GlobeNewswire USER S GUIDE Version: 1.16 Issued: 2011-06-12 By: Global Corporate Services 12/06/2011 1.16 1 (31)
Table of Contents 1. INTRODUCTION... 4 1.1 Document Objectives... 4 1.2 Document conventions... 4 1.3 GlobeNewswire function overview... 4 2. GLOBENEWSWIRE START-UP AND LOGIN... 5 2.1 General... 5 2.2 Start-up... 5 2.3 Login... 5 2.4 Choose Language... 5 2.5 Logout... 5 3. MESSAGES... 6 3.1 General... 6 3.2 Tasks... 7 Secure emails... 7 Messages 7 3.3 Recent Messages... 8 3.4 Dissemination status... 9 Dissemination status page for approved messages... 9 Dissemination status page for published messages... 10 3.5 Create Message... 12 Using the Register tab... 12 Using the Content tab... 13 Using the Recipients tab... 16 Using the Preview tab... 17 Using the Conditions tab... 18 Internal review... 19 3.6 Publish a correction message... 19 3.7 Update content of published press release... 20 3.8 Secure email... 20 4. ADMINISTRATION... 22 4.1 General... 22 4.2 Recipients... 22 Search Recipients... 22 Create Recipients... 23 Delete Recipients... 23 Import Recipients... 23 4.3 Company Lists... 24 Search Lists 24 Create Lists 25 Manage List Group... 26 4.4 Delete templates... 27 5. SETTINGS... 28 5.1 General... 28 5.2 Update company info... 28 Company information... 28 Company logo file... 28 Contact names... 29 12/06/2011 1.16 2 (31)
Users of GlobeNewswire... 29 Information source... 30 5.3 Change password... 30 6. INFORMATION... 31 6.1 General... 31 12/06/2011 1.16 3 (31)
1. INTRODUCTION 1.1 Document Objectives This User s Guide describes the purpose, function and use of GlobeNewswire [the system]. It is a self-tutorial reference manual, with descriptions of the menus and dialogs that new users need to know in order to operate the system. The purpose is to guide the regular system users through all the aspects of utilizing the system as a safe publishing tool for all types of company messages, dissemination of price sensitive information as well as company news. 1.2 Document conventions Text in [brackets] (e.g. [Create]) refers to a displayed command button to be clicked or a command key to be pressed. 1.3 GlobeNewswire function overview GlobeNewswire covers the entire process for company messages from registration, definition, editing and preview, and internal/external review to delivery and distribution. A Message is defined as a container of one or more language versions of one message type to be disseminated on the market by one company at a given time. 12/06/2011 1.16 4 (31)
2. GlobeNewswire start-up and login 2.1 General The system is handled using your normal web browser. No special user client is necessary to be installed. Note! If the login operation fails, repeat the login procedure and make sure you are entering your user name and password exactly as given to you. Contact the Client Service Operations for guidance if your login problem continues. 2.2 Start-up The system is handled using your normal web browser. The system URL is: https://cns.omxgroup.com 2.3 Login When prompted by the login screen, enter your user name: and password. Click [Log in] to initiate the session. Note! Click [Forgotten password?] if you have forgotten your password or if you get a failure notification message. You can request a new password by entering your user name and then click [Get password]. A link to a web page with your new first time password will be sent to the email address associated with your user identity. The recovery email will be valid for one week. Login Screen 2.4 Choose Language Your user account is configured with a default system language. You can change this language by clicking on the flag icon corresponding to the language in the upper right part of all screens. 2.5 Logout You can end your session from any system screen by clicking the [Logout] link positioned below the language selection flags in the upper right part of all screens. System Welcome Screen 12/06/2011 1.16 5 (31)
3. Messages 3.1 General When selecting the Messages dropdown menu from the system toolbar, you have four main choices: Tasks Recent messages Create message Secure email The Tasks screen shows all open tasks for the user, including unread secure emails and disclosures that are in statuses of registered, internal review or failed. You can start working on your open tasks conveniently from one screen. The Recent messages screen contains all recent messages (last 500) created by the users at your company. It also contains a filtering function called Recent messages, which is based on message status. From the Recent Messages screen you can access detailed dissemination information on sent messages. The Create message function includes five main steps to create a message, define the contents of the message, choose message recipients, preview the message and finally publish the message to the selected recipients. The Secure email screen is a mailbox interface showing all your email messages handled by the system. From here you can create new emails and read your incoming or outgoing emails. It provides a secure communication channel handled as an ordinary email application, but with all information kept within the system at all times. Messages Dropdown Menu 12/06/2011 1.16 6 (31)
