FAQs - The Repository Index
Q: What is the repository index?
Repository index is the list of sections, derived from our standard Folder Structure, around which the data repository is organized. If you are on our Diligentsia Lite plan, then your repository index comprises 20 standard sections covering every corporate area of your business.
If however, you have Diligentsia Pro, then we have a number of additional repository index features for you:
Each of the 20 sections has a number of sub-sections to further classify and organise your data repository. For example, the single section above "Commercial activities" is further broken down:
You can add up to 5 of your own user-defined sections. Simply click "add folder at the bottom of the Repository Index.
Your index shows for each section the date of last amendment, with amendment dates over 3-months turning red - this encouraging you to review that section to determine whether its contents require updating.
Q: Can I create my own sections/folders?
Yes - if you have our Pro plan you can create up to five user-defined section/folders.
Q: Are my user-defined folders fully integrated into the rest of the Diligentsia platform?
Yes - Your user-defined folders are added to Diligentsia Data Room folders, to your data repository index and to your completeness and risk scoring, and reporting.
Q: Where can I see the full Diligentsia folder structure for Pro?
You can best see the Diligentsia Folder Structure in your Repository Index in your data repository. You can expand and collapse sections there. Your own repository index will show which sections you have access to and/or which Expansion Packs and user-defined sections (if any you have added).
Q: Why are some of my sections greyed out?
Some of your sections are greyed out because your company owner can grant or restrict access of a user to specific sections within modules e.g. HR records. Where your access to a section has been restricted by your owner, you can see the existence of that section, but also will not have access.
Q: How is completeness calculated on the index?
With the data repository questions, every time a question is answered "yes" "no" or "N/A"", that question is regarded as answered, regardless of whether a file is added or not, and regardless of whether the text box is completed. This is because in your company you may not have any content relevant for addition to that particular section of the repository but you have completed the process of assessing whether your company has relevant content for addition to it.
Q: How does the repository index help with document organization?
It organizes documents into predefined sections and user-created folders, with sub-sections for detailed classification.
Q: How do I access the full folder structure?
The full folder structure can be accessed and expanded in your data repository index.
Q: Can I restrict access to certain sections in the repository?
Yes, company owners can restrict or grant access to specific sections for individual users.
Q: What is the difference between sections and sub-sections?
Sections represent broad business categories, while sub-sections allow for further classification of documents within each section.
Q: Can I track changes in the repository index?
Yes, the platform shows the last amendment date for each section, helping you track document updates. There is also an audit log.
Q: Can I export the repository data?
Yes, repository data can be exported for offline use or external sharing, depending on permissions.
Q: Can I collaborate with others in the repository?
Yes, you can collaborate by sharing sections or the entire repository with team members.
Q: What happens if a document is deleted from the repository?
Unfortunately, you can't recover deleted documents.
Q: How are security and privacy handled in the repository?
Diligentsia ensures security through encryption and restricted access, protecting all documents stored in the repository.
Troubleshooting
Q: Why can’t I see the Repository Index on my dashboard?
A: The Repository Index is not a feature on the dashboard. You can see the index in the data repository if you have been given the permissions.
Q: What should I do if sections of my Repository Index are greyed out?
A: Greyed-out sections indicate restricted access. Contact your company owner or admin to request access permissions.
Q: Can I add more than five custom folders in the Pro plan?
A: No, the Pro plan allows up to five user-defined sections. For additional customization, contact support for alternative solutions.
Q: What should I do if my custom folder doesn’t appear in the Repository Index?
A: Refresh the page or log out and back in. If the issue persists, ensure you saved the folder creation process and contact support if needed.
Q: Why is my Completeness Score not updating after answering questions?
A: Ensure all questions in the relevant section are answered with "Yes," "No," or "N/A" and files were uploaded where necessary. The score will update once all questions are addressed.
Q: Can I delete a custom folder I created in the Repository Index?
A: Yes, custom folders can be deleted. Navigate to the folder and select the delete option. Note that deleted folders and their contents cannot be recovered.
Q: How do I restrict access to specific sections for other users?
A: Visit our article on User Permission.
Q: What happens if I delete a section from the Repository Index?
A: Sections cannot be deleted. However, custom folders within sections can be removed if they are no longer needed.
Q: Can I recover deleted documents from the Repository Index?
A: No, deleted documents cannot be recovered. Ensure you have backups of important files before deleting them.
Q: Why is the full folder structure not visible in my Repository Index?
A: Access to certain sections may be restricted, or you may be on a Lite plan with fewer available features. Upgrade to Pro or contact support for clarification.
Q: How do I track document updates in the Repository Index?
A: You can refer to the audit log for detailed change tracking.
Q: What should I do if the Repository Index takes too long to load?
A: Large data volumes may slow down loading times. Ensure a stable internet connection and clear your browser cache to improve performance.
Q: Can I collaborate on a section with team members?
A: Yes, sections can be shared with team members based on their access permissions. Collaboration can be managed through the permissions settings.
Q: Why can’t I see sub-sections under certain sections in my Repository Index?
A: Sub-sections may not be available in the Lite plan or could be restricted by admin permissions. Upgrade to Pro or contact your admin for access.
Q: How do I ensure the security of documents in my Repository Index?
A: Diligentsia uses encryption and permission-based access to secure your documents. Regularly review access permissions to maintain security.