System Options

In System Options, administrators can set system defaults for certificates, resolutions, share digits, documents and other options.

The settings you set up in System Options apply to all companies in the system. Some of these options you can also set on a company level. Refer to Company Options for more information.

To access System Options, go to System Tools.

Certificates

On the Certificates tab, you can set whether share and debenture certificates generated following share allotments or an issuing of debentures require signature or seal or both. You can also set this on a company level. Refer to Company Options for more information.

Depending on the company's memorandum and articles of association, these certificates require either a seal or signature. If the Seal or Signing option is selected in System Options, the certificates show both options.

If either the Seal Required or the Signature Required option is selected, the certificates only show the selected option.

Resolutions

When users perform certain events on companies that are in live mode, for example, an increase in authorised shares, the wizard prompts them for resolution dates and the type of resolution that took place. On the Resolutions tab, you can select the default resolution type, that is, whether the resolution was passed at a shareholders' meeting, it took place at a shareholders' meeting on short notice, or it is a written form resolution. The wizard defaults to the option you select here. You can also set this on a company level. Refer to Company Options for more information.

Registers

On the Registers tab, you can set defaults for registers the system produces such as the register of members and share ledger or the register of directors and secretaries.

The following options are available here:

• List Registers by Name not by Quick Reference: By default, the system orders entities in the registers by their quick reference as opposed to the name. Select this option to have them ordered by name.
• Provide space at the end of Registers for manual entries: Select this option to include extra notes at the end of registers.
• Separate Register of Directors and Register of Secretaries: Select this option to have the register of directors on a separate document to the register of secretaries.
• List Share Registers by Reference No, not Event Date: Select this option to list share registers by their reference number as opposed to the date they were generated for.

You can also set this on a company level. Refer to Company Options for more information.

Document Reference

On the Document Reference tab, you can select up to three values to appear at the bottom of all forms, reports, and registers that the system produces such as the company registration number, the country code or the manager of the company. You can also define a separator to be used between the selected values. You can define these on a company level as well. Refer to Company Options for more information.

The Pending Reference and the Document Reference are values that the system automatically assigns to pending events and any documents that have been automatically generated by the system or uploaded to the system. They are unique identifiers and cannot be changed. You can find these values in the list of pending events and documents.

Digits

On the Digits tab, you can set the number of digits and decimal places that can be entered when recording share, debenture or dividend information. You can also set these on a company level. Refer to Company Options for more information.

The following options are available:

• Share Digits: The number of digits that can be entered in the nominal value of share classes before the decimal place. The maximum number of digits that can be entered is 13.
• Share Dps: The number of digits that can be entered after the decimal place. The maximum number of digits that can be entered is 6 and is used for allotting fractional shares.
• Per Share Dps: The number of digits that can be entered in the nominal value after the decimal place. The maximum number of digits that can be entered is 8.
• Share Value Digits: The number of digits in the value of shares, as they appear on company profiles and reports, for example, in the number of authorised and issued shares. The maximum number of digits that can be entered is 13.
• Share Value Dps: The number of digits that can be entered after the decimal place for the value of shares. The maximum number of digits that can be entered is 8.
• Debenture Amount Dps: The number of digits that can be entered after the decimal place for the amount of debentures. The maximum number of digits that can be entered is 8.
• Dividend Value Dps: The number of decimal places for the dividend per share. The maximum number of decimal places that can be entered is 10.
• Percentage Ownership Dps: The number of decimal places shown in the percentage of shares or votes or capital held. The maximum number of decimal places that can be shown is 10.

Formatting

On the Formatting tab, you can define date and number formats to control how dates and numbers are to be entered in the system. Formatting options can also be defined in the user's My Preferences and the settings in My Preferences override the settings defined in System Options.

The paper size to which reports and registers are printed can also be selected. If the Default option is selected here, reports are printed to the paper size that is installed on your printer server.

Integrations

On the Integrations tab, you can review Google's terms of service and privacy policy to enable Google Address Search.

Miscellaneous

On the Miscellaneous tab, you can enable various settings for the system.

