Apax Partners - Learning Management System

General Transcription Specs Knowledge Base

Last update: 10/2/2026

INTERACTION

Processing notes for this account require access to Outlook, DealCloud, LinkedIn, and Preqin. Mirror any values missing from the IRMF directly from the CRM.

Normal – New / Interactions

For IRMFs (from IRMF Folder) that are not interactions with content related to contact management, create 1 IR (IR – Other) + Contact Management note (for those that need updating only).

Dana Field	Default/Description	Other Information
Date	Date of the activity usually listed in the first line of the email in the format ‘YY/MM/DD’. If it’s not provided, default to the date the Outlook email was received. Example: 260412 MSS met with Wendy Chan (VP) from Khazanah Nasional. > April 12, 2026	For IRMF dates that are only a day or two out of sync—follow what’s provided as it may be caused by the different time zones these IRMFs are sent from. No need to send clarification.
Apax Permissions Team	Default: IR
Interaction Type	IR – A VC Call for Zoom/Teams/virtual meetings IR – Phone Call if RM mentions ‘spoke to’ or ‘reached out’ in their IRMFs IR – Email for outbound or inbound email exchange IR – Meeting for in-person meetings IR – Other for anything else that is not an interaction between RM/s and contact/s
Internal Attendees	Select from the picklist the RM initials mentioned in the subject or the first line of the email content. Example: 260412 MSS met with Wendy Chan (VP) from Khazanah Nasional. > Tag Min Sung —————————————- For IR – Emails: To/CC – There would be times that internal attendees are CC’ed and included in the salutations, make sure to include them in the subject and tag them as internal attendees as well. —————————————- For IR – Other (Contact Management content): Tag the RM sender if not provided.	*Kindly check the CRM for Apax attendees that are not on the picklist yet.
Investor Profile	The contact/s’ Investor Profile found in DealCloud. Some of these interactions track different profiles, so tagging multiple investor profiles is sometimes necessary.	Some scenarios where multiple profiles are tagged: – Multiple attendees from different firms. – Gatekeepers and Advised Clients are identified. – An investor firm is an Advisor to a Client’s co-invest.
Contacts	Tag the contact name/s mentioned in the first line of the email. Populate the first name and last name field. Ensure the names match the exact spelling and formatting used in DealCloud. If there are no contacts to tag, kindly put None Provided in the first name field.	For IR – Other (Contact Management content): Tag the relevant contacts mentioned.
Subject	Copy the relevant information from the first line of the email that includes both the RM name and the Investor Profile name. This is sometimes written in bold. Example: 260412 MSS met with Wendy Chan (VP) from Khazanah Nasional. —————————————- For IR – Emails: If a subject is not provided, create a subject that is essentially the gist of the email. Examples: John Doe emailed CR on declining ADF III. [Apax RM initials] checked in with [Contact name] regarding [ – ]	If the subject is not specified, you may use the first line of the notes and shorten as long as it captures the RM initials and contact’s name and firm. —————————————- No need to correct the name spellings provided in the IRMF; just ensure that the names in the contacts field match the CRM records.
Notes	Always make sure to Paste as Plain Text both in DANA and CRM. Remove bullet points/formatting if any. Separate the paragraphs for Summary and Discussion. If the discussion is too long, specialists may group sentences into paragraphs to maintain readability. DO NOT include Q’s/ Q&A’s/ questions in the interaction notes. Any mention of any “confidential information” should be omitted from the interaction notes. —————————————- For IR – Emails: Email interactions should have an introductory sentence that summarizes the interaction. Then, summarize the email exchange in third person and only include the important information. Example: 1) Further to the call that William Chu of Zurich Insurance had with MCG and LCC to discuss ADF3, William wrote to Luke with his feedback, ultimately declining ADF3”… (then you should add in the text of William’s email)	Any mention of any “confidential information” should be omitted from the interaction notes. Make sure to omit sensitive PIIs from the biography such as Social Security Numbers, etc. —————————————- For IR – Emails: Sometimes the RM includes a summary of the email interaction which you can use as the introductory sentence for the notes.
Fundraise Approach	Add the Fundraise Names related to the interaction. Only tag the funds that are listed under the Fund/CoI section of the IRMF. Do not include funds that are already invested or at 100% as we are not allowed to update them.	If a fund is labeled as existing in the IRMF, do not tag and make any updates to the fundraise approach If a fundraise approach is for creation, make sure that the fund is Active or Future Fundraising. Otherwise, do not create a fundraise approach for funds with a Closed status. For the newly created fundraise approach, the system generates a name upon saving the fundraise.
Co-Invest	Add the names of the active co-invest deals related to the interaction. Remember to check the status of the deal. If a deal has recently closed within the past 2 months, you may update the co-invest commentary details and flag it to the POC for verification. For the newly created active co-investments, the system generates a name upon saving the co-invests.

