The Video shows Users with SuperAdmin rights how to download their data into a spreadsheet, edit the spreadsheet and bulk upload changes to their GEMs.
Webinar recap notes generated by AI.
Please note: Grid Based Editing (GBE) is not covered in this webinar. For information on SuperAdmin GBE see the article linked at the bottom of this recap.
SuperAdmin Overview
Instructor introduced the SuperAdmin feature in GEMS, highlighting its capability to upload data in bulk using spreadsheets. This feature is designed to facilitate bulk updates and edits to existing information by downloading data from the database, manipulating it in a spreadsheet, and re-uploading it.
Bulk Updates: The SuperAdmin feature is particularly useful for making bulk updates to information, allowing administrators to handle large volumes of data efficiently. This is beneficial for users who need to make extensive changes to multiple items simultaneously.
Editing Existing Data: SuperAdmin also allows for editing existing information by downloading it from the database, making necessary changes in a spreadsheet, and re-uploading it. This process ensures that updates are made accurately and efficiently.
Steps for Using SuperAdmin
Instructor outlined the four steps involved in using Super Admin: downloading a template, editing the data in the template, uploading the data, and verifying the changes.
Step 1 Download: The first step in using SuperAdmin involves downloading a template from GEMS. This template serves as the basis for making bulk updates or edits to the data.
Step 2 Edit In the second step, users edit the data in the downloaded template. This involves making necessary changes or additions to the data in the spreadsheet format.
Step 3 Upload: The third step is uploading the edited template back into GEMS. This step ensures that the changes made in the spreadsheet are reflected in the database.
Step 4 Verify: The final step involves verifying the changes to ensure that the data has been updated correctly. This step is crucial to confirm that the bulk updates or edits have been successfully implemented.
Types of Templates
Instructor described the three types of templates available in GEMS: import templates for creating new information, modify templates for making changes to existing information, and registered agent templates for editing existing data.
Import Templates: Import templates are used for creating new information in GEMS. These templates allow users to add new entities, such as companies or appointees, by entering the relevant data in a spreadsheet and uploading it to the system.
Modify Templates: Modify templates are designed for making changes to existing information. These templates enable users to update or edit data that is already present in the database, ensuring that the information remains accurate and up-to-date.
Registered Agent Templates: Registered agent templates are used for editing existing data, particularly for ensuring that all required information is present for annual filings. These templates help maintain the accuracy and completeness of the data in the system.
Accessing SuperAdmin
Instructor explained that the SuperAdmin feature is activated on a request basis and is only available to experienced users. They demonstrated how to check if the feature is available and how to access it using a specific URL.
Activation Process: The SuperAdmin feature is activated on a request basis and is not automatically available to all users. It is intended for experienced users who are familiar with the database and can handle bulk updates responsibly.
Checking Availability: To check if the SuperAdmin feature is available, users need to log in as an administrator and look for the SuperAdmin user option in their profile details. If the feature is activated, this option will be editable.
Accessing Super Admin: Once activated, users can access the SuperAdmin feature using a specific URL provided by support. This URL is unique to each database and should be saved as a favorite for easy access.
Credentials: Users do not need to create new credentials to access SuperAdmin. The same login credentials used for GEMS are used to log in to the SuperAdmin panel.
Creating New People
Instructor demonstrated how to create new people in GEMS using the person import template. They showed how to download the template, enter the data, and upload it to GEMS.
Downloading Template: Instructor demonstrated the process of downloading the person import template from GEMS. This template is used to add new individuals to the database.
Entering Data: They showed how to enter the necessary data into the downloaded template, including fields such as last name and visa status, which are mandatory for the import to be successful.
Uploading Template: After entering the data, Instructor demonstrated how to upload the template back into GEMS. The system validates the data and creates new person records based on the information provided in the spreadsheet.
Verification: Once the upload is complete, Instructor showed how to verify that the new individuals have been successfully added to the database by searching for their names in GEMS.
Creating New Companies
Instructor demonstrated how to create new companies in GEMS using the basic company import template. They showed how to download the template, enter the data, and upload it to GEMS.
Downloading Template: Instructor demonstrated the process of downloading the basic company import template from GEMS. This template is used to add new companies to the database.
Entering Data: They showed how to enter the necessary data into the downloaded template, including fields such as legal name, entity type, jurisdiction, formation date, and status.
Uploading Template: After entering the data, Instructor demonstrated how to upload the template back into GEMS. The system validates the data and creates new company records based on the information provided in the spreadsheet.
Handling Errors: Instructor explained how to handle errors that may occur during the upload process, such as incorrect entity types or statuses. They showed how to correct these errors and re-upload the template.
Updating Company Addresses: Instructor demonstrated how to update company addresses using the RA company address update template. They showed how to download the template, enter the new addresses, and upload the changes to GEMS.
Downloading Template: Instructor demonstrated the process of downloading the RA company address update template from GEMS. This template is used to update addresses for existing companies in the database.
Entering Data: They showed how to enter the new address data into the downloaded template, including fields such as address line, city, and country. They emphasized the importance of accurate data entry to avoid errors during the upload.
Uploading Template: After entering the new address data, Instructor demonstrated how to upload the template back into GEMS. The system validates the data and updates the company addresses based on the information provided in the spreadsheet.
Verification: Once the upload is complete, Instructor showed how to verify that the company addresses have been successfully updated by checking the address details in GEMS.
Merging Duplicate Addresses: Instructor explained how to use the address update template to merge duplicate addresses in GEMS. They demonstrated how to identify duplicate addresses and merge them into a single address.
Quick Edit Feature: Instructor introduced the Quick Edit feature, which allows users to edit data directly in SuperAdmin without downloading and re-uploading the spreadsheet. They demonstrated how to use this feature for updating ranking orders.
Viewing Update History: Instructor showed how to view the history of updates made using SuperAdmin, including who made the changes and what was updated.
For information on GBE please see the following article: Edit Data with SuperAdmin | GEMS Help Center