Create a new managed Entity

To map your managed Entities, create them from your dedicated module.

Only a administrator of the workspace can create a new managed entity.

The managed entities represent the legal companies of your group. They form the basis of your legal organization in Formality: contracts, counterparties, events and governance are attached to them, with a single source of reliable, up-to-date information (articles of incorporation, officers, shareholders, powers, etc.).

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Why configure a managed entity?

A well-configured entity allows you to:

• attach agreements to the correct legal structure

• centralize and secure legal data

• automate the use of this data in your contract templates

💡 Good to know When you update an entity information (capital, registered office, officers…), your contract templates immediately use the latest recorded data, without manual modification on the templates side.

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Steps to create an entity

1

Create the entity

Before you can manage an entity, it is necessary to create it in the Directory.

• Go to the Directory

• Add a new entity with its basic information

  • Legal name of the entity (must match exactly the official register)

Check that the entered name is accurate : it will serve as a key for theautomatic extraction of data into your contracts

• Country of incorporation (to be able to filter them)

• Permissions (to define who can see this entity)

This entity can then be converted into a managed entity.

2

Go to entity management

From the Directorymenu, open the Entity Management

3

Convert the entity into a managed entity

• Click on “New managed entity” (at the top right)

• Select the entity to convert

4

Fill in the basic information

• Click on the three vertical dots (actions) of the entity to modify

• Select Edit

Fill in the fields corresponding to the information useful to your teams for contracting:

• Legal name (strictly in accordance with the official register)

• Registration number / SIREN / VAT

• Registered office

• Legal form (SAS, SARL, SA, etc.)

👉 This information is used as references in your contracts and templates.

5

Add essential documents

Click on the chosen Entity. Import the KBIS, the articles of incorporation or any other key document.

Need to add custom fields or specific documents? Discover the Entity Studio

6

Save the entity

Once saved:

• the entity appears in your legal mapping

• it can be linked to its contracts, officers and subsidiaries

• its data becomes usable in workflows and contract templates

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Best practices

• Centralize recurring documents from the start to avoid duplicates

• Keep legal information up to date to ensure:

  • reliable contracts

  • continuous compliance

  • zero manual updates to templates

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👉 Once the entity is created, you will be able to:

• attach agreements to this entity,

• define its capital links (subsidiaries, parent company),

• and track its legal obligations (renewals, filings, powers)