Overview
Communicating with your users typically involves sharing some form of instruction or notification with them:
- Pointing them to documents
- Upcoming project deadlines
- Plug-in installation instructions
- Upcoming conference calls
There are several ways of communicating with your guests in Firmex:
- Customizing the invitation email
- Posting a custom welcome message
- Pushing a document notification manually
Early communication, especially around plug-in requirements where applicable, will lead to more informed users who will encounter less roadblocks in the data room.
Below you will find templates and instructions on using invitation emails and custom welcome messages.
Invitation emails
The invitation email is the first piece of communication your users receive from Firmex. It contains the name of the data room and provides a link for users to set their password and gain access. This is a great place to notify the users of any instructions or software requirements they may need.
You may customize the invitation using plain text or simple HTML. Copy and paste the HTML below to indicate the plug-in requirements, depending on your users’ needs.
To test what the email looks like, from the Groups & Users tab, click the envelope icon next to your name, paste the HTML, and click Send Invitation.
Invitation email containing Firmex introduction videos
<p>This email contains your access information to Firmex, as well as two helpful videos to get you started.</p> <p><a href="https://firmex.wistia.com/medias/r8u5vubs67">How to log in to the data room and view documents</a> and <a href="https://firmex.wistia.com/medias/nb7qukk2z8">and how to review documents efficiently.</a></p>
Invitation email indicating the Seclore plug-in is required
<p>This email contains your access information to [Project Name].</p> <p>1. Please click <a href="https://content.firmex.com/seclore/liteviewer.exe">here</a> to download and install the Seclore plug-in in order to view document protected PDF files in the Data Room.<br/></p> <p>2. Once the plug-in is installed please log in by clicking the Set Password button contained in this email..</p> <p>3. You will be asked to change your password and to accept the data room provider's Terms of Use. When complete, click <strong>"Save New Password".</strong><br /></p> <p>Thank you,</p> <p>[Name]</p>
Invitation email indicating no plug-in is required
Use the invitation below if your site’s plug-in page is enabled, but the project does not require the user to install the plug-in.
<p>This email contains your access information to [Project Name].</p> <p>1. You will be asked to select a password and to accept the data room provider's Terms of Use. When complete, click <strong>"Save New Password"</strong><br /></p> <p>2. Next, you will be shown the software plug-in page. You may click "<strong>Continue</strong>" since you do not not need to install the plug-in. <br/></p> <p>Thank you,</p> <p>[Name]</p>
Welcome message
A welcome message appears at the top of your project and is visible to all of your project users. Users are able to dismiss the welcome message once they have viewed it. A welcome message does not contain a start or end date, though you can modify it at any time.
To post a welcome message
- In your project, click the Settings tab.
- Click the Personalization tab.
- Enter the welcome message in the Welcome Message area.
Note: You may copy and paste rich-text, including hyperlinked text, from Microsoft Word to the text area. Colours and hyperlinks will be retained - Click Save Changes.
Related Resources
- Login page appearance & site logo
- Customize the terminology of your project
- Asking users to sign a disclaimer statement, terms of use, or confidentiality agreement