Installation

COIxist ships as two components that run entirely on your firm's infrastructure — no cloud account or internet connection is required for core functionality.

1. COIxist Server — installed once on a central machine on your LAN. It owns the PostgreSQL database, runs the conflict-checking engine, and serves a web-based admin panel for firm IT.
2. COIxist Desktop — installed on each attorney's computer. It connects to the server over HTTPS. Attorneys never touch the database directly.

System Requirements

COIxist Server (One Machine on Your Network)

COIxist Desktop (Each Attorney's Computer)

How It Works

COIxist uses a central server so that every attorney's conflict checks see everyone's data, and database credentials never leave the server machine.

1. Your IT team installs the COIxist Server on one machine — a file server, domain controller, or dedicated server. The installer registers it as a native service (Windows Service, launchd, or systemd) so it starts automatically.
2. The server runs a setup wizard on first launch. IT walks through it in a browser to provision the PostgreSQL database, create the first admin user, and configure TLS encryption.
3. Attorneys install COIxist Desktop on their computers. On first launch, they enter the server URL provided by IT and verify the TLS certificate fingerprint. From then on, the app connects automatically.

Step 1: Install the COIxist Server

Download the server installer for your platform:

Run the installer. The COIxist Server will start automatically as a background service.

Step 2: Install COIxist Desktop

1. Download the desktop installer for each attorney's platform:

2. Launch COIxist. You'll be prompted to enter the server URL (provided by IT).
3. On first connection, the app shows the server's TLS certificate fingerprint. Verify it matches what IT distributed, then click Trust & continue.
4. Log in with the credentials your admin created during server setup.

Server Setup

The COIxist Server needs a PostgreSQL database. You can install PostgreSQL on the same machine as the COIxist Server or on a separate database server — either way, the server setup wizard handles the provisioning.

Step 1: Install PostgreSQL

If PostgreSQL isn't already running on your server machine, install it:

Step 2: Run the Setup Wizard

On first start, the COIxist Server runs in unconfigured mode and serves a setup wizard. Open a browser on any machine that can reach the server and navigate to:

http://<server-address>:3141/setup

The wizard walks you through four steps:

1. Database Connection — Enter the PostgreSQL host, port, and admin password. Click Test Connection to verify, then click Provision. The wizard creates the coixist database, a dedicated coixist_app role, and runs all schema migrations.
2. Create Admin User — Set a username, display name, email, and password for the first admin account.
3. TLS Configuration — Choose one of three modes:
   • Self-signed (recommended) — the server generates its own certificate. You'll distribute the SHA-256 fingerprint to attorneys so they can verify on first connect.
   • Bring your own — upload your firm's existing TLS certificate and private key (PEM format).
   • HTTP only — no encryption. Not recommended except for testing.
4. Finalize — The wizard writes an encrypted configuration file and asks you to restart the server process. After restart, the server runs in configured mode with full HTTPS.

Step 3: Distribute the Server URL

Share the following with each attorney:

• The server URL: https://<server-address>:3141
• If using a self-signed certificate: the SHA-256 fingerprint displayed during the TLS step (e.g., AA:BB:CC:DD:...)
• Their login credentials (created by the admin in the web panel at /admin)

Each attorney enters the URL on COIxist Desktop's first launch. The app shows the certificate fingerprint for verification — once they confirm, it's saved and they won't be prompted again.

IT Admin: Headless Bootstrap

For automated deployments where a browser-based wizard isn't practical, the COIxist Server includes a CLI bootstrap command:

npm run server:bootstrap

This runs the same provisioning steps interactively in the terminal. Useful for scripted infrastructure or containerized environments.

License Activation

When you first launch COIxist, you'll see the activation screen.

Activating Your License

1. Paste your license key into the text field, or click Load License File to select your .coixist-license file.
2. COIxist will display a preview of your license: firm name, seat count, expiration date, and enabled features.
3. Click Activate to confirm.

License Details

Your license determines:

• Seat count — the maximum number of user accounts your firm can create.
• Expiration date — when the license expires (or "Perpetual" for permanent licenses).
• Enabled features — which modules are available (ethical walls, waivers, bulk import, etc.).

You can view your current license details at any time from Administration → License.

