This user guide outlines the steps for VMR activation, user access setup, platform access, and the applicable fee schedule.

• VMR Activation
• Activation Access
• Concurrent Activation Handling
• How to access the VMR Application
• Permission Rules - Other Role Types
• Fee Schedule
• What's Next?

VMR Activation

1. Log in to the Class system.
2. Navigate to Business level > Settings > Integrations > Integration Settings > VMR (Virtual Mailroom).
3. Click Activate.
   
   • This opens a new browser tab and redirects you to the VMR application – Activation Settings page.
   • The page displays the applicable fees and the End User Licence Agreement (EULA).
4. Select Accept and Proceed to confirm your consent to the fees and the EULA.
   
5. After accepting, you are presented with a link to the VMR User Guide on the Activation Settings page.
   • This guide helps on document loading mechanisms.
   • Selecting the link opens the user guide in a new browser tab.
6. Selecting Continue to Dashboard (without opening the user guide) takes you directly to the VMR Dashboard.
7. Selecting Close returns, you to the Activation History page, which provides audit traceability for the activation, including:
   • The user identifier of the Class user who activated VMR
   • The activation date
     
     
8. Once step 4 is completed, the Activate button in Class > Business level > Integration Settings changes to Activated.
   

Activation Access

VMR activation is restricted to the Access Controller of the business.

• Only users with the Access Controller role can activate VMR.
• Other users may see the Activate button, but it will be disabled if they attempt to use it.

Concurrent Activation Handling

How to access the VMR Application

Once VMR has been activated for your business, eligible users can access the VMR application directly from the Class system using single sign‑on (SSO), without needing separate login credentials.

How to Access VMR

1. Log in to the Class system.
2. At the business level, select the navigation menu in the side panel next to the Class logo.
   
3. Click the Virtual Mailroom.
   
4. The VMR application opens in a new tab using single sign‑on (SSO), automatically logging you in.
   
5. The VMR link appears in the business‑level side navigation only after VMR has been activated via Business level > Settings > Integrations > Integration Settings. If the VMR option is not visible, confirm that VMR has been activated for the business and that you have the required permissions to access the application as explained below.

Known issue: After activating Virtual Mailroom (VMR), the VMR link may not appear immediately in the business‑level side navigation due to a temporary caching issue. If this occurs, please log out of the Class application and log back in to make the link visible. A permanent fix is currently being implemented.

Permission Rules - Other Role Types

Access to the VMR application is restricted to protect client data and ensure documents are only visible to authorised users. While VMR can be launched from the business‑level sidebar in Class using single sign‑on (SSO), not all role types are permitted to access the application. These restrictions are in place because the VMR dashboard displays documents for all funds within a business, regardless of a user’s individual fund access in Class.

Role‑based access rules

• Access Controllers
  • Automatically assigned VMR Admin access.
  • Can access additional VMR features via the sidebar (hamburger menu), including Admin Screen and Activation History.
• Business‑level Tax Agents and Administrators
  • Granted standard VMR user access.
  • Can use VMR but cannot access additional features facilitated to access controllers.
• Read‑only roles are not permitted to access VMR, including:
  • Auditors
  • Auditor Administrators
  • Accountants / Bookkeepers
• Feeds Administrators cannot access VMR, even if they have business‑level read/write access.
• Users with read/write access limited to only specific funds or brands are also restricted from accessing VMR.

Why these restrictions apply

• VMR displays documents loaded and classified for all funds under the business.
• Allowing read‑only or limited‑access users could expose documents for funds they are not authorised to view in Class.
• To safeguard client data, VMR access is therefore limited to users with full business‑level read and write permissions only.

Fee Schedule

This fee schedule outlines the charges associated with processing documents through the Virtual Mail Room (VMR) service. Fees vary based on document source and level of automation.

All fees listed below are exclusive of GST and are charged per document.

Electronic

Electronic documents are digital documents received electronically into VMR via approved email channels, direct feed or manual upload.

Physical

Physical documents refer to postal mail that is received, opened, scanned, and converted into digital documents within the VMR service.

Automation Definitions

Automated

Documents are classified as Automated when:

• The document type is automatically identified by VMR
• Required data points are extracted and tagged
• No or minimal Human‑in‑the‑Loop (HITL) review is required before publishing

Manual

Documents are classified as Manual when:

• Additional review, validation, or tagging is required
• Human‑in‑the‑Loop (HITL) intervention is expected before publishing

VMR automatically processes documents that are included in its supported model, enabling automated classification and data extraction with minimal user involvement. Documents that fall outside the supported model are still accepted and processed by VMR; however, these are treated as manual and require additional user review or intervention. For transparency, users can view the complete list of document types currently supported for automation, along with the total number of supported document models, by visiting the link provided. What is the Difference Between VMR-Supported and Unsupported Document Models?

Billing Rules

• Fees are applied based on the document classification timestamp
• Billing occurs monthly in arrears, with charges issued on the first day of each month for the preceding month.

What's Next?

VMR Integration to SharePoint