Maintaining current updated Versions of your Content in 4U is important because it assures advisors always have the most recent, relevant information available at their fingertips on 4U Engage. Maintaining your Content has just become much easier with Bulk Upload.
Note: This is available for broad use, but access will be granted by request. If you would like to use this feature, please contact our Support Team.
Use case: Updating Quarterly Fact Sheets
❗ Please do not use the Bulk Upload process to add partners. When using Bulk Upload, the partners listed in the Available To column will be the only partners the new version will be available to. To add partners, please use the Add Partners feature at the individual content level or submit a Service Request to add partners to multiple pieces of content at once.
Prepare Spreadsheet
This process begins with exporting a file which has been specifically designed for this workflow.
1. Filter for the appropriate group of Fact Sheets that needs updating and export. Be sure to choose "Export for Bulk Upload".
2. After exporting, use the excel tools to create your final list of Content records to be updated. (Use Delete to delete the rows that you will NOT be updating)
3. The file is exported as a CSV file - be sure to save as a CSV UTF-8(Comma delimited)(*.csv) file
Complete Spreadsheet
All the current information in the Content Format Fields will be exported to the file. If there are updates to any of the Content Format Fields, make them in this spreadsheet. For example, the new version likely has an updated expiration date. Make that change here.
Complete the blank fields in the spreadsheet as follows:
File Name: Full file name for each Content Record, including the extension (.pdf)
Replacement Version: Enter Yes
Material Changes: Enter Yes or No - for this use case assumption is No
Non-Material Changes: Enter corresponding number(s) from reasons below, separated by a comma.
For example [1, 2] or [1] or [1, 2, 3] - do not include brackets [ ]
1 - Performance or data on existing tables and charts
2 - Graphics or visual changes
3 - Other minor text edits
FINRA Filing Update: Enter Yes or No
If there is a new FINRA letter, be sure to also complete Column R by inputting the full file name for FINRA document corresponding to the Content Record, including the extension (.pdf)
Available To: Modify Available to, if needed, by entering the corresponding number to the appropriate Partners, or enter All Current Partners. Note: numbers MUST BE comma separated
❗Note: The Content Version will only be available to the partners listed in the "Make Available To" column. Please do not use this process solely to add a partner. Click here to learn about working with New Partners.
All Current Partners
304 - Ameriprise Financial
302 - D.A. Davidson & Co.
340 - Dynasty Financial Partners
198 - Edward Jones
344 - HUB International
269 - Janney Montgomery Scott
396 - Kestra Financial
356 - MassMutual
60 - Merrill Lynch Wealth Management
59 - Morgan Stanley Wealth Management
62 - Morningstar Office
267 - Northwestern Mutual
359 - PNC Investments
176 - Raymond James
316 - RBC Wealth Management
199 - Truist
327 - Wells Fargo Advisors
297 - William Blair & Company
Future Partners: Enter Yes or No
Future Partners Yes or No will indicate if the Content is currently available to Future Partners. Make appropriate changes here by modifying Yes or No.
Tags: Modify or Add Tags, if needed, by entering the corresponding Tag ID (click here to locate Tag ID). Up to five (5) Tag IDs can be listed. Note: numbers MUST BE comma separated
❓Hint: To add tags without creating a New Version of Content, use the Edit option in the 4U Engage section at the individual content level, or submit a Service Request to add Tags to multiple pieces of Content at once.
Begin Upload
In Manage tab choose Bulk Upload
Choose Add New Bulk Upload
Choose Content
Begin the Bulk Upload
Step 1. Select Files
Select replacement files (New Versions) for upload, including FINRA letters, by selecting Choose a File. Select Choose a File as many time as necessary to find and select all files needed.
Once all files have been selected and you see them on the right side under Attachment(s), click Upload. The files will upload and you will receive a message when the upload is complete.
Step 2. Select CSV File
The file will automatically check for accuracy and, if errors exist, a message will be displayed. To review errors, choose Download Error Report.
The error report is an Excel spreadsheet that plays back the upload spreadsheet, and the errors are reported in Column V.
Best Practice Tip: If there are multiple errors for a line item, the error report automatically starts each error on it's own line, but the column must be formatted to Wrap Text and the cells then expand.
Warnings
1 - Provider Ref Code that is provided matches existing document in the system but the Replacement Version value is No.
Errors
1 - file_name is not provided
2 - provider_ref_code is not provided
3 - replacement_version is not provided
4 - content_title is not provided
5 - content_format is not provided
6 - product_department is not provided
7 - rp/approver_name is not provided
8 - content_expiration is not provided
9 - intended_audience is not provided
10 - finra_filing is not provided.
11 - finra_code is not provided.
12 - reason_for_no_finra_letter is not provided.
13 - finra_letter is not provided.
14 - finra_document is not provided
15 - material_changes is not provided
16 - nonmaterial_changes is not provided
17 - finra_document is not found in uploaded documents
18 - provider_ref_code does not match an existing document in the system.
19 - finra_filing value is "Yes" but reason_for_no_finra_letter is provided.
20 - finra_filing value is "No" but finra_document and/or finra_code are provided.
21 - replacement_version is "No" but material_changes and/or nonmaterial_changes are provided.
22 - material_changes is "No" but nonmaterial_changes is provided.
Take corrective action in the CSV file (not the error report), save changes and reattach the CSV file. Choose Delete and then choose the updated file and wait for confirmation the records are ready for upload.
When no errors exist, the file will indicate that it is ready for upload
Step 3. Review and Submit
Choose Upload to process
IMPORTANT: If you need to step away from the Bulk Upload and you want to work on it at a later time, simply choose Save as Draft.
Once all the files are uploaded, previews of each are generated for review. If changes are needed, choose Back to previous step. If no changes are needed, choose Submit.
The Bulk Upload will be given a Title and will first indicate Processing, and then indicate Completed.
The Content History will show New Versions added for all Content updated via the Bulk Upload process
💡 Version Details
For both Material changes and Non-material changes, once Submitted, the New Version will automatically replace the prior version unless the prior version has already been APPROVED.
If the Prior Version has already been APPROVED, the New Version will inherit the Approval Code if the changes meet the Partner's rules for not requiring a re-review.
If a re-review is required, an Approval Request will be generated and will be in the Not Submitted or Pending Custom Version status. Be certain to Submit the Approval request. The New Version will only replace the Previous Version after it has been reviewed and APPROVED with a new Approval Code.
Bulk functionality is also available to add NEW Content to 4U. Click here for full instructions!
Your Partnership fuels our efforts. Many more enhancements are in the works. Please contact us at support@4uplatform.com with questions about current features or suggestions for future enhancements.