Set up a newly added company
A workflow that raises the same set-up tasks for every company added to IQ Entities, newly incorporated or acquired, and tells the team.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
A company joining the group, whether newly incorporated or acquired, needs the same things every time: its constitutional documents uploaded, its Companies House authentication code saved, its team named and its registers checked. Leave it to memory and one of them is missed for the company nobody looks at again until the confirmation statement. This workflow raises the set-up tasks the moment the company is added. Workflows must be switched on for your organisation.
Build it
Choose New workflow, then Build it yourself, and name it, such as "New company set-up".
Under When should it run?, choose When something changes in IQ Entities, and under Run when, An entity is created. Each run is about the new company. Choose Done.
Add a Create a task step for each piece of set-up, in the order you would do it, and use Insert data to put the company's name in each title:
- upload the certificate of incorporation, the articles and any shareholders' agreement, due in 7 days;
- save the Companies House authentication code, due in 7 days;
- name the team and check the registers of directors, members and PSCs, due in 14 days.
Add a Notify step to tell the team. Under Who, choose Everyone with a role and the role your company secretarial team holds; under How, choose In-app and Email.
Choose Save. On the Review tab, What it does reads it back:
What a run looks like
When the next company is added, the run starts on its own and finishes once every task is raised. Each step links to the task it made, and the tasks are on the new company's compliance calendar.
The work behind each task: Upload documents to an entity, Save a company's authentication code and Name the team for an entity.
Tips from practice
- Assign each task to whoever does that part of the work. A task assigned to A role is seen by everyone holding it, and whoever picks it up owns it.
- An entity is created runs for every entity added, including ones you add only to show the structure, such as a third-party shareholder company. Remove the tasks it raised for those (see Add or remove a task by hand).
- Add the company first, then its directors (see Add an entity). A separate workflow can follow up each appointment: Follow up a new director's appointment.