3.2 Tasks The Tasks screen displays information about unread secure emails and disclosures in statuses Registered, Internal Review and Failed for your company. The page is dynamically updated without refreshing. Click [Force refresh] if you want to refresh the screen manually. Secure emails The upper pane of the Tasks screen lists all your unread secure messages from Client Service Operations. To access the secure message function, click [Inbox]. On the Tasks screen, five (5) latest messages are shown at once. Click [Details] to access and read the incoming secure email. Please refer to chapter 3.6 Secure email for detailed instructions on how to work with your secure messages. You can access the Secure email function by clicking [Inbox]. Tasks Screen Messages The lower pane of the Tasks screen lists all your company s disclosures with statuses Registered, Internal Review or Failed. Five (5) latest disclosures are shown at once, and the total number of disclosures with statuses mentioned above is shown above the message list. If the total number of these disclosures exceeds five, older disclosures are updated to the list after latest disclosures have been processed. Click [Details] to access and process the disclosure. Please refer to chapter 3.5 Create message for detailed instructions on how to create and edit a disclosure or approve/reject a disclosure with status Internal Review. You can access the Recent messages screen by clicking [Recent messages]. 12/06/2011 1.16 7 (31)
3.3 Recent Messages The Recent messages screen contains 500 latest messages created by the users at your company. It is possible to view up to 50 messages at once. From the show per page dropdown menu, you can choose to view 10, 25 or 50 recent messages on the screen. If you click any column title, the system sorts the messages by that column. Clicking the up arrow or down arrow sorts the information ascending or descending. The Recent messages list image can be exported as an Excel file or a PDF file. Select the file type you prefer by clicking the file type names next to the icons. When a timer is set on a disclosure, a timer icon will appear in the details of an embargoed message. By moving the cursor of your mouse on top of the timer, the embargo time is displayed. To access a recent message: Click on the message headline, and based on the status of the message, one of the following happens: Messages with status Registered open for editing. Messages with status Service Desk Review are presented as view/read only. Messages with status Approved, Sent, Published, Received or Failed show a Dissemination Status page. Messages with status Discarded can no longer be opened for viewing, since the content has been deleted. Filtering messages A filtering option called Recent Messages allows you to display messages depending on their current status. Additionally, the following aggregate options are available to choose as filters: All Shows all messages independent of status < All before sent Shows all messages with status registered, discarded, internal review or Service Desk review > All after sent Shows all messages with status approved, sent, received or published Recent Messages Screen Recent Messages Filter Options 12/06/2011 1.16 8 (31)
3.4 Dissemination status Dissemination status screen lists basic details of the message as well as the dissemination options chosen by the user when creating the message. The appearance and functions of the dissemination status screen depend on the status of the message, which can be one of the following: Approved, Sent, Published, Received or Failed. Click the print icon [ ] if you wish to print the Dissemination status information. Click [Back] to return to Recent messages screen. Current information state displays the current status of the message. Dissemination status page for approved messages For messages that in status Approved the Dissemination status page is equivalent to the picture on the right hand side. Click [Discard] to discard the message and halt the publishing of the message. The message content will be lost. Click [Preview message] to preview the disclosure as it has been created in the Create message function. Click [On Hold] to halt the publishing of the message and return the message into a registered state. The message content will be saved and it opens for editing. Changing the publishing time Publish time shows the embargo time set in the timer function when creating the message. Before the timed publishing time, the timer settings can be changed by either typing in the new date and time or using the calendar function. Press [Save] in the bottom left corner of the Dissemination status screen to save the changed timer settings. Dissemination information The Dissemination information is divided into subgroups according to the information displayed: Distribution shows all the main distribution channels that were chosen when creating and publishing the message. Media distribution shows the additional media distribution (distribution lists and additional wires), that were chosen when creating and publishing the message. Company lists shows the names of the company s own lists that were chosen when creating and publishing the message. Click [+ Show Company lists] to see the names of the lists. Dissemination Status Page for Approved Messages 12/06/2011 1.16 9 (31)
Dissemination status page for published messages For messages that are in status Sent, Published, Received or Failed, the Dissemination status page is equivalent to the picture on the right hand side. Click [Preview message] to view the message in the format it has been sent to the recipients in the different distribution channels selected on the Recipients tab when creating the message. Click [Make correction] if you wish to publish a correction message to an already published message. Sent time displays the time of publishing as well as timer settings Dissemination information The Dissemination information is divided into subgroups according to the information displayed: Distribution channels show all the main distribution channels that were chosen when publishing the message. The list shows the name of the distribution channel followed by the status of the dissemination, shown in numbers (Number of successful distribution channels /Total number of distribution channels). If no distribution channels were chosen in this group, There are no distribution channels for this message text appears. Distribution lists show the additional media distribution (global lists and additional wires), that were chosen when publishing the message. If no distribution channels were chosen in this group, There are no distribution lists text appears. Company lists shows the names of the company s own lists that were chosen when publishing the message. Click [+ Show Company lists] to see the names of the lists. Recipients in company lists show the distribution channels in your company lists that were chosen when publishing the message. Email, SMS and Fax deliveries are listed followed by the status of the dissemination, showed in numbers (Number of successful dissemination to recipients/total number of recipients). Click [ View email, SMS and fax details] to see the details of the distribution. Dissemination Status Page for Processed Messages Dissemination Status: Own Recipients Screen 12/06/2011 1.16 10 (31)
