Overview
Entities represent the companies and organizations you work with in the music industry. This includes labels, publishers, distributors, and more. Entities are automatically extracted from contracts and can be linked to artists, writers, and relations.Entity Information
Core Fields
| Field | Description |
|---|---|
| Name | Entity name |
| Contact email address | |
| Phone | Phone number |
| Address | Business address |
| Reminders Enabled | Whether to receive reminders for this entity |
Identifiers
Entities support flexible identifiers as name/value pairs. Common examples:| Example Name | Description |
|---|---|
| VAT | VAT registration number |
| IBAN | Bank account number |
| Company Number | Company registration number |
| Tax ID | Tax identification number |
Associated Data
| Field | Description |
|---|---|
| Artists | Artists associated with this entity |
| Writers | Writers associated with this entity |
| Relations | Contact persons at this entity |
| Contracts | Contracts where this entity is a party |
| Statements | Royalty statements from or involving this entity |
Viewing Entities
List View
The entities list shows:- Entity name
- Associated artists
- Associated writers
- Associated relations
- Linked status (if integrations are configured)
- Merge badge showing consolidated records
Views
Switch between two views using the dropdown:| View | Description |
|---|---|
| View by Entities | Lists all entities with their associations |
| View by Artists | Groups entities by their associated artists |
Sorting
Click the Sort button to toggle between ascending and descending order by name.Entity Detail View
Click View on any entity to see full details:Tabs
- Details
- Contracts
- Statements
- Artists
- Writers
- Relations
- Timeline
- Balances
Core entity information including name, contact details, and identifiers.
Adding Entities
From Contract Extraction
Entities are automatically added when contracts are uploaded:- Upload a contract to Smart Drive
- AI extracts party information
- Entities are matched to existing records or created new
- Review and verify details
Entities are primarily extracted from contracts. All entity data flows from your contract processing.
Editing Entities
Make Changes
Update entity information including:
- Name
- Address
- Phone
- Reminders Enabled
- Identifiers (add, edit, or remove)
Managing Identifiers
Identifiers are flexible name/value pairs for tracking business identifiers:Smart Linking & Deduplication
Automatic Matching
When contracts are processed, entities are automatically matched using:- Exact Name Match - Direct name comparison
- Embedding Match - Semantic similarity using AI embeddings
- AI Semantic Matching - Fuzzy matching for name variations (e.g., “Sony Music” vs “Sony Music Entertainment Inc.”)
AI-Powered Deduplication
When a potential duplicate is detected, the AI evaluates:- Name similarity and legal variations (Ltd, Inc, GmbH, etc.)
- Address and contact information overlap
Viewing Merge Reasoning
When entities are automatically merged, you can view the AI’s reasoning:View Merged Records
On the Details tab, scroll down to see merged records (entities that were consolidated into this one).
When clicking on a merged entity from anywhere in the platform, you’ll be automatically redirected to the parent (primary) entity record.
Unmerging Entities
If entities were incorrectly merged:View Merged Records
On the Details tab, find the merged records (entities consolidated into this one).
Agreement Timeline
The Timeline tab shows an AI-generated chronological view of all agreements involving this entity. For a full description of what the timeline shows and how it works, see Agreement Timeline. That page also explains how the Agreement Timeline differs from IP Groups and IP History.Entity Balances
The Balances tab shows an AI-generated financial balance overview for the entity, derived from its contracts.What is shown
| Element | Description |
|---|---|
| Consolidation Summary | An expandable card at the top that explains how balances from multiple contracts were grouped and consolidated |
| Balance items | Individual balance entries, each with a title, linked contracts, and AI reasoning |
| Linked contracts | Clickable badges showing which contracts each balance was extracted from — click to open the contract |
| Reasoning | Expand the reasoning section on each balance item to see how the AI arrived at that balance |
Balances are automatically generated by AI from your contracts. They are not available for the project entity — only for companies and organizations you work with.
Bulk Actions
Enable edit mode by clicking the bolt icon to perform bulk operations:- Click the bolt icon to enter edit mode
- Select entities using the checkboxes
- Perform bulk actions on selected entities
Integrations
Managing Integrations
Administrators can link entities to external systems:Integration management is only available to administrators.
Deleting Entities
Best Practices
Add identifiers
Add identifiers
Include VAT numbers, IBANs, and other business identifiers for better record keeping.
Review merged records
Review merged records
On the entity Details tab, verify AI-merged records are correct.
Keep contact info updated
Keep contact info updated
Maintain current email, phone, and address for smooth communication.
Enable reminders
Enable reminders
Turn on reminders for entities with important contractual obligations.
Next Steps
Artists
Learn about managing artists and performers.
Writers
Learn about managing songwriters and composers.