Groups vs. Entity Filters: Quick Reference

Groups and entity filters work together.

• Groups organise the underlying data by client, family, corporate structure, or project.
• Entity filters decide which group entities are included in a particular diagram.

Every saved diagram has its own entity filter. That filter is created from the group entities available when the diagram is created, then it can be edited for that diagram.

Quick Comparison

Decision Tree

Need to organise data?
|
|- Different client, family, or structure?
|  |- Use a separate group
|
|- Same group, different diagram view?
|  |- Use a separate diagram with its own entity filter
|
|- New entity missing from an existing diagram?
|  |- Add it to that diagram's entity filter
|
|- Entity should disappear only from one diagram?
   |- Remove it from that diagram's entity filter

Real-World Examples

Professional Advisor

"Smith Family Trust Structure" group
|- Diagram 1: "Full Structure" entity filter includes all current group entities
|- Diagram 2: "Operating Companies" entity filter includes 8 companies
|- Diagram 3: "Trust and Beneficiaries" entity filter includes 12 relevant entities

If a new trustee company is created later, it belongs to the group but will not automatically appear in those existing diagrams. Add it to each diagram where it should appear.

Corporate Structure

"XYZ Corp Full Structure" group
|- Diagram 1: "Complete Org Chart"
|- Diagram 2: "Operating Companies Only"
|- Diagram 3: "Property Holdings"
|- Diagram 4: "Board Presentation View"

Each diagram can have a different entity filter while drawing from the same underlying group data.

Estate Planning

"Wilson Family Estate" group
|- Diagram 1: "Current Structure"
|- Diagram 2: "Proposed Structure"
|- Diagram 3: "Beneficiary Overview"

For step-by-step proposed changes inside an ownership diagram, use Scenarios. Entity filters define the base scope; scenarios model changes within that scope.

Common Mistakes

Mistake 1: Creating Groups Instead of Diagram Filters

Wrong:

Groups:
|- "Smith Family - Operating Entities"
|- "Smith Family - Trusts"
|- "Smith Family - Assets"

Better:

"Smith Family" group
|- Diagram: "Operating Entities"
|- Diagram: "Trusts"
|- Diagram: "Asset Holdings"

Use groups for real data boundaries. Use diagrams and entity filters for focused views.

Mistake 2: Expecting New Entities to Appear Everywhere

New group entities do not automatically appear on existing diagrams. Existing diagrams keep their entity filter membership until you update it.

Fix: click the diagram's Entity Filter badge and add the new entity.

Mistake 3: Deleting Instead of Removing from the Filter

If an entity should disappear from one diagram only, use Remove from Entity Filter. Do not delete the entity unless it should be removed from the database.

When to Use Groups

Use groups when you need to separate:

• Different clients or families
• Different corporate structures
• Different projects
• Data that should be managed independently

Entities can belong to more than one group when a shared entity is genuinely relevant to multiple structures.

When to Use Entity Filters

Use entity filters when you need:

• A focused client presentation
• A full structure diagram and a shorter board/reporting diagram
• Separate views for trusts, operating entities, or investment entities
• A diagram that excludes entities that are not relevant to that view
• A quick "connected subset" filter in ownership diagrams using Focus Entity

Because every diagram has an entity filter, this is usually done by creating another diagram or editing the filter on an existing diagram.

For ownership diagrams, Focus Entity can rebuild the diagram's Entity Filter around entities connected to one selected entity. See Focus Entity (Ownership Diagrams).

How to Update a Diagram Filter

From a diagram:

1. Open the diagram.
2. Click the Entity Filter badge.
3. Select or clear entities.
4. Click Apply.

From the diagram list page:

1. Find the diagram.
2. Click its Entity Filter badge.
3. Update the assignments.
4. Click Apply.

From an ownership diagram canvas:

• Add an available entity to include it in the filter.
• Right-click an entity and choose Remove from Entity Filter to remove it from that diagram.

Pro Tips

• Keep group membership current, then update the diagrams that should show new entities.
• Give diagrams descriptive names, such as "Full Structure", "Operating Companies", or "Trust Structure".
• Use the entity filter badge fraction as a quick health check.
• Keep one comprehensive diagram for reference and focused diagrams for presentations.
• Use scenarios for proposed changes over time, not for every alternative diagram scope.

Summary

Groups = the underlying data boundary.
Entity filters = the diagram inclusion boundary.
Scenarios = proposed changes and planning steps inside an ownership diagram.

If something is missing from a diagram, check the diagram's entity filter first.

Related Topics

• Understanding Groups
• Working with Entity Filters
• Focus Entity (Ownership Diagrams)
• Scenarios
• Creating Diagrams
• Managing Entities