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How to Import from an ASIC Extract PDF

This article explains how to import entities and relationships from an ASIC extract PDF so that you can quickly build out a client's structure in StructureGram.

If you don't have a PDF and want StructureGram to order one for you, see How to Import a Company Directly from ASIC instead.

Before You Start

You'll need the ASIC extract PDF you want to import. The extract is saved as an entity document on the imported company, so you'll have it on hand from then on.

Steps

1. Upload the Extract

  1. In the left-hand navigation, click Data Import to open the Import Hub.
  2. In the ASIC Extract card, click Upload PDF.
  3. Drag and drop your PDF into the area that says Drag and drop your PDF here, or click into that area to browse for the file.
  4. Click Upload and Extract.

After a few moments, you'll be taken to the review page.

2. Configure the Import

At the top of the review page you'll see a confidence score — this indicates how confident StructureGram is that it has extracted all entities and relationships from the PDF. It typically sits above 90%, but it's worth checking, particularly for complex structures.

Before reviewing the rows themselves, configure:

  • Historical relationships — choose whether to include historical relationship data from the extract (e.g. previous directors). Including history is what makes Snapshots work for past structures.
  • Group — select the Group or Groups you want the entities and relationships imported into. If you haven't created a Group yet, you can create one directly from this page.

3. Review Entities

Click through the extracted entities one by one. For each entity you can:

  • Edit the extracted information before importing.
  • Link the entity to an existing entity in StructureGram — useful if it already exists and you want to enrich it with data from the extract rather than create a duplicate.
  • Create — the entity will be created in StructureGram when you execute the import.
  • Skip — the entity will not be imported.

4. Review Relationships, Joint Holdings, and Non-Beneficial Holdings

The review surfaces shareholdings across three tabs, each handling a different shape so the same shareholding never appears in two places:

  • Relationships — directors, secretaries, and single, beneficially-held shareholdings. For each, choose Import or Skip.
  • Joint Holdings — parcels of shares held by two or more holders together. ASIC sometimes packs joint holders into one name field (A & B); StructureGram splits them, groups them, and shows the resulting joint parcel here. Joints inferred from matching addresses are flagged for you to review.
  • Non-Beneficial Holdings — every shareholding ASIC marks as Beneficially Owned: No (a trust usually sits behind these). For each, choose:
    • Interpose trust (default) — insert a trust between the holder and the company. Use a placeholder "Holding Trust", link to an existing trust, or create a new named trust.
    • Change to beneficially owned — you disagree with ASIC's flag; the registered holder is the real owner. The shareholding imports as a direct shareholding (or a joint parcel if multiple holders).
    • Skip — don't import this shareholding.

For the conceptual background on why non-beneficial holdings get a trust interposed by default, and the matrix of how single vs joint and beneficial vs non-beneficial combinations resolve, see Importing Joint and Non-Beneficial Shareholdings from ASIC and Non-Beneficial Ownership and Trusts.

5. Execute the Import

When you're happy with your selections, click Execute Import. After a few moments, the selected entities and relationships are created in StructureGram.

What You'll See

Once the import is complete, you'll be taken to your import history page, where you can see a record of all past imports. To confirm the import was successful, navigate to the relevant entity pages and check that the entities and relationships have been created as expected. The extract PDF itself is saved as an entity document on the imported company, under that company's Files section.

Tips

  • Cross-reference low confidence scores. If the confidence score is lower than expected, compare the extract PDF against what StructureGram has pulled out before executing the import.
  • Use Link rather than Create when an entity already exists — it keeps your data clean and avoids duplicates.
  • Linking matters for re-imports. If you re-import the same extract later and want StructureGram to recognise an existing Company → Trust → Holders chain, the company and all holders need to be Linked to existing entities (not Created). See the re-import section in Importing Joint and Non-Beneficial Shareholdings from ASIC.

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