FAQS - Data Repository
Q: What is the Data Repository?
The Data Repository is Diligentsia’s core file storage module. It is where you centralise your company’s key corporate files within Diligentsia’s structured folder system.
Diligentsia Lite: includes 20 sections
Diligentsia Pro: includes 160 subfolders within those 20 sections
In the Data Repository you can:
Follow a checklist-style process to upload key files section-by-section
Use the Diligentsia Filing Assistant to import folders/files in bulk and automatically allocate them into the relevant sections (based on file names, not file contents)
Move / copy / delete files using File Manager tools
Use de-duplication (Deduper) to identify duplicates and different versions of the same filename
View Audit Logs showing changes, when they were made, and by whom
See Completeness Scoring and run Data Repository Reporting
Create a mirrored Data Room in a supported cloud provider and sync as a backup (Drive/SharePoint/Dropbox)
Q: Why do I need a Data Repository?
A central repository of corporate information saves time for you and your team when locating documents, and helps you identify gaps, especially when preparing for investment, growth, or an exit.
Q: I already have a data room. Why do I need yours?
Diligentsia’s Data Repository is a structured “filing cabinet” that is often more comprehensive than an existing data room.
It helps you:
Standardise your filing structure
Identify missing corporate documentation
Prepare more efficiently for investor or buyer due diligence
If you already have files elsewhere, you can mirror/import them quickly using the Diligentsia Filing Assistant, which can automatically allocate large volumes of files into the Repository structure.
Having a comprehensive Data Repository is also a prerequisite for Diligentsia certification.
Q: Can I back up my data repository?
Yes. You can connect to and sync a mirrored Data Room in:
Google Drive
Microsoft SharePoint
Dropbox
This creates a duplicate Diligentsia folder structure in your cloud provider, which you can then sync with your Data Repository.
Features of the Data Repository
Click on the indent to see more.
Filing Assistant – Import Files & Folders, Reallocation, Unallocated Files
Filing Assistant – Import Files & Folders, Reallocation, Unallocated Files
The Filing Assistant helps you import folders/files into Diligentsia and automatically allocate them across the Repository structure.
How it works (summary)
Step 1: Go to Company Dashboard → Data Repository → Filing Assistant → Import Files/Folders, Select the files/folders you want to upload from your computer, Supported formats include common office formats (Word/PDF/Excel/PPT/DOCX).
Step 1: Go to Company Dashboard → Data Repository → Filing Assistant → Import Files/Folders, Select the files/folders you want to upload from your computer, Supported formats include common office formats (Word/PDF/Excel/PPT/DOCX).
Then click on Import files/folders from the Filing assistant features dropdown menu.
You select folder or files to upload to the Filing Assistant. Note: You can upload any version of a file(word/pdf/excel/ppt/docx).
Step 2: Files upload and you are taken to a wait screen.
Step 2: Files upload and you are taken to a wait screen.
A prompt appears asking you to confirm filenames are correct and informative, because allocation is based on file names, not file contents.
Step 3: A proposed allocation is displayed: Green = allocated, Orange = not allocated yet. You review the allocation, and if needed move/delete/reallocate. When satisfied, you click Confirm Allocation.
Step 3: A proposed allocation is displayed: Green = allocated, Orange = not allocated yet. You review the allocation, and if needed move/delete/reallocate. When satisfied, you click Confirm Allocation.
You can reallocate files
When satisfied, the user clicks the "Confirm Allocation" button.
Step 4: Any files the assistant cannot allocate are placed into an Unallocated Bin.
Step 4: Any files the assistant cannot allocate are placed into an Unallocated Bin.
You review and file these using the Unallocated File Manager.
If there are no unallocated files, the platform indicates this.
Step 5: The Filing Assistant History is updated. You can click through to see individual uploads. You can see the files in the File Manager and review the Audit Log.
Step 5: The Filing Assistant History is updated. You can click through to see individual uploads. You can see the files in the File Manager and review the Audit Log.
You can see the files in the File Manager.
The Audit Log
Data Room - Google Drive(Connecting and Syncing)
Data Room - Google Drive(Connecting and Syncing)
Connecting your Data Room
Step 1 - Click Connect Data Room inside the Data Repository. This opens up a popup.
Step 1 - Click Connect Data Room inside the Data Repository. This opens up a popup.
Next popup
Step 2 - Choose your cloud provider where Diligentsia will duplicate your folder structure. You must already have an account with that provider. (Diligentsia does not store your login information and cannot access your other folders outside the mirrored Diligentsia Data Room.)
Step 2 - Choose your cloud provider where Diligentsia will duplicate your folder structure. You must already have an account with that provider. (Diligentsia does not store your login information and cannot access your other folders outside the mirrored Diligentsia Data Room.)
Step 3 - Grant Diligentsia the required API permissions so it can create the mirrored folder structure.
Step 3 - Grant Diligentsia the required API permissions so it can create the mirrored folder structure.