The status of the distribution is listed by the different distribution types: Total shows the total number of recipients that were chosen when publishing the message. Not sent shows the number of email, SMS or fax messages that were not sent. Note! Please contact your local Service Desk if there are messages in this category. Sent shows the number of messages sent to the Email/SMS/Fax operator for processing Failed shows the number of messages that failed due to incorrect recipient information or other matters related to the recipient s email server. Success shows the number of successful message deliveries to the recipients. Beneath the dissemination statuses, the screen contains a list of recipient delivery information. A filtering option is also included in the screen. This option allows you to display delivery information depending on the dissemination type: email, fax or SMS. Use the dropdown box list to filter out a selection of delivery information. The List of delivery information can be exported as an Excel file or a PDF file. Select the file type you prefer by clicking the file type names next to the icons. 12/06/2011 1.16 11 (31)
3.5 Create Message A message is created by going through the Create message process with the following main steps: Register - Create a message Content - Define the content of the message Recipients - Select the dissemination channels and recipients for your message Preview - Preview the message appearance in the different distribution formats (web/email, text, fax and SMS) Conditions - Dispatch the message A tab in the Create Message sub-screen represents each of the main steps. The first step you must perform is to create a message on the Register tab. After that, you can navigate back and forth among the steps by clicking on the respective tabs. Note! Remember to click [Save] in each tab in which you wish to save your entries before navigating to another tab. You will be prompted by the following message to [Save], [Ignore changes] or [Cancel] your entry: If you choose not to save, your entries will be irretrievably lost and must be re-entered and saved for registering in the database. Create Message Screen Confirmation Message Using the Register tab Use the Register tab to select Message type and Message category when creating a message and to save the newly created message in the database for further processing. If you have created templates a dropdown box with available templates will present. In the Content tab you can select to save the message as a template for future messages. Save the message as a template by choosing: [Create new template], add a template name and press [Save]. The flags represented by mean that the selections are mandatory. If you leave out a mandatory selection, the [Create message] button will not be enabled until you have performed the missing selection. 12/06/2011 1.16 12 (31)
Note! Message Type must be selected to distinguish between messages containing information that your company is obliged to publish as it contains price sensitive information and information published for commercial or other reasons. Message Type cannot be changed once a message is created. Note! The available Message Categories will change depending on selected Message Type. The Message Category can be changed later in the message creation process. Click [Create message] when you have done your selection. This saves the new message in the database and makes it visible for other users at your company. The message status is shown as Registered in the Recent messages list. Using the Content tab Use the Content tab to select recipient language(s) for the message, to add message headline, subheadline, point of origin and body text and to include any attachments, if so desired. Languages When you have registered a new message, you must decide in what language(s) to dispatch the message. For each selected language, enter the relevant message title, body text and add any attachments. All available languages are shown in the Available dropdown box list. Click [Add Language] to add a tab representing the selected language. The selected language is removed automatically from the dropdown box list. You can click [Remove language ] on each selected language tab to delete that language. The deleted language will return automatically to the dropdown box list. Message headline The message headline should contain the headline of your message. The system will warn you when a message title becomes longer than the 160 characters that a single SMS can contain. NOTE! The company name and message category is no longer automatically part of the message headline. This information is included in the release when Show message category and Show message headline tick boxes are chosen. These are chosen by default. If you wish to not include this information in your release, unselect the tick boxes. Message subheadline The message subtitle can contain a maximum of 500 characters. Content Tab Language Dropdown Menu Show message category and company name tick boxes 12/06/2011 1.16 13 (31)
