- How to access it
- Add/Edit a Company
- Add Configurations on the fly
- Import a list of Companies
- Add a Company on the fly
- Manage Company Custom Fields
- Manage Licenses & Waivers
- Manage Shareholders
- Manage Board Members
- Relate Documents
- Manage Company Assets
- Relate Reminders
- View the Tree View
- Manage Bank Accounts of a Company
- Related Contacts
- Related Matters
- Signature Authority
- Manage Company Groups
- Manage Filters on the grid
- Search for an existing Company
- Export Company to Word
- Export to Excel
How to access it
The user can access from the top of the main menu: "Companies".
Add/Edit a Company
From the Quick Add drop-down list, choose Company.
The Companies grid is as such:
Check the Company profile as below. The form contains important information about the Company such as Company Legal type, Company Group, Nationality, Address, Capital & Shares, Registration data, Discharge from the Social Security, Commercial Registration, Company Lawyers and Auditors. Company Legal Type can be added on the fly in case the requested value doesn't exist in the drop-down list. The user can add a new value on the fly using the plus sign next to the Legal Type field in the Company form.
A Company can have an internal reference in the Reference #. A Short Name can be inserted to have an easy look up for the Companies.
A Company can be marked as Shared with everyone or specific users. Using the action Set as Private, the user has the option to insert the name of users to share with this company. Once the Company is flagged as Private, the user who flagged it shall be the only owner of the Company unless specific users were inserted in the list. However, the creator of the company shall always be able to see it. The system will inform the user in case the creator is different from the user who is marking the company as private.
Note that Users who are marked to Override Privacy will be able to see any Private object in App4Legal.
The Auditors are managed through a grid within the Company form. An Auditor can be a Contact or Company. Every Auditor is stamped with a Designated Date.
Company Lawyers are similarly managed from a grid within the Company form as well.
Add Configurations on the fly
All drop-down lists in App4Legal are configurable through the Settings Luckily, some configurations can be configured on the fly. For instance, in the Company form, a user is adding data and wants to have a new Company Legal Type swiftly. There is a blue plus sign that can assist the user to add a new value to the Company Legal Type drop-down list on the fly.
Import a list of Companies
At any time, a list of Companies can be imported to the system via the import Wizard. Go to the Settings, the import Data Section.
Choose import Companies. Download the template and fill in the data. Make sure that there is no duplication of the Name of the Company and Short Name. Upload the excel sheet again to the system and click on Import.
The system will give you the total number of imported Companies. Ignored Companies that are not imported for any reason are put in a different excel sheet called Ignored Companies that the user can download. Problems with the import are either with duplication, variation of the template or missing mandatory columns.
Mistakes can be corrected and the excel sheet can be imported again successfully.
Add a Company on the fly
During data entry, some Companies may not be added prior to data insertion. For example, you are adding a Company and need to add its Shareholder. The Shareholder is a Company that is not in App4Legal database in order to add it to the Shareholder grid. However, App4Legal allows adding on the fly. In the text field, start typing the name of the Company to be added on the fly.
The system will prompt a message saying "No matches found, click to add". Once you click on the message, a pop-up add form opens where you can insert the Name of the new Company.
Manage Company Custom Fields
Visit the Configure Company page in the Settings.
Manage Licenses & Waivers
App4Legal offers the option to track the renewal of licenses and waivers. Once the user inserts an entry with an expiry date, an automatic Reminder is created to the associated user. Several type of licenses and waivers can be added. Entries can be managed using the edit and delete buttons.
In the Reports module, there is a specific Report called Companies per Licenses & Waivers expiry dates where all the expiry dates of Companies are tracked.
If an entry is added without setting an expiry date or without having a default value of the Reminder Type of License and Waivers, no Reminder will be created and the system will prompt you about it. You can set the default value of the Reminder Type of License and Waivers, from the Admin & Setup-> Setup & Configuration-> Default Values-> Licenses & Waivers Reminder Type.
In the Capital & Shares section, the user inserts all the information about the Company such as Capital, Bearer Shares, Qualifying Shares, Nominal Shares, Share Par Value and the Currency. The user can manage the Preferred Shares as well.
In the below section, the user can manage the history of the Shares Operations and view related reports. In order to log the Shares Transfers, go to Shares Operations and select the Type which could be Incorporation, Transfer, Increase in Capital or Increase in Capital-Profit.
For example if Transfer was chosen, the user should choose From, To, Nb (Shares percentage being transferred), Category, Initiated On date, Executed On date, Certification Nb, Share Nb. to and from and Comments. The transfer from and to can be either Company or Contact.
There are several reports to convey the history of transfers such as Shares by Date Report, Shares by Shareholder Report, and Shareholders' Votes Report.
- Shares by Date Report:
Shares by Date Report shows the List of Transfers along with the related information. It also displays a summary of the current Shareholders. Users can filter out the information of only one Shareholder using the "Show Movements for" filter.
- Shares by Shareholder Report:
This report shows the Shares Movement History along with with the related information. It also displays a summary of the current Shareholders. Users can filter out the information of only one Shareholder using the "Show Movements for" filter.
- Shareholder's Vote Report:
This report depends on the default configuration of the votes in the Settings-> Default Values:
This information varies from one country to another. They are user defined.
The report shows the Number of votes before and after the number of configured years. This report highly depends on the user configuration.
Manage Board Members
The user can add a Board Member using the Actions-> "Add Board Member". A Board Member can be either a Company, Company Group or a Contact accompanied with a Designation Date and Role. It's optional to state if the Board Member is a Permanent Representative or not and the Expiry date of the membership.
