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 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 that needs to be rescheduled and click the pencil icon.
4. Scroll to find the Communication 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 will be sent on the new date at 9:00AM EST.

If a Communication 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 the Communication is for.
2. Find the Communication that needs to be canceled and click the pencil icon.
3. Scroll to find the Communication that needs to be canceled.
4. Click the red Cancel button.
5. Click Confirm.
6. The emails will be canceled. 
7. The Communication 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 is reviewed on its own. Each Communication 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’.

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. At the top right, 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. You can select one or more recipients at the same time.
7. Click Include 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 the campaign’s recipients, click either [number] Unique Recipient(s) or [number] Email(s) to be Sent.
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 or deleted.

Editing a Document Package

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.
   • 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.
8. Click Submit for Review. A comment can be added if desired.
9. 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.
10. Click Submit for Review. The reviewer will be notified.
11. 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.

Deleting a Document Package

If you’ve created a draft package in error or no longer need it, you can delete the package:

1. Navigate to the Portal Uploads page.
2. Find the document package you’d like to delete, then click to access it.
3. Click Delete at the top right.
4. Click Confirm.

If documents that have been published to the Investor Portal need to be removed, you can:

• Unpublish the entire document package, OR
• Remove specific documents within the published package.

To unpublish the entire document package

1. Navigate to Portal Uploads in the left navigation menu.
2. Find and access the package you’d like to unpublish.
3. Navigate to the specific package’s Details page.
4. Click the red Unpublish Package button.
5. Click Confirm. The documents have been removed from the Investor Portal.

If the documents within the package need to be edited first, first reject the package. Once rejected, the package details can be edited and resubmitted for review.

To remove only specific documents from a package

1. Navigate to Portal Uploads in the left navigation menu.
2. Find and access the package that contains the document(s) you’d like to remove.
3. To remove a document from the package, click the trash icon to the right of that document.
4. Click Confirm.

n.b. Documents can be removed only from published packages. To remove a document added to a drafted or rejected document package, either finish publishing the package and follow the steps above, or create a new document package with the correct documents.

Deleting documents from a published package may affect the number of recipients in campaigns when viewing or editing them. The package will remain published even after the document is removed.