Q What is the Filing Assistant
The Filing assistant(Clarence) is an AI tool that helps you save time by organizing your data room. After dragging and dropping the files and folders you want to import to your Diligentsia data repository, it automatically sorts them into the correct folders within your Diligentsia Data Repository. No need to manually categorize everything yourself.
Q How does it work?
Filing Assistant(Clarence) uses your file names to correctly place them, (not the file contents, we don't check your file contents) so you can be confident your files are going in the right spot. If something needs adjusting, you can easily move or copy files after the initial sort. We also have an Deduper feature to help manage any duplicate files that might come up. The Filing Assistant includes an audit log for tracking purposes, just like all our other modules.
A summary of how the filing assistant works is shown below:
Step 1: Go to your Data Repository on your dashboard, then click on the Filing Assistant then click on Import Files/Folders and select files/folders you want to upload from your computer files. Any file format is supported(word/pdf/excel/ppt/docx).
Step 1: Go to your Data Repository on your dashboard, then click on the Filing Assistant then click on Import Files/Folders and select files/folders you want to upload from your computer files. Any file format is supported(word/pdf/excel/ppt/docx).
Then click on Import files/folders from the Filing assistant features dropdown menu.
You select folder or files to upload to the Filing Assistant. Note: You can upload any version of a file(word/pdf/excel/ppt/docx).
Step 2: The folders/files are uploaded into Filing Assistant, then you are taken to wait screen. Clarence, your AI filing assistant, is there to help you throughout the whole process.
Step 2: The folders/files are uploaded into Filing Assistant, then you are taken to wait screen. Clarence, your AI filing assistant, is there to help you throughout the whole process.
Clarence comes up with a popup asking you to confirm that file names are correct and informative as we do not go through your file content.
Step 3: The proposed file allocation to the repository sections is shown. Files are in orange are not yet allocated. Clarence asks you to review the file allocation and if necessary move/delete files and click Reallocation Complete when satisfied. Files in green have been allocated.
Step 3: The proposed file allocation to the repository sections is shown. Files are in orange are not yet allocated. Clarence asks you to review the file allocation and if necessary move/delete files and click Reallocation Complete when satisfied. Files in green have been allocated.
You can reallocate files
When satisfied, the user clicks the "Confirm Allocation" button; allocation changes to green. Files in green indicate allocated files.
Step 4: You now address files in the “Unallocated Bin” that the Clarence has been unable to file. This is done through the Unallocated File Manager and with minimal effort.
Step 4: You now address files in the “Unallocated Bin” that the Clarence has been unable to file. This is done through the Unallocated File Manager and with minimal effort.
Clarence apologizes for not being able to allocate them.
If there is no unallocated file, then this is shown.
Step 5: The Filing Assistant History is updated. You can click through to see individual uploads. You can see the files in the File Manager and there is an audit log to see the history.
Step 5: The Filing Assistant History is updated. You can click through to see individual uploads. You can see the files in the File Manager and there is an audit log to see the history.
You can see the files in the File Manager.
There is an audit log to see the history.
FAQs
Q Where can i find/access the Filing Assistant?
You can find/access the Filing Assistant by logging in to your Company Dashboard, then click on the Data Repository and you would see the Filing Assistant button.
Q Does the Filing Assistant check the content of my files before allocating them?
The Filing Assistant is an AI tool that allocates files based on the file name. We respect the privacy and confidentiality of your information and we don't tamper with that.
Q What if Filing Assistant can't place a file?
The Filing Assistant will place any files it can't automatically categorize in an "Unallocated Bin" for you to review and sort manually with very minimal effort.
Q - Can I modify where it allocates my files?
Yes - you are invited into the Diligentsia file manager where you can move/copy/delete to modify where your Diligentsia Filing Assistant has chosen to allocate your files. There is also an Deduper feature.
Q Can I see a history of my uploads?
Absolutely! The Filing Assistant keeps a detailed history of all your uploads in the Audit Log, so you can easily track changes and access individual uploads if needed
Q Where can I see the final location of my files?