From the action wheel next to the Board Member name, the user can either Edit/View the Board Member or delete the Board Member.
The user can also make use of the Actions-> "Add Filters" button to search for Board Member history information.
The user can relate Documents to a Company such as Board of Directors, Licenses, Proxies, Commercial Circulars, MOMs etc.. Documents can be arranged in folders. Privacy can also be applied on a folder and the privileged user can control with whom to share the file.
Files and Folders can be Categorized by Type, Status and optional Comments. Document Type and Statuses are managed via the Settings
Documents can be related by either physically applying Documents can be added by 2 ways. Either by the drag-and-drop procedure or by uploading the files.
Note that if a File/Folder is added/uploaded with spaces in its name, the system will automatically replace the spaces with underscore for technical reasons. After the File/Folder is added, they can be managed using the action wheel on the grid.
File/Folders can be
- Shared With: Folder can be set as Private that means only the creator can see it and with chosen App4Legal Users if needed. Folders that are locked are designated with a lock sign. Users who are set to Override Privacy can see all Private objects on App4Legal.
- Copy Path: Folder/Files paths can be copied in order to be shared with colleagues for fast access.
As an alternative to manually adding Files/Folders, and if there's an already implemented Document Management System, you may map a URL to the Company documents to any Network Drive or Web link.
- Inline Edit of Office Documents:
App4Legal's Documents module offers a very nice feature that allows the user through App4Legal to edit Office documents called Document Editor . This feature is supported only on IE 11. All what the user has to do is click on Open in the Document Editor. The user can edit the Document and click Save, the Document will be saved directly in the Documents module.
If a user has the Document open and is editing it in the meantime, if another user tries to open the same Document the system will prompt a message informing the user that the Document is already in use.
Manage Company Assets
Company Assets can be managed from the top of the grid via the action wheel.
Every Company can have its own related Reminders. Reminders can be added via the "Add New Reminder". The related Company inside the Reminder form is automatically the ID of the related Company.
Reminders list can be exported to Excel. The user can also search for an existing Reminder. The action wheel is also useful to apply additional actions such as View/Edit, Dismiss, Delete and Postpone.
You may wish to relate a Reminder to a Company at any time, you can directly go to the bell-shape icon on the top right of the screen, click on it. A list of pending Reminders will appear in case they are previously added. At the bottom of the list, there is an Add action.
The Add action will redirect the user to the Reminder add form.
Choose the Reminder Type and choose the desired Company in the Related Company section. For more info about the Reminders, visit the Manage Reminders page.
View the Tree View
The Tree View is merely the representation of the inserted information in the Shareholders tab. It's a map of how the Company shares are presently distributed.
Manage Bank Accounts of a Company
In the Bank Accounts tab, the user can add all the Bank Accounts related to the Company. However, these Accounts are not involved in the Money Module. The Bank Account optional related data are the Bank Full Address, Bank phone, Bank Fax, Account Name, Account Currency, Account Nb, SWIFT, IBAN, and Comments.
In the Contact form, a Contact can be related to one or more Companies. The Related Contacts tab of a Company centralizes all the Contacts that are related to this Company. The user can use the search tool to look for a certain Contact in the Related Contact tab.
All the related matters to a Company can are listed in the Related Matters tab. A Company can be related to a matter by being a Client, Opponent or related in any other way with a specified role that the user chooses.
In the Signature Authority tab, information about the Type of Signature, Authorized Signatory, Joint Signature with, Sole Signature, Capacity and the Term of the Authorization can be tracked.
Manage Company Groups
Companies can be grouped by the Company Group feature. A Company can be related to a Group within in its form. From the action button in the Company grid, choose Company Groups.
The user can add a new Group using 2 methods:
1- From the Actions button in the grid-> "New Group".
In order to edit a Company Group, click on the action wheel next to the Group ID and choose View/Edit or Delete. The search feature is useful to search for an already inserted Group in the grid.
2- Adding a Group on the fly from the Company form. There is a blue plus sign next to the Group field in the Company form that offers the user the ability to add a Company Group on the fly without having to go to the Company Groups grid.
Manage Filters on the grid
App4Legal offers the ability to save predefined filters. For instance, a user uses the Advanced Search to apply a certain filter on Companies in App4Legal database. The user wishes to apply this filter every time the grid was accessed. Managing filters is easy and is done via the Companies grid.
Once any filter in the Advanced Search is applied, all what the user has to do is Save as. Then later on, whenever the Filter is chosen from the list of Filters, the Advanced Search filters automatically apply and the grid is filtered automatically. If there is a need to edit or delete any Filter, click on Manage Filters.
If a Filter is chosen and you wish to update the filters applied in the Advanced Search, it is possible. Go to the Advanced Search, apply your new filters and choose, Submit and Update Filter.
If you do not wish to impact the filter, you can just click on the regular Submit. It will not take any action over the Filters.
Search for an existing Company
There are 3 methods to search for an existing Company: Quick Search, Advanced Search and Universal Search:
- In Quick Search from within the Companies grid, you can type the Name of the Company and hit Enter from your keyboard to generate your search results.
- Using Advanced Search, you can run your search on a specific field from the Company form. You'll have the possibility also to modify the operator of search for each field (i.e. equal, begins with, contains, >, <, and more).
- With Universal Search, you can type the name of the Company and hit Enter from your keyboard to generate your search results. The Universal Search looks into all the App4Legal database.
Note that the user can also search for the Company Short Name.
Export Company to Word
The Export to Word extracts the basic information of a Company with the legal data included.
Export to Excel
The Company grid can be exported to an excel sheet at any moment via the Tools button on the grid-> Export to Excel. Also, search results can be exported to an excel sheet separately.