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Intralinks FilesplitUser Guide

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See Intralinks login page for other national numbersCopyright © 2018 Intralinks, Inc. Version 5.2 revised June 2018

Intralinks Filesplit User Guide page 2

Table of Contents

Chapter 1: Welcome.......................................................................................3

Chapter 2: Getting started with Intralinks Filesplit .....................................5Overview.............................................................................................................................5Installing Filesplit ................................................................................................................5Managing proxy connections and firewalls.........................................................................5Starting Filesplit ..................................................................................................................5Working with others ............................................................................................................6

Refreshing the contents of the Filesplit screen ............................................................7

Chapter 3: Creating postings ........................................................................8Overview.............................................................................................................................8Your options for creating postings using Filesplit ...............................................................8Creating a posting using a Word template and Excel spreadsheet....................................9

Preparing the Microsoft Word and Excel files ..............................................................9Creating your posting .................................................................................................10

Creating a posting using a PDF that allows textual search ..............................................12Preparing the PDF document.....................................................................................12Preparing the Microsoft Excel identifiers document ...................................................13Creating a posting ......................................................................................................14

Creating a posting using a PDF that contains delimiter strings ........................................16Using Filesplit to post existing files without splitting them ................................................18

Preparing the Microsoft Excel identifiers document ...................................................18Creating a posting ......................................................................................................19

Posting settings ................................................................................................................21Posting location..........................................................................................................22Naming conventions...................................................................................................24File Attributes .............................................................................................................26Custom Fields ............................................................................................................27Alerts ..........................................................................................................................27

Editing a posting ...............................................................................................................28Creating a new posting from a draft posting.....................................................................28Replacing documents that have already been posted......................................................29Deleting a posting.............................................................................................................29Sending delayed alerts .....................................................................................................30Activating delayed permissions ........................................................................................30Rolling back a posting ......................................................................................................30Determining whether email alerts have been sent ...........................................................31

Appendix A: Delimiter specifications ........................................................32Preventing a single statement from being uploaded ........................................................33

Chapter 1: WelcomeWelcome to Intralinks® Filesplit.

Intralinks Filesplit provides a fast, easy way to distribute statements to investors. Using Filesplit, you can create investor-specific, mail-merged documents and post them to your Intralinks exchanges.

Filesplit’s wizards manage all the steps required to create and upload investor statements. Filesplit integrates into existing data merge processes; if you have created a custom workflow for creating your statements, Filesplit allows you to split and distribute the resulting PDF document.

You can generate investor statements directly from Filesplit using a Microsoft Word mail-merge template and a Microsoft Excel spreadsheet containing information about your investors. You no longer are required to create a PDF document containing these statements manually.

Using Filesplit, you can create postings in the following ways:

• Using a Microsoft Word mail-merge template and an Microsoft Excel spreadsheet that contains the investor information that will be merged into the template.

• Using a contextual-search-enabled PDF (generated outside Filesplit) that contains investor statements, along with a second file that contains unique identifiers for each statement in the PDF.

• Using a PDF (generated outside Filesplit) that contains investor statements that are separated by special delimiters that identify the investor, exchange location for each statement and other details required for publishing and permissioning the statements.

If you have been using the previous Filesplit process offered by Intralinks and wish to continue creating your PDF using that process, use this option to split your PDF and post the individual investor documents. This option is recommended only if you are using the earlier Filesplit tools offered previously by Intralinks.

• You can use Filesplit as a distribution tool for existing files. That is, the files will not be split but will simply be uploaded to the locations and permissioned to the individuals that you specify.

Filesplit allows you to perform the following tasks:

• Create a new posting of documents. You also can save a new posting as a draft, edit a posting that you previously created, rename the posting, save it as another posting, and delete it. Draft postings can be saved as new postings, making it easy to create postings from very similar ones that exist already.

• If you are working in shared mode, you can use the postings and settings created by your teammates. You can perform the same tasks on shared postings that you perform on postings that you have created yourself.

• Preview documents prior to creation and upload.


• Roll back (undo) a posting; when you roll back a posting, the statements that were published are removed from the exchange, along with any folders and exchange groups that were created.

• Delay permissioning documents and posting alerts until you are certain that the posting is correct. You can choose to override users’ individual preferences to receive alerts once a day and have these alerts delivered immediately if you like.

• Manage posting settings.

• Edit or delete individual statements within a posting.

• Re-run a posting with updated documents of the same name, allowing you to replace the already-posted documents with a newer version. You have the option to send new alerts if you like. Links to the documents in the original alerts will continue to work as expected.

• View and print reports. If you create PDFs outside of Filesplit, you can print reports containing exchange IDs, folder and group IDs and other information needed to create delimiters.


Chapter 2: Getting started with Intralinks FilesplitOverview

Read this chapter for overviews of:

• Installing Filesplit

• Starting Filesplit

• Working with others

Installing FilesplitFilesplit is a component of Intralinks Designer, an Intralinks tool for creating and managing content on your exchanges. When you install Intralinks Designer, Filesplit is installed, as well; however, a special installer is required. Contact your Intralinks representative to get the installer that will give you access to both Intralinks Designer and Filesplit.

Consult the Intralinks Designer Installation Guide or, if your organization requires software to be installed by your IT department, the Intralinks Designer Installation Guide for IT Professionals for information on installing these tools.

Managing proxy connections and firewallsSee the Intralinks Proxy Settings Guide for information about managing proxy connections and firewalls when using Intralinks tools.

Starting FilesplitTo start Filesplit, you must first start Intralinks Designer, as described below.

To start Filesplit

1. From the Start menu, choose All Programs > Intralinks > Intralinks Designer > Intralinks Designer. The login screen appears.

2. Enter your email address and password.

Note that temporary passwords do not work with Intralinks Designer. If you haven't already created a permanent password, log into the Intralinks primary service, where you will be prompted to create a permanent password. Once you have done so, return to Intralinks Designer and log in using your new, permanent password.

3. If you want your email address and password to be displayed automatically when you log into Intralinks Designer in the future, mark the Remember me option.

Note that some organizations do not allow the use of this option, and it may not appear on your screen. When you start Intralinks Designer in the future, your address and password will be displayed automatically. Your password will be displayed as a series of asterisks (for example, *******). When you


mark this option, your address and password are remembered for up to 30 days, or until you log out or your password is changed.

