Navigation:  How to Create and Link Entities > Entity Maintenance Screen

This screen is found under CIS in the tree view.

 

This screen is used to maintain entity information from the CIS system. On the CIM GOLD CIS screens, entities are single units that contain data and functionality. Entities can be any of the following:

 

•Account (loan, savings, certificate, or checking account)

•Affiliation (institution-defined groupings that show the total dollar amount customers have at your bank)

•Bank card(ATM, check guarantee, or debit card)

•Bankruptcy (Bankruptcy entities link to the Loans > Collections > Bankruptcy Information screen.)

•Group(combined statement, combined analysis, or combined earnings checks)

•Institution info (the bank's name, address, and phone numbers)

•Location (physical, property, or residence address)

•Mailing label (the address to which notices, statements, and forms will be sent)

•Organization

•Person

•Phone number

•Retirement plan (a group of retirement accounts tied together)

•Safe deposit box

•Special text (additional information that cannot be added with any other field or entity in CIS)

•Stock Certificate

•Trust (name on a trust)

•UCC (UCC entities link to the Loans > UCC screen.)

•Web Security. Web credentials are not linked to any entity. Web credentials and some information about the user will show in the search results if you search by a person (based on SSN) and that person has Web access. (Organizations do not show this information.)

 

See the following sections:

 

Creating and Editing Entities

Deleting Entities

Performing Searches

Wild Card Searches

 

Creating and Editing Entities

 

You can create or edit an entity using the screen for that kind of entity. The main Entity Maintenance screen contains links to these editing screens.

 

To create an entity:

 

1.Click the arrow next to the button at the far bottom-right corner of the screen.

 

 

2.Select the appropriate entity type from the pop-up list.

 

A new screen opens where you can enter information about the new entity. For example, if you select "Create Location" on the pop-up list, the Location entity screen opens.

 

3.Enter information for the new entity on the screen that opens.

4.Click <Save Changes>.

5.To go back to the main Entity Maintenance screen, click <Return> at the bottom-right corner of the screen.

 

To edit an entity:

 

1.Click <Edit Selected Entity> at the bottom-right corner of the screen.  

 

A new screen opens that can be used to edit information about the entity highlighted in the Search Results/Related Entities list view. For example, if the highlighted item is a location, then clicking <Edit Selected Entity> will bring up the Entity Maintenance Location screen.

 

2.Make changes on the screen that opens.

3.Click <Save Changes>.

4.To go back to the main Entity Maintenance screen, click <Return> at the bottom-right corner of the screen.

 

 

Deleting Entities

 

To delete an entity selected in the list view, click <Delete Selected Entity>. However, there are a few entities you cannot delete unless you unlink them first and some conditions are checked on other entities, as detailed in the list below.

 

1.A Person, Organization, Trust, or Institution Information entity (CSPN, CSOG, CSTE, CSIA) cannot be deleted if it is:

a.IRS owner on an account;

b.Linked to a retirement plan;

c.Linked to an open card;                        

d.Linked to a safe deposit box;

e.Linked to a combined group.

2.An Account entity cannot be deleted unless it is unopened or available.

3.A Location entity cannot be deleted if it is a property address to an account.

4.A Location entity that appears in a mailing label cannot be deleted unless you remove it from the mailing label.

5.A Card entity cannot be deleted unless it is closed.

6.A Special Text entity cannot be deleted if it has any entities linked to it.

7.Retirement Plan, Safe Deposit Box, Mailing Label, and Combined Groups must be deleted from the Entity Maintenance screen for these entities.

8.There are no exceptions for deleting Phone and UCC entities.

9.Web Security can be deleted manually from the User Profile screen.

 

 

 

Performing Searches

 

The following describes procedures for performing the various types of searches.

 

•Account Number. To search for an account number, enter a valid account number in this field. Enter the office number followed by a space and then the account number. Click <Search by Account> to execute the search.

 

The check digit may be omitted, but if it is entered it must also have a space before it. Example: 01 1233445 02. Leading zeros can be omitted if there is a space between the branch and account number. For example, to search for account number 01 000210 5, you can enter "1 210." If you want to enter the full account number without spaces, you must add enough leading zeros in the Search field to match the longest deposit or loan account lengths as defined in your institution options (ADGT, Number of Digits in Deposit Account Number; LANB, Number of Digits in Loan Account Number). For example, if your deposit account number length is 7 and your loan account number length is 6, you must add an extra zero to search for loan accounts.

 

If your institution uses an Account Identifier, which is a node setting on your institution, you can search for this identifier using the Account field. Alpha characters are allowed in the field. The identifier is not used for access on CIM GOLD screens. When searching for an account number that is tied to an Account Identifier, it will display in parentheses next to the account number in the search results. You navigate in CIM GOLD with the account number.

 

•Affiliation. Affiliation searches can be used to search for affiliation entities that have been previously set up in CIS. The affiliation entity is used to create a main record for customers who have several loan or deposit accounts at your bank under different names. The name of the affiliation is defined by the institution. You do not have to enter complete words in the search field, but you must enter at least one character in the field to perform a search.

