Difference between revisions of "Document Library"
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<div style="text-align: right; direction: ltr; margin-left: 1em;">[[Welcome_to_e-file_and_Fundsquare_FAQ|Home page ]][[File:Home.png|Return homepage|link=Welcome_to_e-file_and_Fundsquare_FAQ]]</div> | <div style="text-align: right; direction: ltr; margin-left: 1em;">[[Welcome_to_e-file_and_Fundsquare_FAQ|Home page ]][[File:Home.png|Return homepage|link=Welcome_to_e-file_and_Fundsquare_FAQ]]</div> | ||
[[File:DocLib GreyedOut.png|alt=Document library is greyed out. | = FAQ = | ||
<span class="mw-customtoggle-q0" style="font-weight:bold;line-height:2.5;">Your module is greyed out?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q0"> | |||
::To get access to this module, please ask your e-file local administrator to [[E-file Administration#How_do_I_assign_groups_and_profiles_to_users|make you member]] of the '''''Gestion documentaire''''' group. | |||
::[[File:DocLib GreyedOut.png|alt=Document library is greyed out.|To have access : '''''Gestion documentaire''''' group ]] | |||
</div> | |||
<span class="mw-customtoggle-q1" style="font-weight:bold;line-height:2.5;">What does 'unrecognized instrument' mean?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q1"> | |||
::The shareclass does not exist in our database yet- please provide us with the share class details via your usual data ingestion method or complete and submit our FDF to provide these details. | |||
::Once complete, the document will be mapped to the releavant shareclass/subfund/structure | |||
</div> | |||
<span class="mw-customtoggle-q2" style="font-weight:bold;line-height:2.5;">I uploaded a document for a shareclass that did not exist at the time of the upload. Do I need to upload the documents again after the shareclass creation?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q2"> | |||
::No need to re-upload. Once the share class/sub fund has been created and added to efile, the document will automatically be mapped to the releavant shareclass/sub fund | |||
</div> | |||
<span class="mw-customtoggle-q3" style="font-weight:bold;line-height:2.5;">Why am I unable to find my fund in an efile module? | |||
I cant see my financial product/sub fund/ share class in XYZ module. Why? </span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q3"> | |||
::The fund is missing the required access rights and/or filing workflows. Access rights can be granted by sending a setup request to rs.clientsupportoperations@fundsquare.net. | |||
</div> | |||
<span class="mw-customtoggle-q11" style="font-weight:bold;line-height:2.5;">Although I have received an successful document acknowledgement after an ftp upload - why am I unable to find my document(s) in the document library of the fund?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q11"> | |||
::- Please check the Asset Manager's name in the acknowledgment's email header. Each fund is part of a library owner/fund group that is linked to the upload sftp subfolder. If a wrong subfolder has been used , the document will not be visible in the document library; | |||
::- please make sure to also check if the share-class is closed, as per default, only active and inactive share-classes are selected. | |||
</div> | |||
<span class="mw-customtoggle-q12" style="font-weight:bold;line-height:2.5;">Where is my filing package?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q12"> | |||
::Please check the underlying filing conditions in the e-file wiki (https://www.e-file.lu/wiki/Document_Library#Consolidated_view_transmission) | |||
</div> | |||
<span class="mw-customtoggle-q13" style="font-weight:bold;line-height:2.5;">How do I know if my Kid has been filed? </br> | |||
-or- How can I consult the audit trail of a document in the fund document library?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q13"> | |||
::If a document has been filed you will have received a filing email if you are included in the filing emails' recipient list. Each document also has an audit trail, available by clicking on the ellipsis of the document in the document library - Details. | |||
</div> | |||
