Accounts & owners

Step 3 of 4. Do this once every document has finished processing, before you verify and before you export.

What this is for

While Ordernize reads your documents it collects every name it finds: account holders, businesses, trusts, institutions, property addresses, vehicles.

It cannot tell, on its own, whether “Cobalt Ridge Holdings LLC” is a business the husband owns or an unrelated third party. That decision changes which folder its documents file into, and therefore what your Inventory of Documents looks like.

That is all this screen does: you tell it what each name is, and the documents move accordingly.

When you do it

After the case shows processed and before you generate reports.

The three queues

Open the Accounts & owners tab. The work is split into queues, shown as tabs across the top. A tab carries a number when it still has unresolved items, and no number when it has none.

Tab	What is in it	Required?
Names	Names waiting for you to say what they are	Yes
Possible duplicates	Two folders that may be one account, or two spellings that may be one name	No
Account changes	One account that appears under two numbers	No

A tab only appears when it has something for you. A case with no duplicates and no renumbered accounts shows Names alone, and that is normal. Account changes is the one exception: once you have confirmed an account link it stays on screen without a number, because that is where the undo lives.

Only Names blocks the step. The other two are suggestions, and each says so at the top: “Suggestions are optional and can be reviewed later.”

The Accounts & owners screen with the case side panel collapsed to its icon rail. More and Continue sit in the header. Three queue tabs run beneath: Names 2, Possible duplicates 1, Account changes 1, with Names selected. Two rows follow — Jordan Rivera, 4 documents, and Lakeside Design, 1 document — each reading “Filing depends on the type you choose.” above a Choose a type button and Why?.

Working the Names queue

Each row is one name. It shows the name, how many documents it affects, and what the decision will do to your filing.

Read the suggestion line. When Ordernize is confident, it names a type in words — “Suggested: Trust” — and the row leads with a single button that confirms it: Confirm Trust, Confirm Related Entity, and so on. Clicking that button is the whole decision.
To choose something else, click Choose another type. The five types appear beneath the row. A row with no suggestion has no confirm button and leads with Choose a type instead, which opens the same five.

Type	What it means
Party	A spouse in this case
Related Entity	A business or organization a party owns or controls
Trust	A trust that holds assets
Child	A child of the parties
Third Party	A person or entity outside the case

Use Why? when the suggestion is not obvious. It names the document types the name appears in — “Appears in Credit Cards (2), Vehicles (1)” — which is usually enough to tell a person from a business. Click Hide details to close it again. For the filenames themselves, click the document count at the right-hand end of the row.

The Jordan Rivera row opened up. Choose a type now sits beside Hide details, and the five types are laid out inline on the row itself: Party, Related Entity, Trust, Child, Third Party. Beneath them the disclosure reads “Appears in Credit Cards (3), Vehicles (1)”. Two queue tabs are present here, Names 2 and Account changes, the latter carrying no number.

The line above the buttons tells you what the choice does. “Files with: Trusts” and “Files with: Related Entities” mean the documents move to that category. “Files stay in current folders” means the type is recorded but nothing moves. Party, Child and Third Party do not re-file anything on their own.

Choosing Related Entity does not finish the row. An Owned by picker opens underneath so you can say which entity it sits under, and the row stays in the queue until you press Save. Leave it at the top level if it has no parent. Cancel backs out without recording anything.
When the queue is empty it says so, and offers the other queues if any are left.
Click Continue.

If names are still unresolved, Skip remaining owners? appears and tells you how many. Keep classifying returns you to the queue. Skip and continue moves on, and those names are left out of your Inventory until you come back.

Corrections on a single row

The row’s own menu, labelled More actions for the name, holds Rename, This is actually… and Delete…. Those are for fixing a name rather than classifying it. See Maintaining names.

Everything else lives under More

More, next to Continue, opens the rest of the screen. Each entry opens a sub-view with a Back button that returns you to the queue you came from.

Entry	What it is for
Completed names	The names you have already decided
All names	Every name, including institutions, properties and vehicles
Recently deleted	Names you removed, and a way to restore them
Add name	An entity you know about that no document names cleanly
Merge names manually	Fold two spellings into one, by hand
Linked accounts	Account links you have confirmed, and their Undo

The More menu open over the Names queue. Under a Browse and correct heading: Completed names, All names. Under Manage: Add name, Merge names manually, and Linked accounts carrying a count of 1. Recently deleted is not in this menu, because nothing has been deleted on this case.

Recently deleted and Linked accounts only appear once there is something in them. If you have deleted nothing and linked nothing, the menu is the four entries above.

What good looks like

The Names tab has no number on it and the queue reads “Every name has been classified”.
Back on the Inventory tab, related-entity documents now sit under 18. Related Entities and trust documents under 17. Trusts, each under the entity’s own name.

Not every name needs a decision. Institutions, property addresses and vehicles are not in the Names queue at all. Look for them under All names, where they read “No classification needed”. They route on their own. Only owners, cardholders, insured parties and entity names are yours to classify.

Junk names appear, and should be deleted, not classified. A name called File, pulled off a fax cover sheet that read “TO: File”, is exactly this. Ordernize flags the ones it recognises and leads those rows with Delete… instead of a type, keeping Classify instead beside it in case it has guessed wrong. See Maintaining names.

“1 document waiting to file” is a prompt, not a warning. It means that name’s document cannot land in its final folder until you decide.

A tab that reads “Unavailable” is a loading failure, not an empty queue. Retry it rather than treating the absence as done.

A second upload reopens this step. Uploading more documents to a finished case can introduce new names. The tab count will go back up. The case is not done until it is zero again.

Next: Merging duplicates · Account changes