7.27.26 - Subscription Document Digitization and Data Snipper Training Notes

Request Intake: Digitization requests come through a ticketing system (e.g., Zendesk or Team Support) and must include the client name, an xDrive link, the target delivery date, and the number of documents to be digitized.
Folder Requirements: All subscription documents must be inside one folder, separated by entity, and unzipped. Each file should be a PDF. If the folder structure is incorrect (e.g., nested folders for different LPs like ARLP), the request should be closed via macro to have the team resubmit in the proper format.
Turnaround Time: The minimum turnaround for subscription document tickets is two days.
Document Validation: Confirm the number of documents provided in the xDrive pathway (e.g., WindForest had six items) correlates with the number stated on the request ticket.

Data Snipper Add-in: The extraction process relies on the Data Snipper plugin for Excel. Users must ensure they have the correct license and the add-in installed.
Preparation Steps:
- Import documents into the Data Snipper interface from the specified xDrive pathway.
- Run OCR (Optical Character Recognition) on all imported documents to convert image text into selectable data.
- Compress the documents through the “Organize” menu to speed up the AI agent's processing.
Running the Agent: Use the AG subscription document extraction agent 1 (also referred to as SUVXT001). Type "ready" in the agent dialogue box once the OCR and compression are complete.
Extraction Categories:
- Full Baseline: The default option (Option 1) which extracts all relevant data sections including mailing addresses, wiring information, tax IDs, and contact details.
- Specific Extractions: In cases like distribution implementation, a team may request only wiring instructions.

AllView Clients: For AllView, provide the raw extraction file. Save it in the folder with an underscore and a standardized name (e.g., _sub doc extraction [date]).
ARC Clients: Files for ARC require an additional step to fit a specific structure recognizable by the Alteryx workflow. Data is typically moved into a specific ARC template (identifiable by green headers) to automate the generation of import files.
System Differences: ARC uses Alteryx workflows to rearrange columns for system imports, while AllView processes are more manual, involving separate uploads for contacts, wires, and comps.

Internal Review: Digitized files should be eyeballed by an escalation point or supervisor (e.g., Nathaniel for ARC) to ensure data is consistently placed in the correct template columns.
Engagement Team Responsibility: The final review for data accuracy (verifying dollar amounts or tax IDs against legal documents) is the responsibility of the engagement team. Macros used when closing tickets should state that the data has not been fully reviewed for accuracy by the extraction team.

Data Snipper Access: Gus inquired about receiving access to Data Snipper. It was confirmed that the license is established but may require a restart, an upgrade, or contact with Abacus to appear in Excel.
Team Transition: Delaney (the intern) is scheduled to leave at the end of the week. Responsibility for ARC and AllView extractions will shift to Gus.
Current Priorities: Gus noted he is currently working on the Client Hub/TrueLink reporting checklist for Terry while monitoring for new tickets.
Future Training: A follow-up is planned to provide Gus with specific details on the ARC-specific template once more information is gathered from Delaney.