FUNDRAISE APPROACH

Fundraise Approach

*Reminders: Make sure to check if a fundraise approach for a fund is existing before creating a new fundraise approach. Also make sure that these funds are either active or future fundraising.

*Only tag/create fundraise approaches mentioned under the Fund/CoI section of the IRMF. No need to tag or create fundraise approach for closed funds or funds labeled as existing.

*If a fundraise approach is already at 100%, do not make any changes to the fundraise approach and confirm with the POC/Analyst if a new fundraise should be created for the fund. If it’s specified as a re-up, then it is likely an additional funding for the same fund which means a new fundraise approach should be created.

Dana Field	Default/Description	Other Information
Special Instructions	Put the Fund/CoI details in the SI for reference. Example: ADF3: $10m, 15%
Date	Date of the activity usually listed in the first line of the email in the format ‘YY/MM/DD’. If it’s not provided, default to the date the Outlook email was received. Example: 260412 MSS met with Wendy Chan (VP) from Khazanah Nasional. > April 12, 2026
Apax Permissions Team	Fundraise Approach – default
Interaction Type	Skip this field.
Contacts	Name of the fundraise approach as seen in the CRM. For the newly created fundraise approach, the system generates a name upon saving the fundraise.
Investor Profile	Investor profile name tied to the fundraise approach.
Apax Fund	Apax fund tagged to the fundraise approach. Mirrored from the CRM.
Timing	As provided—select its match on the available options in the CRM. If timing is not provided, mirror value from the CRM. Example: July Close > ADF III: 1g. July Close_10 July 2026 —————————————- Newly created fundraise approach: Select the timing provided in the IRMF. Otherwise, select the timing with the term ‘Final’. For future funds, sometimes it’s TBC or no timing at all. —————————————- If the fundraise is declined, skip the field.	EXCEPTIONS: Funds that are being ‘declined’ or ‘passed’ with probability noted NOT 0% should have the fields updated as following: Processing Category: No changes or default to ‘6b’ Decline Reason: Select what makes sense or default to ‘Other’ Decline Reason Commentary: what the reason is / default to ‘N/A’
Probability (New)	Select the probability percentage provided. If not provided, mirror the value from the existing fundraise approach. ‘TBD’ ‘Target’ is to default: 10% Declined/passed default: 0%
High/Low Currency (Required)*	Select as provided—USD/EUR \| Default: USD if not provided For amounts provided in Pound sterling and other currencies other than USD and EUR, convert it to USD and round it to the nearest ones.
Low	Lowest amount provided in whole numbers. Skip if not provided. If the IRMF only provides one amount, use it to populate both the Low and High amounts field.	If the IRMF FA mentioned the fund as a ‘gatekeeper’ Gatekeepers: • Keep the High/Low at 0. • It has to be noted as a ‘Gatekeeper’. Comments or Investor Profile background should indicate who they are gatekeepers for. • There should generally only be 1 FA approach for Gatekeepers, please do not create a separate FA approach. • The amounts provided for the gatekeepers should be updated in the advisee’s fundraise approach. Clarify with POC/Analyst if the advised client cannot be determined from the notes. Exceptions: Gatekeepers that have full discretion to their funds can have fund amounts (High/Low). i.e. NB Alternatives: A12 Gatekeeper at 50M (as of May 27 ‘26) NOTE: • NB clients may have fund amounts (high/low) or none. • NB as a gatekeeper has fund amounts to reflect the potential SMA accounts money (that is not yet identified)
High	Highest amount provided in whole numbers. Skip if not provided.
Notes	Latest comments must appear TOP of any existing/old comments with the format below: “On DD MM ’YY, Subject (excluding position/firm/location)” followed by a period and then relevant comments from the interaction. For the newly created fundraise approach wherein no substantial info can be parsed from the notes, still leave a note in the format: “On DD MM ’YY, Subject (excluding position/firm/location)” ————————– In line with rule 10 for FA consolidation and for tracking purposes: For declined funds that had no details about the decline, use the format “On DD MM ’YY, Subject (excluding position/firm/location)” followed by the info provided in the Fund/CoI section. Example: Funds / CoI AXII: 0%, decline Comments: On 11 Aug ‘26, LCC/KJC zoomed with Ahmad Raza. AXII: 0%, decline.	When a fundraise approach has words attached: ie. ‘Feeder’ or ‘via [blank company], please ensure that those words are in bold and at the TOP of the ‘Comments’ box Portions/pockets should also be on top of the comments not in bold ie. (ADF3: decline (Altaroc portion) Notes will be entered below these comments. ————————– As a general rule: gatekeepers/advisors should have the relationship noted in either the FA comment or IP profile background.
Processing Category	Default: ‘6b Initial Outreach/Call Completed’ Declined: ‘9: Declined.’ If the category is 7. To be contacted, please update the category to 6b. Initial Outreach/Call Completed. If the existing category falls under 1-6a and does not need updating based on the context, mirror the value from the CRM and skip updating the field.	Other than 6b and 9, you can update it to the appropriate category depending on the context of the fund notes.
Decline Reason	Select what makes sense from the available options. If no option fits, select Other and paste the reason in the commentary field.	Consistent with Rule 10, make sure that the previous decline stance is noted in the Comments before removing the decline reason and commentary—this is to provide context on how the investor’s position has evolved.
Decline Reason Commentary	Reason for decline. For Declined FAs that the reason is not mentioned, default to Decline Reason > “Other”, Decline Reason Commentary > “n/a”