First-Time Setup

After connecting to the database and activating your license, you'll create the initial administrator account.

Create Your Admin Account

1. Enter a Display Name (how your name appears in the system).
2. Choose a Username.
3. Set a Password (minimum 8 characters).
4. Click Create Account.

Save Your Recovery Codes

After account creation, COIxist generates 8 one-time recovery codes in XXXX-XXXX format. These are your only way to recover your account if you forget your password.

Click Copy All to copy your codes, then store them securely before continuing.

Logging In

Enter your username and password on the login screen. If you've forgotten your password, you have two recovery options:

Recovery Options

• Recover with Code: Enter your username, one of your saved recovery codes, and a new password.
• Reset with License: Use your license key to reset the admin password. This is a last resort and only works for administrator accounts.

Running a New Check

Conflict checks are the core workflow in COIxist. Each check searches your connected systems and databases for potential conflicts of interest related to a new client, matter, or engagement.

Starting a Check

1. Click New Check from the dashboard or navigation.
2. Select a form type that matches your check (e.g., New Client New Matter, KYC/AML, Lateral Hire).
3. Optionally upload documents — COIxist will auto-extract party names and key fields.
4. Fill in the required fields: client name, matter details, and parties involved.
5. Add parties with their roles and any known identifiers.
6. Click Run Check to start the search.

Adding Parties

Each party requires a name and a role. You can also specify entity type and identifiers.

Party Roles

Entity Types

• Company — a business entity, organization, or firm
• Individual — a person

Identifiers

Adding identifiers improves match accuracy. Supported identifier types:

• DUNS Number — Dun & Bradstreet identifier
• CIK Number — SEC Central Index Key
• EIN — Employer Identification Number
• Patent Number
• Trademark Name
• Matter Number
• Custom — any other identifier type

Form Types

COIxist includes pre-configured form types organized across 8 categories. Each form type defines the fields and workflow appropriate for that type of check. Administrators can also create custom form types.

Categories

Administrators can create custom form types and configure which fields appear on each. See Form Configuration.

Document Upload & Extraction

COIxist can automatically extract party names, roles, and key fields from uploaded documents, saving you from manual data entry.

Supported Formats

• PDF — engagement letters, intake forms, court filings
• DOCX / DOC — Word documents
• XLSX / XLS — Excel spreadsheets
• CSV — comma-separated value files

How It Works

1. Drag and drop a file onto the upload zone (or click to browse).
2. COIxist parses the document using NLP-based entity extraction.
3. The Extracted Fields Review panel shows what was found: parties, client info, and matter details.
4. Review the results and correct any inaccuracies before running the check.

The Search Process

When you run a check, COIxist simultaneously searches all of your enabled integrations using seven matching strategies.

Matching Strategies

During the Search

A progress indicator shows which sources are being queried. If any source fails to respond, a search warning is recorded on the check so you know your results may be incomplete.

How Scoring Works

Each match receives a confidence score from 0.0 to 1.0 (displayed as a percentage) and a risk level (HIGH, MEDIUM, or LOW). Scores are influenced by multiple factors:

Match Explanations

Every match includes a human-readable explanation describing why it was flagged — for example, "3 of 4 tokens matched; token_set_ratio: 85%" or "alias match: IBM → International Business Machines". This helps attorneys quickly assess whether a match is a genuine conflict or a false positive.

Post-Match Intelligence

After scoring, COIxist applies additional intelligence to refine results:

• Previously waived awareness — matches are cross-referenced against archived records with a prior waiver. If a conflict was previously waived, the match is annotated with the waiver reference so the attorney knows.
• Known false positive whitelist — entity pairs that your firm has marked as known false positives are shown but visually de-emphasized, so they don't distract from real conflicts.
• Check-type-specific rules — different check types apply different logic. For example, "New Matter" checks suppress self-matches, while "Matter Maintenance" checks only show HIGH-risk matches.
• Transitive conflict detection — HIGH/MEDIUM matches are annotated with related entities from corporate relationships and known affiliates, so the attorney can see the full picture.
• Ethical wall detection — if an active ethical wall exists for a matched matter, the match is annotated with wall details.