<span class="mw-customtoggle-q14" style="font-weight:bold;line-height:2.5;">Why is my Kid not visible in the consolidated view?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q14"> | |||
::At least one of the filing conditions has not been met. These conditions can be found here https://www.e-file.lu/wiki/index.php/Document_Library#Automatic_KIID_filing | |||
</div> | |||
<span class="mw-customtoggle-q15" style="font-weight:bold;line-height:2.5;">Why do KIDs remain visible in the consolidated view after that the filing automation has run? | |||
</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q15"> | |||
::For home filing to the CSSF: the filing has not been completed | |||
::For filing to host countries (for LU funds): The CSSF have not activated the shareclass in their database | |||
</div> | |||
== | <span class="mw-customtoggle-q16" style="font-weight:bold;line-height:2.5;">How can I add a filing workflow to my existing document filing setup in e-file ? | ||
</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q16"> | |||
::Please provide the following (minimum) setup instructions: Fund name, country, workflow, document and languages (either generic (e.g. EN-00) or specific (e.g. EN-LU, FR-FR, etc) used per country to | |||
</div> | |||
= | <span class="mw-customtoggle-q17" style="font-weight:bold;line-height:2.5;">Where can I see the latest version of the document at the CSSF ? | ||
</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q17"> | |||
::This is visible in report 3_23, column K, available in the report section in the document library module | |||
</div> | |||
<span class="mw-customtoggle-q18" style="font-weight:bold;line-height:2.5;">How can I import documents into the efile document library?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q18"> | |||
::Please click on the ''import'' button at the top of the screen | |||
</div> | |||
<span class="mw-customtoggle-q19" style="font-weight:bold;line-height:2.5;">Do I have to follow the Fundsquare naming convention when importing a document into the library?</span> | |||
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q19"> | |||
::No. The import pop up will help you select the required parameters to upload the document. | |||
</div> | |||
<div style="text-align: center; width:100%;border-style: double none none none;"> </div> | |||
=Description= | |||
==Main page== | |||
[[File:MainPage After V2.png|800 px]] | |||
==Filters== | ===Filters=== | ||
| Line 23: | Line 98: | ||
===Accessing the library=== | |||
==Accessing the library== | |||
| Line 35: | Line 109: | ||
=Entity Library= | ==Entity Library== | ||
| Line 43: | Line 117: | ||
=Fund Library= | ==Fund Library== | ||
| Line 50: | Line 124: | ||
[[File:Fund Library Before-After V2.png|800 px]] | [[File:Fund Library Before-After V2.png|800 px]] | ||
=Library Filters= | ==Library Filters== | ||
| Line 57: | Line 131: | ||
[[File:Library Filters Before After V3.png|800 px]] | [[File:Library Filters Before After V3.png|800 px]] | ||
=Document details and history= | ==Document details and history== | ||
| Line 65: | Line 139: | ||
[[File:Document details and history Before-After-V2.png|800 px]] | [[File:Document details and history Before-After-V2.png|800 px]] | ||
=Import= | ==Import== | ||
| Line 77: | Line 151: | ||
[[File:Import Before-After-V2.png|800 px]] | [[File:Import Before-After-V2.png|800 px]] | ||
=Action Selection= | ==Action Selection== | ||
| Line 85: | Line 159: | ||
=Change Document Indexation= | ==Change Document Indexation== | ||
[[File:Change Document Indexation Before-After.png|800 px]] | [[File:Change Document Indexation Before-After.png|800 px]] | ||
| Line 92: | Line 166: | ||
=Suggestions= | ==Suggestions== | ||
| Line 100: | Line 174: | ||
[[File:Suggestion Before-After-V2.png|800 px]] | [[File:Suggestion Before-After-V2.png|800 px]] | ||
=Transmission= | ==Transmission== | ||
| Line 110: | Line 184: | ||
=Consolidated view display= | ==Consolidated view display== | ||
| Line 120: | Line 194: | ||
=Consolidated view transmission= | ==Consolidated view transmission== | ||
[[File:Consolidated view transmission After.png|800 px]] | [[File:Consolidated view transmission After.png|800 px]] | ||
