Legisway Essentials Knowledge Center

Latest update: May 2019

User Manual

New Orgchart

Page | 2

Preface With this manual you will gain a basic understanding on how Legisway Essentials is structured and how this impacts the way you use the entire system. Following this manual in order will allow you to quickly start using the New Orgchart in your system. Editor or an Administrator access is required to make use of these instructions. Please contact your Legisway Essentials Administrator if you do not have a username and password. If you require further assistance with logging in, please contact Legisway Essentials Support.

Page | 3

Table of contents

1 Introduction 4

2 Legisway Essentials Best Practice 5

3 Layout & Functionalities 6

3.1 Opening the Org-chart 6 3.2 Top Menu 7 3.3 Org-Chart Area 8 3.3.1 Node options 9 3.4 Left Menu 10

Page | 4

1 Introduction

A new and improved org-chart has been developed in collaboration with Legisway Essentials users. This

collaboration has resulted into valuable feedback and more tools to report on ownerships structures across

entities.

The new org-chart will be released in May and become available to all users with a standard data model. This

manual will explain the new layout and functionalities in more depth.

Page | 5

2 Legisway Essentials Best Practice Before you can start populating your system, it is important to know that each of the Cases within Legisway Essentials is always based on a 3-layer data model. In order to get an idea of this model, a simplified Entity Relation Diagram (ERD) is presented below. It is important to become familiar with this logic since it will help you to populate your system correctly. This image below is an example of a relationship model of the information types within the Legisway Essentials database (figure 2). Any ‘Dossier’ information type will be directly linked to a Group Company. This links the dossier to the corporate information, which may already be present in your system. Any dossier will automatically be linked to ‘Documents’, ‘Risks’, ‘Tasks’ and ‘Notes’. All are ‘Content’ information types. A design is always based on a 3-layer data model: Entities, Dossier and Content.

Figure 2: Entity Relation Diagram Specific Sub-types may be used to provide a single line in reporting, but allow for separate access and/or entry fields. E.g. a Case may have subtypes: Claims and Projects.

Page | 6

3 Layout & Functionalities

3.1 Opening the Org-chart The new org-chart functionality can be found by selecting a specific Group Company with shareholdings and

subsidiaries. To open the org-chart of the selected Group company, click on Organigram in the right menu as

shown below:

Next, the new org-chart layout will appear and consists of 3 different areas with distinct features:

1. Top menu

2. Org-chart Area

3. Left menu

Page | 7

3.2 Top Menu The new top menu has adopted a more user-friendly design and displays the name of the group company

which the org-chart is based on. Due to numerous requests from clients, the top menu now allows users to

easily undo changes that have been made while providing more possibilities to save certain structures:

Example 1: Top bar variation

Example 2: Top bar variation

Button Explanation

Undo Can be used to undo the last change e.g. moving entities or hiding entities. The undo button

will appear when a change has been made on the org-chart.

Back The back button can be used to go back to the previous org-chart once navigated to another

org-chart.

Search The search bar can be used to search for entities and automatically highlight them in the chart.

Save Users can save multiple personal templates in the system. The templates will only be visible to

the user that saved it.

This can be done using the save button in the top right corner. The system will ask for a title of

the template prior to saving it in the ‘Template’ section on the left menu.

Save as

default

Save the current org-chart structure for all users of the system by clicking the save as default

button. The next time a user who clicks on the org-chart will be presented with the latest

structure that was saved.

Close org-

chart

Closing the Orgchart will lead you back to the homepage of Legisway Essentials

Page | 8

3.3 Org-Chart Area

The Org-chart Area consists of several ‘nodes’ that represent group companies, external companies or persons.

The highlighted node is the group company which the org-chart is created for. All entities are connected by

lines that illustrate the type of relation between the different companies. Furthermore, financial interests are

displayed as well as dotted circle icons that allow you to change the orientation of the org-chart with a simple

click.

Type of line Explanation

Black straight lines Indicate (top-down) a direct shareholding from a parent group company to

subsidiaries.

Blue lines Show the consolidated shares an entity owns indirectly

Black dotted lines Illustrate partnerships between companies

Group entities Users can group entities by dragging a node to the bottom right corner until a drag

and drop box appears. Dropping an entity in the box will create new groups.

Removing all entities from a group will remove the group.

Dotted circle Can be used to change the orientation of the org-chart to: horizontal, vertical, left,

right or close/hide the underlying subsidiaries. (as illustrated below)

Page | 9

3.3.1 Node options

Double-clicking a node will result into a new org-chart of that specific entity. However, when placing the cursor

on a specific subsidiary without clicking the company (hovering), 3 icons will appear which will allow you to

modify the nodes:

‒ Lock icon: to anonymize a node by turning it grey and hide its name. Simply click the lock icon to show

the hidden entity again as illustrated above.

‒ Eye symbol: to hide an entity and its node from the Org-chart. This can easily be undone through the left

bar functionalities which will be discussed on page 6 of this manual.

‒ Cursor icon: to drag a node left or right on the same level in the Org-chart. This will allow users to re-

organize subsidiaries and apply a preferred order. An alternative method to move entities is by holding

SHIFT while dragging/ dropping nodes.

‒

Additional details Explanation

Indirect share information Shown when hoovering on blue lines as shown in the images above this table

Financial interest The percentage shown on a line between nodes

Voting interest Shown when placing the cursor on the financial interest

Page | 10

3.4 Left Menu

Functionality Explanation

Date Select a date through the calendar to retrieve the ownership structure on that specific

date

Templates Shows saved personal org-charts which are not visible to other users

Overall

orientation

Decide the overall orientation of the complete org-chart ‘E.g. show shares horizontally or

vertically’

Colour filters Color code entities based on business unites, countries or a specific group company field.

Not all group company fields will be visible because only list and description fields are

currently supported. As for the default colors, these can be changed by clicking on the

color icon.

Hidden

entities

List of all hidden entities which are excluded from the Orgchart. Click on the eye symbol to

unhide entities.

Fields

management

Allows you to add or remove additional group company information to nodes (e.g. a VAT

number or entity code).

Share options Export the org-chart in SVG or PDF.

Indirect shares Indirect shares are shown as blue lines by default, but there are alternative ways to

present these shares in the org-chart. One option would be to hide them, or choose

“Show all as fields” to show them underneath nodes.

Anonymize

entities

Anonymize entities will anonymize all entities by hiding the: entity icon, entity name and

the linked financial share %.

Org-chart

manual

Quick manual including the most important instructions on using the org-chart