Force numeric entries to be one input box (where applied)

If this option is selected, the system only displays one field for users to enter numbers even when the number is a decimal, for example, the price of a share.

Disable calculator control for input fields within application

If this option is selected, the calculator is not displayed next to fields in the system.

Ensure mandatory fields are entered (where applicable)

Where mandatory fields are highlighted, the system runs a check on whether they are completed and doesn't let the user to proceed without completing them if this option is selected.

Optimise for long checkbox lists

Select this option when batch changing user preferences for 1000 or more users in a wizard process. When selected, this option improves system performance for the wizard.

Select appointment groupings/status on appointment

Select this option to enable the Grouping/Status/Reminder page in the Appoint wizard. With appointment groupings, users can group appointments on certain reports and documents. The information also appears in the table on the Appointment page.

If this option is not selected, users can enter the grouping information by completing an edit event from the Appointment History.

Automatically generate quick reference codes from names

Entities require unique identifiers or quick references in the system for identification. If this option is selected, the system automatically assigns a unique identifier based on the first 10 characters of the entity name. Users can change the system-generated identifier in the wizard when creating an entity. If your organisation wants to create their own codes, clear this option.

Automatically generate address quick reference codes

Shared addresses require unique identifiers or quick references in order to distinguish them from other addresses. If this option is selected, the system generates the quick reference from the postcode and the first few characters of the first line of the address. Users can change the system-generated identifier in the wizard when creating a shared address.

Determine ultimate parents using beneficial owner

Ultimate parents of companies are calculated based on the legal shareholder of companies and they can only be a company or other entity if the entity owns more than 50% of a company's shares or owns 100% of its shares. Enable this option to determine the ultimate parents by the beneficial owner of shares and not the shareholder.

Prompt for beneficial owner on new company share events

If this option is selected, Share Event wizards contain an extra page for the beneficial owner to be selected and entered. This is useful if the beneficial owner is different to the legal share holder. If this option is not selected, or the user leaves the beneficial owner page blank, the beneficial owner defaults to the legal shareholder.

Prompt for signatory when performing events

This option is useful if you are electronically filing forms through the system. If selected, the wizards prompt the user to enter signatory details during events.

If this option is not enabled, forms for electronic filing need to be signed from Working Documents or from the Documents page of the event in question.

Automatically sign documents when performing events

If this option is selected, the system tries to add the secretary as a signatory to forms first. If no secretary is in place, a director is selected in order of quick reference. If you don't want to use this default behavior of the system for selecting the signatory, you can define a default signatory. Refer to Set up a Default Signatory for more information.

Treat company user groupings as people

User groupings are user-defined and a way to group common entities together. However, if this option is selected, the user groupings display as dropdown menus of the names of all the companies, individuals and other entities entered in the database.

Do not prompt for DX address

Select this option if you do not want to record Document Exchange Numbers for addresses.

Presenter address, not registrar, on stock transfer forms

Select this option to have the presenter address details on stock transfer forms.

Prompt for job title on appointment wizards

Select this option if you want users to be prompted to enter job titles for appointees when appointing them. If the option is selected, job title information displays on the Appointments page.

If this option is not selected, users can record job titles by editing the event in the Appointment History.

Separate job title for each position held

Select this option if an appointee has different job titles for each of their appointments, for example, if a person is appointed as a director and a chairman, and they have two different job titles for each position held.

Prompt for numbering on share transactions

Diligent Entities automatically assigns numbers to share transactions such as allotments and transfers. The numbers follow a sequential order. If the user has specific transaction numbers that they need to enter, the assigned numbers can be changed during the event for companies in live mode if this option is selected. If a company is in setup mode, the wizard will automatically prompt for numbering even if this option is not selected.

Make sure you also select the Prompt for share numbering in live mode event under the relevant validation to make the Numbering page appear in the wizard.

If this option is not selected, the numbering can still be amended by editing the event from the Share History.

Record all system activity to Audit Trail

Select this option if you want to record when users log on and log off the system and open entities.

Record field level changes to Audit Trail

Select this option if you want to keep track of changes made to the database and want an audit of the exact change, for example, that Mr X was appointed to Company X on the 18/11/2008.