Point of Origin Point of Origin field is an optional field that can contain the point of origin city and country. The preferred format for point of origin information is: "City, Country". If you include Point of origin information, a dateline information row will be added to your message. Contact info The contact information included here will be displayed in the end of your message. Message text To enter Message Text: perform any of the following alternative procedures: Copy and paste the message text you have prepared in a text editor (MS Word etc.) to the message text field. You can both use the keyboard commands CTRL+C to copy and CTRL+V to paste, or right click the mouse cursor to the message field and choose Paste. Write the message text directly in the HTML editor message text field. You can further format and edit the message text in the message field by using the HTML Toolbar commands. For more information about the available tools, see Quick Guide for HTML Editor. Note! When a message is published through a wire channel to the US market (distribution lists under Global Media group on the Recipients tab), the maximum size limit for the release is 128 KB. Also note that the message will be released simultaneously to all distribution channels. If you wish to publish a shorter version of your release in the US market, publish the shorter version as a separate message under Own Distribution message type with the Global Media list you wish to use. HTML Toolbar Attachments To add one or several attachments, complete the following steps: 1. Click Attachment(s): [Browse] to select the file you want to attach to the message and language combination with which you are currently working. 2. Check the All languages -box if you wish to add the same selected attachment(s) to all languages you are working on. 3. Click [Upload files] to upload your attachment to the release. 4. Repeat the above steps for each attachment. Upload Attachments Action 12/06/2011 1.16 14 (31)
Note! The attachment file name should NOT include any Scandics (å,ä,ö) or n-dashes (automatic Word format of replacing normal dashes with a longer dash: ) Images You can add two images per language. Each image can have a maximum size of 275*275. The images will be placed in bottom of the release. To add an image, complete the following steps: 1. Click Images: [Browse] to select image you want to use and language combination with which you are working. 2. Check the All languages -box if you wish to add the same selected attachment(s) to all languages you are working on. 3. Fill out the Caption box for each language with a short description about the image (Mandatory). 4. Click [Upload files] to upload your image to the release. Webcasts Links to webcasts is used if you want to separate the webcast information from the release itself and use the links in an archive. To add one or several Webcast links, complete following steps: 1. Click Webcasts: 2. In the Link box type the link to the webcast using http:// or https:// 3. Add a description about the webcast in the Caption field (Mandatory). 4. Click [Save webcast] to save the link and description 5. Repeat the above steps to add another webcast. 12/06/2011 1.16 15 (31)
Using the Recipients tab Use the Recipient tab to select which distribution channels from the available choices to use for your message and to which Distribution lists and Company Lists to distribute your message. Note! Please, refer to chapter 4. Administration for instructions on how to create lists that become available as Company Lists and also how to populate the created lists with individual recipients. To select distribution: 1. Select via which available distribution channels your message should be distributed. All available channels provided by News distribution service are listed in the upper part on the Recipients tab (above view shows the available distribution channels for message type Company Release). If they are greyed out, it means that these selections are mandatory to achieve sufficient dissemination according to rules and regulations for this message type. Recipients Tab - Click a non-greyed check box to select or deselect a channel. 2. Select which Distribution Lists your message should be distributed to. News distribution service provides Distribution lists. Additional wires, such as GlobeNewswire s wire products are also listed here, and can be chosen and used for a premium. All chargeable lists are highlighted with a -sign. - Click the +-sign to expand a Distribution Group. - Click a check box to select or deselect a specific Distribution List. Note! By moving your mouse cursor on top of a list name, an informative tooltip appears that contains information about the list in question. 3. Select which Company Lists your message should be distributed to. The Company Lists consist of lists with individual recipient s addresses and are added by you or your colleagues under the Administration menu. - Click the +-sign to expand a Company Group - Click a check box to select or deselect a specific Company List 1 2 3 - Click the check box to select or deselect an optional list. 12/06/2011 1.16 16 (31)
Depending on the selections the creator of the list has made when creating the list, the list might be optional, preferred or mandatory to use. - Preferred lists are preselected. Click the check box to deselect a preferred list. - Mandatory lists ad pre selected, and cannot be deselected. Using the Preview tab Use the Preview tab to view a message in the format it will be sent to the recipients in the different distribution channels selected on the Recipients tab. You can still make changes to the message prior to sending by returning to the Content tab and editing the message Note! Always check both the WEB/EMAIL preview and the TEXT preview before publishing the message. Email/Web preview The HTML version of the message. How the release will look when received via email or in IR module news archives. Text preview The Plain text version of the message. How the message text looks when received as plain text, e.g. in a Reuters terminal. Fax preview How the message text looks when received as a fax. SMS preview How the message text looks when received as an SMS. The company name is the sender of the SMS. 12/06/2011 1.16 17 (31)