Configurable Thresholds

Administrators can adjust the scoring thresholds that determine when a match is classified as HIGH, MEDIUM, or below the floor (filtered out). Defaults: HIGH ≥ 0.90, MEDIUM ≥ 0.75, floor = 0.60. These settings are available in the admin web panel.

Reviewing Results

After the search completes, results are grouped by the party that was searched. Each match includes:

• Entity name — the matched name from the source system
• Source — which integration found it (Thomson 3E, SEC EDGAR, etc.)
• Match type — how it was matched (exact, fuzzy, corporate affiliate, etc.)
• Match score — confidence level from 0% to 100%
• Risk level — HIGH, MEDIUM, LOW, or NONE
• Relationship detail — matter name, party role, and context

Risk Levels

Annotations

Matches may include special annotations:

• Sanctioned — OFAC match (automatically HIGH risk, regardless of score)
• Previously Waived — this conflict was already approved via waiver, with reference to the waiver
• Whitelisted — known false positive, with stored reason
• Ethical Wall — an information barrier is in place for this entity
• Transitive Risk — indirect conflict detected via corporate relationships

Expand any match to see the full raw data from the source system. You can also add research findings (source URLs, titles, notes) to any match.

Clearance Decisions

After reviewing results, you make a clearance decision for the check.

Decision Options

Check Status Flow

Pending → Running → Completed → Pending Review → (Cleared | Conflict Found | Waiver Required | Waiver Granted)

Every decision is recorded with the user's name, timestamp, and any clearance notes — forming a complete audit trail.

Entity Research

The Entity Research phase lets you investigate matched parties in depth before making a clearance decision. This is accessible from the conflict results page.

What You Can Do

• View corporate affiliates discovered from D&B, SEC EDGAR, and other sources
• Review officer and director relationships
• Manually add known affiliates that weren't auto-discovered
• Add research findings with source URLs, titles, and notes
• Finalize your research and return to the results page to make your decision

Research results are organized by party, with a progress tracker showing which parties have been researched and which are pending.

Clone & Model

You can create a new conflict check based on an existing one, saving time when running similar checks.

Clone

Cloning copies all data from an existing check — client name, matter details, parties, and custom fields — into a new check. This is useful when you need to re-run a check with the same parties or create a closely related check.

Model

Modeling lets you selectively choose which fields to carry over from an existing check. You pick the fields you want to reuse, and the rest start blank. This is useful when a new check shares some — but not all — details with a previous one.

How to Use

1. Open an existing conflict check from the Records page.
2. Click Clone or Model.
3. If modeling, select which fields to carry over.
4. Review the pre-filled form, make any changes, and run the new check.

Quick Search

Quick Search is a lightweight, informational search that returns raw hits without full conflict analysis. Use it when you need a fast lookup — for example, checking if a name appears anywhere in your connected systems before starting a formal conflict check.

How It Works

1. Select Quick Search as the form type when creating a new check.
2. Enter the name or entity you want to search for.
3. COIxist searches all enabled integrations and returns raw results without risk scoring or clearance workflow.

Predictive Suggestions

As you type in conflict check forms, COIxist offers autocomplete suggestions drawn from your firm's historical data — including previous client names, matter names, requesting attorneys, practice areas, and party names.

How It Works

Start typing in any supported field and a dropdown of matching suggestions will appear. Select a suggestion to auto-fill the field. Suggestions come from your local database and archived records, so the more checks your firm runs, the smarter the suggestions become.

Predictive suggestions save time and reduce errors by reusing known entities and names rather than re-typing them.

Records & Archive

The Records page provides a complete history of all conflict checks your firm has run.

Active Records

View all in-progress and recently completed checks. Filter by status, date range, risk level, or search by client/matter name.

Archive

Cleared and resolved checks are moved to the archive. Archived records are fully searchable — you can always look up past checks to see what was found, what decision was made, and who made it.

Integrations Overview

COIxist connects to your firm's existing systems to search for conflicts across all of your data sources. Integrations are configured by your firm's IT administrator through the admin web panel at https://<server>:3141/admin — they are not accessible from the desktop app.

