What is an Entity?

Modified on Fri, 19 Jan at 3:55 PM

Everything must be in Title Case not CAPITALS

Example = Mr David Smith Wolverhampton (correct way)

Example <> MR DAVID SMITH WOLVERHAMPTON (wrong way)

ALWAYS SEARCH for existing Entities first before creating new ones

Please note that new files are opened using Formshares which are available on your desktop within the yellow folder called "Formshare Forms".

Do NOT open clients manually

Introduction

Partner is a large database which amongst other things, holds names and addresses for our Clients and anyone connected to them using a unique barcode/reference. (Following GDPR Rules)

On Client Matters you may need to correspond with :-Other Side Solicitors/Estate Agents/Other Side/Courts/Land Registry/Probate Office/Experts/Executors etc. These examples are what Partner call “Entities” including the Client itself, like a large address book.

Entities are sectioned off into different “Lead Types” for example:- Higgs & Sons are a firm of Solicitors so it is connected to Solicitors Practices as their “Lead Type”.

Birmingham District Probate Registry is connected to Probate Registry “Lead Type”

UNDERSTANDING THE DIFFERENCES BETWEEN TYPES OF CLIENTS

1. SINGLE

2. JOINT

3. COMMERCIAL

4. PROBATE

SINGLE CLIENT = 1 Entity

If you have 1 Client, that Client will have 1 Entity Record. The Formshare creates the new Entity and assigns a unique barcode which you can see from the illustration below and highlighted in yellow. You will also see it sets the “Lead Type” as Client:-

JOINT CLIENT - 2 Clients or more

If for example you have 2 Clients (Mr and Mrs), Partner will in effect have 3 Entity Records. 1 Joint Record and 2 individual Records linked to the Joint Record. Mr has his own unique barcode/Mrs has her own unique barcode/and finally both those Mr and Mrs Entities are attached to the Joint Entity which also has a unique barcode.

The Lead Type for the Joint record is “Client Joint” and the 2 individual records of Mr and Mrs should have a Lead Type of “Joint Entity Member”.

You can view Joint Entity Members by selecting the Group tab at the top of the Entity Properties Screen.

Again the Formshare sets all this up for you.

COMMERCIAL – 1 Company + Beneficiary Owners

Similar to the Joint Client set up explained above, you will have 1 Commercial Client Record and individual records of all the beneficial owners of that Company linked to the 1 Commercial record.

So all the beneficial owners will have their own unique barcode which will be linked to the Commercial Entity which will also have its own unique barcode.

The Lead Type for the Commercial Company is “Client Commercial” and the beneficial owners should have a Lead Type of “Corporate Member”.

You can view Corporate Members by selecting the Corporate tab at the top of the Entity Properties Screen.

Deceased Client

When using the correct Formshare to open a probate matter, the file gets opened in the deceased’s name with the Executors being the first point of contact not the deceased.

The system completes the relevant fields with the word “Deceased” in the Name (Index) and the Legal Name fields as these are used within documents.

The Formshare also completes the tick box for “Do not Communicate” thus we can not write to the deceased by accident.

There are two other important areas which are completed by the Formshare which are shown in the screen shots below:-

1. Remove from Marketing.

2. Deceased - date of their death