Using the Conditions tab Use the Conditions tab to control the publishing process for the message. You must make two selections before the message can be processed further: Publication options: Select if the message should be published immediately or at a specified future date and time. For a specified embargo time choose option Publish message at specified time and date. You can either type in the publication time or use the calendar function. In the latter case, click on the calendar icon to open a calendar window to specify the future date and time. If you wish to cancel the selections, click button. Note! When a timer is set on a disclosure, a timer icon will appear in the details of an embargoed disclosure on the Recent messages view. Action: Select if the message should be sent for an internal review, i.e. to be approved by another CNS user at your company or to the Client Support Operations for review or to be published without any further review. If desired, you can type any additional information in the Internal use only: Information note box at the bottom of the screen. This information is not published as part of the message. It will only be visible to the reviewing party at your company or at the Client Support Operations. If a disclosure is sent for Service Desk review, and the user asks the Client Support Operations to reject the disclosure (for example due to incorrect data), the message returns to the Recent Messages list with status Registered and is then available for the user and other system users at the company to make corrections. Note! When choosing to send the message without further review, the message will be published automatically at the time specified on the Publication options. The Client Support Operations will not review the message nor see the Information note. Click [Process Message] to initiate the publishing process when you have performed your two selections. Publish Message at Specified Time and Date 12/06/2011 1.16 18 (31)
Internal review Messages subject for internal review are presented with a status of Internal Review in the Recent Messages list presented in the Recent Messages menu screen. When a message with a status of Internal Review is selected from the Recent Messages list and opened by a reviewing party, the Approve/Reject screen will be displayed to the Reviewer. Review the message and then select Action: Approve or Reject according to your findings. Note that the reviewer cannot change anything in the message, only approve or reject it. Internal Review If you select Approve, the publishing process continues according to the Publication options: selection made by your colleague who created the message. If you select Reject, the message returns to the Recent Messages list with status Registered and is then available for you and other system users at your company for editing. If desired, you can type any additional information in the Internal use only: Information note form at the bottom of the screen, e.g. the reason for rejection. This information is not published as part of the message. It is only visible to other system users at your company. Click [Process Message] to continue the publishing process when you have performed your actions. 3.6 Publish a correction message The Make correction function within GlobeNewswire allows you to easily publish a correction of your regulated information or press releases to the market. Use this function if you have originally published incorrect information to the market, and now need to publish a correction to the release. NOTE! The Make correction function will always publish a new release to the market. The correction will be published to all dissemination channels. To publish a correction to a release: 1. On the recent messages view, click on the heading of the original, incorrect release. 2. On the Dissemination status page, click on [Make correction]. This function will copy the type, category, content and dissemination choices of your original message. 3. Make any corrections that are needed to the release text. You can freely edit any of the message choices. 4. Go to conditions page, and publish the correction to the market. Dissemination status: Make correction 12/06/2011 1.16 19 (31)
3.7 Update content of published press release The Update content function allows you to easily update the content of a published press release. Use this function if you have originally published an incorrect press release, and now need to update the original press release on your corporate NASDAQOMX News Archives. NOTE! The Update content function will update the original release text, no new message is published to the market. The update will not be sent again to the media recipients. This update will only be visible in GlobeNewswire, your NASDAQOMX News Archives and the NewsClient media portal. To update the content of published press release: 1. On the recent messages view, click on the heading of the original, incorrect release. 2. On the Dissemination status page, click on [Update message]. 3. Make any corrections that are needed to the release text. You can only edit information on the content tab. 4. Go to conditions page, and send the update. Dissemination status: Update Message 3.8 Secure email The Secure email screen is a mailbox interface showing all your emails from and to the Client Support Operations. From here you can start creating new emails and read your incoming or outgoing emails. The default view in the Secure email is your message inbox. In the left-hand menu you can select to view items also in your Sent items. On the Secure email Inbox or Sent items views, it is possible to show a list of up to 50 emails at once. Secure Email Inbox 12/06/2011 1.16 20 (31)