Co-Invests

Dana Field

Default/Description

Other Information

Co-invests are usually parsed from the notes and sometimes not indicated under the Fund/CoI portion in the IRMF. They either mention the company or the project name.

Exceptions are co-invest names that are only mentioned in the email subject > These are automatically tagged/created depending on the status of the deal.

Secondary Opportunity/Secondary LP/Secondary Transactions:
If the IRMF mentions it’s a secondary opportunity/secondary LP or secondary transfers/transactions, do not add it to the CoI field in the interaction. From Nathalie: “I appreciate that this is confusing (and we often do use the same/similar names for very different processes).As a general rule, secondary transactions are managed separately and should not be tracked in DealCloud.” However, the information should still be included in the notes section of the IRMF.

CLOSED DEALS:
If a deal has recently closed within 1-2 months, continue to update the co-invest details including the amount and flag it to the POC for verification.

If a deal has been closed for more than 2 months, only update the commentary and next steps portion of the co-invest. Then, flag the note for verification to Nathalie.

Date	Date of the activity.	Quick Comments: put CoI.
Apax Permissions Team	Select Co-Invest.
Interaction Type	Skip this field.
Contacts	Tag the Co-Invest Name. Populate the First Name field only.
Subject	For reporting/tracking purposes only: Add the Interaction Subject
Co-Investment Type	Equity, Credit, Debt or Exit to Lps Note: Debt – if NAV is mentioned Credit – if Credit is mentioned Default: Equity
Deal / Realisation	Populate with the deal name. This can be searched via the Project name or Deal Company name.
Investor Profile	Investor profile name tied to the co-invest.
Status(CoI)	Dependent on pipeline stage/context of the notes especially for the newly created co-invests. Declined: Terminated
Amount Offered & Currency	Input the whole amount in millions then add the currency beside it. Skip if not provided. Example: 12,000,000 USD
Preliminary Interest Low & Currency	Input the lowest whole amount in millions then beside it add the currency. Skip if not provided.	Example: Looking at $75mm up to $100mm cap. Preliminary Interest Low (Currency) – 75,000,000 USD Preliminary Interest High (Currency) – 100,000,000 USD
Preliminary Interest High & Currency	Input the highest whole amount in millions then beside it add the currency. Skip if not provided.
Offer Syndication Type	Select between Syndication, Underwritten, Pre-IPO if specified. Otherwise, skip this field.
Notes	Comments and Next Steps Latest comments must appear TOP of any existing/old comments with the format: “On DD MM ’YY, Subject (excluding position/firm/location)” followed by a period and then relevant comments from the interaction. If there are next steps related to the co-invest, add it in a separate paragraph after the comments with the format: “Next steps: [task]” but still create a separate task note (active/note-only).	If there are instructions for co-invest field updates that are not in DANA like the IC Date or the Advisor, you may add them in the notes in a separate paragraph. Example: “Please put IC date as Nov 15th for now.” >> IC Date: 11/15/2026
Decline Reason	Select what makes sense from the available options. If no option fits, select Other and paste the reason in the commentary field.	Consistent with Rule 10, make sure that the previous decline stance is noted in the Comments before removing the decline reason and commentary—this is to provide context on how the investor’s position has evolved.
Decline Reason Commentary	Reason for decline. For Declined FAs that the reason is not mentioned, default to Decline Reason > “Other”, Decline Reason Commentary > “n/a”

CO-INVEST PREFERENCE

Co-Invest Preference

Dana Field

Default/Description

Other Information

Co-invest tracking in DealCloud is used to record and monitor LP interest, allocations, and participation in co-invest opportunities alongside Apax deals. This information supports allocation decisions, LP relationship management, and downstream IR reporting. It is important that co-invest data is kept accurate and up to date, as it is frequently referenced by deal teams and IR.

