FAQs - Connect Data Room
Q - What is Connect Data Room?
Connect Data Room is part of our Diligentsia file storage, known as the Data Repository. This module allows you to synchronize(sync) your data with popular cloud storage services like Dropbox, Sharepoint, or Drive. The process involves two steps:
Initially, you'll connect your Diligentsia Data Repository with your chosen cloud provider. We'll replicate the Diligentsia folder structure in your cloud storage, creating what we call your Data Room.
Subsequently, you can sync the Diligentsia Data Repository with your Data Room. If you're using Dropbox or Sharepoint, you can also copy files from other folders in your cloud storage to your Data Room, and these changes will sync back to the Diligentsia Data Repository.
Please note that this feature is not available with Drive, as Google does not allow external files to be reverse-synced. However, you can still edit and delete files within your Drive Data Room.
Q - How Do I Connect to a Data Room?
The following are steps to connect to a Data Room. This example is for a Google Drive connection, but the steps are the same.
Step 1 - Go to the "Connect Data Room" button in your data repository and click it. This opens up a popup.
Step 1 - Go to the "Connect Data Room" button in your data repository and click it. This opens up a popup.
Next popup
Step 2 - Choose your cloud provider where we'll duplicate your data repository. IMPORTANT NOTE: You need to have an existing account with the provider and provide your username and password. Rest assured, we don't access or store your login information, and Diligentsia cannot access your other files on that provider.
Step 2 - Choose your cloud provider where we'll duplicate your data repository. IMPORTANT NOTE: You need to have an existing account with the provider and provide your username and password. Rest assured, we don't access or store your login information, and Diligentsia cannot access your other files on that provider.
Step 3 - You will be asked to give Diligentsia API permission to set up a mirror folder within your cloud provider.
Step 3 - You will be asked to give Diligentsia API permission to set up a mirror folder within your cloud provider.
Step 4 - It will take a few moments for Diligentsia to access your cloud provider and set up the mirror data repository folders within it. This is your data room.
Step 4 - It will take a few moments for Diligentsia to access your cloud provider and set up the mirror data repository folders within it. This is your data room.
Once this process is completed, you will see a message confirming that the setup has been successful.
Step 5 - Your data repository button "Connect Data Room" is now replaced with three buttons - "Sync All", "View Data Room", "Disconnect Data Room". Your chosen cloud provider's logo also appears in your dashboard header so that your colleagues are aware of the connection.
Step 5 - Your data repository button "Connect Data Room" is now replaced with three buttons - "Sync All", "View Data Room", "Disconnect Data Room". Your chosen cloud provider's logo also appears in your dashboard header so that your colleagues are aware of the connection.
Step 6 - When you click "View Data Room" button you are then automatically taken to the Diligentsia Data Room in your chosen provider's cloud:
Step 6 - When you click "View Data Room" button you are then automatically taken to the Diligentsia Data Room in your chosen provider's cloud:
You can now sync your data repository with your data room. For further instructions on how to do this you can click here - but in fact the process is automatic.
Q: Can I connect to more than one Data Room?
No - you can only sync to one data room.
Q: Do I need an account with Drive/Sharepoint/Dropbox in order to connect to one of them?
Yes - you need to have an existing account with one of Drive/Sharepoint/Dropbox. You will be asked for your account details and to provide permission to Diligentsia to add our folder to your cloud folders when we initially connect the Diligentsia Data Repository to your chosen data room.
Q: Can Diligentsia, its employees or other users access my other folders in my Drive/Dropbox/Sharepoint?
No - Diligentsia only has access to the mirrored/duplicated Data Repository.
Q: Can I schedule automated syncing of Diligentsia's data repository with my Data Room?
No - you have to manually undertake the syncing. We want you to be in control of what you transfer, and when.
Q: Can I change the data room to which I am already connected?
No - there is currently no provision to do this on the platform. However, please contact support@diligentsia.co.uk and we will see whether we can assist you "offline" to do this.
Q: I already have a data room in Drive/Dropbox/Sharepoint. What can I do?
If you have a Data Room, you have three options:
Manually upload files from your computer to Diligentsia's Data Repository within our Data Repository module.
