The SuperAdmin administrator functionality allows a client to upload data in bulk using spreadsheets. The user can edit information by downloading a template from the database, editing the data in the spreadsheet, and uploading the template to GEMS. See Introduction to GEMS SuperAdmin for more information on the SuperAdmin process.
The following are ready-made templates for clients to use.
Address Import
This template can be used to upload new Address records to the Addresses Lookup List in GEMS. It does not associate Addresses to Entities, People, or Non-Affiliates.
Template Type - IMPORT
Prerequisites
Review the list of new addresses and ensure that they are not duplicates of existing ones. GEMS allows duplicates and will create the address again despite having the same name. Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data. Make sure State/Province, Country and Region match with the lookup in GEMS.
Results
Once the upload is successful, the new addresses will be available to use in GEMS.
Addresses Update
The Addresses Update template is used to remove duplicate addresses and consolidate them to an existing address.
Template Type - MODIFY
Prerequisites
Edit the surviving address if required through the Look Up Items feature from the Admin Menu in GEMS.
Edit guidelines
Identify the address that will survive.
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template is used to consolidate duplicate addresses. It is not to be used to upload new addresses or edit existing ones.
Results
Once the upload is successful, the addresses that were identified to be duplicates will be deleted. This will also update all Entities that referred to the incorrect address to the correct one.
Appointment Type Update
This template can be used to merge appointment types in the lookup list and replace merged appointment types for all existing appointment records in GEMS.
Template Type - MODIFY
Prerequisites
Edit the existing appointment type first if required through the Look Up Items feature from the Admin Menu in GEMS.
Edit guidelines
Identify the appointment type that will survive.
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template is used to consolidate duplicate appointment types. It is not to be used to upload new appointment types or edit existing ones.
Results
Once the upload is successful, the appointment types that were identified to be duplicates will be deleted. This will also update all Entities that referred to the incorrect appointment types to the correct one.
Appointments Import
The Appointments Import template is used to upload appointments to existing Business Entities (Companies).
Template Type - IMPORT
Prerequisites
The Business Entities, Appointees, and Appointment Types must exist. So, before using this template, make sure that the Companies, Person Entities, and Appointment Types have been created.
Edit guidelines
Identify the Business Entities, Persons, and Appointment Types that will be used.
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template is not to be used to upload new Business Entities, Persons, or Appointment Types.
Results
Once the upload is successful, the appointees and their respective titles will be assigned to the companies’ Appointments screen.
Appointment Update
The Appointment Update template is used to update the Appointment Date, Appointment Confirmation, Resignation Date, and Resignation Confirmation for Appointments to Business Entities/Companies within GEMS.
Template Type - MODIFY
Prerequisites
The Appointments and corresponding Business Entities/Companies must already exist within GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data. For this template, only “DateAppointed,” “AppointmentConfirmed,” “DateResigned,” and “ResignationConfirmed” fields can be modified.
Results
Once the upload is successful, the Appointment Date, Appointment Confirmation, Resignation Date, and/or Resignation Confirmation will be updated for the modified Appointments.
Authorized Amendment Import
The Authorized Amendment Import is used to update the authorized amount ownership details of existing companies.
Template Type - IMPORT
Prerequisites
Review that all the Companies and their associated Security Types that will be updated exist.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Only 3 transaction types can be used in this template: Balance, Increase, and Decrease.
Results
Once the upload is successful, the companies can be searched, and the authorized amounts can be displayed.
This template will only update the authorized amount screen. It will not issue or allot securities to registered holders. This can be done using the Security Import template.
Bank Account Signatories
The Bank Account Signatories is used to modify or create signatories.
Template Type - MODIFY
Prerequisites
Review the existing details that are in the downloaded template to prevent duplicate uploads.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, Signatory Entity ID, Bank Signatories, fields will be updated for the modified entities.
Bank and Bank Accounts
The Bank and Bank Accounts template is used to modify or create bank information and bank accounts.
Template Type - MODIFY
Prerequisites
Download a new template from SuperAdmin to work on.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the new or updated Bank and Bank Accounts will be available to use in GEMS.
Basic Business Entity Import
The Basic Business Entity Import template is used to upload new companies to the database.
