ARA VIAJEGET IN TOUCH
— SELECTED WORK

CRM Transformation

Architecting a single source of truth for complex corporate services.

An end-to-end transformation replacing fragmented registers, manual trackers and siloed correspondence with an entity-centric operational platform.

BACK TO HOMEPAGE
— THE CHALLENGE

When multi-jurisdiction administration outgrows manual registers

In high-touch corporate services, managing entities across multiple jurisdictions on disconnected spreadsheets creates compounding operational risk.

Renewal dates, officer registers, compliance filings and client correspondence were dispersed across isolated trackers, making portfolio oversight fragile and highly reliant on manual check-ins.

Sanitised sample spreadsheets showing entity registers, KPI and renewal trackers
SANITISED REPRESENTATION — sample registers and trackers illustrating the manual, spreadsheet-based processes that preceded the CRM.

Deliberately kept high-level. No client names, registration details or confidential information are shown anywhere in this case study.

02 CRM ENVIRONMENT

Bringing a fragmented operating environment into one connected structure.

To address the complexity of the operating environment, the CRM was structured around the relationships between entities, people and operational records — rather than functioning simply as a contact database.

Entity record for ABC Holding Limited in the corporate services CRM

Sanitised representation. Entity names and dates are illustrative.

03 INTERFACE VIEWS

Selected views illustrating how the CRM environment provided entity-level visibility, portfolio oversight, relationship mapping and operational tracking. All visuals are sanitised representations using illustrative values.

01

Entity Dashboard / Overview

Total Active EntitiesXXX
Entities Incorporated MTDXX
Entities Incorporated YTDXXX
Entities Renewing This MonthXX

Incorporation x Jurisdiction

Other4.40 %Jurisdiction G4.60 %Jurisdiction F5.60 %Jurisdiction E6.00 %Jurisdiction D7.00 %Jurisdiction C9.00 %Jurisdiction B12.00 %Jurisdiction A51.40 %

Month Wise Incorporation

20151050
1832
JAN
1621
FEB
73
MAR
1121
APR
921
MAY
421
JUN
1211
JUL
521
AUG
631
SEP
822
OCT
1011
NOV
621
DEC
Jurisdiction :Jurisdiction AJurisdiction BJurisdiction C
INTERFACE PLACEHOLDER
  • Total active entities
  • Entities incorporated month to date and year to date
  • Entities renewing this month
  • Incorporation by jurisdiction
  • Month-wise incorporation and operational trend

Sanitised representation. Values and labels are illustrative.

02

Relationship Mapping

Entity NameABC Foundation
Entity No.ENT-XXXX
JurisdictionJurisdiction A
Entity TypeFoundation
Incorporation DateDD/MM/YYYY
Entity StatusActive
Compliance RiskLow
Previous Entity Name—
License Expiry DateDD/MM/YYYY

Click each role to view the related records — and switch between Foundation and Corporate above.

Founders 1

NameTypeStatusDate of AppointmentDate of Cessation
PAPerson AIndividualAppointedDD/MM/YYYY—
1-1 of 1
INTERFACE PLACEHOLDER
  • Founders and council members
  • Shareholders and directors
  • Authorised signatories
  • Other members and officers
  • Introducers and registered agents

Sanitised representation. Switch between structures and related-party groups; names and dates are illustrative.

03

Ad Hoc Requests

Entity NameABC Holding Limited
+ Ad hoc Request
Client Experience Specialist (CES)Ara Viaje
Renewal ManagerTeam Member A
Compliance OfficerTeam Member B
Introducer—
Entity No.ENT-XXXX
JurisdictionJurisdiction B
Entity TypePrivate Company
Incorporation DateDD/MM/YYYY
Entity StatusActive
Compliance RiskLow
Open RequestsX of X
License Expiry DateDD/MM/YYYY

Click a request to view the automations that run behind it.

Ad hoc Requests 3

01
Expiry approaching

Request raised automatically from the identification expiry date held on the record.

02
Request created

Assigned to the responsible client experience owner and acknowledged to the requester.

03
Subtype selected

Document checklist issued to the individual with a due date.

04
Due date approaching

Reminder sequence runs until the required documents are received.

1-3 of 3
INTERFACE PLACEHOLDER
  • Request type, subtype and related entity
  • Assigned owner and compliance review
  • Status, submission and completion dates
  • Linked billing reference
  • Automations running behind each request

Sanitised representation. Open a request to view its automations; references, dates and figures are illustrative.

04

Communications / Emails

Entity NameABC Holding Limited
+ Compose Email
Client Experience Specialist (CES)Ara Viaje
Renewal ManagerTeam Member A
Compliance OfficerTeam Member B
Introducer—
Entity No.ENT-XXXX
JurisdictionJurisdiction B
Entity TypePrivate Company
Incorporation DateDD/MM/YYYY
Entity StatusActive
Compliance RiskLow
Previous Entity Name—
License Expiry DateDD/MM/YYYY
Primary Contact NameContact Person A
Primary Contact Emailcontact.a@example.com
Primary Contact Phone Number+XXX XX XXX XXXX

* These details are used for communication purposes.

Contact Details 2

Contact Person APrimaryPrimary Contactcontact.a@example.com+XXX XX XXX XXXX
Contact Person BAuthorised Signatorycontact.b@example.com+XXX XX XXX XXXX

Click an email to view what triggered it and where it was filed.

Emails 2

Renewal notice issued automatically ahead of the license expiry date held on the entity record, with the required document checklist attached.

1-2 of 2
INTERFACE PLACEHOLDER
  • Primary contact name, email and phone
  • Additional contacts and their roles
  • Correspondence sent from the entity record
  • Delivery and response status
  • Emails filed against the related record

Sanitised representation. Contacts, email addresses and dates are illustrative.

04 STRUCTURED DATA MIGRATION
  1. LEGACY DATA
  2. REVIEW & CLEAN
  3. DE-DUPLICATE
  4. STRUCTURE
  5. CRM
  6. LINK RELATED RECORDS

The migration approach required more than transferring records. Data needed to be reviewed, duplicates identified, fields standardised and relationships between entities and associated records established.

05 SELECTED CONTRIBUTIONS

CRM STRUCTURE

Helping translate operational requirements into a practical CRM structure.

RELATIONSHIP MAPPING

Structuring connections between entities, individuals, members, introducers and registered agents.

REPORTING & AD HOC REQUESTS

Structuring ad hoc request workflows and reporting views to support operational follow-up and management visibility.

DATA QUALITY

Supporting data migration, duplicate removal, field standardisation and record integrity.

ROLE & IMPLEMENTATION

CRM design, workflow logic and operational requirements were structured by Ara Viaje, with technical implementation carried out by the development team.

EXTERNAL ANNOUNCEMENT · FIRM-WIDE ADOPTION

Internal rollout & team enablement. Rosemont Partners announcement of the firm-wide Zoho CRM rollout and the team training session led by Ara Viaje.

VIEW ANNOUNCEMENT ON LINKEDIN ↗
TRANSFORMATION

From fragmented information to connected operations.

The transformation created a more structured environment for managing corporate entities, relationships, recurring requirements and operational information — providing a stronger foundation for ongoing automation and digital process improvement.