Data Extraction Punch List (Client Names)

Purpose

The purpose of this punch list is to provide you with the instructions necessary for exporting a list of your client names in such a way that we can import those into Worldox. This export is your data extraction. Per your data extraction meeting, we will ultimately create a table that looks something like this:

We’ll assist you in creating codes, etc. per the guidelines that you provide to us in this punch list. Therefore, you should complete it and include it with your data extraction. We recommend reading this in its entirety prior to getting started so you have a good feel for the information you’ll need to export / provide to Trumpet.

Important: For security purposes, please do NOT email the data extraction to Trumpet. At the end of this punch list you will be provided with instructions for uploading both this document and the data extraction to our secure website.

Special Formatting

Because the bulk of the processing of your data extraction will be performed via automated means, it is important that the information be presented in an Excel file using text only – not using formatting inside the Excel file. Trumpet will be unable to use information conveyed by formatting such as font colors, highlighting, bold, etc. It is okay to use formatting for your internal purposes, but if you need Trumpet to do anything special with a given row, you must indicate so using text, not formatting.

Upfront Considerations

Prior to exporting any data, you should make some decisions about what data to include. This section will provide you with a list of those items to consider.

Advisor Information

Most firms opt to not include a field for the advisor in Worldox as this is easily determined in your contact management software and / or portfolio management software. Having an advisor field can become an operational burden if your clients often switch advisors or you have an advisor leave the firm. Therefore, we only recommend that you include an advisor in your data extraction if you require this for security purposes (e.g. advisors should not be able to see other advisors’ client / account list).

Inactive Clients

Does your firm want to file documents for inactive clients in Worldox (either going forward or as a part of your migration)? If so, these should be included in your data extraction and you should give some upfront consideration as to how you will indicate these as such. For example, if there is a field in your data source that contains an “inactive” flag that should be included in your export.

Data Source

What is the most reliable database that contains your client names?

Export

Your next task involves creating an export from the most reliable database, taking into consideration the above information. If possible include any or all of the applicable items in your export:

Advisor – the advisor for the client relationship
Master Account Client Last Name – the primary last name for the client relationship
Master Account First Name – the primary first name for the client relationship
Master Account Spouse Last Name (if different) – the last name for the spouse if applicable
Master Account Spouse First Name – the first name for the spouse if applicable

Note: You should only include client s you wish to be included in Worldox. Any information provided to us will automatically be included.

Your export should look something like this:

Advisor (optional) / Client Last Name / Client First Name / Spouse's Last name
(if different) / Spouse's First Name
Smith, Bob / Charming / Richard / Candy
Jones, Kate / Clark / Candace
Jones, Kate / Davis / Doug / Smith / Marion

Data Verification

Advisor Information

Select the option that applies:

We have chosen not to include the Advisor field in Worldox
Please include an Advisor field in Worldox. Trumpet may use the following rule to determine the advisor (e.g. if there’s an “S” in column X, the advisor should be Bob Smith):

Please explain your firm’s key reasons for including the Advisor field in Worldox:

Client Code

In Worldox, each client is identified with a unique code of 12 or fewer characters. Trumpet usually generates these codes for you using a standard convention, but if you would prefer for us to use codes you provide, we will (providing they fit within the 12 character limit).

In the example below, the sample firm uses the client code in their portfolio management software and would like to maintain that code because it is meaningful to them and/or they would like the potential ease of having their portfolio management software integrate with their document management software.

If you don’t utilize the concept of a client code, Trumpet will be happy to create this for you. Most firms choose to have Trumpet generate the code for them.

Master Account ID / Advisor (optional) / Client Last Name / Client First Name / Spouse's Last name
(if different) / Spouse's First Name
DAYJO01 / Smith, Bob / Charming / Richard / Candy
CLARCA01 / Jones, Kate / Clark / Candace
DAVIDO01 / Jones, Kate / Davis / Doug / Smith / Marion

Select the option that applies:

Please generate codes for us using the client first and last names
I have provided a client code we’d like Trumpet to use. The column that references this code is titled:

Note: Trumpet highly recommends that you use codes that are somewhat human readable (not just an auto-generated number of some sort).

Unwanted Clients

There are no unwanted clients in the data we are going to provide to Trumpet
Unwanted clients have been marked by placing an ‘X’ in the following column in the data set. The column is named:

Inactive Clients

Select the option that applies:

All clients in the spreadsheet are active – we are not going to worry about filing for inactive clients or accounts
We have placed an ‘X’ in a column to indicate whether the listed client is inactive. The column representing inactive client status is titled:
You can determine whether a client is inactive by using the following rule (e.g. ‘if the client last name field contains the word “Inactive”, the client is inactive’):

Special Formatting Confirmation

Confirm that you have not used formatting or color to indicate any special requests by typing ‘Confirmed’ in the space to the right

Upload Data Extraction and Completed Punch List to Trumpet

First, it is important that you have completed the punch list in its entirety as this communicates information as to how we will manipulate your data. You can upload both this punch list and the data extraction spreadsheet directly to Trumpet using the following website:

This is an encrypted connection and uploaded files are sent directly to a secure location on our web server. Please simply specify your Trumpet Advisor in the drop down and they will be alerted as soon as you upload the files.

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