How to Upload a Document Package

Documents are uploaded to the Investor Portal in Document Packages. There are two types of documents and three ways to upload documents. The two types of documents are Investing Entity and Investor: Investing Entity documents are documents that every Investor in the product has access to, while Investor documents are documents that are unique to each Investor within the product. The three ways to upload documents are Manual Entry, Upload Code, and File Split (Investor only).

A fourth option, Document Creation, can be used to create new documents from system forms.

Manual Entry

Manual Entry is best used when uploading only a few documents pertaining to a specific Investing Entity or Investor, or when the investor/upload code is not known. 

Steps

1. In the left navigation pane, click ‘Portal Uploads’. 
2. In the right corner, click ‘Add Package’.
3. Select the type of document(s) that will be uploaded: Investing Entity or Investor.
4. Select ‘Manual Entry’.
5. If uploading an Investing Entity document(s)
   1. Select the Investing Entity to which the documents belong.
   2. Select the Folder in which the documents should be sorted.
6. If uploading an Investor document(s)
   1. Select the Investing Entity.
   2. Select the Investor to which the documents belong. 
   3. Select the Folder in which the documents should be sorted.
7. Name the Document Package. This name is only for internal organization and will not be displayed in the Investor Portal.
8. If the document(s) has a specific date that is associated with it, specify the date by clicking on the date under ‘Specify Date’.
9. If the document(s) does not have a specific date, select ‘Use Date of Publish’.
10. If the document details a time-bound action that the investors need to complete, a document due date can be specified using the ‘Due Date’ field. The due date will be displayed on the Document Package Details page and can be added to campaigns using short tags.
    • Note: A due date does not automatically notify investors that they have an action to take. It can assist with internal workflows, organization, and record-keeping.
11. Add documents by dragging and dropping them into the attachments box or by clicking ‘Select Files’.
12. The document file name will be listed on the left and the editable display name will  be listed on the right. For a manual entry, these names will match.
13. Click ‘Preview Package’
14. If only one document has been uploaded then a preview of that document will be displayed. If multiple documents have been uploaded then each document can be previewed by selecting the document in the dropdown.
15. Click ‘Submit for Review’.
16. If desired, add a comment.
17. Choose to submit the record 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. 
18. Click ‘Submit for Review’.
19. The Reviewer will be notified.
20. The Package will receive a Pending Review status and will be found on the Document Packages tab in Portal Uploads.

Note: These documents have been uploaded to the internal application but have not been published to the Investor Portal.

Upload Code

Upload Code is used to upload multiple documents for multiple Investors or Investing Entities at one time, using a code appended at the beginning of the file name. This option is best when the documents being uploaded are all in the same fund and share a document date.

Note: When using the Upload Code option, only one underscore (_) can be present in the file name, which separates the upload/investor code from the rest of the file name. If your file names contain underscores and you use the Upload Code option, those underscores would have to be removed/replaced from the file names prior to upload.

Steps

1. Prepare the documents.
   1. Using the Investor Upload Code that is specified in the Investing Entity or Investor’s CRM record, name the files that will be uploaded.
   2. The filenames should be formatted as such:
      1. ShortCode_File Name
   3. The ShortCode will tell the system who the document belongs to.
2. Navigate to the Portal Uploads page. 
3. In the right corner, click ‘Add Package’.
4. Select the type of document(s) that will be uploaded: Investing Entity or Investor.
5. Select ‘Upload Code’.
6. Select the Folder in which the documents should be sorted.
7. Name the Document Package. This name is only for internal organization and will not be displayed in the Investor Portal.
8. If the document(s) has a specific date that is associated with it, specify the date by clicking on the date under ‘Specify Date’.
9. If the document(s) does not have a specific date, select ‘Use Date of Publish’.
10. If the document details a time-bound action that the investors need to complete, a document due date can be specified using the ‘Due Date’ field. The due date will be displayed on the Document Package Details page and can be added to campaigns using short tags.
    • Note: A due date does not automatically notify investors that they have an action to take. It can assist with internal workflows, organization, and record-keeping.
11. Add documents by dragging and dropping them into the attachments box or by clicking ‘Select Files’.
12. The document file name will be listed on the left and the editable display name will be listed on the right.
    1. For Upload Code uploads the Upload Code will automatically be removed from the display name.
13. Click ‘Preview Package’.
14. If only one document has been uploaded then a preview of that document will be displayed. If multiple documents have been uploaded then each document can be viewed by selecting the document in the dropdown in the top left corner of the page.
15. Click ‘Submit for Review’.
16. A comment can be added if desired.
17. Choose to submit the record 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. 
18. Click ‘Submit for Review’.
19. The Reviewer will be notified.
20. The Package will receive a Pending Review status and will be found on the Document Packages tab in Portal Uploads.

Note: These documents have been uploaded to the internal application but have not been published to the Investor Portal yet.

File Split

File Split is used to upload multiple documents to multiple Investors at one time, using delimiters on each document that tells the system where to split the files. Once documents are created, the display name can be edited.

1. Prepare the documents.
   1. Enter the delimiters below to specify where the system should split your document. The system will divide your bulk file at each occurrence of a code. Ensure that your file contains these codes before proceeding with the split.
   2. The documents should contain delimiters and be formatted as such:
      1. <delimiter_start>investorcode1234<delimiter_end>
      2. e.g. <start>investorcode1234<end>
   3. The delimiter will indicate where to divide the file into multiple documents. For documents consisting of multiple pages, delimiters should only be put on the first page so the system does not split those pages.
2. Navigate to the Portal Uploads page. 
3. In the right corner, click ‘Add Package’.
4. Select Investor as the type of document(s) that will be uploaded.
5. Select ‘File Split’.
6. Select the Folder in which the documents should be sorted.
7. Name the Document Package. This name is only for internal organization and will not be displayed in the Investor Portal.
8. If the document(s) has a specific date that is associated with it, specify the date by clicking on the date under ‘Specify Date’.
9. If the document(s) does not have a specific date, select ‘Use Date of Publish’.
10. If the document details a time-bound action that the investors need to complete, a document due date can be specified using the ‘Due Date’ field. The due date will be displayed on the Document Package Details page and can be added to campaigns using short tags.
    • Note: A due date does not automatically notify investors that they have an action to take. It can assist with internal workflows, organization, and record-keeping.
11. Add documents by dragging and dropping them into the attachments box or by clicking ‘Select Files’.
12. The document file name will be listed on the left and the editable display name will be listed on the right.
13. Click ‘Preview Package’.
14. If only one document has been uploaded then a preview of that document will be displayed. If multiple documents have been uploaded then each document can be viewed by selecting the document in the dropdown in the top left corner of the page.
15. Click ‘Submit for Review’.
16. A comment can be added if desired.
17. Choose to submit the record 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. 
18. Click ‘Submit for Review’.
19. The Reviewer will be notified.
20. The Package will receive a Pending Review status and will be found on the Document Packages tab in Portal Uploads.

Note: These documents have been uploaded to the internal application but have not been published to the Investor Portal yet. For more information, check our user guide article: How to Create a Campaign.

Naming Documents

In most cases, GP Portal allows you to name documents any way you like. Using file names that are descriptive can help with organization. For the Upload Code option, an investor/upload code is required to be appended to the beginning of the file name followed by an underscore (_).

The following table shows the various ways to name documents depending on how they’re uploaded to GP Portal: