What is Evidence required?
Some data points are only as good as the evidence behind them. Evidence required lets fund managers choose individual data points in a data request where portfolio companies must attach at least one file before they can submit an entry.
Portfolio companies can still save drafts without a file, so they can enter figures first and add evidence once it is ready.
Role capabilities
Fund managers: turn Evidence required on or off for each data point when creating or editing a data request.
Portfolio company users: see which data points require evidence and which fund requires it. They can save drafts without a file, but need to attach at least one file to submit.
How to require evidence on a new data request
Create a data request as usual.
At the Data point preview step, find the Evidence required column.
Turn on the switch for each data point where you want evidence to be mandatory. Every switch starts off.
Continue and launch the data request.
The switch only appears for data points that accept attachments. Data points that don't accept attachments show Not available in this column.
How to require evidence on an existing data request
Open the data request.
Go to Edit data point settings.
Turn on the Evidence required switch for the data points you want.
Save your changes.
Turning evidence on part-way through a collection affects entries in different ways:
Entries already submitted stay submitted, even if they have no file. The requirement applies the next time the entry is submitted.
Draft entries pick up the requirement straight away.
How to stop requiring evidence
Go to Edit data point settings, turn off the Evidence required switch and save. The requirement is removed straight away, and portfolio companies can submit entries for that data point without a file.
Submitting an entry that requires evidence (portfolio companies)
When a data point requires evidence, the Evidence section of the entry form shows a Required label, along with the name of the fund that requires it.
Enter your data as usual.
If you don't have your evidence yet, click Save draft. Drafts always save without a file. The save bar shows Attach evidence to submit this entry, and Submit this entry stays disabled.
Attach at least one file in the Evidence section.
Click Submit this entry.
If you try to submit without a file, you'll see: Attach at least one file to submit this entry. You can save it as a draft without one.
The Required label stays on the entry after you've attached a file and submitted, so you can see the fund still expects evidence if the entry is edited later.
Limitations
Evidence required can only be set for data points that accept attachments.
The requirement is set per data point, not per entity or per period. Once it's on, it applies to every entity and every period (monthly or quarterly) in that data request.
Evidence is checked when an entry is submitted through the entry form in KEY ESG. Entries submitted through the Public API, integrations and connectors aren't checked yet. Entries submitted through AI import already meet the requirement, because the source spreadsheet is attached to each entry.
Frequently asked questions
Can I save my work without attaching evidence?
Yes. You can always save an entry as a draft without a file. You only need a file to submit.
Why is the Submit button disabled?
The data point requires evidence and the entry has no file attached. Attach at least one file and the button becomes available.
We report to more than one fund manager. Whose rule applies?
If any data request covering that data point and reporting year requires evidence, you'll need to attach a file to submit. The entry form names the fund (or funds) that require it.
I turned the switch on, but some entries without evidence are still submitted. Why?
Entries that were already submitted aren't changed, so nothing drops out of your reports. The requirement applies the next time each of those entries is submitted.
Does turning the switch off affect entries that already have files?
No. Files already attached stay in place. Portfolio companies can submit future entries without one.
Best practices
Turn evidence on for the data points where you'll need proof at audit or review, such as renewable energy certificates, rather than for every data point.
Turn it on before launching a data request where you can, so portfolio companies know the requirement from the start.
Let portfolio companies know which data points require evidence when you launch the request, so they can gather files early.
If you have any further questions, please reach our team at support@keyesg.com