FAQS - Data Repository
Q: What is the Data Repository?
The Diligentsia file storage module is at the core of our platform. Diligentsia Lite has 20 sections. Diligentsia Pro has 160 subfolders within the 20 sections. Our Data Repository module is where you centralise all your company’s key corporate files. We take you through a checklist process of uploading your key files. Or you can use the Diligentsia Filing Assistant and dump/import all your folder/files into it, and we can automatically allocate hundreds of files into the various folders for you. You can move files/copy files, and we have a file de-duplication feature. This module has audit logs, completeness scoring and data repository reporting. You can also create and connect and synchronise a backup Data Room with your existing cloud provider.
Q: Why do I need a Data Repository?
Having a central repository of all your key corporate information will save you and your team masses of time when looking for stuff, and help you to identify gaps which will need to be filled, particularly if you are looking for investment or seeking an exit.
Q: I already have a data room. Why do I need yours?
Diligentsia Data Repository organizes your corporate information into a very structured "filing cabinet", probably more comprehensive than you already have. Identifying gaps will save you masses of time if and when you are looking for investment or seeking an exit. Setting up/mirroring your existing data room into our Data repository can be quickly and easily done with the help of our Diligentsia Filing Assistant who will do this automatically. Having a comprehensive data repository is a prerequisite for achieving Diligentsia certification.
To find out more on saving time in importing your existing files, folders and even a complete data room into our data repository using our automated Diligentsia Filing Assistant, please click here.
Q: Can I back up my data repository?
Yes - you can connect with and sync into a mirror of the Diligentsia Data Repository in Drive/Sharepoint or Dropbox.
For more on connecting/mirroring your data repository to your cloud provider, please click here.
Features of the Data Repository
Click on the indent to see more.
Filling assistant - Import Files & Folders, Unallocated files and Reallocation
Filling assistant - Import Files & Folders, Unallocated files and Reallocation
A summary of how the filing assistant works is shown below:
Step 1: Go to your Data Repository on your dashboard, then click on the Filing Assistant then click on Import Files/Folders and select files/folders you want to upload from your computer files. Any file format is supported(word/pdf/excel/ppt/docx).
Step 1: Go to your Data Repository on your dashboard, then click on the Filing Assistant then click on Import Files/Folders and select files/folders you want to upload from your computer files. Any file format is supported(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: The folders/files are uploaded into Filing Assistant, then you are taken to wait screen.
Step 2: The folders/files are uploaded into Filing Assistant, then you are taken to wait screen.
A popup comes up asking you to confirm that file names are correct and informative as we do not go through your file content.
Step 3: The proposed file allocation to the repository sections is shown. Files are in orange are not yet allocated. You review the file allocation and if necessary move/delete files and click Reallocation Complete when satisfied. Files in green have been allocated.
Step 3: The proposed file allocation to the repository sections is shown. Files are in orange are not yet allocated. You review the file allocation and if necessary move/delete files and click Reallocation Complete when satisfied. Files in green have been allocated.
You can reallocate files
When satisfied, the user clicks the "Confirm Allocation" button; allocation changes to green. Files in green indicate allocated files.
Step 4: You now address files in the “Unallocated Bin” that the Filing Assistant has been unable to file. This is done through the Unallocated File Manager and with minimal effort.
Step 4: You now address files in the “Unallocated Bin” that the Filing Assistant has been unable to file. This is done through the Unallocated File Manager and with minimal effort.
If there is no unallocated file, then this is shown.
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 there is an audit log to see the history.
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 there is an audit log to see the history.
You can see the files in the File Manager.
There is an audit log to see the history.
Data Room - Google Drive(Connecting and Syncing)
Data Room - Google Drive(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.
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.
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 synchronization 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 Audit Log or File Manager.
File manager
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:
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.
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
De-duplication & De-duplication Reports
How Does the De-duplication Work
Step 1: You select Deduper from Filing Assistant Menu.
Step 1: You select Deduper from Filing Assistant Menu.
Step 2: You are then taken to the wait screen and list of duplicated files shows in Deduper Assistant.
Step 2: You are then taken to the wait screen and list of duplicated files shows in Deduper Assistant.
List of duplicated files shows in Deduper Assistant.
Step 3: You can see the changes made by clicking the "Log" button at the right top.
Step 3: You can see the changes made by clicking the "Log" button at the right top.
Step 4: If there are no duplicated files identified then this is reported
Step 4: If there are no duplicated files identified then this is reported
Troubleshooting
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. If the issue persists, refresh the page or contact support.
Q: What should I do if my files are not uploading to the Data Repository?
A: Verify that the files are in a supported format and under the size limit. If issues continue, check your internet connection and try again.
Q: How do I import an existing data room into the Data Repository?
A: Use the Diligentsia Filing Assistant to upload your entire data room. It will automatically allocate your files into the appropriate folders.
Q: Why are some files being misallocated during the import process?
A: The Filing Assistant uses file names to sort files. You can manually reallocate files in the File Manager if they are misallocated. Check out our article on the File Manager here. You can also check out our article on the Filing Assistant here
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 based on answered checklist questions and uploaded files. Ensure all required questions are answered in addition to uploading files.
Q: Can I restrict access to specific folders within the Data Repository?
A: Yes, folder access can be managed through the User Permissions settings in the platform.
Q: How do I back up my Data Repository to a cloud provider?
A: Connect your Data Repository to a supported cloud provider (Google Drive, SharePoint, or Dropbox) and use the sync feature to back up your data.
Q: Why is my Data Room not syncing with the Data Repository?
A: Ensure the cloud provider is properly connected, and verify that you have enabled the sync feature. If issues persist, contact support.
Q: Can I share specific sections of the Data Repository with team members?
A: Yes, you can share specific sections by adjusting access permissions for team members.
Q: Why is the deduper feature not identifying duplicate files?
A: The deduper function may miss duplicates with minor differences. Manually review flagged files for accuracy. Check out our article on the Deduper here
Q: Can I export files from the Data Repository?
A: Yes, files can be exported from the File Manager.
Q: What should I do if the Data Repository is loading slowly?
A: Large file volumes may affect performance. Clear your browser cache, ensure a stable internet connection, and refresh the page.
Q: Can I create custom folders in the Data Repository?
A: Yes, Pro plan users can create up to five custom folders to organize their data further.
Q: How do I track changes in the Data Repository?
A: Use the audit log to track additions, deletions, and updates to files and folders within the repository.
Q: Why is my mirrored Data Room missing some files?
A: Verify that all files were placed in the correct folders in your cloud provider before syncing. Re-sync the repository if necessary.
Q: Can I automate the syncing process for backups?
A: No, syncing must be manually triggered. Ensure regular syncs to keep your backups up to date.