| Line 128: | Line 202: | ||
Conditions to make a KID available in the consolidated view: | Conditions to make a KID available in the consolidated view: | ||
CSSF Filing (LU Funds) | '''CSSF Filing (LU Funds) ''' | ||
# Check the registration status: Filing packages will only be triggered with an A, E or R (resp. Ri) status; | |||
# Check that the KIID has been correctly uploaded into the document library and that is has not yet been filed; | |||
# Check that the shareclass is either inactive or active in the Fundsquare database (closed or shareclasses without a constitution date will not trigger a filing); | |||
# Check that the shareclass is mapped to a CSSF code; | |||
# Check that the shareclass is not closed in the CSSF database; | |||
# Check that the KIID language is matching the language in the filing country language setting; | |||
# Check that there is not a KIID with a more recent reference date that has been previously filed with the CSSF. | |||
# Check when the filing automation is running (Transmission monitoring/Reports/Automations (active/inactive) | |||
Lu Funds Host filings and | '''Lu Funds Host filings and Non LU funds filings: ''' | ||
Non LU funds filings: | |||
# Check the registration status: Filing packages will only be triggered with an A, E or R (resp. Ri) status; | |||
# Check that the KIID has been correctly uploaded into the document library and that is has not yet been filed; | |||
# Check that the shareclass is either inactive or active in the Fundsquare database (closed or shareclasses without a constitution date will not trigger a filing); | |||
# For LU funds: Check that the shareclass is mapped to a CSSF code; | |||
# For LU funds: Check that the shareclass is not closed in the CSSF database; | |||
# Check that the KIID language is matching the language in the filing country language setting; | |||
# For LU funds: Check that the shareclass is active in the CSSF database (inactive or closed status will not trigger the filing ); should you wish to bypass this condition via an automation, please contact us. | |||
# Check when the filing automation is running (Transmission monitoring/Reports/Automations (active/inactive) | |||
All these checks can be carried out in dashboard 3.24 Detailed view on KIDs (and 3_23 | (7 does not apply to the consolidated view) | ||
All these checks can be carried out in dashboard 3.24 Detailed view on KIDs (and 3_23 Detailed view on KIDs at the CSSF) | |||
[[File:Dashboard KIID.PNG|1500 px]] | [[File:Dashboard KIID.PNG|1500 px]] | ||
| Line 159: | Line 237: | ||
'''Should all of the conditions be met and you still have not received the document, please contact RS.ClientSupportOperations@fundsquare.net (including in the email the checks that have been carried out)'''. | '''Should all of the conditions be met and you still have not received the document, please contact RS.ClientSupportOperations@fundsquare.net (including in the email the checks that have been carried out)'''. | ||
==SSRS Exports== | |||
=SSRS Exports= | |||
'''New''' | '''New''' | ||
| Line 174: | Line 249: | ||
=Automatic KID filing= | ==Automatic KID filing== | ||
If a KID filing automation is switched on for a fund (please check the Automations dashboard in the Transmission follow up module) | If a KID filing automation is switched on for a fund (please check the Automations dashboard in the Transmission follow up module) | ||
| Line 190: | Line 265: | ||
=Drag&Drop box= | ==Drag&Drop box== | ||
The drag&drop box allows you to index and/or transmit your documents (Prospectus and Periodic Reports) on the document library homepage.<br/> | The drag&drop box allows you to index and/or transmit your documents (Prospectus and Periodic Reports) on the document library homepage.<br /> | ||
<br/> | <br /> | ||
1 – '''Drag&Drop or Browse your documents''' on transmission box (Prospectus or Periodic Reports) respecting [[NamingConvention | Fundsquare naming convention]]. <br/> | 1 – '''Drag&Drop or Browse your documents''' on transmission box (Prospectus or Periodic Reports) respecting [[NamingConvention | Fundsquare naming convention]]. <br /> | ||
