FAQs - File Manager
Q: What is the file manager?
Diligentsia's File manager is a feature which enables you to see what files are contained in a particular section of the Data Repository or Expansion Pack. You can access via the "File Manager" button in each section or by click on the files in the Index. You can copy/move/edit/delete files and you can see where the file originated if it was synced from elsewhere or was pre-populated, from, for example, Companies House.
Q: What does Diligentsia's File Manager enable me to do?
The Diligentsia's File Manager enables you to copy/move/edit/delete files and you can see where the file originated if it was synced from elsewhere or was pre-populated, from, for example, Companies House. You can also click through to open the file. There is a link to the deduper function. You can see more info on the deduper here
Q: Is there an audit log to changes in the file manager?
Yes - all changes are logged in an audit log, providing details of the user making the change, the change itself and the date.
Q: Can I tell within File Manager where the files in the Data Repository originated?
Yes. The source of the files are color coded, for example for files we have automatically prepopulated from searching Companies House.
Q: What is the Diligentsia Folder Structure?
The core of the Diligentsia platform is the Diligentsia Folder Structure. This contains the central filing cabinet sections e.g. Key investor documents, legal, insurance, financial etc. Each section has a folder within your Data Repository. In Diligentsia Lite there are 20 sections, whilst in Diligentsia Pro there are roughly 140 sub-folders (and even sub-sub folders so that you can better organize more information. The folder structure can best be viewed in your Data Repository. Having a common folder structure across your companies saves everyone lots of time.
Q: Is there an audit log for file changes?
Yes, the File Manager logs all changes, including who made them and when.
Q: How is the folder structure organized in File Manager?
It follows the Diligentsia Folder Structure, organizing documents into categories like legal, insurance, and financial.
Q: Can I sync files to other sections?
Yes, you can sync files to other modules, such as Data Room or Due Diligence Checklists.
Q: Can I bulk-upload files to the File Manager?
Yes, the File Manager supports bulk uploads for faster organization.
Q: What types of files can I upload?
Common document types such as PDFs, Word files, and Excel sheets are supported.
Q: Can I export files from the File Manager?
Yes, files can be exported for offline use or sharing with external stakeholders.
Q: Can I assign permissions for file access?
Yes, permissions can be set for team members to restrict or grant access to specific files.
Q: How do I know if a file has been edited?
All file edits are logged in the audit log, showing who made changes and when.
Troubleshooting
Q: Why can’t I find the File Manager in my Data Repository?
A: Ensure you are logged in and have the appropriate permissions. The File Manager can be accessed via the "File Manager" button in each section or by clicking on files in the Index.
Q: What should I do if the File Manager isn’t loading?
A: Refresh your browser and check your internet connection. If the issue persists, clear your cache or try using a different browser.
Q: Why are some files not appearing in the File Manager?
A: Check if the files were uploaded successfully and are not restricted by user permissions. Use the Audit Log to track upload history.
Q: What should I do if a file upload fails?
A: Ensure the file is in a supported format (e.g., ppt, PDF, Word, Excel) and does not exceed the size limit. Retry the upload or contact support for assistance.
Q: Why am I unable to move or copy files?
A: Ensure you have the required permissions to edit or manage files. Check with your administrator if your access is restricted.
Q: Can I recover files that were accidentally deleted?
A: Yes, deleted files are moved to the Trash section in the File Manager, where they can be restored if needed.
Q: Why are some files color-coded in the File Manager?
A: Color codes indicate the source of the file (e.g., pre-populated from Companies House). Refer to the legend in the File Manager for details.
Q: How do I resolve duplicate files detected by the Deduper?
A: Use the Deduper function linked within the File Manager to identify and manage duplicate files efficiently.
Q: Why is the folder structure not displaying correctly?
A: Ensure your subscription plan supports the full Diligentsia Folder Structure. Pro plans include additional sub-folders for detailed organization.
Q: What should I do if the audit log doesn’t show recent changes?
A: Refresh the log view or verify your user permissions. Only authorized users can view the full audit log.
Q: Why can’t I sync files to other modules?
A: Confirm that the module (e.g., Data Room, Due Diligence Checklists) is active in your account and that you have permissions to sync files.
Q: What happens if a bulk upload partially fails?
A: Check the status of each file in the upload summary. Re-upload failed files individually to ensure they are properly added.
Q: Can I revert changes made to a file?
A: No, but the audit log will show the history of edits. Re-upload the original version if needed.
Q: Why can’t I export certain files?
A: Ensure you have permission to export the files. Restricted files cannot be downloaded or shared.
Q: Why is the "Upload" button grayed out?
A: Ensure you are in the correct folder and have permission to upload files. Verify that your subscription plan supports this feature.
Q: Why are uploaded files not showing in the correct folder?
A: Ensure the folder structure is properly configured. Manually move files to the correct location if needed.
Q: Can I bulk-restore files from the Trash?
A: Yes, select multiple files in the Trash section and click "Restore" to recover them.