Template Type - IMPORT
Prerequisites
Review the list of new companies and ensure that they are not duplicates of existing ones. GEMS allows duplicates and will create the companies again despite having the same name. Be aware of your Active Company License limit prior to import, as you could exceed the number of companies allowed for your database.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the companies can be searched and are now existing entities.
Committee Import
The Committee Import template can be used to add a Committee and its Members to a Entity(s).
Template Type - IMPORT
Prerequisites
Review the list of new committees and ensure that they are not duplicates of existing ones. GEMS allows duplicates and will create the committee again despite having the same name.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the Committees and its Members are added to a Entity(s).
Communication Value Update
This template is used to Update, Delete, or Add Communication to Company, Person, and Non-Affiliate. This updates the details in the Communication screen.
Template Type - MODIFY
Prerequisites
Review the existing details in the downloaded template to prevent duplicate uploads. Please ensure any records that should not be updated, amended, etc. are removed from the Spreadsheet i.e. their rows deleted.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed/amended or removed as specified.
Company Address
This template is used to add, edit, or delete company address.
Template Type - MODIFY
Prerequisites
Review the existing details that are in the downloaded template to prevent duplicate uploads. Please ensure any records that should not be updated, amended, etc. are removed from the Spreadsheet i.e. their rows deleted.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed/amended or removed as specified.
Compliance Activity Change Owner and Assignee
This template is used to Change Compliance Activity Owner and/or Assignee.
Template Type - COMPLIANCE TRACKER
Prerequisites
Review the existing details that are in the downloaded template to prevent duplicate uploads.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Compliance Activity Complete
This template is used to Complete Compliance Activity.
Template Type - COMPLIANCE TRACKER
Prerequisites
Review the existing details that are in the downloaded template to prevent duplicate uploads.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Compliance Activity Delete
This template is used to delete Compliance Activities.
Template Type - COMPLIANCE TRACKER
Prerequisites
Review the existing details that are in the downloaded template to prevent duplicate uploads. This list includes all Activities regardless of status.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Compliance To Do Item Change Assignee
This template is used to Change Assignee(s) on Compliance To Do Items.
Template Type - COMPLIANCE TRACKER
Prerequisites
Review the existing details that are in the downloaded template to prevent duplicate uploads.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Custom Fields Update
The Custom Fields Update template can be used to update data on existing custom fields.
Template Type - MODIFY
Prerequisites
Review the existing details that exist in the downloaded template to prevent duplicate uploads.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data. When Adding New Communication, ensure that the following field details are included: EntityID, Communication Type, and Value.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Custom Screen Update
The Custom Screen Update template can be used to add, edit, or delete custom fields data on the selected custom screen in GEMS. Entities and custom fields must already exist in GEMS.
Template Type - MODIFY
Prerequisites
Prior to downloading the template, you must choose the custom screen name from the dropdown menu in order to designate which custom screen fields will be modified. Review the existing details in the downloaded template to prevent duplicate uploads.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the data entered into the corresponding screens and fields will be displayed when accessed.
Document Category and Sub-Category Merge
The Document Category and Sub-Category Merge template can be used to merge document category and sub-category.
Template Type - MODIFY
Prerequisites
When a category is used in a task, it cannot be deleted.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the merged category and Sub-category will be available to use in GEMS.
Document Type Merge
The Document Type template can be used to merge document types.
Template Type - MODIFY
Prerequisites
The template will delete the merged document type if it is not reserved and merge the documents with the new document type.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the merged document types will be available to use in GEMS.
Document Update
The Document Update template can be used to modify Document Metadata.
Template Type - MODIFY
Prerequisites
Upload ONLY modified rows and delete the rest of rows in template. All lookup list data for Document Type, Category and Sub-Category must already exist in GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data. Use this template to modify Document Type, Category, Sub-Category and Date.
Results
Once the upload is successful, the document updates will be available to use in GEMS.
Entity Contacts Import
Entity Contacts Import template can be used to associate Contacts to a Company record in GEMS. A Contact can be a Person, a Non-Affiliate, or a Company and must already exist in GEMS.
Template Type - IMPORT
Prerequisites
Review that the Contacts which can be a Person, a Non-Affiliate, or a Company, already exist in GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the Contacts will be associated to the specified Company records.
Entity DBA Import
This template can be used to upload Doing Business As (DBA) data to a Company record in GEMS. All data elements (company, jurisdiction, county, pursuant to, principle address) must already exist in GEMS.
