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: 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:
- 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.
- 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:
- How to Create a Campaign Template
- How to Edit a Campaign Template
- How to Create a System Notification Template (includes suggested template language)
- How to Edit an Internal Notification
Step 2: 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:
- How to Create a CRM Record
- How to Edit a Record
- How to Archive a Record
- How to Impersonate a Contact
- How to Find Records
- How to Draft a Record
- Bulk CRM Import Upload
Step 3: 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:
- Folders
- Document Packages
Step 4: 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:
- How to Create a Campaign
- How to Schedule a Campaign to be Sent
- How to Review a Campaign
- How to Create a Reminder
- How to Reschedule a Communication or Reminder
- How to Cancel a Communication or Reminder
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.