CITCO Automated Document Transfer

1. Purpose

This integration establishes a secure SFTP channel to automatically transfer investor documents, such as subscription agreements, directly from Anduin to CITCO. It enables CITCO to efficiently retrieve the necessary documentation to perform their critical investor onboarding and AML/KYC compliance checks. Ultimately, this direct file transfer streamlines the workflow by eliminating the need for CITCO personnel to manually log into Anduin, accelerating the entire process.

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2. Key Benefits & Features

• Accelerate Onboarding: Automate document delivery to CITCO, eliminating manual work and starting investor reviews faster.
• Enhance Security & Compliance: Securely transfer all investor data via SFTP without sharing system credentials, creating a full audit trail.
• Ensure Data Accuracy: Eliminate manual errors by delivering organized and complete document packages to your fund administrator automatically.

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3. Potential Customer Personas

• Any GP using CITCO who wants to eliminate manual handoffs and reduce administrative workload.
• Firms needing to automate back-office processes to handle a growing volume of investors.

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4. Prerequisites

4.1 Third party app requirements

• Customer must retrieve and enter their SFTP credentials

4.2 Anduin app requirements

4.2.1 The user must either:

• Have admin access to the intended funds, or
• Know a team member with admin access who can grant the necessary permissions during setup

4.2.2 Users should also be aware of the integration logic that truncates the output file name:

• For CITCO to successfully process files via SFTP, they typically use this naming convention:

  Citco_Anduin_[FundName]_[FileName]_[Timestamp]_[FileExtension]

• The full file name cannot exceed 128 characters to be programmatically ingested.

• To meet this requirement, the integration logic applies the following rules:

  • Enforce the 128-character limit
  • Preserve key identifiers (Citco/Anduin prefix, fund reference, file descriptor, timestamp)
  • Remove redundant repetition between FundName and FileName when duplication is detected

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Detailed implementation on 4.2.2 - feel free to skip if you are already aware of this logic

Step 1: Read and compare the fund name and file name.

Step 2: Apply truncation rules depending on the relationship between them:

• Logic 2.1: If the file name exactly matches the fund name →

  → Truncate the file name portion directly until the total length ≤ 128.

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We do not remove the fund name portion entirely, since that would erase the file name context.

• Logic 2.2: If the file name contains or repeats the fund name →

  → Remove the overlapping fund name portion from the file name first.

  → Then truncate the remaining filename from the end backward until total length ≤ 128.

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Remove repeated fund name, preserve document context in the remaining part of the file name

• Logic 2.3: If the file name does not contain or match or repeat the fund name

  → Truncate the remaining filename from the end backward until total length ≤ 128.

Fallback handling

If truncation logic still results in length > 128:

1. Remove entire file name portion if needed.

2. Then remove entire fund name portion if still too long.

3. Then remove the file extension (if absolutely necessary).

4. If the filename still exceeds 128, return an error.

Never truncate the Citco_Anduin prefix or timestamp.

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5. Pre-Setup Checklist

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6. Step-By-Step Setup Guide

6.1 Grant access to the Integration Hub

• Customers need to contact their Implementation manager to ensure they have access to the Integration Hub and this specific integration

6.2 Locate the solution

• In the Browse tab of the Integration Hub, the customer can locate the CITCO Automated Document Transfer (SFTP with Private Key) or CITCO Automated Document Transfer (SFTP with Username/Password) solution, depending on their authentication method.

6.3 Install the solution

• Step 1: Click Install to begin setup

• Step 2: Name the Integration

  • Suggest a clear, descriptive name (e.g., “SFTP - Tax Files [Fund Name]”)
  • Click Next: Link to Anduin objects

• Step 3: Grant integration permission to customer’s intended objects (funds)

  • Step 3.1: A list of accessible Anduin objects (e.g., Funds) will appear

  • Step 3.2: Click Open next to the relevant fund

  
  
  • Step 3.3: In the permission module, find the integration name and click Add
  
  
  • Step 3.4: Return to the Integration Hub - the fund should now show a “Linked” tag
  

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  If the target fund is not listed, there are 2 options

  1. Customer needs to be added with admin role for that fund, then return to the step 3.2. Customer should be able to see the target fund there
  2. Customer requests their team member who has admin role in that fund to perform step 3.3 using Settings > Integrations in the FundSub app and they can continue with step 3.4

6.4 Configure the solution

• The customer may rename the integration or proceed as-is

• Enter SFTP credentials

• Select a connected fund and SFTP setup

• Configure document selection and trigger

  • For subscription document, customer can select the subscription status that initiates the sending of documents to your storage
  • For supporting documents, whenever any of those files is uploaded, the automation will pick up and send it to the destination SFTP
  

• The remaining screens are where customers can specify the naming convention for their files and folders. Going through these steps, their connection is all set.

6.5 Validate the solution

• Test by uploading a document or updating subscription status in the connected fund
• Confirm the creation of folder structure as below
  • Path: [root_path]/[configurable_path]
  • Master folder corresponds to the connected fund
    • Name: [configurable_prefix]_[Anduin fund name]
  • **Child folder ** corresponds to the subscription
    • Name: [configurable_prefix]_[configurable convention]
  • Subscription documents and supporting documents contained in the child folder
    • Name: [configurable convention]
• Confirm delivery to the correct folders in the SFTP destination