Getting Started with Trabex Engage & Screen
Trabex Engage provides a centralized environment for managing Accounts and Entities representing the companies, individuals, suppliers, customers, vendors, and other third parties your organization interacts with.
Engage works alongside Trabex Screen but serves a different purpose. Screen can be used when you need to perform a one-time restricted-party screening, while Engage is used to maintain entities as part of your organization's ongoing entity management and compliance processes. When Continuous Screening is enabled, applicable entities maintained in Engage can also be monitored against updates to screening data.
This tutorial provides an overview of how to navigate Engage, manage Accounts and Entities, and use entity records as part of your organization's compliance processes.
Accounts and Associated Entities
In addition to individual entities, Engage allows organizations to create and manage Accounts. An Account can be used to group entities that belong to or are associated with the same customer, supplier, organization, business group, or other relationship.
From Engage, select Accounts to view the accounts maintained within your environment.
Each Account can include information such as:
Account Code
Account Name
Industry
Status
Account Type
Whether the account is Active
Whether it is identified as a Government Account
Entities can then be associated with an Account. For example, a corporate account may have multiple locations, subsidiaries, suppliers, or other related entities connected to it.
When you open an Account, the Associated Entities section displays the entities currently connected to that account, including their roles and status. From this section, you can either create a new entity for the Account or associate an existing entity from the Entity Master.
This allows organizations to maintain the individual entity records needed for compliance and screening while also preserving the broader business relationship between related entities.
Example: An Account for Supra Corp could have separate entities for individual facilities or business locations. Each entity maintains its own entity record while remaining associated with the larger Supra Corp account.
Best Practice: Before creating a new entity from an Account, search the Entity Master to determine whether the entity already exists. If it does, use Associate Existing rather than creating a duplicate record.
1. Access Engage
Log in to Trabex.
From the application menu on the left side of the screen, select Engage.
Once Engage opens, select Entities to access your organization's Entity Master.
The Entities screen displays the entities currently maintained within your Trabex environment.
2. Manage Accounts and Associated Entities
In addition to individual Entities, Engage allows organizations to maintain Accounts.
Accounts can be used to organize related entities under a broader customer, supplier, organization, business group, or other business relationship.
From Engage, select Accounts to view the Accounts maintained within your environment. Open an Account to review its Account information and the Associated Entities connected to it.
From the Associated Entities section, you can:
Create New Entity when the party does not already exist in the Entity Master.
Associate Existing when the entity has already been created.
Multiple entities can be associated with the same Account while maintaining their own individual Entity records. This can be useful for organizations with multiple locations, facilities, subsidiaries, or other related parties.
Best Practice: Before creating a new Entity from an Account, search the Entity Master to determine whether the party already exists. If it does, associate the existing record rather than creating a duplicate.
3. Search for an Existing Entity
Before creating a new entity, search the Entity Master to determine whether the entity already exists.
Use the available search and filter options to locate the company, individual, supplier, customer, or other party.
Select an entity to open its record and review the information currently maintained for that entity.
Best Practice: Searching before creating a new record helps prevent duplicate entities and keeps your Entity Master clean and consistent.
4. Add an Entity
If the entity does not already exist, create a new entity record.
Enter the available identifying information for the entity. Depending on your organization's configuration, this may include information such as:
Entity name
Address
City
State or province
Postal code
Country
Contact information
Entity type or relationship
Additional organization-specific information
Providing complete and accurate entity information is particularly important when the entity will be used for restricted-party screening.
Save the entity when the required information has been completed.
5. Add Multiple Entities
If you need to add multiple entities at once, Engage also supports batch uploads.
From the Entities screen:
Select the Upload icon.
Download the current Entity Batch Template in CSV or XLS format.
Add your entities to the template.
Save the completed file.
Select the appropriate processing method.
Upload the completed file into Engage.
Review the success or failure message after processing.
Important: Do not rename, rearrange, or modify the column headers in the Trabex Entity Batch Template. Changing the template structure can cause the upload to fail.
6. Review and Maintain Entity Records
Entity records should be maintained as business relationships and information change.
Open an entity from the Entity Master to review the information associated with that party and make updates when necessary.
Maintaining accurate Entity Master information provides a more reliable source of data for other Trabex compliance processes and helps create a consistent compliance record for each party.
7. Use Engage with Restricted Party Screening
Engage works with Trabex Screen to support restricted-party screening and ongoing
monitoring, but it is important to understand the difference between the two applications.
Screen is used when you need to perform a one-time or one-off screening of a company or individual. The results reflect the applicable screening data available at the time the search is performed.
Engage is used when you want to maintain and manage that party as an entity within your organization's broader compliance process.
An easy way to think about the difference is:
Screen: What are the screening results for this party right now?
Engage: Who are we doing business with, and do we need to continue monitoring them?
Running a manual screen does not, by itself, mean that the party is being maintained for ongoing monitoring.
If your organization uses Continuous Screening, applicable entities maintained in Engage can be included in ongoing monitoring against updates to screening data.
Therefore, if you simply need to check a party at a particular point in time, you can use Screen. If the party is part of an ongoing business or compliance relationship and needs to be maintained or continuously monitored, the party should be maintained as an Entity in Engage.
8. Maintain the Compliance Record
Engage is designed to provide more than a list of business partners.
By maintaining entities within Engage, your organization can create a centralized record for the parties involved in its compliance activities.
Depending on your organization's configuration and workflow, entity records can be used to help maintain supporting information and compliance activity associated with that party.
This provides compliance teams with a centralized place to understand:
Who the entity is
The information maintained about the entity
The entity's relationship with your organization
Relevant compliance activity associated with the entity
Whether the entity is included in ongoing compliance monitoring
9. Continue Managing Your Entity Master
The Entity Master should be treated as a living compliance data set.
As new suppliers, customers, vendors, business partners, and other third parties are introduced, they can be added to Engage. Existing entities should be updated as information changes.
Keeping the Entity Master accurate and current helps improve screening quality, compliance visibility, consistency, and audit readiness across your organization.
Engage, Screen, Compose and Transact
Trabex applications work together to support different parts of the trade compliance process:
Engage — Manage entities and entity-related compliance activities.
Screen — Conduct restricted-party screening.
Compose — Manage product and global trade compliance data.
Transact — Manage shipment and transaction workflows.
Together, these applications help connect the people and companies you do business with, the products you trade, your compliance screening activities, and your global transactions.
Need Help?
If you have questions about using Engage or managing your Entity Master, contact your Trabex administrator or Trabex Support.
The information provided in this article is for general informational purposes only and is not intended to constitute legal advice. add to folder project engage