How Integrations Work

Your firm administrator configures integrations in the admin panel:

1. Log in to the admin web panel at https://<server>:3141/admin.
2. Navigate to Integrations.
3. Select an integration from the list and enter the required credentials (API keys, URLs, etc.).
4. Click Test Connection to verify.
5. Toggle Enabled to activate it for conflict checks.

Once enabled, the integration is available to all attorneys running conflict checks from the desktop app — attorneys don't need to configure anything themselves. Each integration card in the admin panel shows its current status: Not Configured, Success (green), or Failure (red), along with the last tested timestamp and response latency.

Integration Categories

Integrations are organized into six categories: ERP & Practice Management, Document Management, CRM, Screening & Compliance, Research & Data, and HR & Directory. You can filter by category using the tabs on the Integrations page in the admin panel.

ERP & Practice Management

Thomson Reuters 3E

Connect to your firm's 3E instance to search clients, matters, and parties. This is typically the primary source for internal firm data.

Required: Base URL, Tenant ID, Client ID, Client Secret

Optional: Custom field mappings for firm-specific 3E configurations.

Clio Manage

Search practice management data including clients, matters, contacts, and billing.

Required: API Token, Region (US/EU/CA/AU)

MyCase

Connect to MyCase for case and contact data.

Required: API credentials

Oracle NetSuite

Search customers, vendors, transactions, and subsidiaries.

Required: Account credentials

Document Management

iManage Work

Search workspaces, documents, and client/matter metadata in iManage.

Required: Base URL, Client ID, Client Secret, Customer ID, Library ID

NetDocuments

Search cloud DMS content, documents, and custom attributes.

Required: Client ID, Client Secret, Region (US/EU), Cabinet ID

CRM

Salesforce

Search accounts, contacts, opportunities, and custom objects.

Required: Instance URL, Client ID, Client Secret

HubSpot

Search contacts, companies, deals, and engagement data.

Required: API Key

Zoho CRM

Search accounts, contacts, deals, and custom modules.

Required: Client ID, Client Secret, Domain (com/eu/in/com.au)

Clio Grow

Search client intake data, leads, contacts, and pipeline information from Clio's CRM module.

Required: API Token, Region (US/EU/CA/AU)

Microsoft Dynamics 365

Search accounts, contacts, opportunities, and legal matter tracking.

Required: Azure AD credentials

Screening & Compliance

OFAC Sanctions

Screen parties against the U.S. Treasury's Specially Designated Nationals (SDN) list. OFAC matches are always classified as HIGH risk, regardless of match score.

Required: No API key needed. COIxist downloads and caches the SDN list automatically. Use the Refresh button to update to the latest list.

World-Check (LSEG)

Screen for politically exposed persons (PEPs), sanctions, and adverse media via Refinitiv.

Required: World-Check API credentials

SEC EDGAR

Search public company filings, corporate officers, and director relationships.

Required: No credentials needed (public API).

LexisNexis

Search entity records, corporate data, and due diligence information.

Required: LexisNexis account credentials

Research & Data

Dun & Bradstreet

Look up companies, corporate hierarchies, and business relationships. D&B data powers the Corporate Affiliate matching strategy, enabling COIxist to detect parent/subsidiary relationships automatically.

Required: API Key, Secret Key

A Sandbox/Production toggle lets you test your configuration before going live.

S&P Capital IQ

Access financial data, corporate profiles, and ownership structures.

Required: S&P Capital IQ API credentials

HR & Directory

Microsoft Graph

Search Azure Active Directory for users, groups, and organizational directory information. Useful for personnel-related conflict checks like new hires and lateral hires.

Required: Azure AD integration credentials

Oracle HCM Cloud

Access employee records, organizational data, and workforce directory information.

Required: Oracle HCM credentials

Ethical Walls

Ethical walls (information barriers) restrict specific users from accessing certain matters or client data. COIxist enforces these barriers and tracks compliance.

Creating an Ethical Wall

1. Navigate to Ethical Walls and click Create New Wall.
2. Select a wall type:
   • Full Screen — complete information barrier; restricted users cannot access any data related to the screened matter.
   • Partial Screen — limited barrier; restricted users can see some data but not sensitive details.
3. Choose a duration:
   • Indefinite — active until manually removed.
   • Date-based — expires on a specific date.
   • Matter Close — expires when the associated matter is closed.
4. Specify the restricted users and the screened matters/clients.
5. Submit for admin approval.