This note type is used to record investor’s interest levels towards co-investments and continuation vehicles. For CV, any mention of ‘add to CV tracker/list’ or any mention of interest levels towards CV/SACV. Interest levels can be Yes, No, or Unknown depending on the context of the meeting note.

Co-Investments (CoI) – Update Investor Profile Preference. Create two (2) notes: 1 Co-Invest Preference and 1 Co-Invest Details (Grid) regardless whether it mentions a specific amount or just the interest level.

Continuation Vehicles (CV/SACV) – Update Investor Profile Preference. Create 1 Co-Invest Preference. Email Reference: CV Tracker Workflow

Date	Date of the activity.	Quick Comments: Indicate if it’s a CoI or CV.
Apax Permissions Team	Select Co-Invest Preference
Interaction Type	Skip this field.
Contacts	Tag the Investor Profile related to the co-invest. Populate the First Name field only.
Subject	For reporting/tracking purposes only: Add the Interaction Subject
Co-Invest Programme	Select YES if the contact is interested in co-invests/CV. If both fields are tagged as YES in the CRM, mirror in DANA. If either fields are not tagged as Yes and there’s an existing Investment Preference for the category (CoI/CV), skip updating these fields to Yes as it automatically creates a new category. If both fields are not populated and there are no existing Investment Preference Categories (CoI/CV), select Yes and check for the newly created category.	Select NO if the contact is not interested in co-invests/CV. If either fields are tagged as Yes and there’s an existing Investment Preference for the category (CoI/CV), skip updating these fields as switching this back to Yes can create a new category. If both fields are not populated and there are no existing Investment Preference Categories (CoI/CV), select No and add a new category.
Interest expressed in co-investment?
Category	Select between Co-Investment or Continuation Vehicles.
Interest expressed?	Select between Yes, No, or Unknown. *Can be unknown if you cannot determine the interest. Example is if an investor cannot participate in co-invest through a specific way, but this does not automatically mean that they cannot participate in other	Examples of CoI/CV interest parsed from notes: Co-invest: strong appetite; $20-30m ticket size; could close in ~3 weeks; none done yet — sees co-invest as a good way to get to know a GP “He is interested if we ever have any more co-invests for them (I am pretty sure he played a role in the ECi syndication process for them).”
Notes	Comments and Next Steps Latest comments must appear TOP of any existing/old comments with the format: “At [Mon] [‘YY], ” followed by relevant comments from the interaction. Exception from format: – If a CoI POC is mentioned, their name may be included directly in the comments. – The timestamp prefix can be omitted if the relevant period is already clearly referenced in the comment. If there are next steps related to the co-invest, add it in a separate paragraph after the comments with the format: “Next steps: [task]” but still create a separate task note (active/note-only).

Co-Invest Details (Grid)

Dana Field	Default/Description	Other Information
Same as Co-Invest Preference, there should only be one record per category.
Date	Date of the activity.
Apax Permissions Team	Select Co-Invest Details.
Interaction Type	Skip this field.
Contacts	Tag the Investor Profile related to the co-invest. Populate the First Name field only.
Subject	Skip this field.
Investor Profile	Tag the Investor Profile related to the co-invest.
Financing Type	Choose the specified financing type. Otherwise, select Equity as default.
Strategy	Choose the specified strategy. Otherwise, select Buyout as default.
Co-UW Low & Currency	If the amount is more than $100mm and it’s not specified as co-underwrite or syndication, populate the Co-UW fields with the amount provided along with the currency. Example: Interested in co-invests of $120mm-$150mm > Co-UW Low & Currency – 120 USD Co-UW High & Currency – 150 USD	If the CoI processed has a specified amount that differs with the existing category’s amount, flag it to the CoI POC (Nathalie) for clarification. Otherwise, just add the new commentary and next steps to the Notes field.
Co-UW High & Currency
Syndicated Low & Currency	If the amount is equal to or less than $100mm and it’s not specified as co-underwrite or syndication, populate the Syndicated fields with the amount provided along with the currency. Example: Interested in co-invests of $30mm-$50mm > Syndicated Low & Currency – 30 USD Syndicated High & Currency – 50 USD
Syndicated High & Currency
NAV Interest	Only applicable to Debt Financing structures. Select as provided.
Notes	Comments and Next Steps Latest comments must appear TOP of any existing/old comments with the format: “At [Mon] [‘YY], ” followed by relevant comments from the interaction. Exception from format: – If a CoI POC is mentioned, their name may be included directly in the comments. – The timestamp prefix can be omitted if the relevant period is already clearly referenced in the comment. If there are next steps related to the co-invest, add it in a separate paragraph after the comments with the format: “Next steps: [task]” but still create a separate task note (active/note-only).

