Wealth Management Home Office users can create collections and share them broadly across the organization - either to all members of your organization or to a designated segment of users. Companies use this feature to put important resources in advisors' hands with a single click. This ability makes it easier to react quickly to breaking news or provide resources that support your firm's initiatives.
Sharing With Your Organization
First, create and name your collection as you typically would and add your content. You can add editors to help build and manage your collection. Once your collection is ready to be shared, click the "share" button and enable Collaboration. If you've added Editors or previously shared this collection, you may have already completed this step.
Next, select Viewers and "All people in my organization."
To create awareness for your collection, a notification is sent to users when any collection is shared with them. You can opt out of sending the notification by deselecting the notification box and hitting "Confirm."
If you uncheck the box and opt not to notify your users, you'll receive a confirmation that your users will not be notified.
Finally, whether or not you elect to have notifications sent to your users, you may still want to promote your collection internally via an email newsletter or on your intranet. Once your Collection has been shared with your organization, a link to the collection is available in the Share Collection modal.
Sharing a Collection with a Segment of Users
From time to time, home office users may have a collection that they don’t want to share with the entire organization but would like to make available to a large number of users. A common application for this might be content presented at an advisor conference that you would like to share with the conference attendees.
4U has created the ability for home office users to submit a .csv upload and have a custom segment created, which will then be available in the Share Collection modal.
Step 1. Create and Name your Segment
In the Share Collection modal, be sure you're on the "Viewers" tab.
Select "By Segment".
Click "+ Create Segment", which will open the "Create Segment" modal.
In the Create Segment Modal, give your segment a name.
You'll also need to add one user manually to complete the initial setup of your Segment. This user can be either a viewer or an editor.
Step 2. Prepare and Complete the Segment Loader Spreadsheet.
Now that you've created and named your segment, you're ready to complete the Segment Loader. This process begins with a spreadsheet template which has been specifically designed for this workflow.
Note: You must select File>Save As to begin entering your data. You can also email our support team for a copy of the spreadsheet template.
Complete the fields in the spreadsheet as follows:
Email: Upload the email addresses of the 4U Users at your organization that you wish to share your collection with.
Segment_ID: Once you've created your segment, you can find the Segment_ID by reopening the segment. The Segment_ID is a number that is assigned to your Segment.
Role ID: For Users that you wish to add as editors of your collection, select "1". For users that you wish to add as viewers of your collection, select "2".
Step 3. Save and Email File
Save your spreadsheet as a CSV UTF-8 (comma delimited)(*.csv) file.
Email your saved .csv file to support@4uplatform.com. Our team will notify you once your segment is available for sharing.
Step 4. Share Your Collection with a Segment
Once loaded, your Segment will be available in the "By Segment" list in the Share Collection Modal. Simply click the segment, and "Invite". You'll be prompted with the option to have a notification email sent to your users or opt-out. Your Segment will remain available should you have future collections you would like to send to this collection.
Managing Your Segment
Once your Segment is created and loaded, you can access the tools to edit your Segment with the three-dot menu.
Clicking on the three-dot menu in the Share Collection modal will open the Edit Segment modal allowing you to :
Delete the Segment
Add members manually
Remove members manually
Remove all Members