To create a new email message: Click [New message]. A new Secure Email screen appears: 1. Enter a subject in the Subject field, e.g. 2. Click [Add attachment] to include an attachment. Click [Browse ] to select the file to be attached. Click [Upload] to upload the attachment file to the secure email message. 3. Enter your message text in the Body field below the attachment identification space. 4. Conclude the Secure email process by performing one of the following actions: Click [Send] to send your secure email to the Service Desk Click [Cancel] to abort any further action completely. Note! An incoming secure email icon activates on the left hand side of the system screen when you have received a secure email from Service Desk. By clicking the icon you are directed to the secure email. Create Secure Email To read an incoming secure email: 1. Click the heading of an unread secure email. 2. The secure email opens for reading: 3. Conclude the secure email process by performing one of the following actions: Click [Reply] to reply to the email. Click [Delete] to delete the incoming email from your inbox. The email will be permanently deleted and cannot be retrieved. Click [Cancel] to abort any further action completely. Click [Mark as unread] to mark the email as unread. Unread emails display in bold text in your inbox with a closed envelope icon. Marking an email unread will also activate the incoming secure email icon on the main system screen. After the email has been read, the heading of the email is displayed as normal text in your Inbox, and with an open envelope icon. The incoming secure email icon on the main system screen deactivates Reading View 12/06/2011 1.16 21 (31)
4. Administration 1. Type a name, an email address, an SMS number or a fax number in the 4.1 General When selecting the Administration drop down menu from the system welcome screen menu, you have three main choices: Recipients Company Lists Subscriptions (only available to users of web subscription module) Templates Find recipient: field or select a list Administration Dropdown Menu from the List: dropdown box. 2. Click [Search] to perform the search. The Recipients function allows you to create and import new recipients to your company s own distribution lists, search existing recipients and delete recipients. Company Lists function allows you to create your company s own recipient lists, search existing lists and manage list groups. Subscription menu is reserved for the issuers who have NASDAQ OMX disclosure subscription modules in use on their company website. Please contact your local Client Support Operations for more information on the Subscription modules. Delete templates function allows you to delete templates you or other users in your company have created. 4.2 Recipients The Recipients drop down menu allows you to administer the recipients on your company s recipient lists. When selecting the Recipients menu, you have four main choices: Search recipients Create recipient Delete recipients Import recipients Recipients Dropdown Menu Search Recipients The Search screen provides a search tool for finding recipients among your groups and lists. You can search among your company s recipients by using the Find recipient: field to search by Name, Email, SMS, or Fax. You can also choose to search by recipients that are members of a certain list. To search for a recipient: 12/06/2011 1.16 22 (31)
You can search for all the recipients of a recipient list by choosing a certain list and leaving the Find recipient field blank. This action will return all the members of the selected list. Note! The recipient list can be exported as an Excel file or a PDF file. Select the file type you prefer by clicking the file type names next to the icons Create Recipients The Create recipient screen is used for creating new recipients to be included in existing lists and groups. To create a new recipient: 1. Type a recipient name in the Name: field 2. Type SMS: number, Fax: number and/or Email: address in the respective fields. Insert SMS and Fax numbers in international format. 3. If you wish, include additional information about the recipient to Additional information field. This is a free text field that allows 250 characters. 4. Select a group and list to which the new recipient is to be added by checking the corresponding boxes for Email, SMS and Fax. 5. Click [Save] to register the new recipient in the selected group and list in the system database, or click [Cancel] to discard the new recipient. Create Recipient Screen Create Recipients Screen Delete Recipients The Delete recipients screen is used to delete your company s recipients. All actions are irrevocable, and the recipient data will be irretrievably lost. - Delete inactive function deletes all your company s recipients that are not connected to any of your recipient lists. This function maintains the recipient data on your company s recipient lists. - Delete all function deletes all your company s recipients, including all recipients on your company s recipient lists. Delete Recipients Screen Import Recipients The Import recipients screen is used for importing recipient data from a CSV (Comma Separated Values) file. This way, you can import multiple recipients into the system. You can also select which list and distribution types you want all the imported recipients to have. Refer to Quick guide for creating CSV files (found on system s Info page) for more information on how to format the CSV files. Import Recipients Screen 12/06/2011 1.16 23 (31)
