# CloudFiles for Asset Management | Document Automation for Salesforce

> Document automation for asset management in Salesforce: investor folders, private placement memorandum sharing, subscription review and capital call notices.

*Asset management document automation*

## CloudFiles for *asset management*

Asset management teams chase subscription packets and side letters across inboxes while each commitment waits in Salesforce. CloudFiles files fund documents, checks every packet and sends capital call notices, so fund teams close on time.

[Talk to a document expert](https://meet.cloudfiles.io/salesforce?utm_content=sf-industries-financial-services-asset-management-hero)

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*Asset management documents, before and after*

## Fund paperwork that keeps *pace* with every close

Asset managers run every investor, commitment and mandate in Salesforce, yet subscription packets come in by email and offering documents go out as attachments. CloudFiles files, sends, checks and produces those papers on the record.

### The manual way

- Fund operations teams save every subscription agreement, side letter and investor email to the investor's account as one flat list of Salesforce files. When an investor backs several funds, each audit request becomes a search while the auditor waits.
- Investor relations teams email the private placement memorandum, fund deck and diligence files to each prospect on the opportunity as attachments. Nobody can tell who opened the memorandum, so follow-up is guesswork, and old versions keep circulating.
- Investor onboarding teams pull apart each subscription packet, find the agreement, investor questionnaire, AML documents and tax forms, and check each name against the investor's account by eye. One missing page keeps a commitment out of the close.
- Institutional sales teams answer each consultant RFP and every due diligence questionnaire by hunting through past responses in shared drives and pasting them into the opportunity's draft. Every mandate repeats the same questions, and review runs late.
- Fund accountants build capital call and distribution notices one investor at a time, copying each commitment amount from the opportunity into Microsoft Word. Across a whole fund the run takes days, and one mistyped amount reaches an investor.

### The CloudFiles way

- CloudFiles gives every commitment its own folder, nested under its fund and its investor. Each new opportunity receives a structured folder in the firm's storage, inside the investor's folder for that fund, so subscription documents land in place.
- CloudFiles tells investor relations which prospect opened which fund document. Each memorandum and deck leaves the opportunity as a secure link that opens only for the prospect's verified email, and that link is switched off once the prospect passes.
- CloudFiles checks each subscription packet for completeness before anyone opens a file. Its documents are split apart and grouped into one dataset, then matched against the investor's account, so only gaps and mismatches reach review.
- CloudFiles answers each consultant question from the firm's own past responses. Earlier RFPs, questionnaires and fund documents form one dataset, and each new question goes to that dataset. Drafted answers return to the opportunity for the sales team to edit.
- CloudFiles produces every investor's capital call or distribution notice from that investor's commitment. One run builds a notice per opportunity in the fund from live amounts, then files each notice in its investor's folder and shares it by tracked link.

*Asset management use cases in Salesforce*

## Every investor document, *tracked* from offering to notice

Asset managers build these six jobs into Salesforce Flow on investor accounts, contacts and commitment opportunities, with CloudFiles doing each document step inside them.

- **Fund and investor folder automation** — CloudFiles builds a folder tree for every fund in the firm's storage, with one folder per investor account and one per commitment opportunity in Salesforce, so fund operations open any investor's papers from the record.
  - Creating a commitment opportunity starts a record-triggered flow, and the create folder flow action adds sub-folders for agreements and tax forms
  - Each investor account appears once under every fund it commits to, so an operations analyst sees a fund's whole investor base in one folder
  - Investor folders already linked to an account are found by the get connected folder flow action, so a second commitment joins the existing folder
- **SharePoint integration for fund documents** — CloudFiles connects Salesforce with SharePoint, or any storage the firm already uses, so fund documents stay in the firm's storage while investor teams preview, search and tag them from each account and opportunity.
  - Each file an analyst attaches to an opportunity is copied into the commitment's SharePoint folder by the copy Salesforce files flow action
  - Fund, investor and document type from the opportunity become SharePoint tags on every file, so a side letter for any fund turns up again
  - When an investor account changes owner, a flow can grant the new relationship team access to that investor's folders in storage
- **Private placement memorandum sharing and tracking** — CloudFiles sends offering documents out of the Salesforce opportunity as secure links, from the memorandum to the fund deck, so investor relations knows which prospects opened each one and controls every copy.
  - Moving an opportunity into the diligence stage can create a secure link to the fund's offering folder through the create link flow action
  - Investor relations sees each prospect's views, time spent and downloads on the opportunity, so follow-up starts with the most engaged prospect
  - Links admit only the prospect's verified address, and the update link settings flow action switches them off when the opportunity is closed lost
- **Subscription document review for investor onboarding** — CloudFiles automates subscription document review in Salesforce. Each packet's agreement, tax forms and AML documents become one dataset that is compared with the investor's account, so onboarding sees only exceptions.
  - A packet uploaded to the opportunity is separated into agreement, questionnaire and tax forms by the split document using AI flow action
  - A CloudFiles Document AI workflow matches the investor's name and entity on every document against the account and holds any mismatch for review
  - Approved details are written to the investor's contact and commitment opportunity through the document mapper flow action
- **RFP and due diligence questionnaire answers** — CloudFiles answers consultant RFPs and due diligence questionnaires in Salesforce from one dataset of past responses and fund documents, so institutional sales starts each response from wording already used.
  - The create dataset flow action groups past RFP responses, completed questionnaires and the fund's latest documents into one set
  - Each new question on an institutional opportunity is asked of that dataset, several at once, by the query document/dataset (batch) flow action
  - Drafted answers land in fields on the opportunity, where the sales team edits them before the response goes back to the consultant
- **Capital call and distribution notice generation** — CloudFiles generates capital call notices, distribution notices and quarterly investor letters from each commitment opportunity in Salesforce, one per investor in a single run, each filed in that investor's folder.
  - A scheduled flow passes every commitment opportunity in the fund to the generate document (batch) flow action, producing one notice per investor
  - Called amounts, distributions and payment details fill each notice from the opportunity, with a separate template for each notice type
  - Every notice opens for its investor through a tracked link, and the opportunity shows which investors have viewed theirs

*Document types*

## Key documents we handle for *asset management*

These six come up on every fund, and CloudFiles takes care of the rest of an asset manager's investor and commitment paperwork in Salesforce too.