4. If your organization uses a proxy server to provide access to the Internet, click the Options button to enter settings for the server. If your organization does not use proxy authentication or if you previously entered this information, skip this step.

Contact your organization’s IT team if you are unsure whether you need to make entries here and to obtain the information required for these fields.

5. Click Log In. The Intralinks Designer screen appears.

6. Choose Manage Postings from the Filesplit menu at the top of the screen. The Intralinks Filesplit screen appears, listing any postings that you previously created and saved.

Working with othersYou can use Filesplit in either individual mode or shared mode. If you work in individual mode, the postings and settings that you have saved are stored on your computer and cannot be accessed by anyone else. If you choose to work in shared mode, however, you can share postings and settings with coworkers who are using Filesplit.

To work with others in shared mode

1. Log into Intralinks Designer. (Do not open Filesplit, however.)

2. From the Tools menu in the Intralinks Designer window, select Customize > Intralinks Designer Options. The Intralinks Designer Options window appears.

3. The General tab should be displayed. If it is not, select it.

4. In the Operate Filesplit in field, select Shared Mode.

5. The Filesplit Shared Mode Path field is displayed. Click the button to display the Browse for Folder dialog box.

6. Select the location where postings and settings will be stored. This should be a network or shared drive that can be accessed by all your team members using Filesplit. When you have made your selection, click OK to close the dialog box.

Important! Each team member using Filesplit must select the same location in order to share postings and settings. Do not select a subfolder within an existing shared folder path. The total length of the path (as displayed in the Windows Explorer address bar) must be 100 characters or less.

7. In the Intralinks Designer Options window, click OK.

As you and your team members create and save postings and settings, these items will be visible to all the members of the team. Note that if you switch back to individual mode, none of the postings and settings that you and others created in shared mode will be available to you. Likewise, postings and settings created in individual mode are not available to you if you switch to shared mode.


Refreshing the contents of the Filesplit screen

If you do not see a posting created by another user in shared mode, you may have started Filesplit before your colleague saved his or her changes. We recommend that you periodically refresh the Filesplit screen to ensure that you are viewing the latest information for the postings that you and your colleagues have created.

To refresh the Filesplit screen

◊ Click the Refresh Posting List link that appears at the top of the Intralinks Filesplit screen.


Chapter 3: Creating postingsOverview

Read this chapter to learn about:

• The various ways you can create postings using Filesplit

• Step-by-step instructions for creating and posting your postings

• Editing postings

• Deleting postings

• Sending delayed alerts to investors after you have verified that documents have been posted correctly

• Activating delayed permissions

• Rolling back postings to remove documents, folders and groups

Your options for creating postings using FilesplitFilesplit provides four options for creating postings. The option that you will use depends on the format of the information that the postings will be based upon:

• Your first option is to use a Microsoft Word mail-merge template, along with a Microsoft Excel spreadsheet that contains the posting information for individual investors

• Your second option is to use a PDF document for which textual search was enabled. This PDF must be created outside of Filesplit, and it must contain all the posting documents that you want to send to individual investors. In addition, you must have a Microsoft Excel file that contains a list of unique identifiers for your investors.

• Your third option is to use a PDF document that contains delimiter strings. This PDF must be created outside of Filesplit, and it must contain all the posting documents that you want to send to individual investors. The delimiter strings will be used to determine where the PDF will be split to create individual documents for your investors.

If you have been using the previous Filesplit process offered by Intralinks and wish to continue creating your PDF using that process, use this option to split your PDF and post the individual investor documents. This option is recommended only if you have used the earlier Filesplit tools.

• Your fourth option is to use Filesplit as a distribution tool for existing files. That is, the files will not be split but will simply be uploaded to the locations and permissioned to the individuals that you specify.


Creating a posting using a Word template and Excel spreadsheetFor most Filesplit users, this is the simplest method for distributing documents to investors. You begin by creating the document you want to send as a mail merge document in Microsoft Word. This document should contain mail merge fields for all of the information that is specific to each investor (name, address, balances, and so on). You also must create a Microsoft Excel spreadsheet that contains the information that will be merged into the Word document. The spreadsheet must have a separate column for each mail merge field in your Word document.

Note: This method cannot be used if you have already completed your mail merge and had Word documents that contain individual investors’ information. Instead, convert the Word documents to PDF format and follow the steps in “Creating a posting using a PDF that allows textual search” on page 12.

When you use this posting method, the following actions occur:

• A posting is created. You can save this posting and reuse it in the future.

• (Optional) You can save posting settings for use with other postings.

• Individual investor documents are created.

• Documents are uploaded to your exchange, and investors are given permission to view the documents that are meant for them. If folders or publications do not exist already in the locations you have specified, they will be created automatically if you have marked the options to create them.

Preparing the Microsoft Word and Excel files

If you are unfamiliar with creating mail merge documents, consult the online help for Microsoft Word. The data source for your mail merge template must be a Microsoft Excel spreadsheet.

All the mail merge fields in the Word template that you use for this posting type will be used. If a field has no corresponding entry in the Excel spreadsheet, the field will be blank in the PDF documents that are created and posted.

Before you begin, review the contents of your Excel spreadsheet; you will need to know which row contains the headers for columns, the numbers of the first and last rows that contain the data you want to use, and the worksheet that contains the data.

Also note that the information in the spreadsheet is not validated; if individual entries are incorrect or blank in the spreadsheet, the PDF documents that are created through the mail merge process will reflect these errors.

When creating your Word template, also keep in mind the following recommendations:

• The total number of characters used for all the labels used for mail-merge fields should be 255 or less. Use only alphanumeric characters in labels and spreadsheet column headings.

• Merge field labels should not contain spaces.


• The text in the Word template must be 11 points or larger. Arial is the recommended font.

• Each page in the Word template should have a blank line at the beginning and at the end of the page.

• If your Word template includes tables:

– Use a plain table format. Do not use table themes.

– Be sure that the text in the table is aligned so that there is some white space between the table’s borders and the text.

– If the table includes merge fields, be sure to allow enough room for the text to expand when the mail merge is performed. In particular, be sure there is enough room between the bottom of the table and the bottom of the page to accommodate the expanded text.

