Skip to main content

​
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. CRM Entities

​
Entity Information

​
Core Fields

FieldDescription
NameEntity name
EmailContact email address
PhonePhone number
AddressBusiness address
Reminders EnabledWhether to receive reminders for this entity

​
Identifiers

Entities support flexible identifiers as name/value pairs. Common examples:
Example NameDescription
VATVAT registration number
IBANBank account number
Company NumberCompany registration number
Tax IDTax identification number
You can add any identifier type relevant to your business.

​
Associated Data

FieldDescription
ArtistsArtists associated with this entity
WritersWriters associated with this entity
RelationsContact persons at this entity
ContractsContracts where this entity is a party
StatementsRoyalty 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:
ViewDescription
View by EntitiesLists all entities with their associations
View by ArtistsGroups 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

Core entity information including name, contact details, and identifiers.

​
Adding Entities

​
From Contract Extraction

Entities are automatically added when contracts are uploaded:
  1. Upload a contract to Smart Drive
  2. AI extracts party information
  3. Entities are matched to existing records or created new
  4. Review and verify details
Entities are primarily extracted from contracts. All entity data flows from your contract processing.

​
Editing Entities

1

Open Entity

Navigate to the entity detail view.
2

Click Edit

Click Actions → Edit in the banner.
3

Make Changes

Update entity information including:
  • Name
  • Address
  • Email
  • Phone
  • Reminders Enabled
  • Identifiers (add, edit, or remove)
4

Save

Click Save to apply changes.

​
Managing Identifiers

Identifiers are flexible name/value pairs for tracking business identifiers:
1

Open Entity Edit

Navigate to the entity and click Actions → Edit.
2

Add Identifier

Click Add next to Identifiers.
3

Enter Details

Enter a name (e.g., “VAT”, “IBAN”) and the corresponding value.
4

Save

Click Save to store the identifier.

​
Smart Linking & Deduplication

​
Automatic Matching

When contracts are processed, entities are automatically matched using:
  1. Exact Name Match - Direct name comparison
  2. Embedding Match - Semantic similarity using AI embeddings
  3. 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
The system automatically merges duplicates when confident, preserving all data from both records.

​
Viewing Merge Reasoning

When entities are automatically merged, you can view the AI’s reasoning:
1

Open Parent Entity

Navigate to the primary entity record.
2

View Entity Links

Scroll down to the Entity Links section to see merged records.
3

View Reasoning

Hover over the lightbulb icon next to any merged entity to see why the AI determined they were the same company.
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:
1

Open Parent Entity

Navigate to the primary entity record.
2

View Entity Links

Find the Entity Links section with merged records.
3

Click Unmerge

Click Unmerge next to the incorrectly merged record.
4

Confirm

The entity becomes independent again and appears in the main entities list.

​
Bulk Actions

Enable edit mode by clicking the bolt icon to perform bulk operations:
  1. Click the bolt icon to enter edit mode
  2. Select entities using the checkboxes
  3. Perform bulk actions on selected entities

​
Integrations

​
Managing Integrations

Administrators can link entities to external systems:
1

Open Actions Menu

Click the three-dot menu next to the bolt icon.
2

Select Manage Integrations

Click Manage integrations.
3

Link Entities

Connect entities to external payee records.
Integration management is only available to administrators.

​
Deleting Entities

1

Open Entity

Navigate to the entity you want to delete.
2

Click Actions

Click Actions in the banner.
3

Select Delete

Click Delete and confirm the action.
Deleting an entity is permanent and cannot be undone.

​
Best Practices

Include VAT numbers, IBANs, and other business identifiers for better record keeping.
Check the Entity Links section to verify AI-merged records are correct.
Maintain current email, phone, and address for smooth communication.
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.