Step 4 - Diligentsia sets up the mirror folder structure in your cloud provider. This is your data room.
Step 4 - Diligentsia sets up the mirror folder structure in your cloud provider. This is your data room.
You will see a confirmation message when complete.
Step 5 - The Connect Data Room button is replaced by a Data Room button/menu. Your chosen provider’s logo appears in the dashboard header.
Step 5 - The Connect Data Room button is replaced by a Data Room button/menu. Your chosen provider’s logo appears in the dashboard header.
When you hover on the Data Room button, you will see options such as:
View Data Room
Sync
Disconnect
Step 6 - Click View Data Room to open the mirrored Diligentsia folder structure inside your cloud provider.
Step 6 - Click View Data Room to open the mirrored Diligentsia folder structure inside your cloud provider.
Syncing your Data Room (single section)
Step 1 - Click Sync on the relevant section.
Step 2 - Sync completes in a few moments.
Step 3. Optionally:
Click View Data Room, or
Check results in Audit Log / File Manager
File manager
You can also use Sync All to sync the full repository.
Data Room - Dropbox(Connecting and Syncing)
Data Room - Dropbox(Connecting and Syncing)
Connecting your Data Room
Step 1 - Go to the "Connect Data Room" button in your data repository and click it. This opens up a popup. 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 1 - Go to the "Connect Data Room" button in your data repository and click it. This opens up a popup. 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.
Next popup
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:
Syncing your Data Room
The following are steps to sync a single section.
Step 1 - click the "Sync" button of the section.
Step 2. The synchronisation of files between your data repository on your Diligentsia platform and your Diligentsia Data Room folders in your cloud provider gets completed in a few moments.
Step 3. If you wish, you can click "View Data Room" to view your files in your Data Room:
Or you can check the files in your File Manager.
Data Room - Sharepoint(Connecting and Syncing)
Data Room - Sharepoint(Connecting and Syncing)
De-duplication & De-duplication Reports(Deduper)
De-duplication & De-duplication Reports(Deduper)
The Deduper identifies:
duplicate files, and
different versions of the same filename
How it works (summary)
Step 1: Select Deduper from the Filing Assistant menu
Step 1: Select Deduper from the Filing Assistant menu
Step 2: Review the list of duplicates found
Step 2: Review the list of duplicates found
List of duplicated files shows in Deduper Assistant.
Step 3: Review changes via the Log (Audit Log)
Step 3: Review changes via the Log (Audit Log)
Step 4: If no duplicates are found, this is reported
Step 4: If no duplicates are found, this is reported
Troubleshooting – Data Repository
Q: Why can’t I access the Data Repository module from my dashboard?
A: Ensure you’re logged in with the appropriate permissions and that your subscription includes access to the Data Repository. Refresh the page and try again. If it persists, contact support.
Q: What should I do if my files are not uploading?
A: Check file format support and file size limits, confirm your internet connection, then retry.
Q: How do I import an existing data room into the Data Repository?
A: Use the Filing Assistant to upload your folders/files; it will automatically allocate them into the Repository structure for review.
Q: Why are some files misallocated during import?
A: The Filing Assistant allocates based on file names. Use the File Manager to manually move/copy files to the correct location.
Q: Can I recover files deleted from the Data Repository?
A: No. Deleted files cannot be recovered. Ensure you have backups before deleting important files.
Q: Why is my Completeness Score not increasing after adding files?
A: Completeness is calculated using checklist answers and related completion logic. Ensure you have answered the required checklist questions as well as uploading files.
Q: Can I restrict access to specific folders?
A: Yes. Manage access using User Permissions settings.
Q: How do I back up my Data Repository to a cloud provider?
A: Connect to a supported provider (Drive/SharePoint/Dropbox) and use Sync to back up your repository.
Q: Why is my Data Room not syncing?
A: Confirm the provider connection is active and permissions were granted. Retry the sync. If issues persist, contact support.
Q: Can I share specific sections with team members?
A: Yes. Adjust user permissions for the relevant sections.
Q: Why is the Deduper not identifying duplicates?
A: The Deduper identifies duplicates by filename and may miss files with small naming differences. Manually review flagged files and naming conventions.
Q: Can I export files from the Data Repository?
A: Yes. Use the File Manager to export files.
Q: What should I do if the Data Repository is loading slowly?
A: Large volumes of files may slow performance. Clear your browser cache, ensure a stable connection, and refresh.
Q: Can I create custom folders in the Data Repository?
A: Yes—Pro plan users can create up to five user-defined folders (as per your Repository Index article).
Q: How do I track changes in the Data Repository?
A: Use the Audit Log to track additions, deletions, and updates.
Q: Why is my mirrored Data Room missing some files?
A: Confirm files are in the correct folders before syncing. Re-sync the relevant section or use Sync All.
Q: Can I automate syncing for backups?
A: No. Syncing must be triggered manually.