 

•Alt Cust Id Number. This search is only available for institutions that are using Institution Option AITX, Alternate Customer ID Number. IRS Form 1042-S requires that each customer must be assigned a unique identifier that cannot be the tax ID number. This field can be used as an alternate key for looking up people, organizations, or trusts in CIS. If you search by the number in this field, you will find a list of people, organizations, and trusts, similar to current searches by name, phonetic name, and customer ID. So other entities throughout the system will continue to be linked to people, organizations, and trusts and not to an Alternate Customer Number directly.

 

•Bank Card. To search for a bank card, enter at least the first digit of the number. These numbers are compared to the first digits of all bank card numbers. Click <Search by Bank Card> to execute the search.

 

•Customer Number. Customer number searches are used to find a customer by the Social Security number or ITIN, employer identification number, or customer identification number. One of these numbers must be attached to a person to locate them using this search. You must enter at least one digit of the number in the field; these numbers are compared to the first digits of the customer number. Click <Search by Customer Number> to execute the search.

 

•Institution Info. Enter at least one character in the Search field, then click <Search by Institution Info> to display the name of the institution in the Search Results list view. 

 

Your institution needs to set up the following:

•an address and a telephone number for your deposit department's IRS forms and for your loan department's IRS forms;

•an address for the PMI Reserve Analysis form. 

 

•Mailing Label. To search for a mailing label, enter at least the first character/digit of the name or address. CIM GOLD reads the search from left to right. For example, 155 Beach St. can be found by searching for "155" but not "beach." Click <Search by Mailing Label> to execute the search and all possible matches will be displayed.

 

•Name. Name searches search for the names of people, organizations, trusts  and also special text.

1.To search for a person's name, enter the beginning letters of the last name.

2.To search for the name of an organization, enter at least the first letter of the name of the organization.

3.To search for a trust, enter at least the first letter of the name associated with the trust.

4.To search for special text, enter at least the first letter of the special text.

 

The Security Management option is set in FPS PC Applications #02 CIS ACCESS TO EMP/OFFCR NAME. "N" means no access. "I" and "F" will allow the viewing of this data.

 

•Phone Number. To search for a phone number, enter at least the first digit of the number in this field. This number is compared to the first digits of the phone number, excluding the area code. Click <Search by Phone> to execute the search and all possible matches will be displayed.

 

•Phonetic Name. Phonetic name searches can be used when you are unsure how a name is spelled. Enter at least one character according to how you think the name is spelled. Click <Search by Phonetic Name> to execute the search and all possible matches will be displayed.

 

•Safe Deposit Box. To search for a safe deposit box, enter a valid safe deposit box number in this field. Enter the office number followed by a space and then the box number. Leading zeros can be omitted if there is a space between the branch and account number. For example, to search for box number 01 210, you can enter "1 210." Click <Search by Safe Deposit Box> to execute the search.

 

•Web Security: To search for Web user information, enter a valid Social Security number for a person and click <Search by Web Security>. If the owner has a Web logon, you can view some of the Web credentials, and you can double-click on that information to view the User Profile screen. (Organizations do not show this information.)

 

 

 

Wildcard Searches

 

With a few exceptions (explained below), you can perform wildcard searches by entering an asterisk (*) for any data that can vary in the results. The wildcard search is available anywhere a search is used in CIS. This function searches both the first and second address lines in CIS, unlike a regular search that only searches the first address line.

 

Examples

 

The following table shows what you could enter to find the results you want using wildcard searches.

 

 

 

Exceptions

 

Certain types of searches operate differently from the rest. These exceptions are explained below.

 

•Search by Account: A regular account number search must be an exact match for both office and account number. However, in a wildcard search, only the account portion of the account number is matched. You cannot match the office number when using a wildcard search.

 

•Search by Institution Info: This search returns all CIS entities that belong to the bank itself—the search text, whether it includes wildcard characters or not, has no effect on this search.

 

•Search by Phone: A phone number is searched differently depending on the number of digits you enter. It matches on the prefix and main number first and then on the area code. For example, for the phone number 801 373-8518, if you enter 3738518 you will find it. If you enter 83738518 you won’t, because it will then be looking for area code 8. If you match a sequence of digits anywhere in the phone number (for example, *503*), the match is always done in area code, prefix, and number order. This example will match area code 503 numbers, but it would also match the phone number 405 038-1234.

 

•Search by Phonetic Name:  Wildcard characters have no effect on this search. This search returns all names that sound like what you type. For example, the search for "craft" returns name that start with "Craft," "Kraft," "Croft," "Grove," and others that may sound similar.

 

•Search by Safe Deposit Box: Safe deposit boxes function like account numbers in that you must have an exact match by both office and box number in a regular search. However, by using the match at the end or match in the middle (*2 or *2*), you can use the wildcard to display all boxes that contain the specific digits.

 

•By Web Security: Wildcards have no effect on this search. This search must have an exact match on a customer number for a person. (Organizations do not show this information.)