Introduction
Designed to streamline the entity addition process and enable access to the feature from any screen, the Add Entity Wizard enables the addition of a new Company/Business Entity, Person, or Non-Affiliate entity record to GEMS.
This tutorial provides step-by-step instructions on how to launch and complete the Add Entity Wizard.
Please note: If the Approval process is in operation on the GEMS system, the entities added using the wizard are not added to the database until the approver approves it. Please see the Approvals Module Tutorial for more details.
The Quick Add Button
The Quick Add button is in the upper right-hand side of GEMS and is available by default to all Edit Users, providing easy access regardless of where within the database the user is.
Granting access to the Add Entity Wizard, this button will take the user through a step-by-step process allowing for the addition of a new entity to the GEMS database.
Add Entity Checklist
Please ensure the following information has been checked or is on hand before starting the Add Entity Wizard.
To avoid entity duplication, ensure that before the addition of the new entity; a search is done within the database to check if it already exists.
Entity basics are required for the addition of a new entity. Examples of entity basics may include legal names and the entity's status.
Please note: Additional fields may be marked as mandatory by the Administrator in addition to those seen within the figures of this document.
The Add Entity Wizard
Company/Business Entity, Person & Non-Affiliate - Selecting a Type of Entity
The first stage of the Add Entity Wizard is to select what type of entity it is that the User would like to add to the GEMS database. 3 primary entity types are recognized within GEMS:
Company/Business Entity - A physical company which would appear in an organizational group structure; a company in which information such as shareholders, appointments & capital will be held.
Please Note: The number of available licenses for Company/Business Entities within a database can be viewed under the Admin menu within “Product Information”
Person - A natural person for which information such as appointments and shareholdings will be held.
Please Note: There is no limit to the number of Person records that can be added to GEMS.
Non-Affiliate - Can be a physical company, a company branch, a bank, a regulating body, an external agency, etc. Will not hold the same level of detail as that of a company and will not normally appear in the organizational group structure.
Please Note: There is no limit to the number of “Non-Affiliate” records that can be added to GEMS.
Depending on the entity type, selected prompts for additional information will be required before proceeding to aid in the categorization of the entity in question.
Please note: Mandatory information will be demarcated with a red asterisk.
Sections - Selecting the Required Data to Input
The second stage of the Add Entity Wizard allows for the selection of the information the user would like to initially record on the related entity (additional information can always be added later). The opportunity to tailor the amount of information input is provided by allowing Users to “check” the box beside the desired screen.
Once the required sections have been selected, Users will have the opportunity to input the relevant information.
Please Note: In the top right-hand corner are options to “Select All” or “Deselect All”. Users should only choose sections for which they have the required information available. Additional information can be added to an entity and updated after the entity has been added to the GEMS database.
Please Note: Available sections will depend on the 1) The Entities Jurisdiction 2) The Entities Type 3) The Entities Category. These screens can be turned on or off using the Navigation Menu Manager – for more information please see the tutorial on ‘Custom Screens and Fields Tutorial.
It is important to review and plan accordingly as to which sections should be mandated for completion, based on internal entity management processes. This will ensure consistent enterprise-wide capture of entity data exclusive of Contradiction or Entity Type selected. Speak with your Client Services Representative to learn more.
Please Note: The above is a sample screenshot of a Company/Business Entity screen section stage; the options available for a Person and Non-Affiliate will differ.
Adding Entity Data
Once the sections of information a user would like to include on an entity have been specified, the Add Entity Wizard will move to the data inputting stage of the wizard.
The user's progress through the Add Entity Wizard is tracked via the progress bar at the top of the screen. In the screenshot below, the user has three stages to complete: Basics, Addresses, and Appointments, and the progress of these is illustrated by a highlight on the current stage.
Once the Basics Screen has all mandatory fields filled and the user has proceeded to the second selected section, the user can then navigate between selected sections by using the navigation menu in the top right corner of the wizard.
Please Note: Once the Basics section of the Add Entity Wizard has been completed, the Entity will be live within the GEMS database for others to view and edit.
For further instructions on how to add specific areas such as Appointments, Addresses, and Securities, please see the relevant dedicated articles on these topics.
Completing the Add Entity Wizard
Once all the required information has been entered into the Add Entity Wizard, the final screen section will present the “Go to Snapshot” button which will commit the data to the database and make it available for any other users who are authorized to view it.
