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Heritage Group Streamlines Investor Communication and Enhances Portal Experience with SmartRoom LP Portal & DealCloud CRM Integration

Heritage Group Streamlines Investor Communication and Enhances Portal Experience with SmartRoom LP Portal & DealCloud CRM Integration

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heritage group logoHeritage Group is a Nashville-based, healthcare-focused investment firm with more than 30 years of experience financing and operating healthcare companies at all stages. The firm’s limited partners include leading hospital systems, payers and other healthcare organizations that operate over 10% of the hospitals in the U.S., insure over 45 million people and deliver pharmaceuticals and medical products to more than 100,000 locations daily.



In preparation for their third fund, Heritage sought a more robust CRM solution that would help to better track and manage relationships with the firm’s growing number of strategic investors.

Heritage also needed to make a decision about their investor portal. They were using their existing CRM provider’s portal solution, but felt it lacked the ease-of-use and mobile experience they wished to provide their LPs. Ideally, they wanted an integrated solution that would help reduce manual processes and create greater transparency with investors.



Heritage ultimately chose DealCloud as their new CRM provider, along with SmartRoom, DealCloud’s investor portal partner, which could be integrated into the CRM platform. By connecting the two technologies they could reduce administrative work by managing all user provisioning and security settings within a single source.



After migrating from their existing CRM to DealCloud, Heritage was ready to set up their new investor portal with SmartRoom. They were assigned a dedicated SmartRoom Project Manager who worked alongside the Heritage team to help:

  • Connect DealCloud: Liaison between the DealCloud team to ensure the integration between the two platforms was setup correctly, including security settings that control what fund/investor details are made available to any specific investor or contact.
  • Customize Portal Experience: Setup the portal design to match Heritage’s branding and ensure the most optimal experience for all investors.
  • Optimize Reporting Process: Understand the firms existing workflows to identify ways to drive greater efficiency with reporting tools and features.


“The level of customer service and support we’ve received from our project manager is a 10 out of 10. She has been instrumental in driving this entire process and making it all come together. She was there at every step, working through all the details to ensure we were up and running smoothly.”

Florence Chassaignac, Director of Operations, Heritage Group



Utilizing SmartRoom’s SmartLP reporting tools, Heritage was able to implement a new portal to automate and optimize:

  • Financial Statement Distribution: Using the “SmartMove” tool, Heritage can now upload all investor financial statement documents into a secure, centralized folder and then automate their distribution into each individual investor’s designated portal.
  • Capital Calls/Distribution Notices: Investor information can be mapped from fields in an excel file into a report template document to create customized PDF reports for each investor with the “SmartMerge” tool. It then automates their distribution into each individual investor’s designated portal.
  • Investor Experience: Heritage can now deliver real-time fund information and dynamic reporting LPs can access through an intuitive portal anytime, anywhere.


SmartRoom helped Heritage Group:

  • Streamline Workflows: Integrate SmartRoom and DealCloud technologies to eliminate redundancies and create a single source of truth for all investor management and provisioning.
  • Save Time: Reduce administrative tasks and create a more efficient process across multiple types of investor correspondence.
  • Improve LP Experience: Provide investors better accessibility to information they need.


“SmartRoom has helped streamline and simplify our entire process. We’ve saved a lot of time on capital calls and distributions, and expect to see even more time savings as we continue to optimize our workflows. I love how intuitive and organized the platform is. We’re happy we can deliver such a user-friendly experience to our LPs.”

– Florence Chassaignac, Director of Operations, Heritage Group


Click here for more information on SmartRoom’s Private Equity & Alternative Investment Solutions or Contact Us.

Leading Insurance Company Accelerates and Streamlines Audits During COVID-19 with SmartRoom

Leading Insurance Company Accelerates and Streamlines Audits During COVID-19 with SmartRoom




A leading insurance company (Insurance X)

The Property Casualty Audit Group at leading insurance company was responsible for completing over 30 audits during 2020. As part of the audit process, Insurance X needed to share large amounts of data with external 3rd party auditors. The data contained sensitive and confidential information, so security was paramount. To ensure complete control, Insurance X invited the external auditors to their offices to view the information in-person on the company’s internal servers.


When COVID-19 forced the company to close its offices and all employees were required to work from home, Insurance X could no longer host in-person viewings of the data with the external auditors. Since they were not employees of Insurance X, they could not be given access to the company’s servers. The group needed to find a new way for the auditors to view information they were privy to, while maintaining complete control of the data within a secure environment.


Insurance X needed a solution that could provide:

  • Speed & Efficiency: Each audit involved large amounts of data, so they needed to quickly and easily upload files from their internal servers.
  • Reliability: Total confidence that the solution met their stringent security requirements and would keep them in total control of the data at all times.
  • View-Only Access: The ability to restrict print, download, save, and modification rights on all file types – including email (.msg) files and any corresponding attachments.
  • Native File Access: Ensure that all data, including the emails and attachments, were made available to view in their native file formats.


Due to the format of Outlook .msg files types and associated attachments, finding a solution that could restrict saving and downloading these files proved challenging. The Property Casualty Audit Group sought out leading data room and content management providers to help manage the process. They were referred to SmartRoom by another team within Insurance X who had multiple successful and ongoing projects with the provider.


The group was assigned a designated project manager who worked with the team to understand their specific needs and ensure all requirements could be met. After some discussion, the SmartRoom team was able to come up with a solution to meet the requirements.

It was decided each audit would have an individual room. The group’s dedicated project manager assisted with setup and training. Together, they developed a customized process utilizing SmartRoom’s unique core features:

  • Upload Tools: Multiple user-friendly upload tools allowed the group to upload data quickly and efficiently from the company’s internal servers.
  • Securely Invite & Manage Users: The administrators were able to easily create and send user invitations to the auditors so they could securely access the room.
  • Document-Level Security: Custom security profiles and granular security rights were setup so they could control access to any specific file for any user.
  • SmartLock: SmartRoom’s proprietary application allowed files to be accessed in their native applications with total control of user’s rights. To meet the email & attachment restriction requirements, SmartRoom made some modifications to the application and customized a process for Insurance X – at no extra cost.
  • Testing/Demo Rooms: SmartRoom created free demo rooms for each audit so the group could preview and test before inviting the external auditors.


COVID-19 no longer presented a barrier.  SmartRoom helped The Property Casualty Audit Group at Insurance X:

  • Save Time: SmartRoom’s rapid upload speeds allowed them to upload data faster than they did previously using their internal servers.
  • Safeguard Information:  They could rest assured that sensitive and confidential information was secure and in their control at all times.
  • Enhance Auditor Relationships: The external auditors found SmartRoom user friendly & efficient – saving time & making their jobs easier.
  • Streamline Audit Process: Both parties streamlined their entire audit process by eliminating costly and time consuming in-person viewings.

Contact us to learn how we can help streamline your audit process.

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