Each workflow is a matter template, pre-configured with trigger, stages, and outputs. Start one from the spotlight, the client portal, or a scheduled calendar event.
Trust formation
Trigger. Settlor instruction. Structure choice (discretionary, fixed, purpose, charitable) drives the deed template and beneficiary class definition.
Stages.- Settlor KYC and source-of-wealth review
- Structure design (trustee, protector, beneficiary classes, reserved powers)
- Trust deed and ancillary documents
- Settlement (asset transfer, signing, audit certificate)
- Statutory file open, beneficiary records seeded
Outputs. Executed trust deed, signed audit certificate, beneficiary register opened, AML pack stored, recurring review pre-scheduled.
Annual trustee review
Trigger. Fires off the trust calendar. Reviews investments, distributions, beneficiary changes, compliance, retention rules.
Stages.- KYC refresh against settlor, trustees, beneficiaries
- Asset valuation and statement of accounts
- Trustee resolution drafting
- Distribution decisions and authorisation
- Regulatory filings (CRS, FATCA, FSRA)
Outputs. Hash-chained trustee resolution, refreshed accounts, completed filings, next-year review pre-seeded.
Distribution authorisation
Trigger. Beneficiary request or trustee discretion. Requires evidence, trustee resolution, and chain-of-custody record.
Stages.- Beneficiary request via portal or instruction
- Trustee discretion analysis and supporting memo
- Trustee resolution drafting
- Resolution signing and chain-of-custody anchor
- Distribution execution and beneficiary statement
Outputs. Signed trustee resolution, distribution record, updated beneficiary ledger, statement issued via portal.
Beneficiary onboarding
Trigger. New beneficiary added by variation, birth, settlor instruction, or coming-of-age threshold.
Stages.- KYC pack and identity verification
- Class and entitlement confirmation
- Beneficiary register update
- Portal access and initial statement
Outputs. Beneficiary record opened, KYC pack filed, portal credentials issued, statutory file updated.
AML / KYC refresh
Trigger. Risk-based periodic cycle, regulatory change, or trigger event (large distribution, new asset class, jurisdictional move).
Stages.- Risk rating refresh
- Document request and source-of-funds review
- Sanctions and PEP screening
- Compliance sign-off and risk register update
Outputs. Refreshed AML pack, updated risk rating, audit-logged sign-off.
CRS / FATCA filing
Trigger. Annual statutory deadline per jurisdiction. Classification logic determined upfront by trust structure.
Stages.- Account holder identification and classification
- Reportable balances and gross payments calculation
- XML schema generation per jurisdiction
- Authority submission and acknowledgement
Outputs. Filed XML returns, authority receipts, retention-rule-stamped working papers.
Variation deed
Trigger. Settlor instruction, beneficiary class change, asset reorganisation. Often triggers AML refresh and registrar update.
Stages.- Drafting and counsel review
- Trustee resolution and consent gathering
- Variation execution and witnessing
- Beneficiary register and statutory file update
Outputs. Signed variation deed, updated beneficiary register, audit-stamped statutory file.
Trustee change
Trigger. Retirement, resignation, removal, or succession of a trustee. Requires deed of appointment and asset re-vesting.
Stages.- Deed of retirement / appointment drafting
- Outgoing trustee accounts and indemnity
- Asset re-vesting and registrar updates
- Bank and counterparty notification
Outputs. Executed deeds, re-vested assets, updated registrar and bank records, audit certificate.
Termination and wind-up
Trigger. Termination date reached, settlor instruction, or beneficiary majority resolution.
Stages.- Final distribution scheme and tax clearance
- Asset distribution to beneficiaries
- Final accounts and trustee discharge
- Statutory file archived per retention rule
Outputs. Final distribution record, trustee discharge deed, archived statutory file with retention stamp.