To import recipients: 1. Select a list to add the new recipients to from the Select list dropdown menu. 2. Select the distribution types you wish your recipients to have by clicking the corresponding check boxes in Select distribution type. 3. Follow the instructions given in the File to import field to execute the CSV file import. The CSV file should be structured according to the following guidelines, using semicolons to separate the parameters: Name;Email;SMS;Fax Name;Email;; Name;;SMS; Name;;;Fax 4. There are two options to import the recipients to a list. By clicking [Add recipients] all recipients are added to the selected list. OR by clicking [Replace Recipients] all recipients that already exist in the selected list will be removed and replaced by the imported recipients. 4.3 Company Lists The Company lists drop down menu allows you to administer your company s recipient lists. When selecting the Company lists menu, you have three main choices: Search lists Create list Manage list groups Company Lists Dropdown Menu Search Lists The Search lists function provides a search tool for finding recipient lists that are available in the system for your company. These lists include your company s own distribution lists as well as GlobeNewswire distribution lists. To search for lists: 1. Enter and select search criteria. You can search with some or all of the following criteria: List name, free text search List type, searches either your company s Company lists or Distribution lists provided to your company by the News Distribution Service. List availability, searches lists that are optional, preferred or mandatory to use. Language, searches lists that are available for all languages or a specified language Search Lists Screen 12/06/2011 1.16 24 (31)
List Group, searches lists that belong to certain group. 2. Click [Search] to perform the search. You can edit your Company lists by clicking [Edit] next to the list information. You can view the details of a Distribution list by clicking [View] next to the list information. Create Lists The Create lists function is used to create and maintain the company s own distribution lists for email, SMS and fax. To create a company list with individual recipients: 1. Enter a name of the list to List name field. The name of each list entered must begin with issuer ticker symbol. Click [save]. 2. You can include a description of the list into Description field. The field is a free text field that can contain a maximum of 250 characters. 3. Set the preferred usage of the list by choosing the corresponding option from List availability: drop down menu. The availability has an effect on the view of the company lists on the Create Message > Recipients tab. 4. A list can be grouped with other lists under a list group. From List Group: dropdown menu, select the group you want the list to be attached to. See 4.3.3 Manage List Group for information on how to create and manage a group. 5. Decide with which languages you want to use the list. Click All languages tick box to choose all available languages. To specify certain languages, click [Set Access rights] to choose languages. To add language(s) to the selected list, select the language(s) and click [Add >]. To remove selected language(s) from the list, select the language(s) and click [< Remove] or [<< Remove all]. Click [Save] to execute the changes. 6. Decide with whish message types you want to use the list. Click All message types tick box to choose all available message types. To specify certain message types, click [Set access rights] to choose message types. Create List Screen Grant Access for Message Types 12/06/2011 1.16 25 (31)
To add message type(s) to the selected list, select the type(s) and click [Add >]. To remove selected message types from the list, select the type(s) and click [< Remove] or [<< Remove all]. Click [Save] to execute the changes. When you have saved the list, Recipients on this list information menu appears in the bottom of the screen. From this menu you can manage the recipients on your list. Import recipients to your list by choosing [Import Recipients]. Remove recipients on your list by choosing the tick box/boxes next to the recipient and click [Remove recipients]. The chosen recipients are removed from the list. Remove all recipients on your list by clicking [Remove all recipients]. Note! The recipients are only removed from the certain list. If the recipient is connected to other lists, the recipient will not be removed from those lists. Recipients that are only connected to one list, and removed from that list will stay in the system as inactive recipients. Recipients on This List Manage List Group Recipients are structured in lists and optional groups. One group may contain one or many lists. Once you have created a new group, you can add one or more lists to the group. There are two options to access the Manage company list groups screen. You can access the screen from Administration menu > Company lists > Manage List Group or by clicking [Manage List Groups]. Both options direct you to Manage Company List Groups screen. Manage List Group To create a new group: 1. Enter the name of the list to List group name entry field on the right side of the screen. Note! The fields represented by mandatory. 2. Click [Add]. mean that the selections are 3. The group you created is shown on the List group name menu on the left hand side of the screen. The group is now ready to be used in connection with the lists. 12/06/2011 1.16 26 (31)