Once you've reviewed and finalized the allocating process, you can view your files in the Diligentsia Data Repository and File Manager.
Q - Do you transfer my company's files outside of the Diligentsia platform?
No, we do not transfer the files outside of the Diligentsia platform -We just make a record of the filenames, and sort/allocate them.
Q I'm on the FREE plan, can i access the Filing Assistant?
For users on the FREE plan, you cannot access the Filing assistant. You only have the access to the Filing Assistant if you are subscribed to the Lite or Pro plan. You can click here to check through our plans and upgrade.
Q I'm on the Lite plan, do i have to pay extra for the Filing Assistant?
You don't have to pay extra for the Filing Assistant. The Filing Assistant comes with your subscription package as long as you are subscribed to the Lite plan.
Q I'm on the Pro plan, do i have to pay extra for the Filing Assistant?
You don't have to pay extra for the Filing Assistant. The Filing Assistant comes with your subscription package as long as you are subscribed to the Pro plan.
Troubleshooting FAQs: Filing Assistant
Q: Why can’t I find the Filing Assistant on my dashboard?
A: Ensure you are logged into your account. The Filing Assistant is located under the "Data Repository" section of your Company Dashboard.
Q: What should I do if the Filing Assistant doesn’t load?
A: Refresh your browser and check your internet connection. If the issue persists, try clearing your browser cache or using a different browser.
Q: Why aren’t my files uploading?
A: Confirm that the files are supported formats (e.g., Word, PDF, Excel, PPT). Ensure the file size does not exceed any upload limits.
Q: Why is the Filing Assistant taking too long to process my files?
A: Large uploads or high server demand may cause delays. Wait a few minutes or try re-uploading during off-peak hours.
Q: What happens if the file names are not descriptive?
A: Files with unclear names may be placed in the "Unallocated Bin" for manual review and sorting.
Q: Can I reallocate files after confirming their placement?
A: Yes, you can modify file allocations at any time using the File Manager within the Data Repository.
Q: Why are some files marked in orange after allocation?
A: Orange files indicate they have not yet been allocated. Review and assign them manually using the "Unallocated File Manager."
Q: What if the Filing Assistant places a file in the wrong folder?
A: You can manually move, copy, or delete files to correct their placement in the File Manager.
Q: What should I do if the Deduper feature isn’t identifying duplicates?
A: Ensure the files have the same name and format. Slight differences in file names or extensions may cause duplicates to go undetected.
Q: Why are my uploaded files not appearing in the repository?
A: Confirm that you have finalized the allocation process. Check the Audit Log to verify the upload history.
Q: How do I handle files in the "Unallocated Bin"?
A: Use the "Unallocated File Manager" to review and manually assign files to the appropriate folders.
Q: Can I upload an entire folder structure?
A: Yes, you can upload entire folders, and the Filing Assistant will attempt to sort their contents automatically.
Q: Why is the Audit Log not showing my upload history?
A: Check your user permissions. Only users with access to the Data Repository and Filing Assistant can view the Audit Log.
Q: Can I undo an allocation if I make a mistake?
A: Yes, use the File Manager to adjust or undo file allocations at any time.
Q: What happens to files deleted during allocation?
A: Deleted files are moved to the "Trash" section of the File Manager, where they can be restored if needed.
Q: Why am I unable to use the Filing Assistant on the free plan?
A: The Filing Assistant is available only on the Lite and Pro plans. Upgrade your subscription to access this feature.
Q: Does the Filing Assistant work with non-English file names?
A: Yes, the Filing Assistant supports file names in multiple languages, provided they use standard characters.
Q: What if I accidentally upload sensitive files?
A: The Filing Assistant does not access file contents. You can delete sensitive files immediately if necessary.
Q: Why is the "Confirm Allocation" button grayed out?
A: Ensure you have reviewed and addressed all files marked in orange. Once all files are allocated, the button will become active.
Q: How can I contact support for Filing Assistant issues?
A: Visit the 24/7 chatbot at the bottom right of the website or email support@diligentsia.co.uk for assistance.