FAQs - The Repository Index
Q: What is the repository index?
The Repository Index is the list of sections, derived from Diligentsia’s standard Folder Structure, around which your Data Repository is organised.
If you are on the Diligentsia Lite plan, your Repository Index contains 20 standard sections, covering all key corporate areas of your business.
If you are on Diligentsia Pro, additional features apply:
Sub-sections within each section
Each of the 20 core sections is further broken down into multiple sub-sections to allow more detailed classification. For example, a broad section such as “Commercial Activities” is subdivided into more granular categories.
User-defined sections
You can create up to five additional custom sections by clicking “Add Folder” at the bottom of the Repository Index.
Last amendment tracking
The Index displays the date of last amendment for each section.
If a section has not been amended for more than three months, the date turns red, encouraging you to review and update the content where necessary.
Q: Can I create my own sections or folders?
Yes. If you are on the Pro plan, you can create up to five user-defined sections/folders.
Q: Are my user-defined folders fully integrated into the platform?
Yes. User-defined folders are fully integrated into:
Your Data Repository Index
Your mirrored Data Room
Completeness scoring
Risk scoring
Reporting
They function in the same way as standard sections.
Q: Where can I see the full Diligentsia folder structure (Pro)?
The full folder structure is best viewed in your Repository Index within the Data Repository.
You can expand and collapse sections to view sub-sections. Your Index will reflect:
Sections included in your subscription plan
Any Expansion Packs you have activated
Any user-defined sections you have added
Q: Why are some sections greyed out?
Greyed-out sections indicate restricted access. Company owners or administrators can grant or restrict access to specific sections (for example, HR records).
If your access is restricted:
You may see the section listed
You will not be able to open or edit it
Contact your company owner or admin if you require access.
Q: How is completeness calculated in the Repository Index?
For Data Repository questions:
When a question is answered “Yes,” “No,” or “N/A”, it is considered answered.
This applies regardless of whether:
A file is uploaded, or
A text box is completed.
This reflects that you have assessed whether relevant content exists for that section, even if there is nothing to upload.
Q: How does the Repository Index help with document organisation?
The Repository Index:
Organises documents into predefined corporate sections
Provides structured sub-sections (Pro)
Allows user-defined folders (Pro)
Displays last amendment dates
Integrates with completeness and certification scoring
It provides a consistent and logical filing framework.
Q: How do I access the full folder structure?
Go to:
Company Dashboard → Data Repository
From there, expand and collapse sections within the Repository Index.
Q: Can I restrict access to certain sections?
Yes. Company owners can grant or restrict access to specific sections via User Management and Permissions.
Q: What is the difference between sections and sub-sections?
Sections are broad business categories (e.g., Legal, Financial, Commercial).
Sub-sections provide further classification within those categories (available in Pro).
Q: Can I track changes in the Repository Index?
Yes.
The Index displays the last amendment date for each section.
Detailed changes are recorded in the Audit Log.
Q: Can I export Repository data?
Yes. Repository data and reports can be exported, subject to your permissions.
Q: Can I collaborate with others in the Repository?
Yes. Multiple users can collaborate, depending on their assigned permissions.
Q: What happens if a document is deleted?
Deleted documents cannot be recovered. Ensure you maintain backups where necessary before deleting important files.
Q: How are security and privacy handled?
Diligentsia applies:
Encryption
Permission-based access controls
to protect documents stored within the Repository.
Troubleshooting – Repository Index
Q: I cannot see the Repository Index on my dashboard.
Navigate to: Company Dashboard → Data Repository
If still not visible, confirm you have the required permissions.
Q: Sections are greyed out.
Greyed-out sections indicate restricted access. Contact your company owner or admin to request access.
Q: Can I add more than five custom folders (Pro)?
No. The Pro plan allows up to five user-defined sections.
Q: My custom folder does not appear.
Refresh the page
Log out and log back in
Confirm the folder creation was saved
If the issue persists, contact support.
Q: My Completeness Score is not updating.
Ensure:
All questions in the section are answered (“Yes,” “No,” or “N/A”)
Changes have been saved
Refresh the Repository Index to confirm the update.
Q: Can I delete a custom folder?
Yes. Custom folders can be deleted.
However, deleted folders and their contents cannot be recovered.
Q: Can I delete a standard section?
No. Standard Diligentsia sections cannot be deleted.
Q: Can I recover deleted documents?
No. Deleted documents cannot be recovered.
Q: Why can’t I see sub-sections?
Possible reasons:
You are on the Lite plan
Access has been restricted by an administrator
Upgrade to Pro or contact your admin if needed.
Q: The Repository Index is loading slowly.
Large data volumes may affect loading speed.
Try:
Checking your internet connection
Clearing your browser cache
Q: How do I track document updates?
Use:
The last amendment date in the Index
The Audit Log for detailed tracking
Q: How do I ensure documents remain secure?
Review user permissions regularly
Restrict access where necessary
Ensure only authorised users have editing rights
If issues persist, contact Diligentsia support via the website chatbot or email support@diligentsia.co.uk.