Template Type - IMPORT
Prerequisites
Review that the Company already exists in GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the DBA data will be associated to the specified Company records.
Entity Notes Import
This template can be used to add notes and note descriptions to entity, person and non-affiliate records.
Template Type - IMPORT
Prerequisites
Review that the entity, person and non-affiliate records already exists in GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the Notes data will be associated to the specified entity, person or non-affiliate records.
Foreign Qualification Import
The Foreign Qualification Import template can be used to add Foreign Qualifications to Entities in GEMS.
Template Type - IMPORT
Prerequisites
Download a new template from SuperAdmin to work on. Please follow "firstname lastname" format for person.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the Foreign Qualification will be added to the specified Entities in GEMS
Inventory Add Update or Delete
The Inventory Add Update or Delete template is used to add, edit, or delete data on the Inventory Screen of Business Entities/Companies.
Template Type - MODIFY
Prerequisites
The Entities and inventory items involved must already exist within GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data. For this template, if adding a new inventory item, make sure the only the Entity ID is present in the “IDs” column. When modifying or deleting an inventory item, the “IDs” column does not need to be edited. When completing the “InventoryItem” column, the value must match the Lookup Item value of the inventory item.
Results
Once the upload is successful, any new inventory items added will appear on the relevant Inventory Screen, any deleted inventory items will no longer appear on the relevant Inventory Screen, and any modified inventory items will reflect the changes made in the template.
Non-Capital Ownership
This template can be used to upload new non-capital ownership data in GEMS. Entities must already exist in GEMS.
Template Type - IMPORT
Prerequisites
The Parent and Subsidiary Entities are set up.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data. The mandatory fields in the template are different from the data entry screen. Details like the Member type and Appointed Date are also required in the upload template.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Other Registrations Import
The Other Registrations Import template can be used to upload new Other Registrations data to GEMS.
Template Type - IMPORT
Prerequisites
Entities, Registration Descriptions, Jurisdictions, Acts of Law, and Regulatory Bodies must already exist in GEMS. For Address, RegisteredOffice and MailingOffice, only Line 1 of address is needed.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the new Other Registrations data will be available in GEMS.
Past Names Import
This template can be used to enter Historical Names for Companies, People, or Non-Affiliates. All records must already exist in GEMS.
Template Type - IMPORT
Prerequisites
This template is for entering historical, past names; it is not meant to be used to legally change the name of a Entity record in GEMS. All Company, Person, and Non-Affiliate records must exist in GEMS.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the person entities can be searched and are now existing entities.
Person Import
The Person Import template is used to import Person Entities (Appointees) to the database.
Template Type - IMPORT
Prerequisites
Review the list of new person entities and ensure that they are not duplicates of existing ones. GEMS allows duplicates and will create the people again despite having the same name.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the person entities can be searched and are now existing entities.
Person Update ECCTA
The Person Update ECCTA template can be used to update person's Economic Crime and Corporate Transparency Act records in GEMS.
Template Type - MODIFY
Prerequisites
The template will only validate and update records that has 'Y', or 'Yes' in the Update field, and will ignore the rest of records
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Results
Once the upload is successful, the person entities' ECCTA record will be updated.
RA Appointees Address
The RA (Registered Agent) Appointees Address template is used to upload new or missing addresses associated with existing person entities to the database.
Template Type - REGISTERED AGENT
Prerequisites
This template will upload address details to existing Person Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template should run once to update existing companies and should only be used again exclusively for those companies that have new addresses to upload. The import file must only have companies that need updating. You can delete all other entries that do not need changes to improve upload time. Ensure that addresses are entered correctly as slight differences will create another version of the address.
Results
Once the upload is successful, the Addresses screen will be updated. New addresses will be added to the Addresses Look-Up list.
RA Company Address
The RA (Registered Agent) Company Address template is used to upload new or missing addresses associated with existing companies to the database.
Template Type - REGISTERED AGENT
Prerequisites
This template will upload address details to existing Business Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template should run once to update existing companies and should only be used again exclusively for those companies that have new addresses to upload. The import file must only have companies that need updating. You can delete all other entries that do not need changes to improve upload time. Ensure that addresses are entered correctly as slight differences will create another version of the address.
Results
Once the upload is successful, the Addresses screen will be updated. New addresses will be added to the Addresses Look-Up list.
