- Always search the database in OneView to ensure the client doesn’t already exist
- Search for all parts of the client’s name – first names and surname
- Search for the address and/or phone number
On the Home tab, click ‘New’ in the Party section
Select the Party Type to be created from the dropdown menu - leave the tick on to create a Client, untick to create a Non-Client
The screen will change for different entities, for example if ‘Individual’ is selected the screen will display as below
- When creating an individual, select ‘Full Name’ and enter the details here to ensure the correct format is used
- When ‘OK’ is clicked, the screen will auto-populate
- The ‘File As’ field is how this client would be searched in OneView and how the client shows on reports
When creating a Client, a Client Team must be added - a Non-Client does not require a Client Team, but can be added if desired.
- Select ‘Edit Team’ - the ‘Select Team Members’ box will appear
- Right-click on a ‘Candidate’ and select ‘Make Member’ or ‘Make Member & Supervisor’ or double-click to select – there can be multiple team members
- Ensure there is a Client Author (Supervisor)
- Click ‘Save & Close’
Addresses / Phone Numbers / Email
- Click on the green plus to add
- Select the ‘Type’ of Address/Phone Number/Email
- There can be multiple Addresses/Phone Numbers/Email addresses – use the ‘Note’ field to name for example a business email address and a personal email address
NOTE: In each section, one Address/Phone Number/Email must be marked as ‘Main.’
Related Parties
Relate and affiliate other client parties from the database, click the green plus to add, then search by typing in the name. Choose from the list or use the green plus at the end to add a new client/non-client party
Choose how the parties are related/affiliated from the dropdown list. An Affiliation type relationship is indicated by “(Aff).”
Referral Details
Select the referral type from the drop-down list. These are set up in the Administration Tab > Manage Codes > Party Referral Types.
Financial
- Select the Commission rate for IBD
- Select the Default Time Rate for the client
- Record a Bank Account Number/Name
- Set Account Rendered defaults
- Select the Invoice Payment Terms
- Default A/R Contact Party
Tax & Residency
Record the IRD number or numbers here and the tax rate
(Use the green plus to add a second IRD number)
AML/CFT Requirement
- On-boarding (choose from the dropdown menu)
- Nature & purpose of business relationship
- PEP Status (for an individual)
- AML/CFT status
Personal Information (only for individual clients)
- Occupation
- Employer
- Date of Birth
- Date of Death
Client Categories
Clients can be placed into firm-specific categories for reporting purposes (options available on Client & Party Master List and Matter Master List). These are set up in the Administration Tab > Manage Codes > Client Categories. Available categories will be displayed; choose from the dropdown.
NOTE: Categories can be set to ‘Optional’ or ‘Required.’
Then click ‘Save & Close’ or ‘Save & New Matter.’