TASK

Task/Quick Note

1 task note per action item: 1 task note should be created per action item. The total number of tasks should include tasks recorded under the fundraise approach next steps.

Example:
NMD to confirm meeting with Gael/ADPF during MT’s planned Abu Dhabi trip in October.
NMD to confirm meeting during AVK’s planned Abu Dhabi trip in November.
Gael would like broader ADPF attendance at the next Apax visit.
> There should be a total of three tasks for this note.

—————————————-

Tasks labeled as Done as well as No immediate next steps should not be created in both DANA and the CRM.

Email Reference: Change to how Tasks are created in DealCloud and IRMF Next Steps – Process Notes

Dana Field	Default/Description	Other Information
Date	Date of the activity.
Apax Permissions Team	Select Tasks.
Contacts	Tag the Investor Profile related to the task/s. Populate the First Name field only.
Task Status	Default: Active
Due Date	– Select the specified date. – If no explicit date is given, derive the due date from contextual cues (e.g., “send follow-up email next week” or “invite to VDR on Tuesday”) using team discretion. – If no date or contextual cue is specified, set the due date to one month from the meeting date.	Please check whether the action specifies a particular date, rather than defaulting to the following day or another date. Example: Follow up next week > interpreted as the same day of the following week. “follow up after the summer” > interpreted as early September. Follow up in 4Q > interpreted as October 1, start of the 4th quarter
Assigned To	If a specific name or initials are listed next to the action item, assign the task to that individual. If no initials are specified, assign the task to the internal meeting attendee/s (typically the Primary, but verify if another RM attended). If specific people are tagged with an @ in the IRMF, assign the task to that individual.	Can select multiple assignee.
Next Steps	Add the task item here. Copy/paste task as is, including the dates.	Multiple fund-related Task – Add to one fund only. Example: Send AXII and ADF3 deck. (Add to either AXII OR ADF III) BCB to send AXII and ADF3 deck.
Fundraise Approach	Fundraise Name if applicable.

COMPANY PROFILE

New and Existing Company Profile

**If there are no existing companies when attempting to input an interaction in DealCloud, create a new company with the information found in the IRMF if no available data can be found in Preqin, LinkedIn, or Google.

Dana Field	Default/Description	Other Information
Date	Date of the activity.
Apax Permissions Team	Select New or Existing Company Profile
Interaction Type	Skip this field.
Contacts	The company name for creation. Populate the First Name field only.
Company	Name of Company
Website	Website of the company, facebook link or LinkedIn link. Default: If a website is unknown, please enter a placeholder or partial URL that mimics the name of the company (e.g., Unknowncompany.com).	When entering the Website field, please make sure the URL is in a valid format: • No spaces • Must include a proper domain extension (e.g. .com, .net, .org) • Example of a valid entry: almaradvisors.com
Type	Default: Institution
Sub-Type	Default: Other Advisor
Coverage Person	Refer to Relationship Manager (RM) Coverage and Abbreviations. Take note of overlap or who sent in the IRMF note, send clarification when in doubt.	EXCEPTIONS: any note sent in by SKK that needs creation of new company/new IP should be assigned to him regardless of region RM: Shawn Khazzam (SKK) Analyst: Bianca Loewen (BLL)
Type (Address)	Default: HQ Business
Address	As provided or found online/Preqin	Utilize tools like Preqin, LinkedIn, or Google search to get the address of the company. If no website/address is found, inputting just the country will suffice.
Country	As provided or found online/Preqin
City	As provided or found online/Preqin
Postal Code	As provided or found online/Preqin

INVESTOR PROFILE

New and Existing Investor Profile

We’ve combined the fields for New and Existing Investor Profile in this specs. Please make sure to select the correct note type and only populate the fields appearing in DANA.