• To avoid errors, include no more than 1,000 posting items (distributed documents) in each posting. If you need to post more than 350 items, create multiple postings.

• As a best practice, test the mail merge in Microsoft Word before attempting to create a posting in Filesplit.

Important! If your Excel spreadsheet or Microsoft Word file contains a link or a template field to another data source, be sure that the information from the data source can be displayed in the Word or Excel file before you create your posting. If the information cannot be displayed, an error will occur when you attempt to create the posting. (This problem can occur if either the data source or the Word or Excel file was moved after the data was inserted into the Word or Excel file.)

Creating your posting

To create a posting using a Word template and Excel spreadsheet

Note: You can save your entries a draft version of the posting at any time by clicking the Save as draft button. The posting will appear in the list of postings on the Intralinks Filesplit screen, and you can double-click it to reopen it and resume making changes.

The Intralinks Filesplit window should be displayed.

1. From the Actions menu, select Create new Posting. The New Posting dialog box appears.

2. Name the posting. Be sure that the name clearly describes the group receiving the posting; if you do not complete the posting at this time, the name will help you to identify the correct posting when you are ready to resume posting.

3. Mark the first posting type option, Use Word template and Excel data.

4. Click Create. The New posting Wizard appears, and step 1. Load Files is displayed.

5. Select the Microsoft Word template and the Microsoft Excel spreadsheet that contain information for this posting. Intralinks Filesplit is compatible with Microsoft Office 2010, 2013 and 2016.


When you select the spreadsheet, information about the row containing column headings, first and last rows containing data, and the worksheet containing the data are displayed; review these entries and make any corrections, then click Next. Step 2. Match Fields appears.

6. Using the Unique identifier field, select the column in your Excel spreadsheet that contains the unique identifiers for your investors. These may be client numbers or names, or some other piece of information that is unique to each investor. Your selection here will be used to identify each investor’s statement inside the resulting PDF file. The entries in this column also may be used to create exchange groups, and can be used in file names, as well as publication names if you are using IL5.

7. The mail merge fields in the Word template you selected appear on the left side of the screen, and the columns that appear in the Excel spreadsheet appear on the right. Filesplit attempts to match the fields and columns. Be sure to review these selections; if a a field and column match is incorrect, click on the Excel column name to display a list of all columns, and select the column that correctly matches the field.

8. When you are satisfied with your selections, click Next. Step 3. Define settings appears.

The settings on this screen can be used to determine where (and whether) documents will be posted, the names of the documents and the groups receiving access to them, the permissions that will be applied to the documents, and the text that appears in email alerts. You can choose to delay permissioning the documents and sending alerts if you like, allowing you to review the posting on your exchange before making the documents available to investors.

For an explanation of individual settings, see “Posting settings” on page 21.

9. If you previously saved your settings and you want to reuse them, select them from the list at the top of the screen.

10. Review the selections (if any) on the screen and make any needed changes. When you are satisfied with your selections, click Next. Step 4. Review results appears.

11. Review the entries on the screen. Entries that appear with a red background have errors that must be corrected before you create your posting. Be sure to review the unique ID that is displayed, as well, to be sure that each document is being distributed to the person who is intended to receive it.

To correct an entry, double-click it. The Edit Posting Item screen appears. An error icon ( ) appears next to any items that must be corrected. Make your corrections, then click Save to redisplay the wizard. Correct all entries that appear in red.

If you wish to remove an entry, highlight it and click Delete.

When you have finished reviewing the entries and making corrections, click Next. Step 5. Confirm results appears, displaying a copy of the first posting document that was created.

12. Review each document. You can display additional documents by clicking the buttons that appear on the bottom of the screen. Alternatively, you can click the Save Documents button to save a copy of these documents and review them using Adobe Acrobat or another application.


If changes are needed, click the Back button and make corrections as you did in step 9 above.

13. When you are satisfied that all documents are ready for posting, click the Start posting button. (This button does not appear if you did not mark the Upload to Exchange command in Step 3. Define Settings. In this case, be sure to save the documents as described in the previous step.)

The documents are uploaded to the specified locations on the selected exchange. If you did not choose to delay permissioning in step 10, investors are given permission to view the documents that are meant for them. If folders or publications do not exist already in the locations you have specified, they may be created automatically, depending upon the settings you selected in step 10.

A progress indicator appears showing the progress of the upload. When the upload is complete, a message appears to alert you. Click the View Logs button in the message to view detailed information about the posting, including any errors that may have occurred.

Note: If the exchange was frozen (set to prevent any changes from being made to it), a message will appear asking whether you wish to unfreeze it to allow the posting to be completed. When posting is complete, the exchange will be frozen again to prevent further changes.

Creating a posting using a PDF that allows textual searchYou should use this procedure only if you have already created a single PDF file that contains all the documents that will be distributed to your investors.

Preparing the PDF document

When creating the PDF document containing your investor statements, please keep the following points in mind:

• Each document in the PDF must contain a unique identifier, such as a client number, that corresponds to the investor to whom the document will be sent. The unique identifier must appear on the first page of each investor statement. Avoid using identifiers like “Intralinks I” and Intralinks II,” since “Intralinks I” is found in both identifiers. Unique identifiers should appear on a single line (they should not be split across multiple lines). Also note that spaces are ignored in unique identifiers; as a result terms like “Kim Lee” and “KimLee” are treated as identical by Filesplit.

• The PDF must have been created from a file containing text, rather than images of the documents you want to distribute.

• Each individual investor statement must have the same number of pages.

-or-

The first page of each document must contain a delimiter, or a unique string of characters that marks the boundaries between one document and another. Use this method if you are unsure that all documents will have the same number of pages. Your delimiter must be the same for all documents; it must be between 8 and 50 alphanumeric characters long and cannot include spaces. It should appear on a single line. The same delimiter must be used for every document in the PDF file.


If you have used delimiters to create postings using posting option 3, Use existing PDF files with delimiter strings, please keep in mind that the delimiter used with PDFs that allow textual search are not the same as the delimiters that you may have worked with in the past. Delimiters for PDFs that allow textual search consist a single unique string for each posting and are used only for determining where the PDF source document for each posting can be split. They do not determine who will receive access to the posted documents, where those documents will be stored on the exchange. Instead, you will specify these details in the Excel identifiers document (described below) and the Posting settings step of the New Posting Wizard.

