An insider matter is a sensitive matter related to corporate arrangements or listing plans, where disclosing information could affect the company’s value. Therefore, the software closely tracks who has belonged to the insider group for the matter and when, as well as who has accessed its information.

Preparations Required for Enabling Insider Functions

To create insider matters, the power user must make a few settings:

1. Create a new Insider user group.
2. Add users to this group who should always see insider matters (if the group is left empty, the matter is visible only to power users, responsible persons, and team members).
3. Set the Insider user group as the insider group (Business Unit parameters > Customers and matters > Insider register).

Creating an Insider Matter

You define a matter as an insider matter either in the matter window or in the matter list by selecting Insider > Enable from the ribbon. 

This selection checks the Insider field for the matter and, by default, restricts visibility to users in the Insider user group, responsible persons (Owner, Responsible Person, Assistant, Invoicing Contact), team members, and power users.

Managing the Insider Register

By default, editing the insider register is allowed for power users and responsible persons of the insider matter. It can also be allowed for users belonging to the user group with extended rights.

If other people (software users or private persons saved in the software) participate in the matter, you can add them in the matter’s Insider folder. The New button adds individual users, and the Add Users button opens a window to add an entire user group.

A reason for adding users and private persons to the insider register can be selected if the power user has defined reasons in the settings. Reasons are found in the insider’s window via the Insert Reason button, and the selected reason is saved in the Function and Reason field.

Default reasons can also be set for responsible roles and team members in the business unit parameters (Customers and Matters > Insider register).

When a new insider matter is created, the software can be set to send an email notification to all users in responsible roles (owner, responsible person, invoicing contact, or assistant) and team members. The power user can also set the software to send an email when a user is added to or removed from the insider register. The email contains the matter name, event time, and whether it was an addition or removal. For the office to send emails, Exchange integration must be enabled. NOTE! If private persons other than software users are added to or removed from the insider register, they do not receive email notifications about register changes.

When a team member is removed from the matter’s insider register, the removal sets an insider end date for the member, which can be changed if needed. If the same user is later added to the insider matter, the software removes the end date.

Reports on Insiders

You can print a report of users and private persons in the matter’s insider register by selecting Reports > Insider List from the matter window or matter list. The report includes the information required by the EU authority supervising insider information, as stored in the users’ and private persons' data. If information is missing, “Provided on request” appears for users and “Unknown” for private persons. The report also lists the business units and addresses of users in the insider register.

The Permanent insider list also lists the company’s active and passive power users to meet Financial Supervisory Authority requirements. If the company has several business units, each business unit's power users are shown on their own page. The report is found in the Reports area under Quick Reports.

Publishing an Insider Matter

When the need for an insider matter ends, you can remove the insider mark in the matter window or matter list by selecting Insider > Disable from the ribbon. The software then asks for the publication date and time, which are recorded in the matter’s Publication Date field and as the end time for insider register members. The date cannot be set in the future.

If end dates have been manually set for insider register members, the publication function does not change them. If a published matter is redefined as an insider matter, the end time is cleared for members whose end time matches the previous publication time.

You can view the change history of the insider register by opening the Insider Register folder of the insider matter and clicking the History link in the lower right corner. This opens a list of changes to the insider register, where you can view details of each change by clicking the row. The power user can edit the default settings for tracking history and even create new tracking rules in the settings.