05 The Entity View

What is an Entity?

An Entity is an individual record relating to a single legal entity. Entities are viewed in the Entity View (which is the topic of this Chapter).

🎓 For more information on Entities (and Entity Management generally), we recommend you reading Chapter One - A Primer on Entity Management.

What is the Entity View?

Let's say you wanted to view all of the data in your system related to the corporation Ace Alice Inc. While the The Dashboard is a good place to view all of your records, the Entity View provides the most comprehensive view into one specific entity.

In MinuteBox, you can think of an Entity and Record as effectively the same thing. When we say "View an Entity", it's akin to viewing the most granular, detailed version of a single legal entity. The Entity View makes this possible.

Everything related to an individual entity can be found in the Entity View – all documents and data in one place.

The Entity View is the starting point for just about anything to do with an individual entity. The illustration above shows just how powerful the Entity View is.

Some tasks you will perform often in the Entity View:

  • View or edit director, officer, shareholder, etc information
  • View and share a minute book
  • View, update, share registers and ledgers
  • Create new minute book documents
  • View the ownership structure of an entity

The Entity View Layout

Configuring the Entity View

The Entity View may be configured to your preference with the "View" button on the Toolbar from the Entity View. These configurations give you more control over what is displayed or not displayed in the Entity View.

🎓 Learn more about configuring the Entity View in our  knowledge base.

Data from other entities

The power of MinuteBox lies in its ability to understand the relationship between all of your entities in real time. While the Entity View only displays one complete entity at a time, you are able to access information from other entities while working in the Entity Information Summary.

🎓 Learn more about working with data from other entities in our Entity Information Summary knowledge base article.

Entity View Sections

The Entity View is broken down into several sections. In the following chapters, we go into greater detail for each of these sections:

  1. Entity Information Summary
  2. Minute Book View
  3. Ledgers & Registers
  4. Capitalization
  5. Ownership Chart
  6. Timeline
  7. Documents
  8. Audit Trail

Entity Information Summary

This is the database component of the Entity View. The Entity Information Summary contains the following sub-sections:

  • Summary
  • Client information
  • Entity information
  • Key dates
  • Addresses
  • Business numbers
  • Directors
  • Officers
  • Governance
  • Capital
  • Business names
  • Assets
  • Registrations
  • Service Providers
  • Incorporation
  • Administration

Every field can be viewed, edited and updated. Changes made here will automatically populate in the The Dashboard for you and other users.

🎓You can learn more about the Entity Information Summary in our knowledge base.

Minute Book View

The Minute Book View allows you to view all uploaded PDFs. For example, the Minute Book View allows you to:

  • Securely share minute books
  • Search minute books
  • Create notes 
  • Set reminders
  • Set responsible individual(s)
  • Add tags
  • Insert new pages / documents
  • Reorder and zoom pages
  • Create new sections automatically
🎓You can learn more about the Minute Book View in our knowledge base.

Ledgers & Registers

The Ledgers & Registers View allows users to view dynamic ledgers and registers directly from your entity data at any point in time. 

MinuteBox currently supports the following Dynamic Registers & Ledgers:

  • All Transactions Register
  • Authorized Capital
  • Committees
  • Directors
  • Land Registrations
  • Officers
  • Share Transfer Register
  • Shareholder Ledgers
  • Shareholder Register
  • Significant Control (plus Steps Taken) 

Ledgers & Registers may also be exported as PDF or .docx to any additional editing.

🎓You can learn more about working with Ledgers & Registers in our knowledge base.

Capitalization

The Capitalization View displays the capitalization table for the entity you are viewing. This is dynamic data displaying the information from the Share Capital section of the Entity Information Summary.

🎓You can learn more about working with Capitalization Tables in our knowledge base.

Ownership Charts

The Ownership Chart View displays a visual representation of the ownership for the entity you are viewing. This is dynamic data based on the information from the Share Capital section of the Entity Information Summary.

You may select to display either all or part of the ownership chart using the Parent, Subsidiary and All options and show/hide Jurisdiction

Timeline

The Timeline View displays all of the changes to your entities over time.

Each individual transaction (whether Administrative, Legal Transaction, Minute Book or Automation) is time-stamped and may be edited in very granular detail in the Advanced Transactions Editor

Entity Information Summary vs Timeline

The Entity Information Summary displays a summary of all entity data as at a certain date. The Timeline, on the other hand, displays a complete timeline of all entity data as at any date.

In other words, you can think of the timeline as a way to visualize and edit the data that, collectively, creates the Entity Information Summary as at a certain date.

🎓You can learn more about working with the Timeline in our knowledge base.

Documents

The Documents component of the Entity View allows you to view, edit and create new documents for a specific entity. Think of this as a simple document management system (DMS) within an entity. Documents are listed in table format and may be one single document or a package of documents. Documents that live in the Documents view are editable. They can be draft or final versions and should be though of as soft-copies of working documents. When a document is finalized and ready for signature, a canonical version should be exported, sent for signature and saved in the minute book. Documents in the minute book are the only ones that should be considered final or 

  • Double click a row to access a document.
  • Right-click to delete a document.

Documents in the Documents view display the following attributes:

  • Title
  • Modified
  • Created
  • Word Count
  • Character Count
  • Document Count
  • Created by

🎓You can learn more about working with Documents & Precedents in our knowledge base.

Audit Trail

The Audit Trail component of the Entity View allows you to view all of the changes that have take place across the entire Entity. Each change is represented by a unique cryptographic hash that is verifiable to the server.

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