If your Data Room is on Drive, Dropbox, or Sharepoint, you can copy and paste files between folders in your Data Room and the corresponding Diligentsia Data Room in your cloud provider.
Use Diligentsia's automated Filing Assistant to handle this for you. To learn more on how to do this, please click here.
You can access all these features at Company Dashboard > Data Repository."
Q: Is a record kept of what is synced?
Yes - our Audit Log records every change, when it was made, and who made it.
Q: I don't use Drive/Dropbox/Sharepoint. I already have a Data Room with another provider eg. Seedlegals, Datasite, Ansarada, iDeals.
We are planning to automatically link to more providers of data rooms. However, in the meantime you can use our Diligentsia Filing Assistant to help in automatically, and quickly and easily copy your files from your existing room into the Diligentsia Data Repository.
Q: I already have a data room - why do I need yours?
The Diligentsia folder structure provides a standard layout that is comprehensive, logical and know to advisors and investors - saving time for everyone. We assist you improve the comprehensiveness of your data room and offer a number of features that are not available elsewhere. You can use our Filing Assistant to automatically import your existing data room into our Data Repository - find out more here.
Q: Can I connect to more than one Data Room?
No, only one Data Room can be synced.
Q: Can I link Diligentsia to non-supported cloud providers?
Not currently, but Diligentsia plans to expand support to other providers.
Troubleshooting
Q: Why can’t I see the “Connect Data Room” button?
A: Ensure your subscription plan includes the Data Room feature. If it does and the button is still missing, contact support.
Q: Can I connect to multiple Data Rooms simultaneously?
A: No, you can only sync with one Data Room at a time.
Q: Do I need an account with a supported cloud provider to connect?
A: Yes, you need an active account with Drive, Dropbox, or Sharepoint.
Q: Why does syncing not work with Google Drive?
A: Google Drive doesn’t allow reverse syncing of external files. You can edit and delete files, but syncing changes back to the Diligentsia repository is not supported.
Q: What should I do if syncing fails?
A: Ensure you’re connected to the internet and your cloud provider’s credentials are up-to-date. Try reinitiating the sync process.
Q: Can Diligentsia access my other folders in Dropbox/Sharepoint/Drive?
A: No, Diligentsia only accesses the mirrored/duplicated Data Repository folder created during setup.
Q: How do I disconnect my current Data Room?
Just click the "Disconnect Data Room" button and confirm your disconnection.
Click on "disconnect"
Your previous data room would be disconnected.
Q: What should I do if I already have a Data Room with a different provider?
A: Use the Filing Assistant to transfer files to the Diligentsia Data Repository. Manual uploads are also an option.
Q: Can I connect Diligentsia to unsupported cloud providers?
A: Not currently, but support for additional providers is planned for future updates.
Q: How long does it take to set up a Data Room?
A: The setup process typically takes a few minutes, depending on the size of your Diligentsia Data Repository.
Q: What happens if I change my cloud provider credentials?
A: Update your credentials during the next sync attempt to avoid interruptions.
Q: Can I schedule automatic syncing?
A: No, syncing must be initiated manually to give you full control over the process.
Q: Is there a record of synced changes?
A: Yes, the Audit Log records all changes, including who made them and when.
Q: What if the Data Room folder structure isn’t replicated correctly?
A: Ensure your cloud provider’s permissions allow folder creation. Contact support if the issue persists.
Q: Can I link the Data Room to a shared cloud account?
A: Yes, but ensure you have the appropriate permissions to add folders and sync data.
Q: Why does my cloud provider block the setup process?
A: Ensure you’ve granted Diligentsia API access during the connection setup.
Q: Can I edit files directly in my cloud provider’s Data Room?
A: Yes, but changes will sync back only for supported providers like Dropbox and Sharepoint.
Q: What should I do if syncing is slow?
A: Slow syncing may be due to large files or network issues. Optimize file sizes and check your internet connection.
Q: Is there a limit to the number of files I can sync?
A: There is no specific limit, but syncing very large volumes of data may take longer.
Q: How do I contact support for Data Room issues?
A: Use the support bot on the website or email support@diligentsia.co.uk for assistance.