Correcting shareholder data

Overview

Corrections are made in place on the shareholder's detail page, field by field, rather than by reopening a creation form.

There is no separate save-the-whole-record step. Each field is its own small edit, which makes single corrections quick and makes it obvious what you changed.

What you'll learn

• How to edit a shareholder record

• Why names are worth correcting promptly

• Why a correction does not reach documents already generated

• The two places a name is stored, and why to check both

Before you start

Nothing to prepare. You will need Editor access or above on the project.

Steps

1. In the project navigation, open Shareholders. On the shareholders table, select the shareholder you want to correct.

2. On the detail page, click the field you want to change — the displayed value is the control.

3. Edit the value.

4. Confirm with the tick. The change saves immediately and the new value appears.

What is worth correcting, and why

Spelling and formatting of names. A misspelled surname, a missing accent, an inverted first and last name. Worth doing promptly, because names propagate into generated documents — a name wrong here becomes a name wrong on a legal document.

Contact details. Email and phone matter more than they look: the email is where invitations go, and the phone carries the signature verification code. Correcting them is often the fix when someone "never received anything".

Identity information. Date and place of birth, address, nationality. Note that a participant's own KYC submission is a separate record — correcting the shareholder record is not the same as amending a completed check.

Corrections do not reach backwards

Correcting a shareholder does not retrospectively correct a document generated from the old value.

If a document has been generated, correct the source and regenerate. If it has already been signed, that is a conversation with your advisers rather than a data fix.

A name lives in two places

A shareholder carries a name in the contact section — the person empowered to act — and in the identity section — who the shareholder is. For an individual, these are the same human, so the same name is entered twice.

When correcting, check both. Fixing one and leaving the other is how a record ends up disagreeing with itself, and which one appears in a given document or email is not obvious from the outside.

Correction or change of fact?

Worth distinguishing, because the consequences differ.

A misspelling is a correction — the record was always meant to say the new value.

A shareholder who has genuinely changed address, or whose representative has changed, is a change of fact. If a KYC check was verified against the old information, someone should decide whether that check still stands. That is a compliance judgement rather than a data edit.

Common problems

A shareholder does not appear in a company. Check the company assignments before assuming anything is broken.

Someone reports never receiving an invitation. Check the email on the record, correct it, then re-invite. This is the most common false alarm.

A generated document carries the old value. Regenerate it.

The change is large. Several fields wrong across several shareholders usually means the import file was wrong. Correcting by hand is slower and less reliable than re-examining the source.

Related

• A4.2 — Adding a shareholder · where the two name pairs are captured

• A4.6 — Shareholder bulk import: running it · when the correction belongs in the file instead

• A3.5 — Company details · the same principle, for companies

• A8.6 — Subscription process: generating and reviewing documents · regenerating after a correction