• You must have a Microsoft Excel file that contains the unique identifiers for your investors displayed in a single column.

Preparing the Microsoft Excel identifiers document

We recommend that you set up your Excel file using the following format:

• In column 1: Enter the unique identifier that appears in each individual statement in the PDF document. If all the documents in your source PDF file are the same length, the unique identifier for each individual document must appear on the first page of the document. (If the documents may not have the same number of pages and your PDF source file includes a delimiter on the first page, the unique identifier can appear on any page of the document.)

• In column 2: Enter the name of the folder that the investors’ documents should be posted to. This column should list the main folder name only. If you want to post the document in a subfolder, you can configure that when you define settings during the posting process.

The maximum number of characters allowed in an Intralinks folder name is 60. The folder name cannot contain the following characters: / \ : * " < > ? |

• In column 3: Enter the name of the group that will have permission to view the document. This column should list the main group name only. If you want to give permission to an investor subgroup (Mason L. Dixon Cap Call, for instance), you can configure that when you define settings during the posting process.

The group names cannot contain the following characters: < > \

1 Investor name – unique identifier on PDF

Intralinks folder name

Intralinks group name

2 Jane Doe Revocable Trust

Jane Doe Rev Trust

Jane Doe Rev Trust

3 John Smith Foundation John Smith Foundation

John Smith

4 Mason L. Dixon Mason L. Dixon Mason L. Dixon


Creating a posting

Before you begin, be sure that you know the page in the PDF file on which the first investor document begins and the number of pages in each document. Also review the contents of your Excel spreadsheet; you will need to know which row contains the headers for columns, the numbers of the first and last rows that contain the data you want to use, and the letter or number of the column that contains the unique identifiers that will be used for your posting.

To create a posting using a PDF that allows textual search



1. From the Actions menu, select Create new Posting. The New Posting dialog box appears.


3. Mark the second option, Use existing PDF files with textual search enabled.

4. Click Create. The New posting Wizard appears, and step 1. Load files is displayed.

5. Select the PDF file that contain information for this posting.

6. Indicate whether the individual documents within the PDF file all have the same number of pages or a variable number of pages.

If all the documents are the same length, mark the Equal pages option and specify which page to use for the first document. (Typically this is page 1, but it may be another page if the file begins with pages that will not be distributed to investors.) Also specify the number of pages in each document.

If you are unsure that all documents will have the same number of pages, mark the Different length pages option. Also enter the delimiter that is used to denote the first page of each document within the PDF file. (For more information about using a delimiter for variable-length documents, see “Preparing the PDF document” on page 12.) You can copy the delimiter from your source file and then paste it in the delimiter field in the wizard by clicking in the field and then right-clicking and selecting the Paste option.

7. Select the Microsoft Excel spreadsheet that contains information for this posting. Intralinks Filesplit is compatible with Microsoft Excel 2010, 2013 and 2016.

Note: You can save your entries as a draft version of the posting at any time by clicking the Save as draft button. The posting will appear in the list of postings on the Intralinks Filesplit screen, and you can double-click it to reopen it and resume making changes.

8. Enter information about the PDF file and the spreadsheet.


When you select the PDF file, suggested entries appear for set for the first page on which investor documents begin, as well as the number of pages in each document. When you select the spreadsheet, information about the row containing column headings, first and last rows containing data, and the column containing the data are displayed. Review these entries and make any corrections.

9. When you are satisfied with your entries, click Next. Step 2. Define settings appears.




11. Review the selections (if any) on the screen and make any needed changes. For an explanation of individual settings, see “Posting settings” on page 21. When you are satisfied with your selections, click Next. Step 3. Review results appears.

12. Review the entries on the screen. Entries that appear with a red background have errors that must be corrected before you create your posting. Be sure to review the unique ID that is displayed, as well, to be sure that each document is being distributed to the person who is intended to receive it.



13. When you have finished reviewing the entries and making corrections, click Next. Step 4. Confirm results appears, displaying a copy of the first posting document that was created.

14. Review each document. You can display additional documents by clicking the buttons that appear on the bottom of the screen. Alternatively, you can click the Save Documents button to save a copy of these documents and review them using Adobe Acrobat or another application.



The documents are uploaded to the specified locations on the selected exchange. If you did not choose to delay permissioning in step 11, investors are given permission to view the documents that are meant for them. If folders or publications do not exist already in the locations you have specified, they


may be created automatically, depending upon the settings you selected in step 11.



Creating a posting using a PDF that contains delimiter stringsImportant! We recommend that you use this option only if you already are using earlier Filesplit tools offered by Intralinks in the past to create PDFs that contain delimiter strings. If you are new to Filesplit, use one of the other options for creating postings.

You can print a report that contains the information you will need to create delimiters.

To export delimiter information

1. From the Report menu, select Report management. The Reports dialog box appears.

2. If the Access to DB Codes tab is not selected, select it.

3. From the Current Codes list, select one of the following items to export a list of the IDs associated with them. For example, select Exchange to see a list of object names and IDs for all the exchanges to which you have access.

• Exchange

• Folders

• Groups

• Permission

• Protection

• Alert Option

• Folders & Groups

4. Click Export. A Save As dialog box appears.

5. Name the report and select a location for it. Also select the format in which the report should appear: Microsoft Excel, CSV (comma-separated values) or TSV (tab-separated values).

6. Click Save. The report is created in the location you specified.

Note: When you insert delimiter codes into your source document, use the Arial font with a size of 3 points or larger. Delimiter codes must appear on a single line within your document. For more information about how delimiter strings should be constructed, see Appendix A, Delimiter specifications, on page 32.


To create a posting using a PDF that contains delimiter strings


1. From the Actions menu, select Create new Posting. The New posting dialog box appears.


3. Mark the third option, Use existing PDF files with delimiter strings.

4. Click Create. The New Posting Wizard appears, and step 1. Load files is displayed.

5. Select the PDF file that contains information for this posting, then click Next. Step 2. Review results appears.


6. Review the entries on the screen. Entries that appear with a red background have errors that must be corrected before you create your posting.

