--- title: "Preparing Capital Calls & Distributions: Mailings Templates & Folder Setup" description: Learn how to prepare the required templates and folder permissions for capital call and distribution mailings in ark, including notice and email templates, transaction uploads, and document repository setup. --- [Skip to content](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#main-content) English - United States Show submenu for translations [Submit a Ticket](https://connect.arkpes.com/knowledge/kb-tickets/new?hsLang=en-us) [My Tickets](https://connect.arkpes.com/tickets?hsLang=en-us) [![ark](https://connect.arkpes.com/hs-fs/hubfs/ARK__Logotype_fullcolor.png?width=200&height=68&name=ARK__Logotype_fullcolor.png)](https://connect.arkpes.com/knowledge?hsLang=en-us) Open main navigation Close main navigation - English - United States Show submenu for translations - [Submit a Ticket](https://connect.arkpes.com/knowledge/kb-tickets/new) - [My Tickets](https://connect.arkpes.com/tickets) - [Email Ark Support](mailto:support@arkpes.com) [Email Ark Support](mailto:support@arkpes.com) Search the knowledge base - There are no suggestions because the search field is empty. 1. 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[Capital Calls & Distributions](https://connect.arkpes.com/knowledge/investor-communications?hsLang=en-us#capital-calls-distributions) # Preparing Capital Calls & Distributions: Mailings Templates & Folder Setup This guide walks you through how to prepare the required templates and folder setup before launching a capital call or distribution mailing in ark. --- #### **Jump to a Section** - [What You’ll Learn](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#what) - [Who Can Use This Feature](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#who) - [Step-by-Step: Preparing the Mailings Templates](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#step1) - [Step-by-Step: Setting Up Document Folders](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#step2) - [Best Practices](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#best) - [Next Steps](https://connect.arkpes.com/knowledge/preparing-capital-calls-distributions-mailings-templates-folder-setup#next) --- #### **What You’ll Learn** By the end of this guide, you’ll be able to: - Prepare properly formatted templates for capital call and distribution mailings - Create and permission document folders for capital call and distribution notices - Understand merge fields and how to structure transaction files --- #### **Who Can Use This Feature** This feature is available to: - Ark Client Admin users - Basic Admin users with fund access ---   --- #### **Step-by-Step: Preparing the Mailings Templates** You’ll need three components before initiating a mailing batch: ##### 1. **Notice Template (Word Document)** Prepare a notice template with hardcoded language and supported merge fields. ###### Supported merge fields include: - \ - \ - this is the total amount of paid in capital before considering the transaction that is currently being run. - \ - this is the total amount of paid in capital after considering the transaction that is currently being run. - \ - this is the total remaining commitment before considering the transaction that is currently being run. - \ this is the total remaining commitment after considering the transaction that is currently being run. - \ - \ - \ - \ - \ - \ - Additional merge fields can be created via your CSV upload and referenced as \ ###### Example: ![template body](https://connect.arkpes.com/hs-fs/hubfs/template%20body.png?width=670&height=789&name=template%20body.png) ##### 2. **Email Body Template (Word Document)** Prepare a plain Word document with email body content and any necessary merge fields. ###### Recommended tags: - \ - this needs to be merged into the email language. Once users click this link and enter valid credentials, the document will automatically download to their device. - \ ###### Example: ![email body](https://connect.arkpes.com/hs-fs/hubfs/email%20body.png?width=643&height=304&name=email%20body.png) ##### 3. **Transaction Upload CSV** This file contains the capital call or distribution transaction details. ###### Include required fields like: - fund\_name - investor\_name - transaction\_amount - transaction\_type - transaction\_date - transaction\_quarter - is\_capital\_call (Y) or is\_distribution (Y) You may also include custom columns (e.g., component breakdowns) as long as they are non-empty. > **Note:** Remove the `uuid` column before uploading to avoid system errors. ###### Example: ![template](https://connect.arkpes.com/hs-fs/hubfs/template.png?width=670&height=56&name=template.png) --- #### **Step-by-Step: Setting Up Document Folders** To ensure that generated notices are stored and permissioned correctly: 1. **Navigate to the Documents tab** in the Admin Portal. 