04 Working with Data in the Dashboard
Note: If you have not yet completed Section 2 (Getting Started) or Section 3 (The Dashboard), we recommend you doing so first.
Now that we've learnt more about The Dashboard, let's turn to explore the various Views available in MinuteBox. The Dashboard allows you to display your entity information in many ways through a collection of Views. Views allow you complete flexibility as to what you want (and do not want) to see.
Used in conjunction with the Toolbar, you can quickly show and hide fields with the click of a button.
The MinuteBox Dashboard contains four built-in Views:
MinuteBox Views put you in complete control of the visualization of your entity data. The following sections go into more detail on each View.
Entity List View
The Entity List View is the main "central source of truth" for all data residing in your account that is accessible based on your permission level. This is the same whether you are an administrator or a view-only share recipient.
Where does the data in the Entity List View come from?
Your Entity List View (and each Dashboard View for that matter) is populated with data that resides in the Entity Information Summary. We will do a deeper dive into the Entity Information Summary in subsequent chapters.
Customizing the Entity List View
The way the Entity List View is displayed, filtered, and ordered is completely unique to you. The data displayed on the Entity List View is a summation of all of the entity data available for each of your entities. As a result, the Entity List View is generally the most utilized MinuteBox View.
The Calendar View is the summary of all dates residing in your account that are accessible based on your permission level. If a date is referenced in your entity data, it is available in the Calendar View.
Available Dates to Track
| Extra-Jurisdictional Registrations
|| Business Name
|| Incorporation Date
| Regulatory Licenses
|| Land Registrations
| Municipal Business Licenses
|| PPSA Registrations
|| Domain Names
|| Directors (date elected, etc)
| Officers (date elected, etc)
|| Governing Documents
|| Fiscal Year End
||Plus, Custom Dates|
Customizing the Calendar View
The data displayed on the Calendar View is a summation of all of the calendar data available for each of your entities. The way the Calendar View is displayed, filtered, and ordered is completely unique to you.
The Right Panel
The Right Panel of the Calendar View is meant to give you a handy scroll view of the same data that appears for the rest of the Workspace. The Right Panel will automatically update as you hide or show calendar fields or filter fields.
The data displayed on the People View is a summation of all of the People data across your entire account – including entities, references and users.
Available People View Fields
The following fields are available via the People View:
|Field Name||More Detail|
|Name||Person name (Individual or Company)|
|Type||Person type (Entity, Reference, or User)|
|Email address associated with the person|
|Phone||Phone numbers associated with the person|
|Address||Addresses associated with the person|
|Roles||The person's role (Officer, Shareholder, Director, etc) across all referenced entities|
|Affiliations||The person's affiliations to other entities and roles|
|Entities||The entities that the person is connected with|
Like the rest of the Dashboard, the way the People View is displayed, filtered, and ordered is completely unique to you.
Defining "People" and "Persons"
In MinuteBox, we define "People" and "Persons" as including any legal person. A legal person may either be an individual or a legal entity (like a Corporation, etc).
MinuteBox groups People into three possible People Types. Once merged, People may have one or all three of these types.
|MinuteBox category||Person type|
|Entity||An entity is an Entity that is being managed on MinuteBox.|
|Reference||A reference is a Person referenced in an Entity managed on MinuteBox.|
|User||A user is a Person that has user access to your MinuteBox account.|
MinuteBox does not always automatically merge People. This is meant to protect against errors that can arise for similar or same names that are, in fact, different People. While the Database (specifically the Entity Information Summary) will provide helpful recommendations when entering data, it will automatically merge People records if you explicitly choose an existing person record. To avoid picking the wrong person, ensure you check for data familiar to you about the person to help ascertain their identity, such as their phone number, email or address.
Merging, when needed, is simple. Select the rows to merge by clicking the check box next to the person names you wish to merge and click "Merge". You will now see each of these entries combined as one master record for that Person.
The data displayed on the Precedent View is a summation of all of the precedents in your account. This includes Documents, Packages, Forms and Transactions.
Available Precedent View Fields.
While we will cover how to work with Precedents in a future chapter, the Precedent View allows you to display all or some of the following fields:
- Word count
- Character count
- Document count
- Created by
- Precedent Type (Document, Package or Form)
- Usage count
Like the rest of the Dashboard, the way the Precedent View is displayed, filtered, and ordered is completely unique to you.