To edit a group name: 1. Click on the group name in the List group name menu and click [Edit]. 2. Enter the new name of a group to List group name entry field. 3. Click [Update] to update the group name or [Clear] to cancel the update. To delete a group: 1. Click on the group name in the List group name menu. 2. Click [Delete] to delete a group or [Clear] to cancel the process. 4.4 Delete templates In the delete templates -function, you can manage your existing templates. All templates your company's users have created are listed here. Use the Next/Previous buttons to navigate between pages. To delete a template, click the red delete button next to template name. This will delete the template for all your company users. 12/06/2011 1.16 27 (31)
5. Settings 5.1 General When selecting the Settings menu from the system welcome screen, you have two main options: Update company info Change password 5.2 Update company info Settings Dropdown Menu The Update company info settings menu is used to enter basic company information for your company and to edit or complement existing or outdated company information. The type of company information and settings resources handled here are: Company contact information (visible in NewsClient portal) Company logo file (visible in NewsClient portal) Names and contact information for company contact persons (visible in NewsClient portal) Company employees system user names and contact information (not visible in NewsClient portal) Uploaded files (visible in NewsClient portal) Note! Company Information, Contact names, Company logo and Information Source are displayed in the NewsClient application e.g., for journalists, investors and analysts. Users of Company News Service is only visible within the GlobeNewswire system for the users of the company and the Service Desk. Company Profile Screen Company information To enter new text or to edit the company information text: 1. Place the cursor in any information text box in any of the Company information text entry fields 2. Enter your information as desired. 3. Click [Update info] to save the text entry in the database. Company logo file A company logo must not exceed a height of 150 pixels and width of 275 pixels. The file must be in.jpeg (jpg),.gif or.png format. To upload a company logo to be displayed along with messages: 1. Click [Upload logo] and browse the logo file. Upload Logo File 12/06/2011 1.16 28 (31)
2. Click [Upload file] to upload the logo file. The logo will be displayed on all messages disseminated as emails, faxes or presented via the web. The logo will also be presented to journalists etc., on your company information page in the NewsClient. Contact names To enter new contact names or to edit the contact information for an existing name: 1. To enter a new contact name, click on the new contact person text entry field. 2. Enter the name of the new contact person, e.g. Mary Smith: 3. Click [Create new contact] to save the new contact name in the database. The new contact name appears in the Contact names: list. Contact Name To remove a contact person completely from the Contact names: list: 1. Click the icon in front of the name to be removed. A confirmation window appears. 2. Click [OK] to confirm the removal or [Cancel] to cancel the removal. Confirmation Message To alter or complement information for a contact person listed in the Contact names: list: 1. Click the contact person s name. 2. Enter your information as desired. 3. Click [Update info] when you are finished editing to save the new text entry in the database. You are automatically returned to the Company profile screen. 4. Click [<< Back to Company information] to return to the Company profile screen without saving any new text entry in the database. Contact Profile Users of GlobeNewswire The Users of GlobeNewswire list displays all of the users in your company that have access to the system. This information is only visible within the system to the company and to the GlobeNewswire Client Support team. To alter or complement information for a system user listed in the Users of GlobeNewswire list; 1. Click the user name. 2. Enter your information as desired. Users of GlobeNewswire Contact Person Profile 12/06/2011 1.16 29 (31)
3. Click [Update info] when you are finished editing to save the new text entry in the database. You are automatically returned to the Company profile screen. 4. Click [<< Back to Company information] to return to the Company profile screen without saving any new text entry in the database. Note! The user contact information will be displayed to the Client Support team when a message is sent for Service Desk review. It is important to keep user information up to date. Information source The Information Source field allows you to upload any file or similar resource that can be of interest to users of the NewsClient application, e.g. journalists, analysts or investors. For example, annual reports for the last five years, a webcast from last week s meeting with investors, etc. To upload a resource file: 1. Click [Upload file] to start the uploading process. 2. Click [Browse ] to select your resource file to upload. 3. Click [Upload file] to start uploading and saving the selected resource file in the system database. All uploaded files saved in the database show in the Information source field and open by double-clicking them. 4. Click the icon to the right of a file name to remove it. Upload File Information Source File The information provided in the Company Information page in GlobeNewswire system is presented in NewsClient application. The following is an example of company information presented in the NewsClient application. NewsClient Application: Company Information 5.3 Change password To change your password: 1. Enter your current password 2. Enter your new password and confirm it 3. Click [Change password] Change Password Screen 12/06/2011 1.16 30 (31)
6. Information 6.1 General On the Information screen you will find PDF documents for downloading which provide facts about the usage of the system and additional support information. Contact information and opening hours for the Client Support team are also shown here. Information Screen 12/06/2011 1.16 31 (31)