Remember to only add new info to their profile. Please also leave a note in the IC/SI for any info that other users might find useful in referring to the note.

If a company is tagged as an Operating Company and no fundraise approach has been discussed, an investor profile should not be created for it. (In connection to new contacts for operating companies. See Contact Management tab.)

Dana Field	Default/Description	Other Information
Date	Date of the activity.
Apax Permissions Team	Select New or Existing Investor Profile
Interaction Type	Skip this field.
Contacts	Tag the Investor Profile that needs to be created/updated. Populate the First Name field only.
Company	Company Name as seen in Preqin/web search.
Investor Profile	Investor Profile Name as shown in Preqin/web search.
External Investor Display Name	Same as Investor Profile.	Needs to be a generic name for the AtomInvest platform – this will normally be the same as the company – i.e. make it recognisable for the investor logging in and make sure that any descriptive terms (such as Meketa Client), are confined to the investor profile name.
Investor Type	Select according to what is shown in the Preqin result.
Status	Default: Potential. Can select multiple if provided, for example ‘Potential and Advisor’. For existing investor profiles, if the note says ‘Not a prospect for Apax funds,’ tag as ‘Not Prospect.’
Primary	Name of the RM covering the account/company. Refer to RM and Analyst Coverage. EXCEPTIONS: Any note sent in by SKK that needs creation of new company/new IP should be assigned to him regardless of region
Responsibility	RM and the Analyst who covers the RM. Refer to Team RM Coverage EXCEPTIONS: Any note sent in by SKK that needs creation of new company/new IP should be assigned to him regardless of region. RM: Shawn Khazzam (SKK) Analyst: Bianca Loewen (BLL)
IR Contact Programme	Default: Yes except for Placement Agents	Kindly flag placement agent conversations to the POC before adding them to the CRM.
IR Target List	Default: Yes Note: If notes indicated that they are not a target today, but may be a target in the future. Update IR Target List: Archive Status: Potential
IR Country	Country of the company
IR City	City of the company
AUM Amount (AUM)	Refer to Preqin. Skip if not found.
AUM Verified Date	Refer to Preqin. Skip if not found.
Prospect	In the event interest levels are mentioned in the notes but no fundraise approach exists, update ‘Strategy Prospect’ in the investor tab. Prospect – Buyout Prospect – Digital Prospect – Impact Prospect – Credit Prospect – Vantage Software Prospect – Evergreen Example: Prospect – Buyout <- updated to ‘No’ as it is ‘unlikely to be an A12 target’ Prospect – Evergreen <- updated to ‘Yes’ as it is ‘More relevant angle is a Helix discussion’ There is no need to update this manually if a fundraise approach is going to be created for the funds, as creating a fundraise approach automatically updates these fields to Yes.
Investing Institution Profile	Add the institution notes here, sometimes it’s labeled as ‘Other’ in the IRMF. Determine whether the information is a general background of the firm or a time-based info that can change over time. For time-based info, use the date format: “At [Mon] [‘YY], [Institution notes].” Alternatively, you may use “As of [Mon] [‘YY],” > If you feel it’s necessary to use this based on the information.	Sometimes, institution notes are included in the summary/discussion portion of the notes. Check if the information is already existing in the system, and update it with new information.
Structure and Organisation	For information related to the people and their roles within the firm. Put them in order of seniority (Seniors being at the top) in the format: [Name]: [Role/Job Title]	If both investor profile and contact is newly created, note the contact and their role in the Structure and Organisation field.
Current GP Relationships	GP relationships provided in the IRMF.
Main Notes Field	For Existing Investor Profiles where the field requiring updates is not in DANA, kindly note them in the notes field instead as we only have three fields available at the moment. Example: IR Target List: Archive

CONTACT MANAGEMENT

New and Existing Contact Management

We’ve combined the fields for New and Existing Contact Management in this specs. Please make sure to select the correct note type and only populate the fields appearing in DANA.
– Remember to only add new info to their profile. Please also leave a note in the IC/SI for any info that other users might find useful in referring to the note.
– Contacts who do not have decision on the funds (lawyers, assistants, interns, students, client relationships, etc.) does not need to be added to the system but flag this for verification with the POC as there would be times they would ask for the profile to be added.

For contacts whose information are not provided and cannot be verified through web search, send it for clarification before creating new profiles.

We can create new contacts directly under company profiles classified as ‘Operating Companies’ for IRMFs that do not provide a fundraise approach, and do not require investor profiles.

