Asset documents and holder notices

Publish a new version#

Open the menu of the document's card and select Upload new version. The dialog, titled “Upload new version”, keeps the document type, with the hint “A new version keeps the document type.”, and fills in the visibility, title and description of the current version. Change them if needed, add the new file and select “Upload”.

The new file takes the next version number. The Console lists only the latest version. Through the Platform API, filter[isLatest]=false lists earlier versions within your visibility, but a download of one answers DALP-9486, even for a reader who knows its identifier. Upload new version appears only on the latest version and only to a Governance role holder. A new “Holders only” version sends its own token.document.published event.

Preview and verify a file#

Select a card, or View in its menu, to open the viewer. The viewer opens every accepted file type in the browser, whether PDF, Word, Excel, CSV or image. While the viewer is open, it hashes the file in the browser and compares the result with the recorded fingerprint, so you see “Verifying file integrity…”, then “File integrity verified” or “File integrity failed”. A match shows the file is unchanged since upload. It does not prove who wrote the document or that its content is right, and the fingerprint is not on chain. To prove a file against the chain, anchor it as Filings describes. “Download” stays available either way, and the arrows move to the previous or next document.

• A PDF opens with page navigation, page thumbnails, zoom and text search across pages.
• A Word document opens read only, with page navigation, zoom and controls to show or hide its existing comments and tracked changes. Those controls do not edit the file.
• An Excel workbook opens with its sheet tabs, zoom and a search across the loaded sheets.
• A CSV file opens with a text search and zoom from 75 to 200 percent.

The preview never saves a change back to the stored file.

Draft a holder notice#

The Console assistant can draft a notice to holders for a cash dividend or a distribution. It needs the Governance role on the asset, and the assistant on for your organisation with the “Drafts” and Holder notices capabilities, as What the assistant sends describes. Without the role, the assistant answers “You don't hold Governance on this asset, so I can't draft this.”

1. On the asset's page, open search and ask the assistant, for example “Draft a notice for the March dividend”. Search explains how to ask the assistant a question.
2. The assistant looks at the asset's 10 latest corporate actions that you can read, and uses those that are previewed, approved or running, with an approval that is granted or not required. It takes the only one, or asks “Which action is the notice for? Name its type or record date.” when several could fit. It answers instead of drafting in these cases:
   • “I can only draft notices for dividends and distributions.” The action is of another type.
   • “I can only draft a notice for an action that is previewed, approved or running, not for one that is cancelled, completed or waiting for approval.” No action qualifies.
   • “Add the amount and the dates to the action first, then I can draft its notice.” The amount, the record date or the payment date is missing.
3. The Console opens the “Documents” tab with the upload dialog filled in: the type “Holder notice”, which you cannot change, the visibility “Holders only”, which you can change, a title, a description and the Notice text. A line under the title names the corporate action and its record date, and says that every figure is read from its terms.
4. Read the text. The amount per unit, the record date and the payment date, and the ex date and claim deadline when the action has them, come from the corporate action's terms. The assistant writes only the sentences around them, and the Console fills the figures in. The figures sit in the text as plain text that you can edit, and nothing checks an edited figure again before upload, so a changed figure is published as written. Edit only the wording.
5. Choose the Notice language, either English or Deutsch. The default is Deutsch in the German Console and English in every other language. Switching the language loads the standard wording of the other language in place of the text you have not edited.
6. Select Upload. The browser builds a PDF from the text and uploads it the same way as any other file.

When the drafted wording fails the platform's checks, the dialog uses the standard wording and says “This notice uses the standard wording: the drafted wording did not pass the checks.” The checks refuse:

• A number the assistant wrote itself instead of a figure read from the corporate action, or a missing figure.
• A link, a domain or an address.
• A character outside the Latin alphabet and plain punctuation.
• Wording that gives advice, guarantees or promises a return, or that speaks of cancelling, delaying or conditions.
• More than six paragraphs, or a paragraph over 700 characters.

