User Preferences
Within a User’s Details – users can access “User Preferences” which contain personal settings for viewing and printing data. This set of screens is where all users can customize their GEMS experience.
Please note: Any changes made in User Preferences will only impact your user profile and will not impact any other GEMS users in your database.
Once you have opened the User Details screen, from the left-hand menu, click on the plus (+) icon next to User Preferences to open the section.
Click on the user preference category you wish to view or modify.
Screens you are able to personalize:
General – this screen allows you to customize your overall experience.
View Format – this screen allows you to change the way information text information is displayed. See View Format for more information. See Figure 7: User Details- User Preferences - View Format Screen.
Number Format- this menu choice allows you to change the numbers are viewed when you log in to GEMS. See Number Format for more information. Figure 8: User Details -View Format.
Date Format- this menu choice allows you to control the way dates are displayed for you.
General Options
General Options affect your personal system-wide settings such as what search option you would like your default to be and what format you would like your reports to export in as a default. Some changes on this screen are, turning on or off Hover Help, controlling the number of records in search results, or changing the default search type in the Search Hub.
Field | Description |
Display Warnings | Determine whether GEMS presents green warning messages on several data entry points (e.g. Issuing more shares than have been authorized) |
Enable ‘Home’ Tab | This displays the Executive Browse for the user next time they log in. |
Show All Tabs When ‘Home’ Tab Enabled | When the ‘Enable ‘Home’ Tab’ user preference is also selected, this displays the Home Hub in a tab alongside the Homepage tab tabs. |
Enable ‘Contracts’ Tab | This makes the Contracts Homepage available via a Homepage tab. The Contracts Homepage enables you to add a contract, locate a contract or contract document, view contract-related pending tasks, approve or reject contracts and perform other common contract-related tasks. |
Default Tab | Allows users to choose from a range of “Hubs” that can be set as the default landing page when accessing GEMS for e.g. Home, Documents, Contracts, Dashboards. |
Enable Hover Help | With Hover Help enabled, a user may run their cursor over a screen field name and be presented with a brief explanation of the fields’ purpose |
Field | Description |
Default Language | This determines the language in use for the user, be it a GEMS standard screen language (English (UK), English (US), German), or a custom language created to display field labels specific to the client. NOTE: If you change the default language, you need to log out and log in again for the change to take effect. |
Paper Size | Default paper size for report exports. Please Note: Will does not affect specified setting on advanced reports |
Number of Lines displayed in a search result List | CGS recommends that for performance and search result visibility, this be set to no more than 100 lines |
Confirmed Flag | This determines whether data entered by an Edit User has by default the Confirmed checkbox for the entered record on or off |
Report Viewer | Allows the user to choose the default Report export format (Adobe PDF, Word, or Excel). |
Synchronize Private Tasks | N/A – no longer used in recent GEMS versions. |
Update Manual Group Parent Information From Share Register | Manual groupings are in the process of being phased out of GEMS. Please contact the client support representative if a need for manual groupings is present within your organization. |
Return to previous menu item selected | Due to the development of the Snapshot, this functionality is no longer applicable. |
Display Entity Profile as Default | Determines whether non-current records are also included in the default search results under the respective Shareholder Summary sections |
Display Non-Current Registered Holders/ Non-Current Schemes / Non- Current Options Holders as default
| Determines whether non-current records are also included in the default search results under the respective Shareholder Summary sections |
Produce CC8 form upon production of UK appointment/resignation forms | When turned on and data exists within GEM under Registrations & Licenses > Consumer Credit License > Filings for an entity - upon generation of appointment or resignation records the CC8 form will also be produced |
Default display on components | When creating a new homepage panel, the default component can be set as either nothing, favorite, new or recent. |
Select 'All Jurisdictions' By Default on Reporting Searches | Determines whether reporting search is done for all jurisdictions by default. |
Field | Description |
General Preferences > Main Search Bar section |
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Default Search Type | Determines which search type is displayed in the first drop-down box of the main search bar by default. |
Default Search Category | Determines which search category is displayed in the second drop-down box of the main search bar by default. |
Default Search Field | Determines which search field is displayed in the third drop-down box of the main search bar by default. |
General Preferences > Groupings |
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Enable Search Results on Automated Voting Interest Group Searches | Determines whether Automated Voting Interest Group search results should be displayed or hidden. By default, the preference is set to True, which means that the search results are displayed in the web browser. When there are a large number of entities in the organisation, and the search results are complex, displaying them in the web browser can affect GEMS performance. In such cases, it is useful to set this preference to False. This allows you to export the search results and/ or organisation chart to a file and review it outside of GEMS. |
Nominated Holding Company for Automated Voting Interest | Use this setting to set the entity upon which Nominated Holding Company % ownership will be calculated in the Groupings > Automated Voting Interests > Parents section of any entity’s records. Normally this is set to the Ultimate Parent entity in an organization, though may be set to default to any entity in the organization’s structure. |
