Annual Client Update form emails with Jim Peters and Ryan Cook — 2026-06-09 to 2026-06-10

Two email threads riding on the automated "Annual Client Update" notifications that JT's form workflow sends to Ryan Cook and Jim Peters when one of their clients submits the update form. JT, Jim, and Ryan; Jim's and Ryan's messages are known from the quoted history in JT's replies (the connector did not return the incoming copies).

Summary

• 2026-06-09, 6:44 AM: the first live submission landed and JT asked Jim and Ryan whether it reached their inbox or their spam folder. Jim: "I received it"; it was his first day back from vacation. Ryan: he sent the form out the day before to his JOINT and Ryan clients in RedTail, "See how it goes?" JT: "Can't hurt."
• 2026-06-10, 10:49 AM: after a second submission, JT told them he would drop himself off the notification emails, having been on them only to test that everything triggered.
• Ryan asked whether the submissions count as a compliance check-in, said the team would ask Hannah to update Redtail from them, and asked what else to do when a client reports no changes.
• JT's answer (1:02 PM): the Smartsheet forms are what Compliance wants for every client; they feed the standardized compliance submission form, whose workflow produces a per-client document (sample attached) and files it in the Compliance folder. Given the size of the Cook/Peters book with the Security Benefit accounts, they should not double-enter the client-update emails in Smartsheet; in a week or two JT would run a script to pull the email attachments into the Compliance folder as a supplement.
• The thread's extra recipient (jefft@triumphcapitalmanagement.copm) is a mis-typed address carried on Ryan's reply, not a person.

Decisions

• JT: the Cook/Peters team does not re-enter client-update submissions in Smartsheet; JT will script the email attachments into the Compliance folder instead.

They asked me for

• Ryan Cook: whether the client-update submissions get filed as a compliance check-in, and what to do with ones that report no changes. Answered 2026-06-10.
• Ryan Cook (implicit): Hannah to receive the emails so she can update Redtail. Handled the same day on Teams (see also).

I asked them for

• Jim Peters and Ryan Cook: confirm the notification email arrived in their inbox rather than spam. Answered.

Concerns and frustrations raised

• JT: the Cook/Peters client list is "massive with all the Security Benefit accounts", so documenting an annual review for every client is the hard part.

What they are focused on

• Ryan Cook: getting the client review forms out (JOINT and Ryan clients first) and having Hannah keep Redtail current from the responses.
• Jim Peters: catching up after vacation; receiving the emails.

Doable / not doable / needs a decision

• Counting the client-update emails toward the annual client review → doable as a supplement; the standard Smartsheet compliance form is still the record.
• Pulling the email attachments into the Compliance folder by script → doable; JT promised it for one to two weeks out.

Action items

Mine

• Script to pull the Annual Client Update email attachments into the Compliance folder — target about 2026-06-24 — (Notion: not pushed)
• Drop JT from the Cook/Peters notification emails (reconsidered the same day on Teams: JT stayed on and added Hannah instead) — 2026-06-10

Theirs

• Ryan Cook: keep the client-update forms going out; hand the responses to Hannah for Redtail — no date

Suggestions for me

• The scripted attachment pull is a promise with a soft date; check whether it ran before the next compliance-calendar review of annual client reviews.
• Ryan will ask for more form fields to reduce compliance work; the answer given on Teams the same day was that the form already suffices.

Notable quotes

"Yes, I sent yesterday to JOINT and Ryan clients in RedTail. See how it goes?" — Ryan Cook "Maybe Ryan did... this is the first day I can come up for air post vacation." — Jim Peters "Technically, we want the Smartsheet forms completed for all of these clients." — JT "In a week or two, I'll run a script to pull all the email attachments into the Compliance folder, and we can use anything that comes through as a supplement to the standard form." — JT