Read the text before you upload: the checks filter wording, cannot judge whether a sentence describes a figure correctly, and do not review the notice legally.

Upload stops when the notice no longer matches its corporate action. The dialog checks again when the window regains focus and once more when you select Upload:

• “The corporate action changed after this notice was drafted. Close this dialog and ask for a new draft.” The plan changed, the action was aborted or completed, or its approval was denied.
• “The figures for this notice could not be read from the corporate action. Close this dialog and ask for a new draft.” The action can no longer be read. The same sentence can show as a message before the dialog opens, and then no draft opens.
• “The PDF cannot show these characters: …” The text holds characters the PDF font cannot draw, such as Arabic or Japanese script. The check runs when you select Upload. Remove the characters to upload.

Replace the token logo#

A Governance role holder replaces the asset's logo from the asset header. Select the logo, labelled Upload logo, and choose a PNG, JPEG or WebP image of at most 5 MiB and at most 2048 by 2048 pixels. The browser fits the image into a 256 by 256 pixel PNG and uploads it as a public “Brand logo” document, then the header shows the new logo. Each upload adds a new “Brand logo” document, which the “Documents” tab lists. The control is not offered on an external token.

A file that fails a check shows the reason under the logo, such as “Only PNG, JPEG or WebP files are accepted.” or “The image is larger than 2048 by 2048 pixels.” An upload that fails after the checks offers Try again.

Delete a version#

Select Delete in the card's menu, or in the viewer. The dialog “Delete document” names the document and says “Holders can no longer open or download it. This cannot be undone.” Confirm with “Delete”. One Governance role holder deletes alone, and no webhook event reports it. The version disappears from every list. When it was the latest version, the previous version becomes the latest again. The platform keeps the record and the file for the audit trail, and no list or download returns that version again.

How holders read documents#

A holder opens the holding from the portfolio in the Investor portal, or from Portfolio in the Console. The holding page has the tabs “Overview” and Documents, and “Activity” when the asset records balance history.

• The side column of “Overview” lists up to four documents with View all documents, which opens the “Documents” tab. With none, it reads “No documents are shared with holders yet”.
• The Documents tab lists the latest version of each document the holder may read, newest first, with its type, its upload date and a “Download” action. A holder notice shows the type “Holder notice”.
• Check a document on the same tab compares a file the holder received with what the issuer anchored on chain. The browser hashes the file and sends only the hashes. Filings describes how an issuer anchors files.

Check a term sheet against the chain#

On a bond, deposit, fund or equity, the Term sheet check card at the top of the tab compares each of the three newest term sheets with the values the asset holds on chain. A term sheet that is not a PDF shows “Only PDF term sheets can be checked.” Each row names the term, the value the document states with its page, the value on chain and the result: “Matches”, “Differs”, “Not stated” or “Unsure”. The terms depend on the asset type, such as the coupon rate and maturity date of a bond or the management fee of a fund.

The card needs the assistant on, the “Term sheet check” capability and the data setting “Send documents”, which Assistant sets. A Governance role holder who opens the tab runs the check once for a term sheet nobody has checked, and Check again reads it again. Anyone else sees the stored result or “This term sheet has not been checked yet.” When any term differs, the asset's overview shows the finding “Term sheet differs from the chain”.

The term sheet check and the assistant work from text the platform extracts from a PDF. The file is not sent to them. The platform reads a PDF after the upload is confirmed, or on the first request when no text is kept, and keeps the text. Deleting the version deletes its text. It reads the first 150 pages, at most 12,000 characters a page and 300,000 in total. A page with almost no text, such as a scan, counts as image-only, and its text is not read. A file that is password protected, damaged, larger than 20 MiB or slower than 20 seconds to read is not read. Only a PDF is read. A reader who cannot download the document cannot read its text either.

Troubleshooting#

Frequently asked questions#