Default Group for Manual Groupings | If Manual Groupings are being used in GEMS, this setting is used to determine the default Group used for Manual Groupings Parent and Subsidiary calculations. |
Include People (Complex Charting licensed module) | Displays people and non-affiliate shareholders by default in organizational structures under Groupings > Automated Voting Interests > Parents for any entity |
Show Multiple Lines to One Box | Displays multiple lines of ownership at the subsidiary level rather than repeating the box on the organization chart. |
Field | Description |
Repeat Group Structure | When an entity has multiple parents whose ownership path repeats on the upward calculations to the specified Nominated Entity, this setting may be used to eliminate the repetition of that parent list. The default is to “Display Chart on the first occurrence of the parent/subsidiary”, but may be set to “Display chart on all occurrences of the parent/subsidiary”. If choosing the latter, note that org charts’ sizes may grow exponentially. |
Text to display when a group chart is not repeated | Working in conjunction with the above setting, this is a free-text field that represents the repetition of an ownership structure, rather than displaying the repetition. On export to Org Charts, this setting will create a stub rather than repeating the ownership structure up to the Nominated Entity. |
Collapse All | When checked, this will load the Groupings > Automated Voting Interests > Parents/Subsidiaries search to only display the immediate (1 Level) Parents or Subsidiaries of the reporting entity. |
Produce list of subsidiaries and associated undertakings based on | The criteria GEMS will use to determine the list of subsidiaries and associated undertakings for the Nominated Holding Company. |
Quick Chart |
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Show Multiple Lines to One Box | Displays multiple lines of ownership in the Quick Charts rather than repeating the box |
Produce Chart Information Based On | This determines whether the charts drawn by Quick Chart will be based on the data housed under Groupings > Automated Voting Interests or Groupings > Manual Groupings |
Number of Levels to display | Determines how many levels of ownership the Quick Chart displays. By Default, for faster page load, this is set to one level (immediate Parent and immediate Subsidiary) |
Include All Parents: (Complex Charting licensed module) | This returns all owners, regardless of entity type (Entity/Person/Non- Affiliate) |
Search Export |
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Field | Description |
Export Format | This determines the default format of exported searches. The default is Excel XML Format, which ignores any Excel export restrictions around special characters contained in the exported data. The other two export formats, ANSI Encoded CSV and UTF8 Encoded CSV may restrict or truncate export if the data being exported contains special characters. NOTE: If conducting any export of Audit Trail records this must be set to one of the two CSV formats. |
Event-driven Document Production |
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Preferred Format for creation of Hot Docs Documents? | This determines the format of the documents produced as a result of event-driven output. See the ‘How to Generate Event Driven Output Tutorial’ (Support Site > GEMS > Tutorials > Forms & Filings) for details of this functionality. |
Show confirmation of where no Event-driven Output is required? | When turned on, GEMS will notify users each time there are no available documents to generate after an action has been carried out for e.g. appointments/resignations |
Save Assembly Reports to Document Manager | When turned on, GEMS will save the final report to the Document Manager. |
Save Answer Files to Document Manager | When turned on, GEMS will save the answer file used to create the Assembly Report to the Document Manager. |
View Format
View format allows users the ability to change the way information is viewed. This does not change the way information is stored.
Field | Description |
Person Names on Screens | The format in which you want to view the names of person entities on screen. |
Company/ Business Entity Names on Screens | The format in which you want to view the names of companies/ business entities on screen. |
Non-Affiliate Names on Screens | The format in which you want to view the names of non-affiliates on screen. |
Person Names on Reports | The format in which you want to view the names of person entities in reports. |
Company/ Business Entity Names on Reports | The format in which you want to view the names of companies/ business entities in reports. |
Non-Affiliate Names on Reports | The format in which you want to view the names of non-affiliates in reports. |
Security Description | The format in which you want to view the names of securities. |
State/ Province Format | The format in which you want to view the names of states/ provinces. |
Template Names | The format in which you want to view the names of templates. |
Favourite Appointment Type on Screen | The format in which you want to view appointment types in favorite dropdown lists. |
Number Format
The number format is another setting that may be changed controlling how numbers and figures surrounding ownership are displayed. As displayed below you can change the decimal symbol and digit grouping and the number of decimals places viewed.
Field | Description |
Decimal Symbol | The symbol you want to view to indicate a decimal point. |
Number of Decimal Places | The number of decimal places you want to display. The allowed values are 0 to 9. If you want to display all possible decimal places, select All. |
Digit Grouping Symbol | The symbol you want to use to group digits. |
Digit Grouping | The digit grouping format you want to use. |
Negative Number Format | The format in which you want to view negative numbers. |
Date Format
As a “Global Entity Management System” - GEMS offers a convenient way to change the date format to allow users to the choice of the date format they are most familiar with.
Field | Description |
Date Format | The date format in which you wish to view all dates in GEMS. This date format applies to data entry wherever a date field is populated, and where dates are returned in searches, reports, and wizards. Please note: Users from other regions may have different settings; by using this function, all users will see dates in their own preferred format. |