Applies To:
- All Portfolio Managers, Advisors, Wealth Planners, and support staff.
- Eligible account types: Cash accounts, Joint accounts, Margin accounts, TFSA, RRSP, RESP, RDSP, FHSA, RIF, LIF, LIRA, and Trust accounts.
You can submit an Estate Processing request from a client’s CRM Contact Record. Use the instructions below to ensure that the estate settlement is managed efficiently and all required actions are completely accurate.
When to Submit an Estate Processing Request
- A client has passed away, and their estate needs to be processed.
- The executor or legal representative has contacted you to begin the estate settlement process.
- The client's account requires the distribution of assets to beneficiaries or heirs.
- A client's estate requires transferring assets, closing accounts, or addressing tax-related matters.
How to Submit a RESP Beneficiary Designation Request
To submit an Estate Processing request, you'll use the Service Extension on the client's CRM Contact Record. When submitting the request, there are two distinct submission methods and workflows: Manual Submission, which involves upload a scanned or physically signed document, and Straight-Through Processing (STP), which automatically generates the required forms and sends it to the client through DocuSign.
Although both methods are valid, we strongly recommend using Straight Through Processing whenever possible for real-time tracking, reduced errors, and faster turnaround times.
Learn more about Straight-Through Processing.
How to Submit an Estate Processing Request using Manual Submission
Choose this method if your client has already completed and signed the required banking authorization forms.
- Navigate to the Client's CRM Contact Record
- Go to the Servicing Tab
- Select "Account Administration → Special Account Requests
- Select "Estate Processing" as your request type
- Select the Target Account
- Select Manual Submission
- Upload Required Documents:
- You'll need to attach a signed copy of the necessary Estate Processing forms. To add an attachment, click +Add file and upload the file from your computer.
- You'll need to attach a signed copy of the necessary Estate Processing forms. To add an attachment, click +Add file and upload the file from your computer.
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Review & Submit
- Once you confirm the details, click Submit to create the service request ticket.
Tip: Ensure that the Estate Processing documents are signed and properly filled out to avoid processing delays or rejections.
Learn more about Estate Processing Requirements.
How to Submit an Estate Processing Request using STP
With STP, Optimize automatically generates and emails the necessary forms to your client for electronic signing through DocuSign.
- Navigate to the Client's CRM Contact Record
- Go to the Servicing Tab
- Select "Account Administration → Special Account Requests
- Select "Estate Processing" as your request type
- Select the Target Account
- Select Straight-Through Processing
- Select the Withdrawal Type
- Cash Withdrawal / In-Cash transfer to associated contact(s) / In-Kind transfer to associated contact(s)
- For In-Cash and In-Kind transfers, you will also need to select the "To Account" from the dropdown list provided below
- Enter the Executioner Name and Email
- Select the Beneficiary from the dropdown list, which includes all contacts associated with the client
- If the selected beneficiary is one of the contacts associated with the client, the following fields will be automatically populated: Name, SIN, Email, and Address. If not, you will need to manually enter the information in these required fields
- If the selected beneficiary is one of the contacts associated with the client, the following fields will be automatically populated: Name, SIN, Email, and Address. If not, you will need to manually enter the information in these required fields
- Upload Required Documents:
- You'll need to attach a signed copy of the necessary Estate Processing forms. To add an attachment, click +Add file and upload the file from your computer
- You'll need to attach a signed copy of the necessary Estate Processing forms. To add an attachment, click +Add file and upload the file from your computer
- Review & Submit
- Once you confirm the details, click Submit to create the service request ticket
Please note: Once you submit the request, the ticket will be created and the client will be automatically sent the paperwork by DocuSign. The ticket cannot progress further until the client reviews the paperwork and electronically signs through DocuSign.
After Submitting the Request
A new service request ticket will be created. You can locate it:
- In the Right-Side Panel of the client's CRM Contact Record under Tickets.
- In the Estate Settlement Pipeline, where you can track the progress and confirm when the request is completed.
Processing Times
- Manual Submission: Processed within 7 business days.
- Straight-Through Processing: Typically completed within 8-9 business day of receiving signed documents
Important: After the ticket is completed and approved by the custodian that the estate is verified, you will need to submit a new Withdrawal ticket to finalize the withdrawal process.