to notify subscribed users when...

Since we want our Notification to be triggered for several entities within an ownership group structure, we first need to create an Automated Voting Group. This Automated Voting Group will contain all the subsidiaries within a group structure, allowing us to quickly direct GEMS to all of those subsidiaries when creating an Ownership Notification in the future.

1. From the Hub Toolbar, click Admin> Lookup Lists> Lookup Items.

2. Locate and select Group Information Parameters (Automated) on the left side of the page.

3. Click New Group Information Parameters (Automated) in the top right corner.

4. Enter a name for the group you are creating in the Group Name field. In this example, we'll enter AM Global Organization.

5. Select the ultimate holding company in the Nominated Holding Business Entity field. In this example, we'll select AM Global.

6. Select whether the owner type should be the Registered Owner or Beneficial Owner in the Owner Type drop-down.

7. Specify whether unconfirmed transactions and non-current entities should be included in the group by ticking the checkboxes if desired.

8. Click SAVE.

Once you've either created an Automated Voting Group or determined that one isn't needed, you will next need to create the Ownership Notification itself.

1. From the Hub Toolbar, click Admin> Notification Management> Manage Notifications.

2. Select Ownership Notifications in the top right drop-down, then click New Notification Type.

3. Enter a name for the new Notification in the Description field. In this example, we'll enter Majority Ownership Ends for Delaware Entities in AM Global Group.

4. Select the appropriate Automated Voting Group to help determine which entities will trigger the Notification in the Group Information Parameters (Automated) field. In this example, we'll select the Automated Voting Group created earlier, AM Global Organization.

5. Select which information you'd like users to be notified on in the Report On field. There are two options:

In this scenario, we're interested in knowing when our subsidiaries' % Parent Interest Held field is below or at 50% at the end of each day, so we'll select Daily Differences between Balances within Dates Specified. This way, if one individual transaction temporarily puts a subsidiary's % Parent Interest Held field at under 50% before a later transaction brings the field back to above 50%, we won't be notified; only if the day's final check reports that the value has reached or fallen below 50% will we receive the Notification.

6. Enter dates in the Date From and Date To fields to specify the initial period in which ownership transactions will need to occur to trigger the Notification. Notifications for any eligible transactions will be sent at the end of this period. The period can then be set to recur in the next step.

In this scenario, we're interested in receiving daily emails surrounding ownership transactions, so we'll enter Jul 23 2025 and Jul 24 2025.

7. If desired, specify in the Recurring Period field and drop-down how frequently a Notification period will recur after the initial Notification period defined in step 6 ends.

In this scenario, we want the daily period defined in step 6 to recur, so we'll enter 1 and select Day. We will then receive Notifications daily (if any transactions qualified).

8. Leave the Suspend checkbox unticked; this box is used to disable an Ownership Notification in the future should you wish.

9. If needed, specify which subsidiaries within the Automated Voting Group need to have their ownership changed to trigger the Notification in the Companies field.

There are two options:

In this scenario, we want only Delaware entities within our Automated Voting Group to trigger the Notification, so we'll select Apply Filter and click Criteria.

In the Query Builder window, we'll enter search criteria that return entities whose Jurisdiction field contains Delaware, then click Done.

10. If needed, specify which shareholders (either within the Automated Voting Group you selected in step 4 or, if you didn't select an Automated Voting Group, across GEMS) need to be involved in an ownership transaction to trigger the Notification in the Companies field.

There are two options:

In this scenario, we want to be notified if any shareholder within the Group is involved in a transaction that brings a subsidiary's % Parent Interest Held field value to or below 50%, so we'll select All.

11. Click SAVE.

If your Ownership Notification was intended to notify subscribers of all ownership changes, you're finished creating the Notification. If, however, you only want users to be notified of ownership changes that meet certain criteria, which we do in this scenario, you next need to create Threshold Criteria.

In this scenario, we only wanted to be notified when Delaware subsidiaries in our group had their % Parent Interest Held field reach or drop 50%, so we need to create Threshold Criteria so that GEMS doesn't notify us for every ownership transaction involving the subsidiaries we've specified.

1. Select Threshold Criteria in the menu on the left side of Notification page.

2. Click New Threshold Criteria in the top right.

3. Select the field whose value will trigger the Notification in the Type of Interest drop-down. In this example, we'll select % Parent Interest Held.

4. Select the Condition that the field you selected needs to meet. In this example, we want to be notified when the % Parent Interest Held field falls below 50%, so we'll select Falls Below.

5. Enter the threshold figure in the Threshold field. In this example, we'll enter 50.

6. Click SAVE.

7. If you need to add additional Threshold Criteria, repeat steps 1 through 6. In this example, we also want to know when the % Parent Interest Held value reaches 50%, so we need to create one more Threshold Criteria with a Condition of Reaches.

Administrators can change the properties of Ownership Notifications that have already been made.

1. From the Hub Toolbar, click Admin> Notification Management> Manage Notifications.

2. Locate the Ownership Notification you wish to edit, then click its Edit icon. In the example below, we'll edit the Ownership Notification Majority Ownership Ends for Delaware Entities in AM Global.

3. Modify the properties as needed, then click SAVE.

Once a General Notification has been created, GEMS users need to be subscribed to it in order to receive emails. See Subscribe Users to a Notification (Admin Only) for more details.