Review Configuration: Rules

Rules

Rules can be configured for the Review process. They allow Review Administrators to automate the verification process so that certain fields are verified by the system either for presence of data, or for data quality.

They also serve to specify what details would need to be checked by the Reviewers. They can be designated as GLOBAL Rules (for them to apply to all Review Setups), or as being tied to a single Setup. Furthermore, the Review Administrator can set these Rules to apply generally or only to a specific country or Entity type.

There are six Rules that come as standard with Review Manager.

To create your own Rules:

  • Select the Open button next to Rules on the Review Manager Configuration page.
  • Select the New button.
  • The Review Manager – Rule page will open.
  • From the Rule Type dropdown list, select the category to which you want your Rule to apply. The available options are shown in the table below:

Field Options

Options Available from Field Selection

Company

By selecting this option, Review Managers and Users will be informed if the selected Company field is blank.
  • Current Accounting Ref Date
  • Company Status
  • Company Type
  • Country
  • Doc. Ref
  • Domicile
  • User Grouping
  • Incorporated
  • Managed By
  • Company Name
  • Partner /Division
  • Registration Number
  • Trade Classification 1

Company UDF

By selecting this option, Review Managers and Users will be informed if the selected Company User Defined Field is blank.

Lists all the User Defined Fields from the Companies UDF Table

Company Addresses

This option allows you to select an address type (i.e. Registered Office) so that Review Managers and Users will be informed if the address is completed.

Lists all of the Addresses from the List Manager - Address Types (All) Table

Company Data

Warns you if Company data is missing or not completed in the listed fields/sections.
  • Officer Appointments
  • Share Classes
  • Shareholders
  • Registration in Jurisdiction
  • Articles / By-Laws
  • Minimum Directors Not Provided
  • Maximum Directors Exceeded

Individual

Checks for presence of data in the listed fields.
  • Date of Birth
  • ID
  • Passport Number

Individual UDF

By selecting this option, Review Managers and Users will be informed if the selected Individual User Defined Field is blank.

Lists all the User Defined Fields from the Individuals UDF Table

Other Entity UDF

By selecting this option, Review Managers and Users will be informed if the selected Other Entity User Defined Field is blank.

Lists all the User Defined Fields from the Other Entities UDF Table

All People UDF

By selecting this option, Review Managers and Users will be informed if the selected All People User Defined Field is blank.

Lists all the User Defined Fields from the ALL People UDF Table

Data Library

Warns you if a Data Library or a field within a specific Data Library Type is missing for the Entities. All types are available.

Lists all of the Data Library Types and all the fields within each Data Library Type from the Data Library Types Table

Custom

Not Supported

In this example, we will use the Rule Type Company to enable us to search on the most basic mandatory information required for a Company.

  • Once you have selected which Rule Type you want to use, you will need to select which field to search. In the example above, the Incorporated field has been selected.
  • Fill out the Label field which determines how the Rule will display in Reports and also to Reviewers. This is to describe what needs to be checked and it should be written in a question/yes or no format (for example, Has the Incorporation Date been entered?).

Depending on which Rule Type that you have chosen, different Entity Filters will be available for you to select:

  • QR Type(s) (available for Rule Types Company Address, All People UDF, Data Library, Special and Custom) allows you to specify for which Entity Type(s) your rule applies. If left blank, your rule applies to all Entity Types. Otherwise, enter C=Company, I=Individual, and R=Other Entity.
  • The Entity Type dropdown list (available for Rule Types Company Address, Other Entity UDF, All People UDF, Data Library, Special and Custom) allows you to specify whether your rule applies to ALL Entity Types (the default) or to a single Entity Type, including any of the Other Entity Types, by selecting the relevant Entity Type from the dropdown list.
  • The Country field (available for all Rule Types) defaults to All for the rule to apply to all countries, but it can be set to apply to only one country by selecting the appropriate country from the dropdown list.
  • The Company Type selection (available for all Rule Types) can be left blank for the rule to apply to all Company Types or it can be limited to specific Company type(s) by selecting the relevant checkbox(es).
  • The Setup dropdown list (available for all Rule Types) can be left blank for the rule to apply to all Review Setups, or you can limit the rule to a specific Review Setup by choosing the appropriate Setup from the dropdown list.
  • Save the record to confirm your changes.

As this sample Rule is going to be for all Companies under the US Entities Setup, the filter Country is set to (All), so no country has been designated in this rule.

You can create as many Rules for your Review as you would like to ensure that the data is as up-to-date and accurate as possible. In the screen shot below, a total of 2 Rules have been created for the US Entities Setup.

For our example, each time the US Entities Setup is used, these are the Rules that will apply to it.

Custom Rules

Custom Rules can be configured for the Company Review process. This requires work from Diligent Entities Services team. For more information contact your Diligent Entities CSM.