The Open Mass Publication page under the Publishing Service is where you can manage and track the individual documents (and the files they contain) within a mass publication.
At the top of the page is a content header that includes the name of the mass publication you have open. You can click the arrow beside this name to return to the page in the Publishing Service you were previously on.
Below the content header is a Toolbar which includes two filters that can help you find specific documents within a mass publication (see Filter the Document List).
Below the toolbar is an info bar that includes:
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Total number of files sent in this mass publication
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Number of investors who received files from this mass publication
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Name of the user who published these files
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Date the files were published
The content header, toolbar, and info bar are designed to remain visible as you scroll down a page, so you can conveniently reference and use them whenever you like.
Under the info bar is a list of all the documents within the mass publication you have open. Each document contains a file published to a user.
Each document includes:
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Status tag – tags can be EDITED or DELETED
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File Name
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Account Name – the name of the account the file is associated with
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Published to – the names of all the investors in the document were published to
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Options menu see Editing Mass Publication Files, Generating Audit Reports)
If a document in the list is unedited it does not have a tag.
Download and view files
By clicking the file name on the left-hand side of a document you open a modal where you can click the name of the file attached to the document so you can download the file or you can click the View button to see the document’s file in a new browser tab.
Filter the list of documents
As said earlier, the file list can be filtered to help you find specific documents, within a mass publication. This is useful as there can sometimes be hundreds of documents within one publication, and it would be impractical to sort through all of them.
The first of these filters is the Status Filter, located in the toolbar. The Status Filter allows you to narrow the content of the document list by status.
To use the Filter, you simply click the button in the menu and select one of the statuses listed in the drop-down menu that appears. Status options include:
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All
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Unedited – the file and the list of investors who can view it has not been edited or updated
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Edited – the file and the list of investors who can view it has been edited or updated
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Deleted – the file has been permanently removed from the document
By default, this filter is set to the All option.
Each option that appears in the list is accompanied by a number in brackets which indicates how many documents are returned in the list when that option was set.
The second filter is the Keyword Filter, an input field where you can enter:
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An account's name
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A file name
By entering text in the filter, the page only displays publications that include the text in one of the elements listed above.
These filters work in combination with each other, with the Status Filter impacting the Keyword Filter. This means that the Keyword Filter only returns documents that include the keyword you enter if they have the status you set in the previous filter (e.g. if you set the Status Filter to Edited and then enter the account name, Smith, the list only displays documents published to Smith if they have an Edited status).
Editing documents in a mass publishing job
The purpose of the Open Mass Publication page is to let you edit the individual documents and the files each one of those documents contains within a mass publication. To edit a document:
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Select the options menu icon on the right-hand side of a document
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Select Edit Document in the menu that appears to open the Edit Publication modal
In the Edit modal, you can replace the file in a document that was published to investors, revise which investors can view that file and notify investors of any changes.
To replace the file published to investors:
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Select the paperclip icon under the Upload file
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Select a file from your computer
The file you select must belong to the mass publication you are viewing. You can tell if a file is part of a mass publication if its Publishing ID matches the ID of other files in this publication. A Publishing ID can be any sequential characters in a filename that are common among a set of files. The Publishing ID for a set of files in a mass publication is created by your organization.
If the file you selected is incorrect, a message is displayed at the top of the modal to inform you of the error and how to correct it so you can select a new file.
To revise which investors receive the file you can perform the following actions under Publish in the Edit Publication modal:
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Enter a user’s name or email (so the file is published to the user)
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Select the X icon next to a user’s name (remove that file from a user’s documents)
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Select the Clear all button (remove that file from every user listed in the modal)
When you select a user to receive a file, their name is either highlighted green or red to indicate, respectively, whether or not that user has permission to view that file. If a user does not have permission, adding their name here gives them the ability to view the file.
After you remove a user from the Publish to list, their name is struck out in the modal. You can add them back to the Publish to list by simply clicking the Undo button that appears next to their name.
You must give at least one user permission to view a file. If not, you cannot save the changes you make to this document.
After you make your desired changes to the document, select the Save button at the bottom of the modal to ensure all changes are saved.
After you edit a file, an EDITED tag appears on the left-hand side of that file’s document in the document list. You can hover over this tag to reveal who edited the document last, when the latest edit occurred and what changed during that edit.
Delete a file in a mass-publishing job
The Open Mass Publication page also allows you to delete any file within a document. Once you delete a file, neither you nor any other users are able to edit, view or download that file.
To delete a file:
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Select the Options menu icon on the right-hand side of a document
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Select Delete in the menu that appears
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Confirm the action by clicking Delete in the new modal that opens
After a document is deleted, it is still displayed in the document list on the Open Mass Publication page. However, any information on the document is crossed out, and a DELETE tag appears on its left-hand side.
You can hover over this tag to reveal details about the deletion, including who deleted the file and when.
When you delete a file, you can determine whether a user is notified of this event by clicking the checkmark icon under Edit Notification in the Edit Document modal.