Managing funds in Entities

You can now add and manage information about funds in Diligent Entities. You can create funds using the New Other Entity wizard. For each fund, you can view details on a dedicated page, add entity details, and provide fund-specific information, such as fund managers. Entities records and stores history for each fund.

Search and navigation

You can search and display funds using the All Searches tab.

Search for a fund

You can find the list of all funds in the All Searches > Funds tab.

In the All Searches tab, select Funds.
Select one of the available tabs to specify the type of search you want to run.
Provide the search criteria and select the Search icon to run the search.

View and edit fund information

The Details: Fund page provides all the available information about the fund record.

From the list in All Searches > Funds, select the fund name.
The Details: Fund page opens.
You can edit fund information in one of the following ways:
- To make quick edits to correct fund information displayed in Entities, select Edit, make your changes, and select Save.
- To formally record changes to the fund, select an option from the Wizards menu.

Add a fund

You can create a fund record using the New Other Entity wizard.

Go to All Searches > Funds.
From Wizards, select New Other Entity.
The New Other Entity Wizard window opens.
On the Name and Quick Reference screen, enter a name, select the fund type and provide a quick reference for the fund. Select Next.
The quick reference is the fund's unique identifier in the system. Use the Show me now option to have a quick reference generated or enter one manually.
On the Details screen, select the country and region the fund is resident in. Select Next.
On the Addresses screen, provide the main office address for the fund. Select Next.
You can add or create a shared address or add a one-off address for the fund. Use the Select Address Type icon that comes before the relevant address type to add an address.
On the Management Details screen, provide management details about the fund. Select Next.
Management details are used to assist in record management within the system. The management options listed here can be configured in System Tools > List Manager by the system administrator. Refer to List Manager to learn more.
On the Duplicates screen, check if records for this other entity already exist. Select Next.
The system checks for duplicates based on corporate number and entity name. If it finds entity records with the same or similar name and a different company number, it displays the records as potential duplicates.
On the Extra Details screen, enter more details about the fund. Select Next.
This screen displays any user-defined fields that have been added by the system administrator. Refer to User-Defined Fields (UDFs) for more information.
On the Security screen, select the security groups for the fund. Select Next.
System administrators can add security groups to this screen as required. Refer to Security Groups to learn more.
On the Action screen, select to save the fund as pending or update all records immediately. You can also set up tracking for a pending event.
Select Finish.
The new fund record opens. You can provide additional details as required.

Add and edit fund managers

You can add and manage fund managers through the Fund Manager data library.

View fund managers

To see the list of fund managers:

In the fund record, select Data Library.
From the list of data libraries, open the Fund Manager data library by selecting the Open Data Library icon or the summary. If the data library is not available, you can create it and add the required details.

Create the fund manager data library

If the Fund Manager data library is not available for the fund, you can create it from the fund record.

In the Data Library tab of the fund record, select New.
From Type, select Fund Manager.
Provide a date for the event.
You can now start adding fund managers by selecting the Select Fund Managers icon next to the Fund Managers list.
When you’re done making your changes, select Save.

For more information about data libraries, see Data library.

Add fund managers

You can record information about entities serving as fund managers using the data library.

In the Fund Manager data library for the selected fund, select Edit.
Select the Select Fund Managers icon next to the Fund Managers list.
The Select Entities Wizard window opens.
Search for the entity you want to assign as the fund manager. You can add multiple fund managers.
When the list of fund managers is complete, select Finish.
The list of fund managers updates to display the selected entities. You can view this list in the Data Library tab.
Select Save.

Edit fund managers

To change or remove fund managers, use the Fund Managers data library.

In the Data Library tab of the fund record, select the Fund Managers library from the list.
Select Edit.
Make changes to the list:
- To remove a fund manager, select the Clear Selected Entity icon next to their name.
- To add a fund manager, select the Select Entities Wizard icon next to the Fund Managers list.
When you’re done making changes, selected Save.

Managing fund ownership

In the Ownership tab, you can view and manage ownership information, for example, corporate relationships or group structure for the fund.

Add corporate relationships

You can record fund-specific corporate relationships.

For more information on corporate relationships, refer to Create Corporate Relationships.

Open the fund record and go to Ownership > Corporate Relationships.
Select Wizards > Corporate Relationship Wizard.

In the Corporate Structure section, select the type of structure, then select what the structure is based on.

If the relationship should display as part of a user-defined, non-legal structure, select the User-Defined Group Structure option. In this case, you can't view the relationship together with the usual shareholdings, it only appears as part of that custom structure and does not display in legal structures. Administrators can set up user-defined group structures as required in System Tools > List Manager > Corporate Structures. Refer to List Manager for more information.
Select the Legal Group Structure option to ensure that the relationship appears in your hierarchy together with the share-based ownership.

If you select the legal group structure option, you need to specify if the relationship is based on votes, capital contribution or both or whether it is based on alternate control. Refer to the following table for more details about each option.

Legal Group Structure Option	Description
Legal Voting Structure	Ensures the relationship is displayed when generating group structures based on voting weighting but is not displayed when producing structures based on capital weighting.
Legal Capital Structure	Ensures the relationship is displayed when generating group structures based on capital weighting but is not displayed when producing structures based on voting weighting.
Both Voting and Capital	Ensures the relationship is always displayed, that is, when generating group structures based on votes and when generating group structures based on capital.
Alternate Control	Alternate control enables users to display the control one group entity or parent undertaking has over another group entity or subsidiary undertaking in a legal group structure where the parent-subsidiary relationship does not exist through majority voting rights.

In the Corporate Relationship section, select one of the fund-specific types of corporate relationship that you want to record.
In the Select Left Person section, specify the parent entity in the relationship.
You must specify the companies or other entities on either side of the relationship type you selected in the previous step. These are termed the left side and right side of the relationship. The left side of the relationship is typically a parent entity and the right side of the relationship is typically a subsidiary entity. Both sides of the relationship default to the company you are in.
In the Select Right Person section, specify the child entity in the relationship.
In the Control section, specify the details of the relationship, such as the percentage of the amount of control the left entity has over the right, the date the relationship started, and select a method of control and a priority. Select Next.
The priority you select determines the position of the parent entity in the group structure, that is, when entering partnerships or joint ventures it establishes which parent should show higher up in the group structure. The description you provide appears in the group structure.
On the Action page, specify whether you want to save the event as pending or update all records immediately, then select Next.
In the Tracking section, you can assign the event to a specific user and add a reminder. Refer to Pending events to learn more.
On the Documents page, select the documents you want to generate for the event and select Finish.

The relationship is now listed on the Corporate Relationships page. If you selected the Both Voting and Capital option when creating the relationship, the corporate relationship is listed under both Legal Voting Structure and Legal Capital Structure.

Group structure

In the Ownership > Group Structure tab, you can view fund ownership information in a hierarchical format.

On the Ownership > Tree Walker page, you can view the immediate parents and subsidiaries of the fund and easily navigate through the group structure. To walk up or down the structure, select the name of the parent or subsidiary to reveal its immediate parents and subsidiaries.

For more information, refer to Group Structure.

Compliance

Go to the Compliance section to view pending events, review validation errors and enter accounting dates and more.

For more information, refer to Compliance.

History

The History option gives you a summary view of changes made to the fund.

For more information, refer to Entity history.

Data library

The Data Library is a repository where you can record additional information about the fund and record information about fund managers.

For more information, refer to Data library.

Documents

The Documents option gives you access to working documents, form fills, and electronic filing documents stored in Entities for the fund.

For more information, refer to Documents.

Reports

Access a wide variety of reports that capture almost any piece of information stored about the fund.

For more information, refer to Reports.