Company Records – Track & Customize Key Business Data

The Company Records feature lets you easily track and manage customized legal or operational records—like leases, licenses, and patents—directly within your governance platform. This makes your legal data centralized, flexible, and easier to manage ✨

☝ What Are Company Records?

A Company Record is a structured business object (like Bank Accounts, Licenses, or Construction Permits) linked to a legal entity. Each record is configurable, with its own set of fields, and helps your team manage information that’s critical to your business.

• ❤️ Designed for non-technical teams—no IT needed
• ✅ Fully integrated in your entity profile
• ✍ Customizable fields & attachments
• ⚠️ Limit of 3 custom records per tenant (excluding Bank Accounts)

✅ How to Set Up Company Records

1. Create a New Record Type (Record-Entity)

1. Go to Configuration → Data Customization → Records
2. Click Add Record
3. Enter a name (at least in one language)
4. Click Confirm

Each record will include default fields like:

• Name (required)
• Added on (auto-calculated)
• Updated on (auto-calculated)

⚠️ If you've reached the limit of 3 custom records, the Create Record button will be disabled with a tooltip message.

✍ Adding Custom Fields to Records

2. Add Fields to a Record

1. Navigate to Configuration → Data Customization → Fields
2. Click New custom field
3. Choose a Record entity under the “Records” section
4. Select the field type (Text, Date, Number, etc.)
5. Set options like Mandatory, Historizable, and Multiple as needed

✋ Note: You can’t assign categories to record fields, and you cannot create a field of type “Entity → Record”.

⭐ Using the Company Records

3. Viewing and Managing Records

Go to [Your Company] → Records. Click on a record type to see its items in a table view.

• ✔️ Quicksearch and export to Excel
• ✔️ Inline editing and reminders
• ✔️ Filter, customize columns, and save views

4. Add a New Record Item

1. Click the + Add button in the record's page
2. Fill out:
   • Information – like the record name and custom fields
   • Attachments – documents linked to the company folder
   • Extra info – any additional structured data
3. Click Confirm

❌ Deleting Records & Fields

Deleting a Field

• Same flow as any other custom field deletion
• Confirmation sentence required

Deleting a Record-Entity

• ⚠️ All items and fields linked to the record are permanently removed
• User must confirm by typing: “I agree to delete all associated data previously saved in this record”

Warning: This action cannot be undone.

? Permissions Overview

Access to record configuration and item creation is controlled by role-based permissions:

• View records: Reader role with company access
• Create/edit records: Contributor with edit rights
• Delete record items: Contributor with edit rights

Configuration is limited to Admin roles, similar to Data Customization rights ⚖️

? Reporting & Integrations

• Records appear in Company Reports as linked content
• You can filter, search, and display custom fields as report columns
• Public API support available for CRUD operations

✨ Tips & Best Practices

• ☝ Use clear and consistent naming for your custom records
• ✂️ Delete old or unused records with care—this action is irreversible
• ⛅ Use reminders for time-sensitive fields like permit expiry dates
• ✅ Attach relevant documents (e.g. scanned permits) for full context

❓ Frequently Asked Questions

How many records can I create?

Up to 3 custom records per tenant (not counting “Bank Accounts” which is now a system record)

Can I bulk import record items?

✅ Yes, using Excel templates—ideal for migrations or batch data entry

Can I edit or delete records later?

Yes. But deleting a record is a permanent action and will remove all associated data

? Summary

The Company Records feature makes your legal data work for you—not the other way around. With fully customizable fields, permission-based access, and seamless integration across the suite, it’s a powerful tool to centralize and simplify corporate record keeping ⭐

Need help? Contact support or your Customer Success Manager anytime ✌