Author: Alex Melas

Single documents can be found outside of their Document Package on the Documents tab in Portal Uploads. 

Steps

1. Using the navigation bar, click on the ‘Portal Uploads’ Page.
2. Select the ‘Documents’ tab.
3. Use the Search bar to search for the document by name.
4. Use the Last Modified filter to find the document by date. 
5. Use the Advanced Filters to find the document using its Investing Entity, Investor, or Folder.

If a Communication or Reminder has been scheduled to send in the future, it can be rescheduled on the Edit Campaign page.

Steps

1. In the left navigation menu, click ‘Portal Uploads’.
2. Find the relevant Document Package or Communication, then click it to access its Document Package Details page.
3. Find the Communication/Reminder that needs to be rescheduled and click the pencil icon.
4. Scroll to find the Communication/Reminder that needs to be rescheduled.
5. Click the ‘Reschedule’ button.
6. Click on the date and select a date from the calendar overlay.
7. Click ‘Okay’.
8. Click ‘Confirm’.
9. The Communication/Reminder will be sent on the new date at 9:00AM EST.

If a Communication or Reminder has been scheduled to send in the future, it can be canceled on the Edit Campaign page.

Steps

1. Navigate to the Document Package Details page of which the Communication/Reminder is for.
2. Find the Communication/Reminder that needs to be canceled and click the pencil icon.
3. Scroll to find the Communication/Reminder that needs to be canceled.
4. Click the red ‘Cancel’ button.
5. Click ‘Confirm’.
6. The emails will be canceled. 
7. The Communication/Reminder will receive a ‘Rejected’ status and will be editable and able to be resubmitted for review on the Campaign Edit page.

While an entire Campaign cannot be scheduled to send in the future, the individual Communications within the Campaign can be, as long as the Communication is in a Pending Review status. 

Steps

1. Navigate to the Preview page of the Communication to be sent. The Communication must have a Pending Review status.
2. Click ‘Approve’
3. In the overlay, click ‘Later’
4. Click the date entry and select a date from the calendar overlay.
5. Click ‘Confirm’.
6. The Communication will receive a Scheduled status and will be sent on the specified date at 9:00AM EST.

Because there can be multiple Communications, or emails, within a Campaign, each individual Communication and Reminder is reviewed on its own. Each Communication and Reminder will have its own entry on the Communications tab in Portal Uploads. 

Steps

1. In the left navigation pane, click ‘Portal Uploads’.
2. Click the ‘Communications’ tab at the top.
3. To find all Communications that have a Pending Review status, click ‘Advanced Filters’ at the top, then select ‘Pending Review’ in the ‘Communication status’ dropdown menu.
4. Scroll or search to find the Communication in need of review and click the Communication name. The Preview page will open.
5. To view recipients, click ‘[#] Recipients’ at the top.
6. To view the attachments, click on the attachment link.
7. To preview the email in an inbox, click ‘Actions’, then ‘Send Test Message’ and enter the desired email address.
   1. One sample email will be sent to the designated address. 
8. To reject the Communication, click ‘Reject’.
   1. Add a reject reason and click ‘Confirm’.
   2. The preparer will be notified.
9. To send the Communication, click ‘Approve’.
10. To send the Communication immediately, leave the toggle selecting ‘Now’ and click ‘Confirm’. The emails will be sent as soon as ‘Confirm’ is clicked.
11. To send the emails on a later date, click ‘Later’.
    1. Click the date entry and select a date from the calendar overlay.
    2. Click ‘OK’.
    3. Click ‘Confirm’.
    4. The emails will be sent on the specified date at 9:00AM EST.
12. To view the Campaign details, navigate to the Document Package Details page and find the Campaign section. The basic details of the Campaign will be listed and the full details can be viewed by clicking ‘View/Edit Campaign’.

If a set of documents have an action that Investors must complete by a certain date, then an email can be scheduled to send to the Investors to remind them of that action. Reminder emails can be created when creating a Campaign. A reminder cannot be created without first creating an initial campaign email.