RA Company Appointees
The RA (Registered Agent) Company Appointees template is used to edit missing information on existing appointments associated with companies to the database.
Template Type - REGISTERED AGENT
Prerequisites
This template will upload appointment data to existing Business Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
The import file must only have companies that need updating. You should delete all other entries as it will speed up the upload time.
Results
Once the upload is successful, the Appointments screen will be updated.
RA Company Basic
The RA (Registered Agent) Company Basics are used to update fields in the Basics screen of the Business Entity.
Template Type - REGISTERED AGENT
Prerequisites
This template will update the basic details of existing Business Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template should run once to update missing field data in the Basics screen. Not all fields are included in this upload. This template can also be used to correct existing entries in the fields available.
Results
Once the upload is successful, the Basics screen will be updated.
RA Company Non-Capital Ownership
The RA (Registered Agent) Non-Capital Ownership template is used to upload new or missing non-capital ownership details associated with existing companies to the database.
Template Type - REGISTERED AGENT
Prerequisites
This template will upload non-capital ownership details to existing Business Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
This template should run once to update existing companies and should only be used again exclusively for those companies that have new addresses to upload. The import file must only have companies that need updating. You can delete all other entries that do not need changes to improve upload time.
Results
Once the upload is successful, the Non-capital ownership screens will be updated.
RA Company Securities (Download only)
The RA (Registered Agent) Company Securities template is used to download securities associated with existing companies to the database.
Template Type - REGISTERED AGENT
Prerequisites
This template will download securities details from existing Business Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
At this time, this template is used to review the securities information present in current companies.
Results
Once the download is successful, the security details are included.
Ranking Order Update
The Ranking Order Update template is used to assign or edit a Ranking Order number to existing Appointment Types.
Template Type - MODIFY
Prerequisites
The downloaded template will include all existing Appointment Types in the database. Ensure that you download the latest version so that it includes any new types that were recently created. Using this template will modify existing Appointment Types. It is not to be used to create new Appointment Types.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data. The only field that will be updated in GEMS is the Ranking Order number. Editing all other fields will not change them in GEMS.
Results
Once the upload is successful, the Appointment Type’s Ranking Order will be updated. These changes are also retroactive to all current Appointments that have that Appointment Type.
Redemption Transaction
Redemption Transaction template can be used to upload redemption transactions to the stockholder/shareholder summary screen in GEMS. Entities and security classes must already exist in GEMS.
Template Type - MODIFY
Prerequisites
EntityID, Registered Holder ID, Beneficial ID, and Security should exist in GEMS.
Edit guidelines
As with all templates, the “Notes” tab in the template will contain the instructions to properly enter the data. The template will ignore any row which does not have a Redeem Amount or Redeem Date.
Results
Redemption Transactions will be uploaded to the stockholder/shareholder summary screen in GEMS.
Security Import
The Security Import template is used to import securities (shares etc.) to the database.
Template Type - IMPORT
Prerequisites
This template will upload securities to existing Business Entities.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data.
Do not use the same template upload with the same information as GEMS will create another security, as it allows for duplicates. This template should run once to create new securities and should not be used to update existing security entries.
Results
Once the upload is successful, the Security screen will be updated. This template will only create new securities, it is not used to assign ownership details. The Registered Holder of the security is not identified.
Stockholder Summary
This template can be used to upload balance, issue, or disposal transactions to the stockholder/shareholder summary screen in GEMS. Entities and security classes must already exist in GEMS.
Template Type - IMPORT
Prerequisites
The Parent and Subsidiary Entities are set up.
Edit guidelines
As with all templates, the ‘Notes’ tab in the template will contain the instructions to properly enter the data. The Security Type must exist before executing this upload. You can use the Security Import Template first to create the security and then run this template to associate them with the parents.
Results
Once the upload is successful, the data entered into the corresponding fields will be displayed when accessed.
Transfer Transaction
The Transfer Transaction Template can be used upload transfer transactions stockholder/shareholder summary screen. GEMS Entities security classes must already exist GEMS.
Template Type - IMPORT
Prerequisites
If Transfer To Beneficial Holder Details missing, Transfer To Registered Holder will be Beneficial Holder by default. Ensure the balance of security is not below zero
Edit guidelines
Use this template to upload transfer transactions stockholder/shareholder summary screen.
Results
Once the upload is successful, the updated stockholder summery screen will be available in GEMS.