Change to Holdings Transactions

When the name of a holding changes, every holding must also be updated to reflect the new name. Name changes are completed in one of three ways:

• Change a Person's Name
• Change Entity Name (without a Task)
• Change of Company Name Task  

All three name changes provide options to complete the name change to the holdings in two ways: 

• Globally update all holdings - this option will automatically update all existing holdings for this entity, no further work is required (unless a Certificate needs to be reprinted with the new name)
• Review holdings within each affiliated entity - select this option if you want to cancel and reissue existing certificates with the new entity name
  • If the Review holdings option is selected during the name change, then additional work is required for every entity in which that person or entity holds shares or units

This article reviews the steps to cancel and re-issue certificates following a name change of a shareholder or unitholder.

1. Navigate to the entity record for which you would like to change the holding name

   • Note: You can also leverage the People or Entity > Associations on the changed record to find all the entities that have active holdings

2. Navigate to Securities > Ownership section on the left-hand side

3. In the Transactions tab, click the blue + New button in the top right-hand corner

4. In the New Transaction modal that appears, select Change to Holdings

In the Change to Holdings window:

Details tab

• Select Type (Shareholder Name Change, Amalgamation of Shareholder, Correction of Name of Shareholder, Re-registration or Change of Trustee) from the dropdown options
• Select the mandatory Transaction Date and Resolution Date (should match the date of the name change)
• Fill in the Other Consideration and User on Register fields, if applicable

Holdings Selection tab

• In the "From" section, choose Select from an Existing Holding and click Select Holding and in the pop-up window, click the holder whose name has changed

• The certificate(s) related to that shareholder will appear, click all the certificates you want to cancel and reissue 

• In the "To" section, choose Create New Holding and click + Add Holder option and then select if the shareholder is a Person or an Entity

• Search for the holder name and click on their name

• Click on the blue Confirm button in the bottom right-hand corner

Certificate Issuance tab

1. Review the certificate issuance information

   • The Sort Order, Ledger #, and Certificate Code fields can all be changed as necessary
   • Check the Uncertificated Shares or Lien/Encumbrance box if preferred, and add any necessary Legend or Note
     • Note: In the example above, two certificates were selected on the Holdings Selection tab, so both old certificates were combined into one new certificate. To keep two certificates, perform the transaction twice, only selecting one certificate each time.
2. Click Create to proceed with the change, and a Success green notification will appear confirming the change to holdings
3. A Shareholding Name Change transaction will be added to the Transactions as Pending

4. Generate any new documents required by following the steps listed here

5. To complete the transaction, click to reopen the Pending Shareholder Name Change transaction, and then click on the status dropdown in the top right to change the status to Confirmed
   • Note: One shareholder might hold shares in multiple entities and classes, repeat the steps above for every entity and classes that the shareholder with the changed name holds shares or units