Managing subscription documents | FundCentre Onboarding

  • Updated

Applies to: General partners
 

A subscription document template is a PDF document used to add input fields that are mapped to the Onboarding data model. This creates an electronic version of your subscription document.  The document mapping allows investors to fill in their details through user-friendly interface. The data is applied directly to the subscription document. The subscription document is the contract that both general partners and limited partners must sign once Onboarding is completed. 

You can upload and map more than one subscription document for a single fund. This is useful when you want to distribute different versions of the subscription document to different subsets of investors.

Icons_Approved.svg How to upload the subscription document

Upload a PDF version of your subscription document.

  1. From the Documents menu, select Document Templates.
  2. Click Add Document Template.
  3. Drag and drop the files or click to navigate to the files. You can add a maximum of ten files at one time.
  4. In the Type field, select Subscription Document. If you have added more than one file, you can apply the same type and fund to them all by selecting the type in top row or configure them individually row by row.
  5. In the Fund field, select the fund to which this document applies. 
  6. If you have added more than one file, you can apply the same type and fund to them all by selecting the type in top row or configure them individually row by row.
  7. Click Upload. The State column will show a state of Staged.

Icons_Approved.svg How to map input areas to the Onboarding data model

  1. From the Documents menu, select Document Templates.
  2. Click the document that you want to update.
  3. Click Map Document.
  4. To add a text field:
    • Click the text field add text field icon.png icon in the header.
    • Draw a box where you want the field to be located.
    • Optionally change the Field Name and click Ok.
    • In the Field Sub Type field, select the sub type for the field:
      • Mapped Field - Use this sub type when the field will be populated by data from the data model according to the rules that you add.
      • Signer Info - Use this sub type to populate the field according to the information requested for the selected signer.
      • User Input - Use this sub type when the data cannot be populated by the data model and must be entered by LP.
    • In the Add Condition dropdown, select the information that should be mapped to this field.
    • Click Save Field.
  5. To add a checkbox field:
    • Click the checkbox add checkbox icon.png  icon in the header.
    • Draw a box where you want the field to be located.
    • Optionally change the Field Name and click Ok.
    • Enter the rules.
    • Click Save Field.
  6. To add a signature field:
    • Click the signature field add signature icon.png icon in the header.
    • Draw a box where you want the field to be located.
    • Optionally change the Field Name and click Ok.
    • In the Signer field, enter a value that indicates which signer the field is going to be leveraged for. For example, if there are two signature fields for the LP to provide, set the Signer field for the first to " First LP Signature" and the second to "Second LP Signature."
    • In the Role field, select GP Admin or Limited Partner.
    • Click Save Field.
  7. To save your changes, select one of the following options:
    • Save As Draft - Select this option if you are not finished mapping the document. You can finish mapping at a later time. It is a good practice to save a draft periodically throughout the mapping process.
    • Submit - Select this option if you are finished mapping the document. The Publish option will be displayed so that you can publish the document to the fund and enable Onboarding for an investment.

Icons_Approved.svg How to edit a subscription document 

Only unpublished subscription documents can be edited. Unpublish the document to edit it.

  1. From the Documents menu, select Document Templates.
  2. Click the document that you want to update.
  3. Make any changes.
  4. Click Save.

Icons_Approved.svg How to clone a subscription document 

The Clone feature in Document Templates allows you to copy an already mapped subscription document instead of creating a new one from scratch. You can reuse existing mappings, make only the necessary edits to quickly prepare documents for different funds.

  1. From the Documents menu, select Document Templates.
  2. Click the three dots menu next to the document that you want to clone.
  3. Select Clone.
  4. Select Type.
  5. Enter the File Name.
  6. Select a Fund to link the document with it.
  7. Click Clone. The document is cloned with status Uploaded.

You can review and edit the mappings in the cloned document as needed. For more information, see How to map input areas to the Onboarding data model.  

Icons_Approved.svg How to delete a subscription document 

You can only delete subscription documents that do not have investors linked to it. If a published subscription document must be rolled back and deleted, all investor associations must be deleted first.

  1. Ensure that there are no investors linked to the subscription document. You can tell if investors are linked to a subscription document by navigating to Funds and selecting the fund in question. Click the Investments tab under the fund. If there are investors linked to the subscription document, they are listed here.
  2. From the Documents menu, select Document Templates.
  3. From the three dots menu in the row of the subscription document you want to delete, select Delete.
  4. Click Confirm.

Icons_Approved.svg How to publish the subscription document for a fund

Subscription documents that have been submitted, that is, they are finished, can be published for a fund. When they are published, you can enable Onboarding for an investment.

  1. From the Documents menu, select Document Templates.
  2. If the subscription document is finished, but not submitted, click Submit.
  3. Click Publish. You can now enable Onboarding for investors. For more information, see.

Icons_Approved.svg How to unpublish a subscription document 

You may want to unpublish a subscription document if you need to make changes to it. Published subscription documents cannot be edited.

  1. From the Documents menu, select Document Templates.
  2. Click Unpublish.

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