How do I Send Documents via the Portal Documents Batch? How do I Send Documents via the Portal Documents Batch?

How do I Send Documents via the Portal Documents Batch?

Note: To use the Portal Document Batch feature, you must set up the ‘Document’ email settings for ‘Specify a Server’.

The purpose of Portal Document Batch is to allow you to send one file or multiple files to the portal users assigned to the plans within your batch. It could be a Newsletter that you want to send out once a month. You can customize the file(s) that you wish to send to the portal users assigned to the plans that are within your batch. Maybe you have various files that need to go out to your clients, but you only want to create one batch.

Option 1:

To send the same files to all the plans within your batch:

  1. Select ‘Portal Documents’ from the ‘Batches’ drop-down list on the home screen.
  2. Create New Batch
  3. Enter a Folder Name (optional). The file(s) that you send to the portal user will be in this folder.
  4. Click on Add File to upload one file at a time.
  5. Select a Classification (mandatory). When you add plans, only portal users who have permissions to the selected classification will display. You will have the option to choose a portal user if ‘None’ have permissions.
  6. Check the ‘ToDo’ box if you would like the file(s) to appear in the portal user’s ToDo list.
  7. Expiration Date. You can add an expiration date for your client to be able to view the file(s).
  8. You can enter a ‘Message’ to send in addition to the default email message.
  9. Click on ‘Add Plans’ to select the plans you would like in the batch.
  10. Once you have the batch set up with steps 1-9, you can Post your batch and if you wish to send e-mail invitations to your users, select the check box next to ‘and send invites’. This will post files to all indicated plans at one time.

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Option 2:

To customize files to all (or some) of the plans within your batch:

  1. Follow Steps 1-9 under Option 1 above.
  2. When you have added plans to your batch, you will see a ‘Not Customized’ button below the ‘Customized’ column. Click on the button to upload file(s) for the specific plan. Once you have ‘customized’ the plan and return to the ‘Edit Batch’ screen, the button will switch from ‘Not Customized’ to ‘Customized’. Repeat this step for all plans you would like to ‘customize’.Picture3.png
  3. You may Post your batch and Send Invites once you have your file(s) uploaded.

Option 3:

To customize all plans within your batch using the Split Zip option:

  1. Select Portal Documents from the Batches drop-down list on the home screen.
  2. Create New Batch
  3. Enter a Folder Name (optional). The file(s) that you send to the portal user will be in this folder.
  4. Check the box to Split zip file using plan ids. The ‘Add Plans’ button will grey out.
  5. Click on Plan ID List to view an online list of plan ids.
  6. Click on Export Plan ID List to download the list of plan ids.
  7. You will need to enter the plan id in front of the file names you plan to upload.

For example, Sample Plan will have the files ‘sample.pdf’, ‘sample2.csv’ and ‘sample3.rtf’ uploaded. The Plan ID for Sample Plan is “504883100”. Before the files can be uploaded via split zip, the files must be renamed to include the plan ids ‘504883100-sample.pdf’, ‘504883100-sample2.csv’ and ‘504883100-sample3.rtf’. Next, the files must be zipped into a folder to upload. Click on “Add File” to browse for the zip folder.

  1. Select a ‘Classification’ (mandatory). When you add plans, only portal users who have permissions to the selected classification will display. You will have the option to choose a portal user if ‘None’ have permissions.
  2. Check the “ToDo” box if you would like the file(s) to appear in the portal user’s ToDo list.
  3. Expiration Date. You can add an expiration date for your client to be able to view the file(s).
  4. You can enter a ‘Message’ to send in addition to the default email message.\
  5. Once you have the batch set up with steps 1-8, you can Post your batch at which time you will be able to view the plans you have added (based on the plan ids). Note: you may want to un-check the ‘Send Invites’ box when posting the batch. After you have verified that the plans have portal users assigned, you will have the option to send the invites.

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