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Configuring Shared Data

Permissions​

To configure a Shared Data Template, several new permissions have been created:

  • Shared Data Template Access: Ability to access the Shared Data Template domain via the Management icon. This is a requisite permission that must be assigned in order for the other Shared Data Template permissions to be usable.
  • Shared Data Template Create: Ability to create new draft versions Shared Data Templates.
  • Shared Data Template Edit: Ability to edit existing draft versions of Shared Data Templates.
  • Shared Data Template Delete: Ability to delete draft versions of Shared Data Templates.
  • Shared Data Template Approve: Ability to approve draft versions of Shared Data Templates.
  • Shared Data Template Archive: Ability to archive published versions of Shared Data Templates.

Creating a Shared Data Template​

When a Configurator lands in the Shared Data Template screen, they will be able to view the existing Shared Data Templates, which will show the following columns:

  • Name of the Shared Data Template, including the version
  • Status of the Shared Data Template (Draft, Published, Archived).
  • Last Published On.

Configuration Exchange for Shared Data Templates​

Shared Data Templates are supported in Configuration Exchange, allowing Users to import their configuration from a source tenant into their target tenant. Just as they appear in the Management Bar, the "Shared Data Template" filter option will appear under the "Policy" Domain field:

Shared Data Template in Config Exchange

When the User has selected their specified Shared Data Templates and hits "Import", the system will verify that all datakeys defined in the Shared Data Template exist within the Target Tenant. If there are datakeys within the selected Shared Data Template[s] that do not exist in the Target Tenant, the import will fail. This is done as a form of validation, to ensure that the Shared Data Template[s] to be imported will work successfully once imported into the Target Tenant.

Datakeys Not Found in Target Tenant

With this control, it is advised that Shared Data Templates are only imported into a Target Tenant after the successful import of Policy.

When the required datakeys specified in the Shared Data Template[s] are confirmed to be in the Target Tenant, the import will then run successfully. The Shared Data Template[s] can now be used in the Target Tenant.

Successful Import into Target Tenant

The following Journey configuration enables users to share Data and Related Parties among Groups and their Group Members. It is important to note that, similar to Data, all associations must be verifed before they can be shared from Parent > Group > Children in a Group.

Entity Group Flow For Data and Related Party Sharing

The purpose of each of these Tasks is as follows:

1. Manage Group Information: In the Legal Entity Group Journey, Data Sharing can only occur from Parent to Legal Entity Group. Therefore, a User must add a Parent if they wish to inherit Data from the Parent Legal Entity. Note that the addition of a Parent Legal Entity is optional, and data enrichment can occur directly at the Legal Entity Group level through standard Policy Data tasks if this is the desired behaviour. The User must add the relevant Child Legal Entities that the Legal Entity Group should create Journeys for and share the data to. Finally, this Task is essential as it is where the User will select the Shared Data Template to be used for this Journey. This will dictate the Data, Documents and Related Parties that can be inherited from a Parent and shared to the Child Legal Entities.

2. Verify Group Legal Entities: A Legal Entity Group can only inherit Data from a verified Parent Legal Entity. Similarly, a Legal Entity Group can only create Journeys for and share Data to verified Child Legal Entities of the Legal Entity Group.

3. Auto Group Updates: This service Task is the optional step in the Data Sharing process, in the scenario where a User has decided to add a verified Parent to the Legal Entity Group. If a Parent has been defined for the Legal Entity Group, this Task will first check that the Parent's association to the Legal Entity Group is verified. It will then check the Shared Data Template that has been selected for the Journey. The task will then check the datakeys defined in the selected Template, and will pull any values populated on these specific datakeys from the Parent Legal Entity into the Legal Entity Group. This is an automatic action, and requires no action by the User.

4. Verify Legal Entity: The Legal Entity Group can only share Verified Data from the Legal Entity Group to the Child Legal Entities of the Group. Therefore, we must verify the legal entity data of the Legal Entity Group before beginning the sharing of the data to the Child Legal Entities.

5. Legal Entity Group Updates Launchpad: This Task will take the verified Child Legal Entities of the Legal Entity Group, and scope the Journey Type selected in its Task Properties. This will be used to create Journeys for the Child Legal Entities where the Data Sharing from Legal Entity Group to Child Legal Entity can take place.

The inheritance from the Parent Legal Entity to the Legal Entity Group will be instantaneous once the Auto Group Updates task has completed. If there is review required where a Client would wish to see the previous values populated on a datakey versus what has been inherited via data sharing, a "Proposed Changes" or "Conflict Resolution" task can be included in the Journey. Document Requirements included in a Shared Data Template will immediately appear on the Legal Entity Profile of a Group or Child Legal Entity that has undergone the Data Sharing process. When sharing Documents, the Documents will be directly added to the Legal Entity Profile, as we do not have the concept of draft vs verified Documents.

For the Child Legal Entity Journeys that will be created via the Legal Entity Group Updates Launchpad Task in the Legal Entity Group Journey, there is minimal required tasks needed for Data Sharing. The only essential is that the Journey Schema for the Child Legal Entity Journey must contain an "Auto Group Updates" Task. This task will identify the Journey from which the Child Legal Entity Journey was created from, and from this it will identify the Legal Entity Group. Using the same Shared Data Template of the Legal Entity Group Journey, the Task will then pull in the data defined in the template from Legal Entity Group to Child Legal Entity.

Like the Legal Entity Group Journey, data enrichment can still occur alongside data sharing. The purpose of data sharing is to minimise the re-keying of already available information.