The general settings of your entity management can be configured on the Administrator page: subitem Entity management. Settings include the entity management’s availability and use, notifications and the look & feel of org charts.
Note: always click Save after making any changes.
TABLE OF CONTENTS
A. General settings
B. File location
C. Notifications related to entity management
D. Org chart – configure look & feel
A. GENERAL SETTINGS
The Weagree Wizard’s entity management basic customisation options:
1. Full entity management
If disabled, any user – administrators included – will only be able to access the basic party database (CRM), rather than Weagree’s extended entity management system. The Entity management and Other parties (CRM) buttons or subtabs available on various pages (e.g. Draft or negotiate and Search) will still be available and entities’ essential CRM details can still be managed, but all advanced, corporate housekeeping features will be disabled.
2. Allow creation of private parties
Enabling this will allow users to add parties to a contract without inserting them into the party database. Such parties’ details will only be stored in that single contract entry, meaning that they will be gone if the contract entry itself is deleted from the Weagree Wizard. This can be useful, for example, for limiting and more easily managing storage of personal data to comply with GDPR requirements.
B. FILE LOCATION
1. File storage
If any external storage solution is available, such as SharePoint, you may choose between Weagree and said medium for storing all files uploaded to the Weagree Wizard’s full entity management. External storage solutions are set up under Configuration Weagree Wizard > API integrations. For more information, see the API integrations section of this knowledge base.
2. Folder paths
To further specify where files should be stored externally, a folder path may be selected (from a customised list defined under Entity management > Configuration > File location) for each general category of documents.
For more details on using external storage for entity management files, click here.
C. NOTIFICATIONS RELATED TO ENTITY MANAGEMENT
Weagree’s full entity management allows for tracking dates important for corporate housekeeping purposes, for example with respect to board appointments or personal identification. As in Weagree’s CLM, notification triggers can be configured for such dates (for more information on this, click here). Notifications will be sent to the users designated on this page.
1. Click Insert user to add one or more users to the list of recipients.
2. Select users by ticking their checkboxes (or tick the top one to select all).
Note: only users with a Lawyer licence (‘full users’) may be selected, as only they may perform corporate housekeeping tasks. They do not need to be administrators, however. For further information on user rights and configuring user accounts, see the User management section of this knowledge base.
3. Click OK.
4. Select a user and click Delete to remove them from the list of recipients.
Note: this will not delete the user’s account or affect their access rights, but only ensure that they will no longer receive an e-mail if an entity management notification trigger is activated.
D. ORG CHART – CONFIGURE LOOK & FEEL
If an entity has any shareholders or subsidiaries, Weagree’s entity management can automatically generate an organisational corporate tree (org chart) displaying the relations between the various legal entities of the group. Colour and text formatting options are available to customise the look and feel of org charts.
1. Colour pickers are available for each of the organisational chart’s elements.
a. Click the colour picker to select another colour. Several default options will be shown.
b. Click More to show an RGB picker for custom colours.
c. Click Less to close the RGB picker again.
d. Click Select to choose a custom colour.
Note: the colours on the Shareholder subtab are for highlights that can be switched on or off within the org chart itself.
2. Click the icons for bold, italics, or underlined text to customise the formatting of text in the organisational chart.
3. Disable Show secondary shareholder if you want to show only the primary shareholder (i.e. the one with the greatest share of interest) of a given entity.
Note: this is only relevant if an entity in the org chart, other than that around which the org chart is constructed, has multiple shareholders. In such case, if this switch is enabled, lines will be drawn from all shareholders to that entity. These will have a different appearance from the line connecting the primary shareholder to that entity.