Example Annual report on fund level: ANNREP-2023-01-01-EN-00-2023-01-01-1-LU0123456789-xxxxxxxxxxn.pdf<br/> | Example Annual report on fund level: ANNREP-2023-01-01-EN-00-2023-01-01-1-LU0123456789-xxxxxxxxxxn.pdf<br /> | ||
<br/> | <br /> | ||
[[File:DocLib_TransBox.png | 300 px | border ]] | [[File:DocLib_TransBox.png | 300 px | border ]] | ||
<br/> | <br /> | ||
2 – '''Select type of sending''': Prospectus sending for Prospectus or Periodic reports sending for Annual and Semi-Annual reports.<br/> | 2 – '''Select type of sending''': Prospectus sending for Prospectus or Periodic reports sending for Annual and Semi-Annual reports.<br /> | ||
<br/> | <br /> | ||
[[File:DocLib_Import.png | 300 px | border ]] | [[File:DocLib_Import.png | 300 px | border ]] | ||
<br/> | <br /> | ||
3 – '''Index or/and Transmit''': <br/> | 3 – '''Index or/and Transmit''': <br /> | ||
• Select “Index Files” for import the document(s) on document library<br/> | • Select “Index Files” for import the document(s) on document library<br /> | ||
• Select “Index and transmit” for import the document(s) on document library and transmit them.<br/> | • Select “Index and transmit” for import the document(s) on document library and transmit them.<br /> | ||
<br/> | <br /> | ||
[[File:DocLib_IndexTrans.png | 1200 px | border ]] | [[File:DocLib_IndexTrans.png | 1200 px | border ]] | ||
<br/> | <br /> | ||
Latest revision as of 11:04, 4 February 2025
Page's last update : 04 Mar 2025
FAQ
Your module is greyed out?
- To get access to this module, please ask your e-file local administrator to make you member of the Gestion documentaire group.
What does 'unrecognized instrument' mean?
- The shareclass does not exist in our database yet- please provide us with the share class details via your usual data ingestion method or complete and submit our FDF to provide these details.
- Once complete, the document will be mapped to the releavant shareclass/subfund/structure
I uploaded a document for a shareclass that did not exist at the time of the upload. Do I need to upload the documents again after the shareclass creation?
- No need to re-upload. Once the share class/sub fund has been created and added to efile, the document will automatically be mapped to the releavant shareclass/sub fund
Why am I unable to find my fund in an efile module? I cant see my financial product/sub fund/ share class in XYZ module. Why?
- The fund is missing the required access rights and/or filing workflows. Access rights can be granted by sending a setup request to rs.clientsupportoperations@fundsquare.net.
Although I have received an successful document acknowledgement after an ftp upload - why am I unable to find my document(s) in the document library of the fund?
- - Please check the Asset Manager's name in the acknowledgment's email header. Each fund is part of a library owner/fund group that is linked to the upload sftp subfolder. If a wrong subfolder has been used , the document will not be visible in the document library;
- - please make sure to also check if the share-class is closed, as per default, only active and inactive share-classes are selected.
Where is my filing package?
- Please check the underlying filing conditions in the e-file wiki (https://www.e-file.lu/wiki/Document_Library#Consolidated_view_transmission)
How do I know if my Kid has been filed?
-or- How can I consult the audit trail of a document in the fund document library?
- If a document has been filed you will have received a filing email if you are included in the filing emails' recipient list. Each document also has an audit trail, available by clicking on the ellipsis of the document in the document library - Details.
Why is my Kid not visible in the consolidated view?
- At least one of the filing conditions has not been met. These conditions can be found here https://www.e-file.lu/wiki/index.php/Document_Library#Automatic_KIID_filing
Why do KIDs remain visible in the consolidated view after that the filing automation has run?
- For home filing to the CSSF: the filing has not been completed
- For filing to host countries (for LU funds): The CSSF have not activated the shareclass in their database
How can I add a filing workflow to my existing document filing setup in e-file ?
