Structured data fields are by definition an abstraction of legal language. When in doubt, use citations, the AI chat, and the actual contract text to validate the structured data against your own interpretation. Overview
The Entities extraction identifies the contracting parties in the document and creates entity records in your CRM. Only entities directly involved in the transfer or assignment of music rights are extracted — entities that are merely mentioned or referenced in passing (e.g., a collecting society named in a clause) are not.
Assignees vs Assignors
Extracted entities are split into two cards based on their role in the agreement:
Assignees
The entity receiving rights under the agreement. This is typically a label, publisher, or distributor. An agreement usually has one assignee.
Assignors
The entities granting rights under the agreement. These are typically artists, writers, producers, or rights holders. An agreement can have multiple assignors.
For each entity, the extraction captures:
| Field | Description |
|---|
| Legal Name | Full legal name of the entity (links to CRM profile) |
| Shorthand | How the contract refers to the entity after introduction (e.g., “hereinafter ‘Company’“) |
| Address | Physical or registered address |
| Email | Contact email address |
| Phone | Contact phone number |
| Division Of | Parent company for subsidiaries (e.g., “Label X, a division of Warner Music Group”) |
| Behalf Of | When an entity signs on behalf of another party — stored per contract, not on the entity itself |
| Artists | Artist names the entity represents (e.g., “professionally known as”) |
| Writers | Writer names the entity represents |
| Representatives | Individuals signing for the entity, with their contact details — stored as separate relations in your CRM |
| Codes & Identifiers | CAE/IPI, ISNI, VAT, KVK, BIC, IBAN, and other identifiers (expandable section) |
What’s Shown on the Card
The entity card on the contract detail page shows: name, address, contract relations, and identifiers. The full set of extracted data (artists, writers, representatives, etc.) is stored on the entity’s CRM profile and can be viewed by clicking the entity name.
Automatic Entity Merging
When entities are extracted, Royaltyport automatically checks whether the entity already exists in your project. This prevents duplicates when the same company or individual appears across multiple contracts under slightly different names.
How Merging Works
The system uses a three-step approach:
- Exact match — first checks for an entity with the exact same name. If found, the extraction links to the existing entity immediately.
- Similarity search — if no exact match, generates a normalized representation of the entity (stripping legal suffixes like Ltd/Inc/BV, lowercasing, normalizing contact details) and searches for similar entities using vector embeddings.
- AI evaluation — if similar candidates are found, an AI model evaluates whether they’re truly the same entity. It matches on legal suffix variations, trading names, capitalization differences, and minor typos. It does not match different geographic entities, subsidiaries, or different legal persons.
Parent Entity
When entities are merged, the entity with the most contract references becomes the parent. All other variations point to it. This ensures your CRM has a single canonical record per entity, regardless of name variations across contracts.
The entity shown on a contract’s detail page is always the entity as extracted from that specific contract. The merging happens in the background to keep your CRM clean. Click the entity name to see the canonical CRM profile with data consolidated from all contracts.
Editing Entities
Click the edit icon to:
- Correct entity names or details
- Add missing identifiers
- Link entities to existing CRM contacts
- Update addresses or contact information
