There are several ways admins can upload documents in bulk to investor profiles in IMS. If unique documents need to be uploaded to a specific group of investors, such as tax documents, admins can utilize the bulk document uploader.
There are 3 methods admins can use when bulk uploading documents; Manual Match, Upload by Filename, and K-1 Matching. This article will review Manual Match. Articles on the other 2 options can be found here: K-1 Matching and Upload by Filename.
Document Uploader Best Practices
No matter which upload method you choose to use, there are several universal best practices to help admins get the most out of this feature.
- Documents uploaded need to be computer generated and in a readable format PDF. The system cannot read documents that are scanned and turned into PDFs.
- While the system is processing the documents for matching, users can navigate to another tab within IMS or can begin another batch upload without losing their progress. However, do not refresh the page, log out, or shut the browser completely.
- When the batch is finished uploading, the batch name will change from grey to blue and the user will be able to click into the batch.
To begin, navigate to Documents > Personal and Project Documents, then click the drop-down arrow in the top right corner of the screen.
This method is recommended for bulk uploading documents that involve multiple entities or projects because this method primarily relies on matching a document to a specific investor, not a project.
Step 1: To use this method, select Manual Match on the drop-down menu. Begin filling in the fields prompted on the screen. *Note - In order to have the document associated with a Project or Entity, you need to fill out those fields before uploading the documents.
Step 2: Choose the document type which will display on Investor Dashboards once published.
Step 3: Select the documents you wish to upload and then select Upload. We do recommend you include the investor's name in the document title for easier matching after uploading.
Step 4: Once the upload is complete, select the batch name.
Step 5: Once in the batch manager, notice the Unmatched folder. Select the 'unassigned contact' box to begin matching the document to the correct investor. *NOTE: Users may process the batch in stages and do not have to match all documents in a batch before publishing the batch to investors with assigned documents.
Step 6: Once selected, profiles from your IMS CRM will begin to populate. Select the correct investor.
Alternatively, begin typing in the investor's name to narrow down the search results.
Step 7: Once you have matched the documents you wish to, navigate to the Matched folder. Here, users may select the blue file name to see a preview of the document and make any final edits to document assignments before publishing. Documents may also be deleted from the batch as well.
Step 8: When you are ready to publish the documents, select 'Publish' in the bottom right corner or from the yellow menu bar.
If you chose to 'Notify Investors', investors associated with the document will get an email notification as well. This notification can be customized under Investor Settings > Portal Notifications > K-1 Document Upload Notification.
To see a status indicator of the batch, navigate back to the batch manager. Here you can see how many documents have been published from the batch and how many are remaining.
If you need to edit the batch name at any point in time, this can be done on the Manage Batches page. Click on the drop-down arrow next to the batch name and then choose Edit Batch Name. The system will prompt you with the current batch name, and you can overwrite it with the desired batch name of your choice. Once this has been entered, click Save.
If documents need to be unpublished for any reason, simply navigate back to the batch list and select the drop-down arrow next to the left of the batch name. Select Unpublish All. Users can also download a Document Audit Log or Delete the entire batch from this page.