- Please provide the following (minimum) setup instructions: Fund name, country, workflow, document and languages (either generic (e.g. EN-00) or specific (e.g. EN-LU, FR-FR, etc) used per country to
Where can I see the latest version of the document at the CSSF ?
- This is visible in report 3_23, column K, available in the report section in the document library module
How can I import documents into the efile document library?
- Please click on the import button at the top of the screen
Do I have to follow the Fundsquare naming convention when importing a document into the library?
- No. The import pop up will help you select the required parameters to upload the document.
Description
Main page
Filters
Accessing the library
Entity Library
Fund Library
Library Filters
Document details and history
Import
NEW:: Set Bulk Parameters
Action Selection
Change Document Indexation
Suggestions
Transmission
Consolidated view display
Consolidated view transmission
Conditions to make a KID available in the consolidated view:
CSSF Filing (LU Funds)
- Check the registration status: Filing packages will only be triggered with an A, E or R (resp. Ri) status;
- Check that the KIID has been correctly uploaded into the document library and that is has not yet been filed;
- Check that the shareclass is either inactive or active in the Fundsquare database (closed or shareclasses without a constitution date will not trigger a filing);
- Check that the shareclass is mapped to a CSSF code;
- Check that the shareclass is not closed in the CSSF database;
- Check that the KIID language is matching the language in the filing country language setting;
- Check that there is not a KIID with a more recent reference date that has been previously filed with the CSSF.
- Check when the filing automation is running (Transmission monitoring/Reports/Automations (active/inactive)
Lu Funds Host filings and Non LU funds filings:
- Check the registration status: Filing packages will only be triggered with an A, E or R (resp. Ri) status;
- Check that the KIID has been correctly uploaded into the document library and that is has not yet been filed;
- Check that the shareclass is either inactive or active in the Fundsquare database (closed or shareclasses without a constitution date will not trigger a filing);
- For LU funds: Check that the shareclass is mapped to a CSSF code;
- For LU funds: Check that the shareclass is not closed in the CSSF database;
- Check that the KIID language is matching the language in the filing country language setting;
- For LU funds: Check that the shareclass is active in the CSSF database (inactive or closed status will not trigger the filing ); should you wish to bypass this condition via an automation, please contact us.
- Check when the filing automation is running (Transmission monitoring/Reports/Automations (active/inactive)
(7 does not apply to the consolidated view) All these checks can be carried out in dashboard 3.24 Detailed view on KIDs (and 3_23 Detailed view on KIDs at the CSSF)
These dashboards are available in the report section of the Document library:
Should all of the conditions be met and you still have not received the document, please contact RS.ClientSupportOperations@fundsquare.net (including in the email the checks that have been carried out).
SSRS Exports
New
Automatic KID filing
If a KID filing automation is switched on for a fund (please check the Automations dashboard in the Transmission follow up module)
The conditions to be met to include a KID are identical to the conditions under Consolidated view Transmission:
For LU funds: Check that the shareclass is active in the CSSF database (inactive or closed status will not trigger the filing ); should you wish to bypass this condition via an automation, please contact us.
Should all of the conditions be met and you still have not received the document, please contact RS.ClientSupportOperations@fundsquare.net (including in the email the checks that have been carried out).
Drag&Drop box
The drag&drop box allows you to index and/or transmit your documents (Prospectus and Periodic Reports) on the document library homepage.
1 – Drag&Drop or Browse your documents on transmission box (Prospectus or Periodic Reports) respecting Fundsquare naming convention.
Example Annual report on fund level: ANNREP-2023-01-01-EN-00-2023-01-01-1-LU0123456789-xxxxxxxxxxn.pdf
2 – Select type of sending: Prospectus sending for Prospectus or Periodic reports sending for Annual and Semi-Annual reports.
3 – Index or/and Transmit:
• Select “Index Files” for import the document(s) on document library
• Select “Index and transmit” for import the document(s) on document library and transmit them.
