This data dictionary provides clarity into each of the fields within the GP Portal CRM import. GP Portal is platform-agnostic and does not support automated data migration from third-party systems. Because fund administration platforms may use different field names or organizational structures, clients are responsible for mapping their internal data to this format. This dictionary is designed to support that effort.
Within the import template, each column is color-coded:
- Green: Indicates the field is required*.
- Blue: Indicates the field is optional.
Required fields are needed to successfully create the records and their associations. Once created, records can be edited to include additional information if desired.
*Last Name is a blue field but is required for investors and contacts denoted as individuals; if the investor/contact is a company, Last Name can be left blank.
While filling out the template, keep in mind:
- One Investment Advisor may oversee multiple Investing Entities.
- One Investing Entity can have multiple Investors.
- One Investor can have multiple associated Contacts (Communication tab).
- Each Contact must be tied to an Investor via the Investor Code.
📗 Investment Advisor Tab
This sheet establishes the investment advisor record, typically representing the management firm overseeing one or more investing entities.
| Field Name | Description | Example |
|---|---|---|
| Investment Advisor Name | Name of the investment advisory firm managing the investing entities. | Silver Oak Capital |
📘 Investing Entity Tab
This sheet defines the investing entity records managed by the investment advisor.
| Field Name | Description | Example |
|---|---|---|
| Fund Code | Unique identifier for the investing entity/fund. This is used to link investors to entities. | SOF01 |
| Investing Entity Name | Name of the investment fund or entity. | Silver Oak Fund I |
| Investment Advisor Name | Name of the managing investment advisor (links to Investment Advisor Tab). | Silver Oak Capital |
📙 Investor Tab
This sheet establishes investor records and links each investor to the fund(s) in which they have invested.
Fields in italics below are not required but are included for information purposes.
| Field Name | Description | Example |
|---|---|---|
| Fund Code | Identifier linking investor to an investing entity (links to Investing Entity Tab). | SOF01 |
| Investor Code | Unique identifier for each investor. Use a consistent convention, such as combining the Fund Code with a numeric sequence. | SOF01001; INV0001 |
| First Name | Investor’s first name. | John; The Money Firm |
| Last Name | Investor’s last name. Leave this blank only if the investor is a company. For individuals, this field is required. | Smith |
| Individual / Company | Indicates if the investor is an individual or a company/entity. Companies do not require the Last Name field to be completed. | Individual |
| Foreign / Domestic | Indicates investor’s domestic or foreign status. | Domestic |
| Investor’s primary contact email address. | john.smith@example.com | |
| Address 1 | Primary address line for investor. | 123 Elm Street |
| Address 2 | Secondary address line (optional). | Suite 101 |
| City | City of investor’s primary address. | Albany |
| State | State abbreviation of primary address. | NY |
| Zip | Postal code. | 12205 |
| Country | Country of investor’s address. | USA |
| Tax ID | Tax Identification Number (domestic investors). | 123-45-6789 |
| GIIN/Foreign TIN | Global Intermediary Identification Number or Foreign Tax ID Number. | 98AB123456 |
| Subscription | Amount the investor has committed to investing. | $1,000,000 |
📕 Communication Tab
This sheet defines the association between contacts and their corresponding investors, including the folder access granted to each contact (or to the investor, if they are listed as their own contact). Folder access determines which documents a contact can view and is managed by the portal administrator. For each folder, denote access using “Yes” or “No”.
Once a contact record is created, folder access can be modified at any time directly within the CRM in GP Portal.
Fields in italics below are not required but are included for information purposes.
| Field Name | Description | Example |
|---|---|---|
| Investor Code | Identifier linking to specific investor (links to Investor Tab). | SOF01001; INV0001 |
| First Name | Contact’s first name. | Jane; The Money Firm |
| Last Name | Contact’s last name. This can be left blank of the contact is a company. | Doe |
| Contact’s email address. | jane.doe@example.com | |
| Salutation | Formal salutation or title. | Ms. |
| Suffix | Contact’s name suffix. | CPA |
| Job Title | Job title or position held by contact. | CFO |
| Business Phone | Contact’s business phone number. | (212) 555-7890 |
| Mobile Phone | Contact’s mobile phone number. | (518) 555-1234 |
| Individual / Company | Indicates if contact represents an individual or company. Companies do not require Last Name to be completed. | Individual |
| Foreign / Domestic | Indicates domestic or foreign status of contact. | Domestic |
| Annual Meetings | Consent to receive Annual Meetings notifications. | Yes |
| Annual Reports | Consent for receiving annual reports. | Yes |
| Audited Statements | Consent for receiving audited financial statements. | Yes |
| Financial Statements | Consent for receiving financial statements. | Yes |
| Investment Memorandum | Consent to receive investment memoranda. | Yes |
| Legal Documents – Fund | Consent for receiving fund-specific legal documents. | Yes |
| Other Notices | Consent to receive miscellaneous notices. | Yes |
| Quarterly Reports | Consent for receiving quarterly reports. | Yes |
| Capital Account Statements | Consent to receive capital account statements. | Yes |
| Capital Calls | Consent for receiving capital call notifications. | Yes |
| Capital Notices | Consent for receiving capital notices. | Yes |
| Distributions | Consent for distribution notices/payments. | Yes |
| K1 Consent | Consent to receive tax form K1. | Yes |
| Legal Documents – Investor | Consent to receive investor-specific legal documents. | Yes |
| Tax Information | Consent to receive tax-related documentation. | Yes |