Automatically increase/decrease total issued shares on allotment/disposal

If this option is enabled, users don't need to increase the issued shares before carrying out a share allotment as it automatically increases every time they have allotted shares. It will also automatically decrease following a share disposal.

Prompt for event date when editing records

Select this option to record the date when entity details are edited, for example, if the trade classification codes are entered on the Company Details page for a UK Company.

Automatically calculate share class voting weightings (for new companies)

Select this option for the system to automatically calculate the share class percentages for voting rights for new companies. When this option is enabled, the system automatically calculates voting weightings for each share class for companies that are entered in the system after this option was selected. In order for Diligent Entities to calculate the weightings for existing companies, the option must be configured on a company basis using the Company Options wizard. Diligent Entities can only calculate the weightings if the number of votes per share are entered either when creating the share class or later using the Voting and Weighting option for the share class.

Automatically calculate share class capital weighting (for new companies)

Select this option in order for the system to automatically calculate the share class capital weightings for companies that are entered after this option is enabled. To activate this option for existing companies, use the Company Options wizard for each company.

Prompt for creation of 'Registration of Jurisdiction' Data Library record on change of company country/region

If this option is enabled, users can decide whether they want the system to create a registration in jurisdiction data library record when they change the country or the region of an entity. When the system option is enabled, the Do you also want to record this change as a 'Registration in Jurisdiction' record? option displays on the New Country page of the Change Company Country wizard so that users can decide whether to create the data library or not. The option is selected by default.

For individuals, enter forenames and surname separately

If selected, this option allows users to enter the person's forename and surnames in two separate fields when creating individuals in the system.

For individuals, prompt if surname displayed before forenames

If this option is selected, users can select in wizards the order in which an individual's name is displayed.

For individuals, prompt for also known as name

If this option is enabled, users can add an also known as name for the individual when creating the individual's record. If they provide such a name, a data library record is created against the individual's record.

Document Options

On the Document Options tab, you can define settings related to documents.

The maximum file size for document compression is set to 0 by default, which means that all documents uploaded to Diligent Entities are compressed. If you want to have only files larger than a particular size to be compressed, enter a different value here. For example, if you enter 5, only documents larger than 5MB are compressed.

In the Document Download section, you can set the maximum uncompressed total file size for downloaded files. By default, the maximum size is set to 100MB. The limit can be increased up to 500MB.

If the Encrypt Documents option is enabled, any documents uploaded to Working Documents, Document Store or Data Library are encrypted when stored in the database. Encrypted documents are saved in a password protected .zip file, thus all documents are compressed as well as encrypted, regardless of the compression option entered in the Document Compression section of this page. Encrypted documents can only be viewed inside Diligent Entities, unless they are exported.

Users

On this tab, administrators can define whether user names and network IDs must be unique. If these options are enabled, any administrator who then tries to create a user with a user name or a network ID that already exists in the system, receives an error.

Features

On this tab, administrators can enable the following features in Diligent Entities:

• Committee
• Limited Partnership
• Corporate Partnership
• Branch
• Registration in Jurisdiction
• Structure Store

Country

On the Country tab, administrators can set a default language and jurisdiction in Diligent Entities. Users can change the language and default country for themselves in My Preferences. When the user creates a company, the country of incorporation defaults to the user's chosen country from My Preferences.

The Location field in Company Search always shows two options: the country selected on the Country tab and a not that country option. For example, if the system default country is the United Kingdom, the filtering options for location are United Kingdom and Not the United Kingdom.

MFA

On the MFA tab, administrators can enable multi-factor authentication and select to set it globally in the system. Administrators can set up multi-factor authentication on a user policy and a user level too. Refer to Set Up Multi-Factor Authentication for more information.

Password

Administrators can specify minimum and maximum lengths for passwords on the Password tab. The default and recommended values for length are minimum 12 and maximum 25 characters for passwords.

The values set on this tab apply to passwords in user policies, that is, password length specified on user policy level must be within the range set on system level. For more information about user policies, refer to User Policies.