To correct an entry, double-click it. The Edit posting Item screen appears. An error icon ( ) appears next to any items that must be corrected. Make your corrections, then click Save to redisplay the wizard. Correct all entries that appear in red.


7. When you have finished reviewing the entries and making corrections, click Next. Step 3. Confirm results appears, displaying a copy of the first posting document that was created.

8. Review each document. You can display additional documents by clicking the buttons that appear on the bottom of the screen. Alternatively, you can click the Save documents button to save a copy of these documents and review them using Adobe Acrobat or another application.


9. When you are satisfied that all documents are ready for posting, click the Start posting button.

The documents are uploaded to the specified locations on the selected exchange and investors are given permission to view the documents that are meant for them. If folders or publications do not exist already in the locations you have specified, they may be created automatically, depending upon the settings you selected in step 6.




Using Filesplit to post existing files without splitting themUse this procedure if you have already created the files that will be posted to your investors. You also must have a Microsoft Excel file that contains details about the documents being posted and the people who will receive them.

Preparing the Microsoft Excel identifiers document

Intralinks Filesplit is compatible with Microsoft Excel 2010, 2013 and 2016.

You can automatically generate a list of documents in your source folder; for information about creating this list, see “To create a list of the files that you want to upload” on page 19. However you create the file, we recommend that you set it up using the following format:

• In column 1: Enter the complete list of documents that will be posted. Please be sure that the names you enter are exactly the same as the names of the files to be posted.

• In column 2: Enter the name of the folder that the files should be posted to.

This column should list the main folder name only. If you want to post the document in a subfolder, you can configure that when you define settings during the posting process.

The maximum number of characters allowed in an Intralinks folder name is 60. The folder name cannot contain the following characters: / \ : * " < > ? |

The maximum number of characters allowed in an IL5 folder name is 60. The folder name cannot contain the following characters: // \ < >

• In column 3: Enter the name of the group that will have permission to view the document.

This column should list the main group name only. If you want to give permission to an investor subgroup (Mason L. Dixon Cap Call, for instance), you can configure that when you define settings during the posting process.

The group names cannot contain the following characters: < > \

1 Files to be posted Intralinks folder name


2 Engagement letter.pdf Jane Doe Rev Trust

Jane Doe Rev Trust

3 Nondisclosure agreement.doc

John Smith Foundation

John Smith


Before closing the Excel file, make a note of the following;

• Which row contains the headers for columns

• The numbers of the first and last rows that contain the data you want to use

• The letters or numbers of the columns that contain the names of the files

Creating a posting

Before you begin, review the contents of your Excel spreadsheet; you will need to know which row contains the headers for columns, the numbers of the first and last rows that contain the data you want to use, and the letters or numbers of the columns that contain the names of the files being uploaded and the recipients of the files.

Also, be sure that all the files that you want to post are stored in the same folder.

To create a list of the files that you want to upload

Use this procedure to create a list of all the documents in a single folder. If the documents that you want to upload are not located in the same folder, move them all into a single folder before you begin the steps below.


1. From the Report menu, select Report Management. The Reports screen appears.

2. Click the File Selection List tab.

3. Click Browse. The Browse for Folder screen appears.

4. Locate the folder that contains the documents that you want to upload and highlight it, then click OK. The File Selection List view of the Reports screen reappears.

5. Click the Download filenames to an Excel spreadsheet link.

6. A message appears asking whether you want to open or save the spreadsheet. Click Open.

7. For each document, enter the name of the folder where the document will be uploaded and group that will be given access to the document.

For more information about setting up the file, see “Preparing the Microsoft Excel identifiers document” on page 18.

8. Save and close your spreadsheet. (You may find it easier to use Excel’s Save As command to choose an easy-to-remember location for the spreadsheet.)

4 Opportunity analysis.xls Mason L. Dixon Mason L. Dixon

1 Files to be posted Intralinks folder name



To post files without splitting them



1. From the Actions menu, select Create new Posting. The New posting dialog box appears.

2. Name the posting. Be sure that the name clearly describes the posting; if you do not complete the posting at this time, the name will help you to identify the correct posting when you are ready to resume posting.

3. Mark the fourth option, Post existing files with Excel data.

4. Click Create. The New posting Wizard appears, and step 1. Load files is displayed.

5. Use the Select source folder field to select the folder containing the files that you plan to post. A Download filenames to an Excel spreadsheet link appears below your selection.

6. If you want to automatically create an Excel spreadsheet that contains a list of the documents in the source folder, click the Download filenames to an Excel spreadsheet link. You can edit the spreadsheet to remove the documents in the folder that should not be uploaded and add the names of groups that will be permissioned to use the documents, and then use the spreadsheet as your identifiers document in the next step. (You also can create this spreadsheet in the Intralinks Filesplit window: From the Report menu, select Report management, then click the Filename Export tab.)

Once the spreadsheet has been created, edit it to include information about the folders where the files should be placed on your Intralinks exchange, and the groups that will be permissioned to use the files. For more information, see “Preparing the Microsoft Excel identifiers document” on page 18.

7. Using the Select identifiers document field, select the Microsoft Excel spreadsheet that contains information for this posting. Intralinks Filesplit is compatible with Microsoft Office 2010, 2013 and 2016.

8. When you select the Excel spreadsheet, information about the row containing column headings, first and last rows containing data, and the columns containing the file and recipient names are displayed. Review these entries and make any corrections.

9. When you are satisfied with your entries, click Next. Step 2. Define settings appears.





11. Review the selections (if any) on the screen and make any needed changes. For an explanation of individual settings, see “Posting settings” on page 21. When you are satisfied with your selections, click Next. Step 3. Review results appears.

12. Review the entries on the screen. Entries that appear with a red background have errors that must be corrected before you create your posting.




The documents are uploaded to the specified locations on the selected exchange. If you did not choose to delay permissioning in step 11 investors are given permission to view the documents that are meant for them. If folders or publications do not exist already in the locations you have specified, they may be created automatically, depending upon the settings you selected in step 11.



Posting settingsThe settings described below apply only to:

• Postings created using a Word template and Excel spreadsheet

• Postings created using a PDF that allows textual search

• Posting existing files without splitting them

If you are creating a posting using a PDF that contains delimiter strings, these settings do not apply. The information needed to post the documents for that posting option is included in the delimiter string for each document that is to be posted.

