Set up a Default Signatory
You can define a default signatory for a company to override the logic Diligent Entities uses when it is set up to automatically define a signatory for a form.
When Diligent Entities is set up to define a signatory for forms automatically, first it tries to add the secretary as a signatory. If no secretary is in place, a director is selected in order of quick reference. You can override this behaviour and define a default signatory for each company.
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Open the company record and select Data Library > Statutory > Signing Authority.
The Statutory Records - Signing Authority page displays.
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Select New.
The New: Signing Authority page displays.
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Fill out the fields in the Pending section.
Options
Description
Action
Select whether to create the signing authority record as a pending event or to action it immediately upon saving.
Tracking
Select an option to indicate the process stage that the record is capturing.
Reminder
Enter a reminder date if applicable.
Assigned To
Assign the record to a user to update, verify or authorise the record, if applicable.
Notes
Enter any information recording the process of the pending event into the field provided.
Type
Select Signing Authority.
Status
Select Active.
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Select the wand for Other Connected Entities to connect the data library to an individual with a personal PIN already in place.
The Select Entities wizard opens.
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Use the fields provided to search for and select the individual who is authorised to sign on behalf of the company.
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Select Finish to close the wizard.
The selected individual displays in the Other Connected Entities section.
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Complete the Signing Authority section.
Option
Description
Date of Cessation
Leave blank. You can set the end of validity for the record here if required.
Type
Select Forms Signatory.
Position
The position the connected individual holds within this company, the company they are signing for.
Notes
Enter any relevant information into the field provided.
Event Date
Enter the date that the signing authority was assigned on, or the date as at which this information is being recorded, into the field provided.
Note
The date entered must be before the date of signing on the document to be filed.
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In the Attachments section, use the wand to upload any related documents to the record and use the Paper Copy field to enter any comments about where the paper copy is if you keep any.
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Select Save to create the record.
The selected individual is now authorised to sign on behalf of the specified company. Once this record has been set up, Diligent Entities automatically uses the entity as default signatory.
