How to Send an Investor Correspondence Batch
Altvia Correspond: Investor Edition enables your communication with Investor Contacts by generating and delivering documents via email and ShareSecure for capital calls, distributions, tax documents, and general correspondence.
Prerequisites for Sending a Batch
In order to send an IC Batch, you’ll need to ensure that the following conditions have been met:
- You have an Entity with Investors, Investor Contacts, and Investor Correspondence Preferences.
- ShareSecure and IC have been configured in AIM.
- For ShareSecure deliveries: The user who will be preparing and sending your IC Batch is a ShareSecure administrator whose API key has been correctly configured in AIM and who has permission to publish documents in ShareSecure.
- For document generation from a template: You’ve worked with Altvia to set up the templates you’ll create your investor-specific documents from.
Create Your Batch
You can start your batch from two places: the Entity you’d like to send from or the Correspondences tab.
Fill out batch details: Select the appropriate Investor Correspondence batch type, and enter information related to the batch.
Add ShareSecure categories: Before pressing save, add any ShareSecure categories you would like to have applied to all documents in this batch. You can tag the batch either with existing ShareSecure categories, or you can create new ones.
Reminder: the Batch Name and Batch Type will automatically be added as categories for all documents in a batch, so no need to enter those manually.
This screen will load with all Investors in your chosen Entity.
If you would like to allocate a capital call or distribution amount, you can do so at the top of this page. Your options are the following:
- None: Correspond defaults to this option, which means that no allocating happens. All amounts will remain $0.
- Pro Rata: Each investor will be allocated their pro rata of the total set amount you choose
- Percentage: Each investor will be allocated a set percentage (chosen by you) of its total commitment.
After you’ve allocated, you can still adjust individual Investors’ amounts in the table: just be sure to click the Save button within the table so that you don’t lose your work.
There are three batch-wide types of documents Investor Correspondence allows you to send: static documents, split documents, and template documents. Descriptions of each below:
- Static Documents: Static documents are documents that do not contain any information that varies among Investors, so each Investor will see the same document containing the same text. Examples include quarterly and annual reports, schedules, exhibits, memos, etc. Static documents will be uploaded from a user’s local machine.
- Split Documents: Correspond’s document splitting functionality separates one document into multiple documents, essentially assigning different sections of the original file to different Investors. The maximum filesize for a document to be split is 200 MB.
- Template Documents: Dynamic documents are created by populating a template with data unique to an Investor. The data must be stored in fields on the Investor Correspondence object in order to be populated correctly using Investor Correspondence. Please refer to the “AIM Docs Template Wizard” tab when creating a template and adding fields to it.
You can create/upload documents either by navigating to their individual tabs or using the Add Document button on the View All Documents tab.
On this screen, you’ll indicate whether you’d like to send an email as part of your batch.
If you’d like to send an email, you’ll be required to fill in a subject and body. You can use merge fields in both the subject and body, and we’ve provided you dropdowns you can use to copy-paste the exact text you’ll need to use two types of merge fields:
- Salutation Merge Field: In this dropdown, you’ll find merge fields that you could use in your salutation to individuals who will be receiving this email (Investor Contacts). For example, this is where you’ll find Contact Name or Contact First Name.
- Email Body Merge Field: In this dropdown, you’ll find merge fields that you might use in the subject or body of your email – for example, Amount or Due Date.
After you’ve composed your email, there are two more choices you can make:
- Send Documents as Attachments?: This checkbox will default to true. If you deselect this option, none of the documents generated or uploaded in the previous steps you took to put this batch together will be attached to emails Investor Contacts receive.
- Include CC List?: If this is selected, a line will be added to this email indicating which Investor Contacts associated with an individual Investor have received this email. For example, if one Investor has two Investor Contacts named Joe Smith and Jane Doe who will receive this email, the line added to the end of the email delivered to Joe Smith would be “cc: Joe Smith (email@example.com), Jane Doe (firstname.lastname@example.org)”. You can use the Preview Email button at the bottom of this email to see exactly how the email for a particular Investor will look with this box checked.
When you’ve finished composing your email, you can preview it for specific Investors using the button at the end of the screen, and you can also save your work as a template to use in a later batch.
If you would not like to send an email, simply set the toggle on top of the page to the No setting. Do note that anytime a document is shared with a user via ShareSecure, s/he will receive a separate email from ShareSecure (unless notifications have been paused in ShareSecure or the user opted not to receive notifications from ShareSecure).