Sending Fund or Investor-Specific Documents with General Mailings

This guide walks you through using ark's General Mailings tool to send secure, personalized document links to investor contacts - tailored by fund or investor.

Jump to a Section

• What You’ll Learn

• Who Can Use This Feature

• How General Mailings Determines Recipients

• Step-by-Step: Sending Fund-Specific Documents

• Step-by-Step: Sending Investor-Specific Documents

• Step-by-Step: Using the General Mailing Composer

• Step-by-Step: Previewing and Sending the Email Batch

• Tips for Formatting & Merge Fields

• FAQ

• Next Steps

What You’ll Learn

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

• Select and tag fund- or investor-specific documents

• Use General Mailings to send secure links to investor contacts

• Customize and preview emails using merge fields

Who Can Use This Feature

This feature is available to:

• Ark Client Admin users

• Basic Admin users with access to fund and document management

How General Mailings Determines Recipients

A unique email is generated for each investor selected in the batch. Investor contacts are then added to the "To:" field of the email if they are permissioned with the selected contact role.

• If multiple contacts are permissioned for the same investor and role, all will appear in the same email’s "To:" field.

• If an investor has no contacts with the appropriate role, no email will be sent for that investor.

Example:
Investor A has three contacts:

• Contact 1 & 2: have the "Annual Meeting" role

• Contact 3: has the "K1" role only

If "Annual Meeting" is selected as the mailing role, only Contact 1 & 2 will receive the email for Investor A. Contact 3 will be excluded.

Recipients Overview

• Funds: Choose one or more funds. This sets the investor list.

• Investors: Choose which investors to include. A unique email will be created for each.

• Roles: Determines which contacts are added to the email based on their assigned role.

Contacts cannot be removed from the email if they meet the criteria. Only eligible contacts for each investor will be included in the "To:" field.

Step-by-Step: Sending Fund-Specific Documents

1. Navigate to the Documents tab in the Admin Portal.

2. Select fund-level documents that are tagged to multiple investors.

   • Ensure documents are published and tagged to both the Fund and Investor(s). 
   • The system will use document tags and contact permissions to generate draft emails.
   • Each investor contact will receive only their investor's relevant documents through a secure, personalized email and link.
3. Click Actions > Mail Selected to open the mailing composer.
4. View the Step-by-Step: Using the General Mailings Composer below.

Step-by-Step: Sending Investor-Specific Documents

1. In the Documents tab, locate investor-specific documents.

2. Select all documents you'd like to include in the mailing.

   • Ensure documents are published and tagged to both the Fund and Investor(s). 
   • The system will use document tags and contact permissions to generate draft emails.
   • Each investor contact will receive only their investor's relevant documents through a secure, personalized email and link.
3. Click Actions > Mail Selected.
4. View the Step-by-Step: Using the General Mailings Composer below.

Step-by-Step: Using the General Mailing Composer

In the General Mailing Composer:

• Add custom email text, logos, and tables.

• Merge fields like:

  • <investor_name> for investor name

  • <fund_name> for fund name

  • <document_link> for the secure download link

You can also add:

• CC Recipients: Seen by all contacts in the batch

• BCC Recipients: Hidden from recipients (optional)

Note: One logo/image (max 100kb) may be attached per mailing template.

Step-by-Step: Previewing and Sending the Email Batch

1. After saving your draft, navigate to Mailings > General Mailings > Drafts.

2. Click Preview to review personalized emails.

3. Confirm the "To" field includes appropriate permissioned contacts.

4. When ready, click Send.

Only active contacts with the correct role permissions will receive emails.

Tips for Formatting & Merge Fields

• Use consistent document tagging (Fund and Investor)

• Include required fields like <document_link>

FAQ

Q: What if a contact is inactive or pending?
A: Only active contacts will receive mailings.

Next Steps

• Review email delivery under Reports > Email Delivery Audit

• Check contact roles and statuses before sending

• View the Ark General Mailings file

• Explore the guide on Sending General Mailings to Investor Contacts for non-document communications

For assistance, contact support@arkpes.com.