2. **Create two folders**: one for Capital Calls and one for Distributions. 3. For each folder: - Assign the appropriate contact role (`Capital Call`, `Capital Call CC`, `Distribution`, or `Distribution CC`). - Confirm roles are permissioned under Teams \> Roles. 4. Use subfolders as needed, but ensure main folders are set correctly. > Missing folders or misconfigured permissions will result in mailing setup errors. --- #### **Best Practices** - Always test your templates with a sample contact before sending. - Use clear, descriptive filenames for templates (e.g., `Q2_2025_Distribution_Template.docx`). - Validate your merge fields by previewing email content before sending. - Store reusable templates in a centralized shared folder for your team. --- #### **Next Steps** - Proceed to [Capital Calls & Distributions: Initiating, Reviewing, and Publishing](https://connect.arkpes.com/knowledge/capital-calls-distributions-initiating-reviewing-and-publishing?hsLang=en-us) to run your mailing. - Contact **support@arkpes.com** for help reviewing templates or folder setup. - [NEW Portfolio Investments](https://connect.arkpes.com/knowledge/new-portfolio-investments?hsLang=en-us#main-content) - [Portfolio Investment Uploading Guides](https://connect.arkpes.com/knowledge/new-portfolio-investments?hsLang=en-us#portfolio-investment-uploading-guides) - [Client Management](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#main-content) - [Client Portal Setup](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#client-portal-setup) - [Branding & Communication Settings](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#branding-communication-settings) - [Transaction & Metric Mapping](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#transaction-metric-mapping) - [Report Configuration](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#report-configuration) - [Feature Configuration](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#feature-configuration) - [Client Onboarding & Go-Live](https://connect.arkpes.com/knowledge/client-management?hsLang=en-us#client-onboarding-go-live) - [Data & Transaction Management](https://connect.arkpes.com/knowledge/data-transaction-management?hsLang=en-us#main-content) - [Transactions & Metrics](https://connect.arkpes.com/knowledge/data-transaction-management?hsLang=en-us#transactions-metrics) - [Fund Allocations](https://connect.arkpes.com/knowledge/data-transaction-management?hsLang=en-us#fund-allocations) - [Document Management](https://connect.arkpes.com/knowledge/document-management?hsLang=en-us) - [Financial Management](https://connect.arkpes.com/knowledge/financial-management?hsLang=en-us#main-content) - [General Ledger & Chart of Accounts](https://connect.arkpes.com/knowledge/financial-management?hsLang=en-us#general-ledger-chart-of-accounts) - [Journal Entries & Entity Tagging](https://connect.arkpes.com/knowledge/financial-management?hsLang=en-us#journal-entries-entity-tagging) - [Bank Integrations](https://connect.arkpes.com/knowledge/financial-management?hsLang=en-us#bank-integrations) - [Cash Receipts](https://connect.arkpes.com/knowledge/financial-management?hsLang=en-us#cash-receipts) - [GL Reports & Reporting Tools](https://connect.arkpes.com/knowledge/financial-management?hsLang=en-us#gl-reports-reporting-tools) - [Fund & Investor Management](https://connect.arkpes.com/knowledge/fund-investor-management?hsLang=en-us) - [Investor Communications](https://connect.arkpes.com/knowledge/investor-communications?hsLang=en-us#main-content) - [Capital Calls & Distributions](https://connect.arkpes.com/knowledge/investor-communications?hsLang=en-us#capital-calls-distributions) - [General Mailings](https://connect.arkpes.com/knowledge/investor-communications?hsLang=en-us#general-mailings) - [Product Updates](https://connect.arkpes.com/knowledge/product-updates?hsLang=en-us#main-content) - [Release Notes](https://connect.arkpes.com/knowledge/product-updates?hsLang=en-us#release-notes) - [User & Access Management](https://connect.arkpes.com/knowledge/user-access-management?hsLang=en-us#main-content) - [Admin Users & Teams](https://connect.arkpes.com/knowledge/user-access-management?hsLang=en-us#admin-users-teams) - [Contacts & Impersonation](https://connect.arkpes.com/knowledge/user-access-management?hsLang=en-us#contacts-impersonation) - [Authentication & Login](https://connect.arkpes.com/knowledge/user-access-management?hsLang=en-us#authentication-login) - [Audit & Activity Reporting](https://connect.arkpes.com/knowledge/user-access-management?hsLang=en-us#audit-activity-reporting) - [LP Portal](https://connect.arkpes.com/knowledge/lp-portal?hsLang=en-us) [![ARK\_\_Logotype\_fullcolor-1](https://connect.arkpes.com/hs-fs/hubfs/ARK__Logotype_fullcolor-1.png?width=200&height=68&name=ARK__Logotype_fullcolor-1.png "ARK__Logotype_fullcolor-1")](http://arkpes.com) [mailto:support@arkpes.com](mailto:support@arkpes.com) Copyright © 2025, Ark PES