Suggested record order
The recommended sequence for creating records in Copla Registry, so that each record has the parent records it depends on before you create it.
Topics covered on this page
Set up your reporting company
Start here. The reporting entity is the root record — everything else in the register connects to it.
Complete the entity details, including group position and subsidiaries, before adding anything else.
→ See Company details.
Add branches
Add branches immediately after the reporting entity.
Contracts can reference a branch as the service user, so branch records must exist before you create the contracts that depend on them.
If your entity has no branches, skip this step.
→ See Branches.
Add functions
Add all functions before you start entering contracts.
A contract cannot be linked to a function that does not yet exist in the register.
Create a function record for each function you expect to reference in contracts. You can return to update function details later, but the record must exist before you assign it to a contract.
→ See Functions.
Add intra-group arrangements
If your entity uses ICT services from another entity within its corporate group, add those arrangements next.
Intra-group contracts are entered before external provider contracts because they may need to be linked to external contracts later.
If your entity has no intra-group ICT arrangements, skip this step.
→ See Arrangements.
Add providers
Add all ICT third-party service providers before creating contracts.
A contract requires a provider to be selected — if the provider does not exist, you must create it before you can save the contract.
Create one provider record per provider, regardless of how many contracts that provider has with your entity.
→ See Add/Edit Providers.
Add contracts
Add contracts after providers and functions are in place.
Work through contracts in this order where arrangement types are involved: add the overarching arrangement first, then the subsequent arrangements that sit under it.
If one contract covers multiple functions, ICT service types, or data locations, create a separate entry for each combination.
→ See General Information and Specific Information.
Add supporting documents
Add document links within each contract record after the contract details are complete.
You can return to any contract at any time to add or update document links — you do not need all documents ready before saving a contract.
→ See Documents.
Review and submit
Run validation after all records are complete.
Correct any errors record by record before running validation again.
Do not export until validation passes.
→ See Review & Submit.