Steps

1. In the left navigation pane, click ‘Portal Uploads’.
2. Find the Document Package for which a Campaign is needed, then click it to open package’s Document Package Details page.
3. In the top right corner, click ‘Create Campaign’.
4. Complete all of the required Campaign fields. 
5. Scroll down to the ‘Add Reminder’ section and click “Add a Reminder”. The details 
6. Click ‘Add Recipients’. An overlay will open that displays all authorised contacts who have access to the document this Campaign pertains to. 
7. Click ‘Select All’ to select all recipients or double click the checkbox to add or remove recipients.
8. Click ‘Add Recipients’.
9. Give the Reminder a name. This is only for internal organization, the contacts will not see the Reminder name.
10. If using an email template, one can be selected using the Template dropdown. Campaign Templates can be created in Notification Settings: see How to Create a Campaign Template for more information.
11. Short tags can be inserted into the subject and body of the Reminder and when sent their values will populate. 
12. Enter a subject for the Reminder, this will be displayed in the email subject field.
13. Enter the message body of the Reminder.
14. If desired, add attachments by dragging and dropping or by clicking ‘Select Files’.
15. To save the Reminder and return to it later, click ‘Save as Draft’.
16. To proceed, click ‘Preview Campaign’. Both the Communication and Reminder will be displayed on the Preview Page.
17. To view recipients, click ‘X Recipients’.
18. To view any attachments, click ‘View’ next to the attachment and the file will be downloaded to your machine. 
19. To send yourself a test message, click “Action” and select “Send Test Message” in the dropdown. Enter the desired test recipient’s email address and click “Send”.
    1. One sample email will be sent to the designated address. 
20. To submit for the Campaign for review, click ‘Submit for Review’.
21. Choose to submit the campaign to a specific reviewer by clicking ‘Specify Reviewer’ and selecting a user from the dropdown. Or, if a default reviewer is specified, leave the overlay as is. 
22. Click ‘Submit for Review’.
23. The Reviewer will be notified.

Campaigns are emails that are sent to Contacts based on document access. After the documents in a document package have been published to the Investor Portal, a Campaign can be sent out to those contacts about the documents.

Steps

1. In the left navigation pane, click ‘Portal Uploads’.
2. Find the Document Package for which a Campaign is needed, then click it to open package’s Document Package Details page.
3. In the top right corner, click ‘Create Campaign’.
4. Scroll down to the Campaign Details section. 
5. Click ‘Add Recipients’. An overlay will open that displays all authorized contacts who have access to the document this Campaign pertains to. 
6. Click ‘Select All’ to select all recipients, or check the box to the left of a recipient to manually add them.
7. Click ‘Add Recipients’.
8. Give the Campaign a name. This is only for internal organization; recipients will not see the Campaign name.
9. If using an email template, one can be selected using the Template dropdown. Campaign Templates can be created in Notification Settings. For more information, see How to Create a Campaign Template.
10. Formatted tags can be inserted into the subject and body of the Campaign that will populate with the appropriate values when the campaign is sent.
11. Enter a subject for the Campaign. This will be displayed in the email subject field.
12. Enter the message body of the Campaign.
13. If desired, add attachments by dragging and dropping, or by clicking ‘Select Files’.
14. To save the Campaign and return to it later, click ‘Save as Draft’.
15. To proceed, click ‘Preview Campaign’.
16. To view recipients, click ‘X Recipients’.
17. To view the attachments, click ‘View’ next to the attachment and the file will be downloaded to your machine. 
18. To preview the email in an inbox, click ‘Send Test Message’ and enter the desired email address. One sample email will be sent to the designated address. 
19. To Submit for Review, click ‘Submit for Review’.
20. Choose to submit the campaign to a specific reviewer by clicking ‘Specify Reviewer’ and selecting a user from the dropdown. Or, if a default reviewer is specified, leave the overlay as is. 
21. Click ‘Submit for Review’. The reviewer will be notified.

Only Document Packages that are in a Draft or Rejected Status can be edited.

Steps

1. In the left navigation pane, click on ‘Portal Uploads’.
2. Click ‘Packages’.
3. Use the search bar or filters to find the package in need of editing.
4. Open the Document Package Details page by clicking on the desired package.
5. Click ‘Edit Package’.
6. Add/Update the necessary information.
7. Click ‘Preview Package’.
8. If only one document has been uploaded, then a preview of that document will be displayed (if the file type is supported). If multiple documents have been uploaded, each document can be viewed by selecting that document from the dropdown in the top left corner of the page.
9. Click ‘ Submit for Review’. A comment can be added if desired.
10. If a default reviewer is specified, they will receive a notification that the package is ready for review. You can choose to submit the record to a specific reviewer by clicking ‘Specify Reviewer’ and selecting a user from the dropdown.
11. Click ‘Submit for Review’. The reviewer will be notified.
12. The Package will receive a Pending Review status and will be found on the Document Packages tab in Portal Uploads.

Note: If the package began in a draft status, rather than submitting the package for review, the package could be saved as a draft again.