FAQs - Prepopulated Files
Q: What does prepopulated mean in regards the Diligentsia platform?
Our mission is to make life easier for you on the Diligentsia platform. Where we can, we pull in publicly-available information from third party sources to prepopulate sections of the Data Depository Module, Directors’ Questionnaires Module and Company Settings Module etc. For example, we pull as much information as we can from Companies House and automatically populate the platform for your review. Files pulled from different sources are shown in different colours in the File Manager so that you can see their origin. Everything is logged in the Audit Log for each module.
Q: How can I tell that a file has been pre-populated?
Pre-populated files are differentiated by being shown in different colours - you can see the legend in your File Manager. For example, Pre-populated files from Companies House are shown in grey, for example.
Q: Can I review/move/copy/delete pre-populated files?
Yes - all these functions can be found in your Data Repository > File Manager
Q: Where does Diligentsia pre-populate files from?
We have a number of sources where we may pre-populate the platform from external sources. Currently these include UK Companies House and LinkedIn.
Q: I don't want my Data Repository pre-populated. What can I do?
We suggest you contact us on support@diligentsia.co.uk, or find out more by contacting us via our help chatbot.
Q: Are there prepopulated files and other information in my Directors Questionnaire?
Yes. Please see below some of the automated pre-population. You can always edit it.
Q: Can I manually update prepopulated files?
Yes, you can manually edit or update the files as necessary.
Q: How often is prepopulated data updated?
It depends on when new data is available from the external sources.
Q: Can I sync prepopulated files to the Data Room?
Yes, prepopulated files can be synced to the Data Room or other modules.
Q: Can prepopulated files be exported?
Yes, they can be exported like any other file in the File Manager.
Q: Are prepopulated files visible to all team members?
Visibility depends on the access permissions set for team members.
Q: How secure is prepopulated data?
All data, including prepopulated files, is secured and subject to strict data protection policies.
Q: Can I disable prepopulation for specific modules?
Currently, prepopulation applies globally.
Q: Do you have a list of where pre-population occurs?
Yes - please see below a table of where you might expect to see pre-population currently.
| Company Settings Module | Directors’ Questionnaire Module | Data Repository Module - PRO | Data Repository Module - LITE | User Profile Module |
Headshot Pic | Directors’ Info (proposed) | Personal - Q10 | D014.2.1.2 | D014 | User Profile |
Passport |
| Personal – Q5 | D014.2.1.2 | D014 |
|
Utility Bills |
| Personal – Q7 & Q8 | D014.2.1.3 | D014 |
|
CV | Directors Info | Occupational - Q1 | D001.7 & D014.2.1.1 | D014 |
|
Proof of professional qualifications |
| Occupational – Q3 | D014.2.1.1
| D014 |
|
Directors’ Info (proposed) | Occupational – Q4 | D014.2.1.1 | D014 | User Profile (proposed) | |
Job Description |
| Occupational – Q5 | D014.2.1.5 | D014 |
|
Companies House Forms |
| Occupational – Q6 | D001.2 & D014.2.1.6 | D001 & D014 |
|
Service Agreement |
| Occupational – Q8 | D001.8 & D014.2.1.7 | D001 & D014 |
|
Other Remuneration Arrangements |
| Occupational – Q9 | D001.7 & D014.2.1.8 | D001 & D014 |
|
Director/Secretary/Person With Significant Control | From Companies House | Used to crate the correct questionnaires |
|
|
|
Director’s first name | From Companies House | Personal - Q1 |
|
|
|
Director’s second name | From Companies House | Personal – Q3 |
|
|
|
Director’s address | From Companies House | Personal – Q6 |
|
|
|
Date of Birth | From Companies House | Personal – Q9 |
|
|
|
Troubleshooting
Q: Why are some files not prepopulated in my Data Repository or Directors’ Questionnaire?
A: Ensure that your company information is up-to-date with sources like Companies House. If the files are still missing, contact support for assistance.
Q: Can I disable prepopulation for specific files or modules?
A: Prepopulation is a global feature and cannot be disabled for specific files or modules at this time.
Q: How do I identify the source of a prepopulated file?
A: File Manager uses a color-coded system to indicate the origin of prepopulated files. You can refer to the legend in the File Manager for details.
Q: Can I delete prepopulated files from my Data Repository?
A: Yes, prepopulated files can be deleted from the File Manager. However, be cautious as deleted files cannot be recovered.
Q: How often is prepopulated data updated in the platform?
A: Data updates depend on the frequency of updates from external sources like Companies House or LinkedIn.
Q: What should I do if prepopulated data is incorrect?
A: You can manually edit incorrect data or update the files directly within the File Manager.
Q: Can prepopulated files be exported from the platform?
A: Yes, prepopulated files can be exported like any other file in the File Manager.
Q: Why are some prepopulated fields missing in the Directors’ Questionnaire?
A: Missing fields may occur if the required data is not available from the source. Manually add the missing information if necessary.
Q: Can I review prepopulated data before it is saved to the platform?
A: Yes, all prepopulated data is visible in the relevant modules for your review and editing before finalization.
Q: Why are some files from Companies House not prepopulated?
A: This could occur if the company information is incomplete or unavailable from Companies House. Verify the company details and retry.
Q: How secure are prepopulated files and their sources?
A: All data is encrypted and complies with stringent data protection policies. Sources like Companies House and LinkedIn are trusted and secure.
Q: Can prepopulated files be shared with other team members?
A: Yes, file visibility depends on the permissions set for each team member. Adjust permissions in the Team Management settings if necessary.
Q: What should I do if I accidentally delete a prepopulated file?
A: Deleted files cannot be recovered. If needed, re-import the data or contact support for assistance.
Q: Why is my profile data not prepopulated with LinkedIn information?
A: Ensure your LinkedIn link is correctly added to your User Profile. Prepopulation only uses publicly available information.
Q: Can I edit the descriptions generated from prepopulated data?
A: Yes, you can manually edit descriptions or other data in the relevant module before saving.