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Capital Calls & Distributions: Initiating, Reviewing, and Publishing

This guide walks you through preparing, reviewing, and sending capital call and distribution notices using ark’s integrated mailings tool.

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What You’ll Learn

By the end of this guide, you’ll be able to:

  • Set up and configure mailings for capital calls and distributions

  • Upload and merge custom transaction data into notices and emails

  • Review and publish capital call and distribution batches to investor contacts

Who Can Use This Feature

This feature is available to:

  • Ark Client Admin users

  • Basic Admin users with fund access

Before You Begin

Make sure the following steps are completed before initiating the mailing, more details can be found in the Preparing Capital Calls & Distributions: Mailings Templates & Folder Setup guide.

  • Confirm all investor contacts are ACTIVE (Pending and Inactive contacts will not receive emails).

  • Ensure Capital Call and Distribution folders are created and permissioned in the Document Repository.

  • Verify any CC emails are set up under the Client Configuration or request Ark support to add them.

  • Prepare the three required mailing templates:

    1. Word document for the notice (with merge fields)

    2. Word document for the email body (with merge fields)

    3. CSV file with transactions and any custom merge fields

Step-by-Step: Creating a Capital Call or Distribution

  1. Go to the Capital Calls or Distributions tab under Mailings in the Admin Portal.

  2. Click + Start New Capital Call/Distribution.

  3. Enter a Name for the mailing (this displays on the LP portal).

  4. Select the Fund associated with the call/distribution.

  5. Assign one or more Reviewers (users who must approve the batch before sending).

  6. Upload the Notice Template and Email Template.

  7. Click Save, then Continue to Add Transactions.

Step-by-Step: Adding Transactions & Merge Fields

  1. Click + Add New Transaction in the Transactions step.

  2. Choose one of the following options:

    • Add Single Transaction: Manually input individual entries.

    • Upload From Template: Upload a .CSV with all transactions and custom fields.

  3. Once uploaded, review transactions using the View button.

  4. Click Save and Continue to generate notice PDFs - one per transaction - into the unpublished document folder.

Note: Document filenames will follow this format:
Fund Name - Investor Name - Capital_Call/Distribution Date

Step-by-Step: Reviewing and Publishing the Mailing

 

  1. Go to the Review Documents tab.

  2. Preview notices, recipient lists, and email text.

  3. Approve at least one document in the batch to proceed.

  4. Once documents are approved:

    • Click Submit for Review (if you're the preparer).

    • Reviewers must approve at least one document to enable publishing.

  5. Click Publish and Email to:publish

    • Publish the final notices to the document repository.

    • Send emails to all active investor contacts.

Best Practices

  • Run a test batch with dummy fund/investor/contact records to confirm template setup.

  • Use merge fields like <investor_name>, <commitment>, and <document_link> for dynamic personalization.

  • Upload only active investors with properly permissioned contacts to avoid delivery errors.

  • Avoid placing contacts in both the main role and CC role for a notice - they’ll receive duplicate entries.

FAQ

Q: Can I edit a batch after submission but before publishing?
Yes. The original preparer can make changes by returning to any step in the process. Once changed, these will need to be reviewed again.

Q: What if some documents don’t generate?
Ensure those investors have contacts with the correct Capital Call or Distribution role in active status.

Q: Can I include percentages or text in notices?
Yes. Use additional custom fields in the CSV upload and reference them with merge tags in the notice template.

Next Steps