How do I load and split a file that is investor specific?
Before a document is loaded which needs to split, please ensure that the correct “Document profile” and “Document type” is created.
You can create these by going to the pod titled “System tools”. Here, you should find individual icons for both “Document types” and “Document profiles”:
One document type should be associated to a particular Document profile. For instance, if you are uploading capital calls, then one document type called “Capital Calls” should be created.
To create a document profile, click on this icon within the system tools pod and then click on “New”. Here, you have the option to give the profile a description name and a description for the document. You can also select the document security level, category the document is uploaded to as well as other specific points. Please ensure that the “Upload type” is set to “Bulk” if you’d like to split documents for this particular profile. You can also select the split method i.e “Master split method”. Once you’ve created this and selected all of the relevant criteria, please save the changes made.
The below steps now detail how to upload and split the document.
1. Log into the portal and navigate to the pod which says “Document services”
2. Within this pod, click on the module which says "Document Management"
3. Click on the option that reads "Upload Document".
4. Next click the "Submit a File" button this will then prompt you to browse to a location on your computer to select the file from that should be loaded.
5. The document will load once it is finished the "Status" column will update from a percentage to the word "Loaded"
6. Select the button that reads "Next" located at the bottom of the screen.
7. The next screen will prompt you to define the type of document that should be loaded to the site. Select the "Document Type" drop down and the "Profile" usually these are the same. For instance if a document type is a capital call then the document profile would be capital call as well. The document title should get pulled in with the necessary variables.
8. In the area named "Funds" select from the drop down the fund that the document should be loaded to. If there are multiple funds to be loaded to then the radio button is available for the option of "Multiple" or "All".
9. Select a date in the "Document Date" option note that this is the date that will get populated in the document's title. Then select the "Finish" button.
10. The next screen will be a grid with the document's title and the fund information and the document's status. Click on this line item and another page will display.
11. The page that populates is a review of all the selections just made there should now be some icons at the bottom of the screen. Click on the "Investor" icon which will take you to another page.
12. The split page will appear prompting you to select a split method from the drop down in the left corner. Generally the split method should be the Master Split method once selected you can click on the "Split Documents" button to the right of the drop down.
13. A list will now appear with the investor’s name, document title, file size, fund name and status of the file. In the top right corner there is a button for "Proof" selecting this will allow you to view the merged PDF that was split with the contact cards displaying on the first page showing the names of who will be receiving the document. Note that the proof can be saved as well.
14. After proofing the document the next option is to approve the file. The file will now be visible to investors once approved. The delivery button becomes available after selecting the "approve" button.
15. Go to the "Delivery" icon located at the bottom of the page. The recipient list will build check and uncheck the recipients on this screen.
16. Click on the "Review/Edit Email" button then select the "Type" drop down to select the template to be used to send the email. If there isn't any pre-written templates then select the "Type" of "Free Form" and then the "Template" of "Blank Template"
17. The "From" field in the Send Email section will default to the user who is signed in this can be updated with the email that is normally used for such emails. Email Alias”: An email alias allows an investor to see a "reply to" address as a set of words rather than an email address. For example, you can type the words "Fund Administration Team" into the Email Alias field, and investors would see "Fund Administration Team" as a reply to address instead of seeing the email address of John.Doe@abc.com
18. Once the body of the email and the subject has been filled in a test email can be sent by clicking on the button that reads "Test". If everything looks accurate then the email can be sent via the "Send All" button.