Posting existing files without splitting them | Filesplit

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

You can automatically generate a list of documents in your source folder; the steps for creating this list are included in the Create a posting step. 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 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: / \ : * " < > ? |

• 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	Intralinks group name
  2	Engagement letter	Jane Doe Rev Trust	Jane Doe Rev Trust

   

  1	Files to be posted	Intralinks folder name	Intralinks group name
  3	Nondisclosure agreement	John Smith Foundation	John Smith
  4	Opportunity analysis	Mason L. Dixon	Mason L. Dixon

   

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

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.

The Intralinks Filesplit window should be displayed.

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

To post files without splitting them

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 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 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.

7. Using the Select identifiers document field, select the Microsoft Excel spreadsheet that contains information for this 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.

   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 Filesplit posting settings.

10. If you previously saved your settings and you want to reuse them, select them from the list at the top of the screen.
11. Review the selections (if any) on the screen and make any needed changes. When you are satisfied with your selections, click Next. Step 3. Review results appears.
12. Review the entries on the 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.

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

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 2. 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 11 investors are given permission to view the documents that are meant for them. If folders do not exist already in the locations you have specified, they may be created automatically, depending upon the settings you selected in step 11.

    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 is 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.