SEE IMPORTANT NOTES FOR EDITING EXISTING CONTACTS BELOW. Email Reference: IR Contact Update Mailbox – Process Notes

Dana Field	Default/Description	Other Information
Date	Date of the activity.
Apax Permissions Team	Select New or Existing Contact Management.
Interaction Type	Skip this field.
Contacts	Contact’s name. Populate the First Name and Last Name field.
Company	The company that the investor profile of the contact is tied to.	This field is auto-populated if the contact is being created from the existing investor profile.
Email	As provided in the IRMF or from research. Skip if there’s none.	Note that if you enter an email that already exists on DC, the matching record will pop up to the right of the entry form. You cannot save a new entry unless this email field is unique.
Job Title	Contact’s job title or role from the Linkedin/Preqin/Pitchbook/Company Website/ Business Card.
Owners	IR User, Name of the Primary RM	Can be found in the Investor Profile in DC. A contact can have more than one owner.
IR Contact?	Tag as ‘Yes’ unless the contact is NOT an LP
LinkedIn URL	LinkedIn URL if available.
Notes (Biography)	New: Divided into three parts: Career, Education, and Personal. During entry, make sure the name, and labels (Education and Personal) are formatted in bold. Use LinkedIn, Intelligence Platforms (Prequin, Pitchbook, WithIntelligence) or the company website to draft the bio, following the standard format: “William Smith is a Managing Director at GIC, he has been there since 2008. William is in charge of co-investments. Prior to this, he worked at Future Fund in the Fixed Income Department. Education: He holds a BA from Princeton and an MBA from Oxford University. Personal: He lives with his wife and one daughter (born 2013) in Holland Park. He enjoys spearfishing and tends to holiday in Mongolia.” —————————————- If no information can be found about the contact use this format: [Contact] works as a [role] at [Firm/Investor Profile Name]. No further information available. -OR- [Contact] works at [Firm/Investor Profile Name]. No further information available. For newly created contacts whose personal information is also provided in the IRMF, please include them in the biography in the same note. Do not create a separate note. —————————————- Useful prompt for DC biographies: “[Client name] is a [current job position] at [current company], [he/she] joined in [Start Month] [Start Year]. Prior to this, [he/she] worked at [Prior company name], [prior company name] and [prior company name]. Education: [he/she] holds a [Degree type/ classification] from [establishment]. … are you able to compile me a paragraph once I send you some information? Note: Please add at the end of the ‘Education:’ section ‘He/She holds a CFA/ CAIA/ etc Certification’ IF APPLICABLE.”	Existing (Essentially, follows the same formatting as new): When integrating new information into the existing biography, paraphrase and rewrite it to ensure a seamless transition. For time-sensitive details, use the format ‘At [Mon] [‘YY],’ or ‘As of [Mon] [‘YY],’ (e.g., ‘At Jan ‘24’ or ‘As of Jun ‘25’).” Feel free to modify as needed. Make sure to omit sensitive PIIs from the biography such as Social Security Numbers, etc. Personal information on a contact is sometimes sent through to IRMeetingFeedback. Please note that we cannot store any medical history / race / religious info of our contacts on DC, so exclude this if provided (and delete if found). For this field, please also use your own judgement on whether certain personal information is appropriate for us to record*. For example do not include family bereavements or political opinions. If ages are included in personal info (eg children’s ages), please convert to birth year.
IR Contact Programme	Skip this field except for those under Justin Yao’s coverage. For Justin Yao and RMs covered by him, tag this field as Yes except for placement agents. Kindly flag placement agent conversations to the POC before adding them to the CRM.	Contacts for Placing Agents: IR Contact Programme – No LP Release – No POC – Leave blank They shouldn’t be marked Yes so that they do not receive materials from Apax.
IR LP Release	Set to Yes for contacts under Justin Yao’s coverage.
IR Outlook Contact Programme	IR User
IR Rep Individual	Primary RM	Can be found in the Investor Profile in DC.
IR Investor Profile	Name of the Investor Profile to be associated with the contact.
IR Investor Status	Mirror the status of the investor profile it is connected to.
IR Country	Complete according to where contact is based. If based in US, also complete US Region and US State.	Country or City Unknown?: If you don’t know their location, use the same location as the investor profile or select this tab as ‘Yes’ to disregard the requirement to include an IR Address.
IR City
IR POC	These fields relate to our Point Of Contact for each strategy. Please only fill this in for the following rules: 1. If we have met them for this specific strategy, please change ‘POC – strategy’ to ‘Primary’. Ie. ‘POC – Digital’ = ‘Primary’ if Apax have seen them for an ADF meeting. 2. If they are specialised in that strategy at their firm, please change ‘POC – Strategy’ to ‘Primary’. Ie. ‘POC – Credit’ = ‘Primary’ if they are Head/ MD/ Associate of the Credit Department at their firm. Otherwise, please leave blank.	Kindly flag placement agent conversations to the POC before adding them to the CRM.
Main Notes Field	We can use this field for fields not available in DANA like the contact’s telephone number.