The settings that appear on your screen vary depending upon the type of posting you are creating. Not all of the settings below may be displayed on your screen.


Fill out this form usingIf you saved the settings used for a previous posting, you can select those settings and use them again.

You can make changes to whatever settings appear. If you want to use your selections this time only, complete the rest of the fields on the screen but do not save your changes. If you want to save the changes, click Save; your current set will be updated. To create a new set of saved settings, click Save as set and enter a name for the new set in the window that appears; the new set will be created and the original set will be unchanged.

You also can edit the settings for one or more sets of saved settings by clicking the Manage button to display the Manage Settings screen. That screen includes all the fields below. It also allows you to select the saved set that will appear as a default entry whenever you display the Define settings screen.

Posting location

Upload to ExchangeMark this option if you want the documents that will be created by the Filesplit process to be uploaded to Intralinks, then select the exchange where your investor documents are to be uploaded.

Note: A message will appear if the exchange is larger than the recommended limits for Filesplit. This message is informational only; you can continue with the posting. Depending upon the size of the exchange, you may notice that Filesplit’s performance is slowed. As an alternative, you can contact Intralinks support to have a new exchange created.

If you unmark this option, documents will not be uploaded. You can save this posting as a draft and return to it later to mark this option and select an exchange if you like.

Destination folder (example)Indicate the location on the exchange where one of your documents is to be located. The folders used for all the other documents that you create also will be determined by your selection here. If you choose the Create folders that do not already exist option, folders will be created for you if they do not exist already.

If you organize documents by investor

If you want to maintain a separate set of folders for each investor, be sure that the destination folder, or one of the folders that contains it, is named using the information from one of the columns from your Excel file. (For example, your investor’s name or other ID, as specified in the Excel spreadsheet.) You will select the Excel column in the Name match field.

For example, assume that you want to use the following sets of folders:


In the example above, your documents would be place in the Quarter 1 2012 folders. Be sure that at least one of these folder structures exists. Filesplit will create the other folders for you. For example, on your exchange you might have these folders:

In this case, select the Quarter 1 2012 folder in the Destination folder (example) field.

If you do not organize documents by investor

Using the previous example, if you want to keep all of your quarterly documents in one location, select a column in the Name match field and select a destination folder that does not match any of the entries in the Excel column that you selected in the Name match field. Folders will be created for your PDF documents in the same location as the folder you select in the Destination folder (example) field. For example, assume that you want to create all of the following sets of folders, and place documents in these folders on a quarterly basis:

To ensure that the Quarter 1 documents appear within the Quarter 1 2012 folder, select that folder as the destination folder. Separate subfolders for each document will be created within the Quarter 1 2012 folder, as shown below:

Top-level folder

Top-level folderThe company name defined in the Name Match field

Top-level folder

Top-level folder


Name MatchIn this field, select one of the columns in the Excel file that you selected in the Load Files step of the wizard.

Your selection here, along with the example destination folder will determine where investors’ documents are stored. If folders do not exist, they will be created; depending upon the example destination folder you selected, several levels of folders may be created, as shown in the previous examples. Keep in mind that the name match may be used to name folders at a higher level than the folders that are used to store the investor documents. For example:

The column you select should contain information that is unique for each investor, such as the investor’s name or client ID; we recommend that you choose a column whose information is short but still unique, to ensure that folder names will not be longer than allowed.

Save a local copy of PDFsMark this option if you want copies of the documents you are creating to be saved on your computer or a network drive, in addition to the exchange. (Note that these documents can consume considerable space over time. If your hard disk space is limited, you may wish to unmark this option.)

Next, click the Browse button to display a dialog box that allows you to enter or select the location on your computer or network drive where you want copies of your documents to be created.

This option does not appear if you are posting files but not splitting them. (That is, you selected the Post existing files with Excel data option in the New Posting dialog box.)

Naming conventions

Use the following section to set the naming scheme for the documents, exchange groups and publications (if you have selected an IL5 exchange) that will be created automatically when you send your documents to the selected exchange.

The name for each item will be built from your entries in the Prefix and Suffix fields, along with your selections from the drop-down list that appears between the Prefix and Suffix fields. The drop-down list displays the columns in the Excel file that you selected in the Load Files step of the wizard. Select a column that contains the information for each investor that you want to be incorporated into the titles of documents, groups and publications created for the investor. For exchange groups, we suggest that you select a column that contain information that is unique for each investor, such as the investor’s name or client ID. Documents and publications do not necessarily need to have unique names.

Top-level folderThis folder was named using

This folder contains investor documents

the Name Match


As an example, if you want the PDFs placed on your exchange to be named something like “Quarterly results for John Smith -- Q1 2012,” make the following entries for File name on Intralinks:

Prefix: Quarterly results for

Excel Column: (Excel column containing investors’ names)

Suffix: -- Q1 2012

Note that you are not required to make an entry in either text field, and you are not required to make a selection from the drop-down list. This gives you great flexibility in naming your documents. For example, if you preferred to name your PDFs something like “Quarter 1 2012 results for John Smith,” you could make the following entries:

Prefix: Quarter 1 2012 results for

Excel Column: (Excel column containing investors’ names)

Suffix: (leave the text box empty)

If you are posting files but not splitting them (that is, you selected the Post files (files will not be split) option in the New posting dialog box), you can use these fields to rename the files on your Intralinks exchange. The original files will not be affected. To do this, add a column to the Excel spreadsheet that contains the new name that you wish to use for each file. In this case, you could make the following entries:

Prefix: (leave the text box empty)

Excel Column: (Excel column containing new file names)

Suffix: (leave the text box empty)

Of course, you also can make entries in the Prefix and Suffix fields if every file will begin or end with the same text.

Name of output PDFThis is the name that will be assigned to the documents that will be placed on your exchange.

If you are posting to an Intralinks or Intralinks Classic exchange PDF names cannot be longer than 245 characters and cannot include the following characters: / \ : * " < > ? | %

If you are posting to an IL5 workspace PDF names cannot be longer than 255 characters and cannot include the following characters: # \ / : * ? " < > |

Exchange groupThis is the name of the group that will be permissioned to use each of the documents that are being created. The group names cannot contain the following characters: < > \

PublicationThis field appears only if you selected an IL5 exchange in the Exchange field. This is the name of the publication to which each of the documents being created will be attached.


