Q What is the Filing Assistant
The Filing Assistant (Clarence) is an AI tool designed to help you save time by organizing your files inside the Diligentsia Data Repository.
After you import files and/or folders, the Filing Assistant automatically suggests where they should go within the Diligentsia folder structure. This helps you avoid manually categorising large numbers of documents.
Q How does it work?
The Filing Assistant allocates files based on file names only (not file contents). We do not read the contents of your files.
Once an upload is processed:
The Filing Assistant proposes where each file should be stored in the Data Repository
You can review and adjust the allocation before confirming
Any files that can’t be allocated are placed in an Unallocated Bin for quick manual handling
Actions are recorded in an Audit Log
If duplicates exist, you can use the Deduper feature to identify and manage them
A summary of how the filing assistant works is shown below:
Step 1: Open the Filing Assistant and import files/folders
Step 1: Open the Filing Assistant and import files/folders
Go to your Company Dashboard
Open Data Repository
Click Filing Assistant (Clarence)
Select Import Files/Folders
Choose the files or folders you want to upload from your computer
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: Upload and review file-name confirmation
Step 2: Upload and review file-name confirmation
After upload, you’ll be taken to a processing/wait screen.
Clarence will prompt you to confirm that your file names are correct and informative, because allocations are based on file names (not contents).
Step 3: Review and confirm the proposed allocation
Step 3: Review and confirm the proposed allocation
Clarence will show the proposed allocation of files to Data Repository sections.
Green files have been allocated
Orange files are not yet allocated
You can review the allocation and, if needed:
Move files
Copy files
Delete files
When you are satisfied, click Confirm Allocation.
You can reallocate files
When satisfied, the user clicks the "Confirm Allocation" button.
Step 4: Handle files in the Unallocated Bin (if any)
Step 4: Handle files in the Unallocated Bin (if any)
If Clarence cannot allocate certain files, they are placed into the Unallocated Bin.
You can quickly sort these using the Unallocated File Manager, and place them into the appropriate folders with minimal effort.
Clarence apologizes for not being able to allocate them.
If there are no unallocated files, you will see a message confirming this.
Step 5: Review Filing Assistant History and logs
Step 5: Review Filing Assistant History and logs
After completion:
Filing Assistant History updates to show your upload sessions
You can click into individual uploads to review what happened
Files can be viewed in the File Manager
The Audit Log records the history of activity and changes
The Audit Log
FAQs
Q Where can i find/access the Filing Assistant?
Go to: Company Dashboard → Data Repository → Filing Assistant (Manager button)
Q: Does the Filing Assistant check the contents of my files before allocating them?
No. The Filing Assistant allocates files using file names only. We do not review file contents.
Q: What if the Filing Assistant can’t place a file?
Any file Clarence cannot allocate is placed into the Unallocated Bin, where you can review and sort it manually.
Q: Can I modify where my files are allocated?
Yes. You can adjust file locations using the File Manager, and you can also use the Deduper to manage duplicates if needed.
Q: Can I see a history of my uploads?
Yes. The Filing Assistant keeps a record of uploads and activity in the Filing Assistant History and Audit Log, so you can review past uploads and track changes.
Q: Where can I see the final location of my files?
After confirming allocation, you can find your files in the Data Repository and within the File Manager in the relevant folder/section.
Q: Do you transfer my company’s files outside of the Diligentsia platform?
No. We do not transfer your files outside the platform. The Filing Assistant uses the filenames to allocate documents.
Q: I’m on the FREE plan — can I access the Filing Assistant?
No. The Filing Assistant is available to Lite and Pro users only. You can upgrade via the platform’s subscriptions/upgrade options.
Q: I’m on the Lite plan — do I have to pay extra for the Filing Assistant?
No. The Filing Assistant is included in the Lite plan.
Q: I’m on the Pro plan — do I have to pay extra for the Filing Assistant?
No. The Filing Assistant is included in the Pro plan.
Troubleshooting FAQs — Filing Assistant
Q: Why can’t I find the Filing Assistant on my dashboard?
Ensure you are logged in and go to: Company Dashboard → Data Repository
If you are on the Free plan, the Filing Assistant will not be available.
Q: What should I do if the Filing Assistant doesn’t load?
Refresh your browser
Check your internet connection
Clear your browser cache
Try another browser
If the issue continues, contact support.
Q: Why aren’t my files uploading?
Confirm:
The file type is supported (e.g., Word/PDF/Excel/PPT/DOCX)
The files do not exceed any upload limits
Your connection is stable
Retry the upload if needed.
Q: Why is the Filing Assistant taking too long to process my files?
Large uploads or high server load can increase processing time. If it continues:
Wait a short period and refresh
Try uploading in smaller batches
Q: What happens if file names are not descriptive?
Files with unclear names may be placed into the Unallocated Bin for manual review and sorting.
Q: Can I reallocate files after confirming placement?
Yes. You can move/copy/delete files later using the File Manager.
Q: Why are some files marked in orange after allocation?
Orange files indicate they are not yet allocated. Review them and assign them using the Unallocated File Manager.
Q: What if the Filing Assistant places a file in the wrong folder?
Use the File Manager to move, copy, or delete the file.
Q: What should I do if the Deduper isn’t identifying duplicates?
The Deduper identifies duplicates based on file name. If filenames differ slightly (or include version changes), duplicates may not be flagged.
Q: Why are my uploaded files not appearing in the repository?
Confirm you completed the allocation process (e.g., clicked Confirm Allocation).
You can also check the Audit Log and Filing Assistant History.
Q: How do I handle files in the Unallocated Bin?
Open the Unallocated File Manager and manually assign files to the correct folder.
Q: Can I upload an entire folder structure?
Yes. You can upload folders, and the Filing Assistant will attempt to sort files within them.
Q: Why is the Audit Log not showing my upload history?
Your user permissions may restrict access. Ensure you have access to:
Data Repository
Filing Assistant
Audit Log
Q: Can I undo an allocation if I make a mistake?
Yes. Use the File Manager to move files to the correct location at any time.
Q: What happens to files deleted during allocation?
Deleted files can't be recovered.
Q: Why can’t I use the Filing Assistant on the Free plan?
Because the Filing Assistant is included only in Lite and Pro plans.
Q: Does the Filing Assistant work with non-English file names?
The Filing Assistant can work with file names in different languages, as long as standard characters are used.
Q: What if I accidentally upload sensitive files?
The Filing Assistant does not read file contents. If needed, you can delete the file immediately.
Q: Why is the “Confirm Allocation” button greyed out?
Ensure you have reviewed and dealt with any unallocated (orange) files. In some cases, the button becomes available only after allocation review is completed.
Q: How can I contact support for Filing Assistant issues?
Use the support chatbot on the website (bottom right) or email support@diligentsia.co.uk.