IMPORTANT NOTE ON MOVING CONTACT’S FIRMS and REMOVING FIRMS/INVESTORS from the CONTACT’S PROFILE with Active Fund Relationship – YES
Before removing or moving firms for a contact in DealCloud: 1. Check the Contact Profile and Go to IR Data Management tab 2. Make sure “Active Fund Relationship?” is not marked as Yes 3. If it’s marked Yes, do not make any changes and please notify Sinan with the contact & link from DC as we’ll need to ask the General Partner to remove the fund relationship in Investran before we can make changes 4. Once Sinan confirms this has been done by the GP you can make the required changes. If Active Fund Relationship is No or Blank you can proceed with making changes.

IMPORTANT QUIRKS WHEN EDITING AN EXISTING CONTACT
(a) If this contact has an active fund relationship (example in images below), notify the IE Team/Sinan as they need to alert the General Partner (generalpartner@apax.gg) if you are changing their email address, as this change will pull through to Investran. (b) If this contact has an active fund relationship, notify the IE Team/Sinan as they need to alert the General Partner (generalpartner@apax.gg) and they need to remove their fund relationships before you change their Company or Investor Profile. (c) IR Investor Status should only be changed from Potential to Current when the contact’s organisation has invested in one of our funds for their first time. DO NOT change from Current to Potential.

If a contact moves organisation:
1. If the contact has an active fund relationship, notify the IE Team/ Sinan as they need to alert the General Partner and they will remove the contact’s active fund relationships. These must be blank before proceeding with changes. 2. Change their Email (under both Primary Details AND IR Profile) 3. Change their Job Title 4. Change their Company and Primary Address 5. Change their Business Phone if applicable 6. Change their IR Rep Individual so this matches the IR Rep who covers their NEW organisation 7. Change their Investor Profile 8. Change their Investor Status to match their NEW Investor Profile’s status 9. If they have moved location for their new job, update their IR Address section 10. Update their Biography so that it now reflects them having left their old organisation. 11. Remove their IR POC tabs and start anew.

If a contact retires or leaves a company and we are unaware of their next role:
1. If the contact has an active fund relationship, notify the IE Team/ Sinan as they need to alert the General Partner and they will remove the contact’s active fund relationships. These must be blank before proceeding with changes. If Active Fund relationship is “no” please proceed with the steps below: 2. Remove their Email, Job Title, Company, Business Phone, IR Email, IR Contact Programme, IR Outlook Contact Programme, IR LP Release, IR Rep Individual, Investor Profile, IR POC, IR Investor Status 3. Update their Biography so that it now reflects them having left their old organisation by adding in that they’ve left with the name of the company Example: Matthias left MEAG in Aug ‘26 where he was Investment Manager… 4. Ensure LP Release and IR Contact Programme are set to No, but keep IR Contact as Yes 5. Sync to HubSpot: If a Contact’s Investor Profile is unassigned/removed in DealCloud (e.g. the person is leaving their firm), you must take one of the following actions: – Contact should be removed from HubSpot — set Sync to HubSpot = Remove. Investor Profile can remain blank in this case. Complete this step for most of the time. – If the Contact is expected to join another investor institution, and should stay in HubSpot in the meantime — assign the Contact to the “HubSpot Investor Placeholder” record instead of leaving Investor Profile blank. HubSpot requires an email field, so even though email is removed in DealCloud, the Contact will retain their old work email address in HubSpot but will be linked to the placeholder account. Once the new Investor Profile and Company are known, update the Contact’s Investor Profile and email accordingly — this will replace the placeholder. 6. When a contact moves organisation or retires, update the structure and org section of the related investor profile to reflect their move/retirement.

Please see the attached Exercise File for more details.

Exercise Files

Weekly Report Process Guide.odt

Size: 138.83 KB

Global Contact List-New.xlsx

Size: 116.07 KB

APAX-Transcription-Specs_09-29-26.ods

Size: 6.69 MB