How records link together
Understand which records depend on each other in Copla Registry, so you can anticipate broken links before they happen and enter records in the right order.
Topics covered on this page
Reporting company and group structure
The reporting entity is the root record for the entire register. Subsidiaries listed under the reporting entity establish the group scope — contracts and functions reference the entity, not individual subsidiaries.
If your entity is part of a group, its position in the hierarchy determines which other records need to exist.
A subsidiary entity requires a direct parent LEI. An ultimate parent entity does not point to another entity above it.
→ See Company details.
Reporting company and branches
Branches belong to the reporting entity. They are not separate financial entities — they are operational presences of the same legal entity in another country.
A contract can reference a branch as the service user. That link requires the branch record to already exist.
If the branch does not exist when you create the contract, the assignment cannot be made.
→ See Branches and Is service user a branch? (General Information).
Reporting company and functions
Business functions belong to the reporting entity. Each function is an independent record that contracts reference by its function identifier.
A contract cannot be linked to a function that does not exist.
If a function is missing when you try to assign it to a contract, create the function record first and then return to the contract.
→ See Functions and Function (Specific Information).
Intra-group arrangements and register inclusion
Intra-group contracts are linked to external provider contracts where an intra-group ICT service provider uses an external subcontractor to deliver services to the financial entity.
The link connects the reference number of the intra-group arrangement to the reference number of the external contract.
This link can only be created after both the intra-group contract and the external provider contract exist.
If the external contract has not yet been entered, record the intra-group arrangement first and complete the link later.
→ See Arrangements and General Information.
Providers and contracts
A contract cannot exist without a provider. The provider record must be created first, and the contract selects the provider from the existing list.
One provider can have multiple contracts. The annual cost entered at the provider level must reflect the total of all contract costs for that provider — these two figures are cross-validated.
→ See Add/Edit Providers and General Information.
Contracts and functions
Each contract is linked to one function.
If one ICT service supports more than one function, a separate contract record is needed for each function.
The function must exist before it can be assigned to a contract. A contract can only reference a function that already has a record in the register.
→ See Functions and Specific Information.
Contracts and subcontractors
Subcontractor information is entered within the contract record — subcontractors are not created as separate records.
Each subcontractor is a row inside the supply chain section of the relevant contract, linked to the provider directly above it in the chain.
Before entering subcontractor fields, the direct provider contract must already exist, because subcontractor fields reference that contract.
→ See Specific Information.
Contracts and supporting documents
Supporting documents are linked at the contract level using direct URLs. Each document type has its own field within the contract record.
Document links have no dependencies — they can be added or updated at any point after the contract record exists.
→ See Documents.