Wall Lifecycle

Pending Approval → Active (or Rejected) → Removed

Administrators can approve or reject walls with a reason. Active walls can be removed at any time (reason required).

Acknowledgments & Compliance

Once an ethical wall is approved and active, restricted users must acknowledge it. An acknowledgment banner appears in the app until the user confirms they understand the barrier. Acknowledgment status is tracked per user with timestamps.

Administrators can also require periodic reconfirmation — restricted users receive compliance reminders prompting them to reconfirm they are still adhering to the wall. Overdue acknowledgments (not confirmed within 48 hours) are flagged on the compliance dashboard.

Violation Reporting

Any user can report a potential wall violation. Reports include a severity level (Low, Medium, High, or Critical) and a description. Administrators review and resolve violations with resolution notes. All violation activity is logged in the audit trail.

Compliance Dashboard

The Ethical Walls page includes tabs for Active Walls, Pending Approval, and Removed Walls. The compliance dashboard (admin only) shows:

• Total active walls
• Unacknowledged user count
• Overdue acknowledgments (beyond 48 hours)
• Unresolved violations per wall

Conflict Check Integration

When a conflict check matches an entity that has an active ethical wall, the match is annotated with the wall details. This ensures reviewers are aware of existing barriers before making clearance decisions.

Waiver Letters

When a conflict is identified but the engagement should proceed, a waiver letter documents the acknowledged conflict and the firm's decision.

Managing Templates

Navigate to Waiver Letters → Templates to create and manage letter templates. Templates support placeholder variables that auto-fill from conflict check data:

Generating & Signing

1. From a conflict check's results page, click Generate Waiver.
2. Select a template — fields auto-populate from the check data.
3. Review and edit the letter content if needed.
4. Click Sign to capture an electronic signature (name, title, and date).
5. Export the signed letter as a PDF.

Letter Statuses

• Draft — created but not yet signed.
• Signed — electronically signed and finalized.
• Revoked — cancelled after signing (reason required).

Engagement Letters

Engagement letters follow the same workflow as waiver letters — templates with placeholder variables, auto-population from check data, electronic signatures, and PDF export. They are managed separately under Engagement Letters in the navigation.

The same template placeholders, signing flow, and status lifecycle (Draft → Signed → Revoked) apply.

Closure Requests

Closure requests help your firm identify and close stale matters — matters that are no longer active but haven't been formally closed.

How It Works

1. COIxist identifies matters that may be stale based on inactivity.
2. A closure request is drafted and sent to the responsible attorney.
3. The attorney responds: Approved (close the matter), Denied (keep it open), or the request Expires without response.

Closure Request Statuses

• Draft — created but not yet sent.
• Sent — sent to the responsible attorney for review.
• Approved — attorney confirmed the matter should be closed.
• Denied — attorney indicated the matter is still active.
• Expired — no response received within the allowed timeframe.

Audit Trail

Every significant action in COIxist is logged with full context: who did it, what they did, when, and the details.

What's Logged

• Conflict checks created, completed, and deleted
• Clearance decisions made (with notes)
• Users added, modified, or deactivated
• Integrations configured or tested
• Ethical walls created, approved, rejected, or removed
• Letters generated, signed, or revoked
• Settings changed
• Bulk imports performed

Viewing the Audit Log

Navigate to Audit Log in the admin web panel (https://<server>:3141/admin). Filter by date range, user, action type, or entity type. Export the log as CSV or PDF for regulatory compliance.

Admin Web Panel

The COIxist Server includes a web-based administration panel for firm IT. Access it at:

https://<server-address>:3141/admin

Log in with an admin account (created during the setup wizard or by another admin).

What's in the Admin Panel

The admin panel is the central management hub for your COIxist deployment. It includes:

• User Management — create, edit, deactivate user accounts and assign roles
• Integrations — configure connections to external systems (Thomson 3E, Salesforce, D&B, etc.)
• Audit Log — view and export the full audit trail of all system activity
• Form Types — customize conflict check form types and fields
• License — view license details, seat count, and expiration
• Server Settings — theme, report customization, data retention policies

User Management

Administrators manage user accounts from the admin web panel at https://<server>:3141/admin → Users.

