GPES Platform User Guides

Getting Started with GP Portal

If you’re new to GP Portal or administering a portal for the first time, use this guide to help familiarize yourself with key workflows within the application; below are recommended steps to take when setting up your portal instance and processes.

Step 1: Portal Setup Mode

Portal Setup Mode prevents system emails from reaching CRM contacts while you configure settings and templates.

When Setup Mode is ON, all portal notifications redirect to a specified email address for testing. When OFF, notifications send normally.

To enable Setup Mode:

  1. Log in with your administrator account
  2. Navigate to Settings (gear icon) → General Settings → Email Settings
  3. Toggle Setup Mode to ON
  4. Enter the email address to receive redirected communications
  5. Click Update Setup Mode

When ready to launch, toggle Setup Mode to OFF and click Update Setup Mode.

Step 2: System Templates

System templates let you create standardized messaging that can be used repeatedly.

GP Portal provides two types of system templates that should be configured during portal setup:

  1. Campaign Templates: These are templates related to document campaigns. While creating a document campaign to send communications to investors, you can choose an existing template with pre-populated language rather than drafting a new email for each campaign, saving time. These are useful for regular campaigns that use similar language, such as capital calls.
  2. System Notification Templates: These are templates related to system notifications users receive for various situations, including but not limited to:
    • User Welcome Email
    • [change] needs review
    • [change] approved
    • CRM archived
    • etc.

The User Welcome Email is a great place to start, as it will be sent to each new user added to the portal.

For more detailed information, see these articles:

Step 3: CRM: Editing & Access

The CRM powers much of the functionality of the portal. Internal users with the appropriate permissions can create, edit, and archive CRM records at any time. Records can be added in bulk via an import template, or added individually.

Internal users can also impersonate external users (contacts) to see what their experience looks like and which documents they have access to.

For more detailed information, see these articles:

Step 4: Sending Welcome Emails Individually and in Bulk

Once you’ve set up your user welcome email template, you can begin sending welcome emails to users. Welcome emails can be sent both during the process of adding a new CRM record, as well as after the record has already been added. Welcome emails can also be sent in bulk to the entire CRM.

Sending a Welcome Email During Record Creation

After creating a new contact record, it will be sent for review. During the review process, you have the option to skip sending the contact a welcome email by unchecking the Skip Contact Welcome Email box. If unchecked, the contact will receive a welcome email when the record is approved

(Re)sending a Welcome Email to an Existing Contact

If you’ve already added a contact to the CRM, you can (re)send them a welcome email:

  1. Navigate to the CRM Records page.
  2. Use the search bar or filters to find the record in need of editing, then click to access.
  3. At the top right, click More …, then click Resend contact welcome email.
  4. Specify a reviewer, then click Submit for Review.
  5. Once a reviewer approves, the welcome email will be sent.

Sending Welcome Emails in Bulk to the Entire CRM

If you added CRM records through the bulk upload template or while in Setup Mode, you can send welcome emails in bulk to the entire CRM all at once:

  1. Click the Settings gear at the top right while logged in to the portal.
  2. Click General Settings.
  3. Click Email Settings.
  4. Click Send Welcome Emails at the top.

Step 5: Document Package Creation

Once the CRM is set up the way you prefer, you can begin uploading documents to the portal.

Investor documents are uploaded to the portal in packages, which live within folders. During document package creation, you will specify a folder into which the documents will be placed; each created package can be associated with one folder. Additional packages can be created to place documents into different folders.

Because a folder is required when creating a package, setting up folders first is recommended. GP Portal provides a list of folders created by default, but you have the option to add new folders, rename folders, or archive folders at any time.

Once a document package has been created, you can create a mailing campaign, covered in the next step.

For more detailed information, see these articles:

Step 6: Mailing Campaign Creation

Campaigns are emails that are sent to Contacts based on document access. After the documents in a document package have been published to the portal, a Campaign can be sent out to those contacts about the documents. Reminders can be created for time-sensitive campaigns, such as capital calls.

For more detailed information, see these articles:

Further Capabilities of GP Portal

The following sections and/or features of GP Portal may not apply to your specific portal instance or workflows, but can add value depending on your needs and use cases:

  • Form Management: Create PCAPs within GP Portal using system form templates.
  • Analytics: Upload data sets to show LPs various visualizations about their investments.
  • Passthrough: Automatically import investor documents using an API integration.

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