The maximum number of characters allowed in a publication name is 150, which includes each character in the index number, if indexing is used. The publication name cannot contain the following characters: < > \ //

Create folders that do not already existMark this option if you want folders to be created automatically for you if they do not already exist in the specified location(s). This is especially useful if you have new investors for whom folders do not already exist, or if you are placing the documents in a location you have not used previously. If you do not mark this option, an error will occur if you attempt to post documents to folders that were not created previously.

Create groups that do not already existMark this option if you want exchange groups to be created automatically for you if they do not already exist on the specified exchange. This is especially useful if you have new investors for whom groups have not been created. If you do not mark this option, an error will occur if you attempt to post documents that are assigned to groups that were not created previously.

File Attributes

PermissionSelect the privileges that you want to give to your investors as they view the documents being created:

See — Investors will be able to read the documents permissioned to them, but will not be able to change it or delete it.

Control — Investors will be able to see, change and delete the documents that are permissioned to them. Note that control rights can be assigned only to users who have a manager or publisher role. If your investors are reviewers or previewers, they will be able to see, but not control, the documents.

Assign permissions to the file once it is postedMark this option if you want documents to be permissioned during the upload process. Unmark the option if you wish to review the posting on your exchange before you give permission to investors to use the documents. You can apply permissions using Intralinks Designer when you’re ready for the investors to view the documents in this posting; if you choose to send alerts to the recipients, they will be delivered after the documents are permissioned. See the Intralinks Designer User Guide for instructions on assigning permissions using Intralinks Designer.

If the exchange you selected uses folder permissioning (the Remember selections for future documents and subfolders exchange setting is marked), you can choose not to enter a group name here. In that case, any groups that have been given permission to view the contents of the folder will be allowed to work with the documents associated with this posting.

ProtectionIf you want to prevent your investors from printing or downloading the documents, select the following options:

Protect — Investors will not be allowed to download copies of the documents, or they will be required to enter their email address and password before


viewing a downloaded copy of the documents. The type of browser, browser version, and browser settings determine whether the document can be downloaded, or must be viewed on the exchange.

Prevent print — Investors will not be allowed to print the documents or to use the PrintScreen key to create images of the documents. (This option is available only if you marked the Protect option.)

Effective dateEnter or select the date on which the documents being uploaded will become effective. Either type the date or click the down-arrow button to display a calendar from which you can select the date.

This option appears only if the exchange that you selected allows effective dates.

Custom Fields

Depending upon the type of posting that you are creating, you can assign custom fields to the posting if your exchange is configured to use custom fields. If the exchange also is configured to use custom alerts, the custom field values can be used to customize text in the email alerts that will be sent to your investors. The values for these custom fields can be edited to include information that is relevant to particular types of postings such as K1 statements, capital calls, or distributions, for example. When alerts are sent, the customized text will appear, displaying content that reflects the type of document that has been posted.

Custom fields can be assigned to the following types of postings:

• Postings that use a Word template and Excel spreadsheet (option 1)

• Postings that use a PDF that allows textual search (option 2)

• Postings that include existing files that will not be split (option 4)

You can select the fields that you want to use, along with the values that will appear on the email alerts.

Both branded alerts and custom fields must be enabled for the posting exchange. You can configure and publish custom fields using Intralinks Designer or within your exchange on the web; consult the Intralinks Designer User Guide, the Intralinks User Guide for Managers and Publishers or the Intralinks Classic User Guide for AI Managers and Publishers for more information. Branded alerts must be set up by an Intralinks employee; contact your Intralinks representative for more information about setting up and using branded alerts.

Alerts

Send/Do Not Send/Delay alerts when postings are completedUse this field to indicate whether email messages will be sent to your investors alerting them to the documents that are available to them:

Send — Select this option if you want to send alerts immediately after documents are uploaded at the end of the Filesplit process.

Do Not Send — Select this option if investors should not receive an alert about the documents.


Delay — Select this option if you want to send the alerts later, for example, after you have had an opportunity to verify that the documents were uploaded correctly. For information on sending the alerts at a later time, see “Sending delayed alerts” on page 30.

Deliver immediately (override user preferences)Intralinks users have the option to receive a single daily email alert from Intralinks, rather than individual emails. Mark this option to override the preferences of users who receive daily alerts; your selection will be applied to this posting only. If you chose Yes for the Send alert field, all alerts will be sent immediately when the documents are uploaded. If you chose Delay, the alerts will be delivered to all users as soon as they are sent.

If you leave this option unmarked, users will receive the alert about this posting according to their preference (either immediately or as part of their daily email alert from Intralinks).

Use default Subject lineMark this option if you wish to use the standard subject line for the selected exchange.

If you wish to use your own subject line, leave this option unmarked and use the field on the right to enter the subject line that you want to use.

Use default message textMark this option if you wish to use the standard email message for the selected exchange.

If you wish to use your own message, leave this option unmarked and use the box on the right to enter the message that you want to use.

Editing a postingFollow the steps below to make changes to a posting that you or another team member created previously.

To edit a posting


1. In the list that appears on the top half of the screen, locate the posting you want to edit and click it to highlight it.

2. From the Actions menu, select Edit. The New Posting Wizard appears.

3. Using the Back and Next buttons, display the various screens in the wizard and make whatever changes you like.

4. When you have finished making changes, click Save as Draft. If you want to create a posting and upload documents, click Start posting.

Creating a new posting from a draft postingFollow the steps below to create a posting by copying one that you or another team member created previously. Doing this can save you time if the postings are similar.


To create a new posting from a draft posting



2. From the Actions menu, select Save as new. A new posting appears on the top half of the screen with the name of the original posting, preceded by Copy of.

3. To rename the new posting, highlight it, then select Rename from the Actions menu. The posting name becomes editable, and you can enter a new name.

4. To edit the new posting, select Edit from the Actions menu. Using the Back and Next buttons, display the various screens in the wizard and make whatever changes you like.

5. When you have finished making changes, click Save as draft. If you want to create a posting and upload documents, click Start posting.

