Set up a permanent insider list

Please read the information below before using the permanent insider list.

The function is aimed at people who should always be added to the project-based lists as they have access to all insider information arising within the company. Permanent insiders do not need to be added manually to the individual insider lists.

Please be advised that the list of permanent insiders should only be used in a very limited way. You should only include persons who always (!) have access to all (!) inside information in the company and who always get it simultaneously at the very moment when the information is identified. This group is typically very small. For example, a CFO will not typically know about an upcoming recruitment to the board, and should therefore not be included as a permanent insider. Another example is a member of the board who eventually gets access to all inside information, but only at monthly updates, and should therefore not be included as a permanent insider but instead in the event-based insider list for such information.

You will still need event-based insider lists for each piece of information, to document the information and the time when it was identified and to go through the assessment of whether disclosure of the information can be delayed.

Add permanent insider

1. Click add person.

   
2. Type the email address or the name of a contact group of permanent insiders that you wish to add.
3. Enter the date and time of their inclusion in either UTC or local time, depending on your settings.
4. Now check the check box that corresponds to the type of email that you want to send to the permanent insider. 
   
   1. If you want to send them an email based on a standard template, check send email with notice of obligations and link to the form.
   2. If you want to create a customised message, check send custom email instead of the standard template.
5. You must also confirm that you understand the warning about the use of the permanent insider list that is linked from the red question mark. Without checking this option, you cannot proceed from this stage.
   
   
6. Click add member(s) to list. They will appear on the permanent insider list and will be included automatically in every new project-based insider list.
   
   

Insider status

Under Status in the list view, you can see if the status is complete or incomplete, which shows whether the person has or hasn’t filled in the form and confirmed that they’ve received and understood the information in the email. 

Edit added persons

If you click on edit next to a person’s email address in the list, you’ll access the person's form with their personal information. Here, you may make changes, if needed.

As an administrator, you are able to fill in the form for the person by entering all fields. Before saving, you may choose if you want to save the person as complete or incomplete. 
Remember that if you fill this out before the person has responded you need to separately notify the person of its obligation and collect a confirmation that it has received and understood.

At the bottom of the form, you can find the email history connected to this person. You can find which email has been sent out as well as the date and time stamp.  

Send reminder

1. If you want to send a manual reminder or a customised email to the insiders on the list, use the send reminders button. 
   
   
   This will trigger a reminder email to everyone on this list with the status incomplete. Members with the status Complete will not receive an email.
   When pressing send reminders, you can choose to use the default email template or edit it how you wish. 
2. To send a reminder to a single person, begin to click edit next to their name in the list.
   

Click send reminder to send the message to just that individual.

Delete insider

1. Click delete next to the insider’s name in the list.
2. A dialog box will ask you to confirm the deletion. Click proceed to delete the insider.

List settings

1. To access the list settings, click the settings button.
   
   From the settings page, you can change the title of the list, change the admin group managing the list, set the frequency at which you send reminders to insiders who are yet to confirm their details, and add notes.
   Under the settings, you may also attach files to the list that will be visible to the admins.
   

Audit trail

1. To access the audit trail, click the history button.
   

Here, you can find a full audit trail of changes and events made in the list, when they happened, and who actioned them. 

Export list

1. To export the list, click the export button.
   
   
   
2. Using the checkboxes, you can choose the content of your export. You also have the option to download the list as an Excel file. By default, it will be exported in pdf format.
3. Use the dropdown menu to choose the language in which you want the file to be.
4. Choose the date you want the export to reflect using the calendar function.
5. Click proceed to begin the download.