Roles

Creating Users

Click Add User and provide a display name, username, password, and role. The number of users is limited by your license seat count.

Managing Users

You can change a user's role, enable/disable their account, or force a password reset. Deactivated users cannot log in but their history and audit trail are preserved.

Form Configuration

Administrators customize conflict check forms from the admin web panel → Form Types.

Custom Form Types

Create new form types with a name, description, icon, and category. Each form type can be assigned to any of the 8 categories and toggled active/inactive.

Field Types

Fields can be reordered, marked as required, set to half-width or full-width layout, and configured with placeholder text. Field keys must be unique within a form type.

Bulk Import

Import clients, matters, and parties in bulk from spreadsheet files.

Import Workflow

1. Upload — drag and drop a CSV, XLSX, or XLS file.
2. Map Columns — tell COIxist which columns map to which fields (client name, matter number, etc.). Choose the entity type to import: Clients, Matters, or Parties.
3. Choose Duplicate Handling:
   • Skip — don't import if the entity already exists.
   • Update — update the existing record with new data.
   • Create New — always create a new entry, even if a similar one exists.
4. Validate — review a preview of what will be imported and fix any errors (missing required fields, invalid data).
5. Import — execute the import with a live progress indicator.
6. Summary — view the results: how many records were imported, updated, or failed. Export an error report if needed.

Data Retention

COIxist includes configurable data retention policies to help your firm meet regulatory requirements.

Retention Settings

Retention Options

• Archive before deleting — exports data to a JSON file before purging, so you have a backup.
• Warning period — administrators are notified 30 days (default) before automatic deletion.
• Retention schedule — run retention manually, daily, or weekly.
• Export directory — configure where retention exports are saved.

Notifications

COIxist includes an in-app notification system that keeps users informed of important events.

Notification Types

• Conflict check completed
• Clearance decisions on checks you submitted
• Waiver granted or revoked
• Ethical wall created, approved, rejected, or violated
• License expiration warnings
• New user account creation

Notification Preferences

Each user can configure their notification preferences by toggling individual notification types on or off. Access your preferences from the notification bell in the navigation bar.

Settings

Appearance

Choose between Light, Dark, or System theme.

Report Customization

Upload your firm's logo, set custom header/footer text, choose accent colors, and configure which sections and fields appear in exported PDF reports.

Database

View your database file path, create backups, or move the database to a new location.

Updates

Check for and install application updates directly from the Settings page. The current version is displayed alongside any available update.

Support

Use the Report a Bug button to submit a bug report. COIxist automatically captures diagnostic information (app version, system info, recent logs) and sends it to the support team at contact@coixist.com.

Dashboard Overview

The dashboard is your command center for conflict checking activity.

Stat Cards

At the top of the dashboard, three clickable stat cards show Total Checks, Pending Review, and Submitted (Archived) counts. Click any card to jump to the filtered Records view.

Widgets

• Check Completion Trends — check volume over time with configurable granularity (daily, weekly, or monthly) and date range (last 30/60/90 days).
• Risk Distribution — donut chart showing the HIGH / MEDIUM / LOW / NONE breakdown across all checks.
• Turnaround Metrics — average time from check creation to clearance decision, including best and worst case times.
• Top Conflicting Entities — the most frequently matched entity names, with search count and last checked date.
• Source Effectiveness — hit rate by integration provider, showing which sources produce the most matches.
• Pending Reviews — checks awaiting decisions, grouped by risk level (HIGH, MEDIUM, LOW).
• Recent Activity — a feed of the latest checks created and decisions made.

PDF Reports

Export any conflict check as a PDF report from the results page by clicking Export PDF.

Report Contents

• Check details: client, matter, parties, form type, requesting attorney
• All matches with scores, risk levels, match types, and source information
• Clearance decision and notes
• Audit trail for the check
• Your firm's logo and branding (if configured)

Customization

Customize the report layout from Settings → Report Customization:

• Upload your firm's logo
• Set accent colors
• Configure custom header and footer text
• Toggle which sections appear in the report
• Add a signature page