Replacing documents that have already been postedYou can replace documents that have already been posted without sending new alerts to users. If alerts have been sent for the original version of the documents, the links in those alerts will continue to work for the replacement documents, and new alerts will not be required.

If you discover errors in documents that have already been posted, you can make corrections and post again using the instructions earlier in this chapter for the type of posting that you are updating. In the Review results step of the New Posting Wizard, a message will appear noting that documents in the posting already exist on the exchange, and you will be given the option either to replace the existing documents with the newly created ones or to add the new documents and keep the originals. If you replace the documents, alerts will not be sent automatically; you have the option to send new alerts if you like.

Note: You cannot replace documents using this technique if they have been moved or renamed after posting. Filesplit will be able to locate the files only if they have the name and location that was assigned to them when they were originally posted.

Deleting a postingWhen you no longer need a posting, you can delete it using the steps below.

To delete a posting



2. From the Actions menu, select Delete.

3. A message appears asking you to confirm your selection. Select Delete.


Sending delayed alertsFollow the steps below if you previously created a posting and uploaded documents, and you now wish to alert investors that documents are available to them.

To send delayed alerts


1. In the list at the top of the window, highlight the posting for which you want to send alerts. Note that delayed alerts can be sent only for postings that have been posted already; the Status column for these postings displays the status Executed.

2. From the Actions menu, select Activate alerts. Email alerts are sent to all recipients included in the posting, alerting them that documents are available for them to view.

Activating delayed permissionsFollow the steps below if you previously created a posting and uploaded documents, and you now wish to apply permissions to the documents, making them available to your investors.

Note: If you have chosen to send email alerts to your investors for this posting, the alerts will be sent immediately when you activate delayed permissions, even if you chose to delay the alerts.

To activate delayed permissions

The Intralinks Filesplit screen should be displayed.

1. In the list at the top of the window, highlight the posting for which you want to activate permissions. Note that permissions can be activated only for postings for which the status Permissions Pending appears in the Status column.

2. From the Actions menu, select Activate permissions. A warning message appears to inform you that email alerts will be sent immediately after permissions are activated.

3. Click Continue. Permissions are activated and alerts are sent to investors.

Rolling back a postingFollow the steps below if you previously created a posting and uploaded documents, and you now wish to undo your actions. When you roll back a posting, the documents that were uploaded are removed from the exchange. Folders and exchange groups that were created as a part of this posting also are removed. (If they were used in a previous posting, however, they are not removed.)

Use this function with care. If you roll back a posting inadvertently and accept the changes, the action cannot be undone; you will have to create a new posting to recreate the documents, folders and groups.

To roll back a posting



1. In the list at the top of the window, highlight the posting that you want to roll back. Note that you can roll back postings only if they have been posted already; the Status column for these postings displays the status Executed.

2. From the Actions menu, select Roll back posting.

3. A message appears asking you to confirm your selection. Click Roll Back to continue rolling back the posting.

The documents, folders and exchange groups that were created on your exchange are removed.

A progress indicator appears showing the progress of the rollback. When the rollback is complete, a message appears to alert you. Click the View Logs button in the message to view detailed information about the changes made, including any errors that may have occurred.

Note: If the exchange was frozen (set to prevent any changes from being made to it), a message will appear asking whether you wish to unfreeze it to allow the posting to be rolled back. When the rollback is complete, the exchange will be frozen again to prevent further changes.

Determining whether email alerts have been sentYou can use the Alert Status Report to identify problems that prevented email alerts from being sent to investors. The report shows the name of each recipient, the date and time each alert was sent, the name of the document associated with the posting, and the status of each alert.

Note: The Alerts Status Report cannot be generated until permissions and alerts have been activated for the selected posting.

To display the Alert Status Report


1. In the list at the top of the window, right-click on the posting that you information about. A menu appears.

2. Select Alert Status Report. The report appears.

3. If you want to export the report to a Microsoft Excel worksheet, click the Export button.


Appendix A: Delimiter specificationsRead the information below to understand how delimiter strings must be constructed if you create PDF files containing delimiter strings for posting.

The Filesplit delimiter is formatted as below.

URL:Intralinks:PDFDocumentDelimiter:Filename?<FILENAME> _ URL:Intralinks:PDFDocumentDelimiter:Control?<WORKSPACE_ID>,<FOLDER_ID>,<GROUP_IDS>,<PERMISSIONS>,<EFFECTIVE_DATE>,<DOCUMENT_PROTECTION>,<ALERTS>,

All delimiters must be displayed in Arial Font Size 3 and must appear on a single line.

Delimiters start with the fixed string URL:Intralinks:PDFDocumentDelimiter.

Document names must begin with the fixed string :Filename?

After the file name, the following fixed string for all other parameters appears: _URL:Intralinks:PDFDocumentDelimiter:Control? Parameters following this string must be separated by commas. The last parameter must be followed by a comma character, as well.

Following is the sequence of delimiter parameters:

1. WORKSPACE_ID

2. FOLDER_ID

3. GROUP_ID

The GROUP_ID parameter can be a number or can start with one of the following strings:

– GRP.PRV. (Group ID)

– GRP.PUB. (Group ID)

4. PERMISSIONS

- Use the parameters SEE/S for view permission and CONTROL/C FOR control permission.

5. EFFECTIVE_DATE

6. DOCUMENT_PROTECTIONS

– Use the parameter DRMON or D1 to allow printing and saving.

– Use the parameter DRMOFF or D2 to prevent printing and saving.

– Use the parameter DRMONALLOWPRINTING or D3 to allow users to print but not download documents.

7. ALERTS

Use the parameter SENDALERTTRUE or SAT to send an email alert after the document is posted.

Use the parameter SENDALERTFALSE or SAF if you do not want to send an email alert after the document is posted.


Use the parameter SENDALERTDELAY or SAD to delay the sending of email alerts. You will have to manually activate the alerts when you are ready for them to be sent.

Preventing a single statement from being uploaded To prevent a single statement from being uploaded at the end of the posting process, use the following delimiter format:

URL:Intralinks:PDFDocumentDelimiter:Filename?DoNotUpload _ URL:Intralinks:PDFDocumentDelimiter:Control?DoNotUpload,


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