This guide walks you through using the General Mailings tool in ark to send non-document communications - such as annual meeting invites, fund updates, or investor memos - to permissioned investor contacts.
Jump to a Section
What You’ll Learn
By the end of this guide, you’ll be able to:
-
Select recipients based on fund, investor, and contact roles
-
Draft personalized emails using merge fields
-
Preview and send non-document emails to multiple investor contacts
Who Can Use This Feature
This feature is available to:
-
Ark Client Admin users
-
Basic Admin users with fund access
Overview: Recipient Targeting
The General Mailings tool uses fund-investor relationships and contact roles to define email recipients. Here's how it works:
-
A unique email is generated per investor.
-
Contacts in the selected contact role (e.g., Annual Meeting, K1) are included in the "To:" field.
-
If an investor has no contacts with the selected role, no email will be sent for that investor.
-
Contacts with the correct role and fund association cannot be manually removed from the batch.
Example:
Investor A has three contacts:
-
Contact 1 & 2 are permissioned for the Annual Meeting role.
-
Contact 3 is permissioned for K1 only.
If you send a mailing to the "Annual Meeting" role, Contacts 1 & 2 will receive a single email together, and Contact 3 will be excluded.
Step-by-Step: Drafting and Sending a General Mailing
-
Navigate to Mailings > General Mailings in the Admin Portal.
-
Click + Start New Mailing.
-
Select Recipients:
-
Choose one or more Funds.
-
Choose the Investors you want to include.
-
Choose the Contact Role (e.g., Annual Meeting).
-
-
Compose Your Email:
-
Add a subject line.
-
Write your message using available merge fields.
-
(Optional) Add a logo (max 100KB).
-
Add CC or BCC email addresses as needed.
-
-
Click Save Draft to generate previews.
-
Review Emails:
-
Click Preview to view individual emails.
-
Use arrows to scroll through each investor email.
-
-
Click Send to deliver the mailing.
Merge Fields & Content Tips
Use merge fields to personalize emails. Insert them into the email body only:
-
<investor_name>– Displays the investor's name -
<fund_name>– Displays the selected fund name
Note: No documents or links are attached. This is a general text-based communication.
Best Practices
-
Only Active contacts will receive the email.
-
Use CC or BCC fields to loop in external or internal recipients.
-
Keep subject lines consistent across the batch.
-
Test the email by including a test investor and confirming delivery.
FAQ
Q: Can I preview emails before sending?
Yes. Use the Preview button after saving the draft.
Q: Can I send separate emails to each contact?
No. A single email is generated per investor, including all eligible contacts.
Q: Can I attach files to general notifications?
No. Use this for text-only messages. For document mailings, refer to the Fund or Investor-Specific Document guide.
Next Steps
-
Learn how to send document-based mailings in the Sending Fund or Investor-Specific Documents with General Mailings guide.
-
View the Ark General Mailings file
-
Track delivery using Reports > Email Delivery Audit.
-
For help, contact support@arkpes.com — we’re here to assist.