- **Subscription agreements** — The agreement by which an investor commits capital to a fund, kept in the commitment's folder beside the opportunity it confirms.
- **Investor questionnaires and tax forms** — Questionnaires, W-9s and W-8BENs that establish who an investor is and how it is taxed, stored on the investor's account for every later fund.
- **Side letters** — Terms agreed with one investor on top of the fund agreement, kept with that commitment so every promised right is on hand when notices go out.
- **Private placement memorandums and fund decks** — The offering documents a prospective investor studies before committing, sent from the opportunity under the firm's control.
- **Capital calls and distribution notices** — Requests for committed capital and notices of money returned, produced for each investor from commitment data and saved in that investor's folder.
- **Quarterly investor letters** — The fund's regular update to the people invested in it, produced investor by investor from Salesforce data and filed with their other correspondence.

*Security & compliance*

## Stay industry compliant

CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.

Certifications: SOC 2 (Type II), HIPAA (Compliant), ISO 27001 (Certified), GDPR (Compliant)

[Security overview](/security)

## Frequently asked questions

**Q: How do I organize fund documents by fund, investor and commitment in Salesforce?**
CloudFiles organizes fund documents in Salesforce by fund, investor and commitment, building each folder in the firm's own storage as the investor account and opportunity are created. When a prospect converts from a lead, its early documents move into the new investor folder. An admin sets this up a single time, with the create folder flow action running on each new opportunity.

**Q: Can asset managers use SharePoint for investor documents and work with them from Salesforce?**
Yes. CloudFiles stores every investor document in SharePoint, Google Drive, Azure Blob, Amazon S3 and other storage the firm uses, and shows each fund's and investor's folders on the account and opportunity in Salesforce. Anything uploaded on a Salesforce record is copied into its folder, so every document lives in one place, under the permissions the firm set in storage.

**Q: How can investor relations share a private placement memorandum from Salesforce and see who opened it?**
CloudFiles shares a private placement memorandum from the Salesforce opportunity through a protected link, never as an attachment. Each link can be locked with a password or a verified email, admit only named addresses or domains, and stop downloads. Every view, session and download is logged per prospect, and the engagement history exports for the compliance file.

**Q: How do investors send subscription documents into Salesforce without a login?**
CloudFiles lets investors send subscription documents into Salesforce through an upload space, without a login. Every commitment opportunity has its own space listing each document required, such as the subscription agreement, investor questionnaire and W-9 or W-8BEN, and uploads land in the commitment's folder. Admins create those requests with the create file request flow action.

**Q: Can CloudFiles run investor onboarding as a whole process in Salesforce, beyond extracting data?**
Yes. CloudFiles runs investor onboarding as a whole process in Salesforce. Once a subscription packet sits in one dataset, a CloudFiles Document AI workflow classifies each document, checks the legal name and entity type against the account, decides whether the commitment moves on and updates the opportunity. The firm chooses which changes pause for review, and each run leaves an audit record.

**Q: How can asset managers answer due diligence questionnaires and consultant RFPs from past responses in Salesforce?**
CloudFiles drafts answers to due diligence questionnaires and consultant RFPs from an asset manager's past responses, inside Salesforce. Earlier responses, fund documents and Salesforce records sit together in one dataset, each new question is put to that dataset, and answers come back to the opportunity for editing. The firm can set the dataset to refresh its Salesforce data on a schedule.

**Q: Can CloudFiles find side letter terms across all of a fund's investors in Salesforce?**
Yes. CloudFiles groups a fund's side letters into a single dataset and answers questions across the whole set in Salesforce, for example which investors hold fee discounts, extra reporting rights or most favored nation terms. Fund operations get that answer before a notice or report goes out, instead of rereading each letter.

**Q: How do I generate capital call notices for every investor in a fund from Salesforce?**
CloudFiles generates a capital call notice for every investor in a fund from Salesforce in one run, using each commitment opportunity's called amount, due date and payment details. Each notice is produced as a PDF that can be password protected and locked before it is saved to the investor's folder. Admins schedule the run with the generate document (batch) flow action.

**Q: How do I send a subscription agreement for e-signature from Salesforce?**
CloudFiles generates a subscription agreement from the commitment opportunity in Salesforce, already filled with the investor's legal name, entity type and commitment amount, and sends it for e-signature. Signers receive the agreement together and sign in the order the firm chooses, and the signed PDF returns to the opportunity and is saved in the commitment's folder.

**Q: Which Financial Services Cloud objects does CloudFiles support for asset management?**
CloudFiles supports every Financial Services Cloud object an asset manager uses, from financial account and interaction summary to the account, contact and opportunity records that hold investors and commitments, and any custom fund object as well. It installs from AppExchange as a managed package, and admins place its actions inside the flows the firm already maintains.

## Book your *personalized* demo

See CloudFiles work through one of your own funds in Salesforce, from the commitment folder and subscription packet to the capital call notice.

[Book a demo](https://meet.cloudfiles.io/salesforce?utm_content=sf-industries-financial-services-asset-management-footer)