Adding documents and folders | DealCentre

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Applies to: Advisors and sellers
 

You can add documents and folders to either the internal or preparation area of the deal. The internal documents tab is for documents such as teasers and pitch decks that will be sent to potential buyers. This area is available only to advisors. The preparation area is where you prepare the documents that will eventually be moved to a live deal. This area is available to both advisors and sellers. Both areas work in the same way.

When you have finished preparing the documents, you push them to the diligence area, where you can apply permissions. For more information, see Moving documents to diligence and applying permissions

Icons_Approved.svg How to add documents and folders

Add a single folder

  1. In the Deal List, click the deal to which you want to add folders.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. Click Create Folder.
  5. Enter the name of the folder and click Create.

Add folders in bulk

  1. In the Deal List, click the deal to which you want to add folders.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. Click Add Document.
  5. Drag and drop the files into the dialog box.
  6. Click Upload.

Add documents

When you upload documents to a deal, DealCentre scans them for issues that could prevent users from viewing documents, including viruses, damage to files (corruption), third-party encryption and so on. Finding errors early means fewer headaches for you and a smoother experience for deal participants.

  1. In the Deal List, click the deal to which you want to add documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. Click the folder to which you want to add documents.
  5. Click Add Document.
  6. Drag and drop files into the Upload Documents dialog box, or click Select Files to locate files.
  7. Click Upload. As the documents are uploaded, they will be scanned for issues that may prevent users from accessing them later. These issues can include viruses, third-party passwords, damaged files and the like. If issues are found, you will be alerted. Click on the Attention Needed option on the left side of the screen to see the affected documents and the errors that were found. For more information, see Fixing documents that need attention.
  8. (Optional.) To view a document in the browser window, click on it. Click the X in the top right to exit the viewer screen.

Add documents using an upload link

If you have received a request for documents and an upload link, complete the following steps.

  1. Either click on the link provided to you or paste it into a browser.
  2. Enter your email address and click Next. (You do not need to enter a password.)
  3. Drag the requested documents to the upload area or click Select Files to find the documents.
  4. Click Upload.
  5. If you want to upload additional documents, click Upload More Documents and select the documents you want. When you have finished uploading documents, you can close the browser tab.

Add and update watermarks on deal documents

  1. In the Deal List, click the deal for which you want to add watermarks.
  2. Click the Settings tab.
  3. Click Watermarks in the panel on the left side of the screen.
  4. Click Edit.
  5. Make whatever changes you wish to make. The image on the right side of the screen is updated as you make changes, letting you see what your changes will look like on actual documents.
  6. Click Save.

Moving documents

  1. In the Deal List, click the deal in which you want to move documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. Select the document(s) or folders(s) that you want to move. Note that you cannot move an empty folder.
  5. In the internal documents area, click Move. In the preparation area, from the three dots menu, select Move.
  6. Select the location to which you want to move the documents or folders.
  7. Select the folder.
  8. Click Move.

Download documents

  1. In the Deal List, click the deal from which you want to download documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. In the Actions column of the document you want to download, click the download icon.

View documents

  1. In the Deal List, click the deal in which you want to view documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. Click the document that you want to view. The document is opened in the browser window.

Rename documents

  1. In the Deal List, click the deal to in which you want to rename documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. In the Actions column of the row of the document you want to rename, click the three dots menu and select Rename.
  5. Enter the new name and click Rename.

Replace documents

  1. In the Deal List, click the deal in which you want to replace documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. In the Actions column of the row of the document you want to replace, click the three dots menu and select Replace.
  5. Click Select.
  6. Navigate to the file you want to replace the existing file and click Open
  7. Click Replace.

Delete documents

  1. In the Deal List, click the deal from which you want to delete documents.
  2. Click the Documents tab.
  3. Click Internal or Preparation area.
  4. Select the documents you want to delete.
  5. Click Delete.
  6. Click Delete to confirm.

Icons_Approved.svg How to manage upload links

Create document request upload links

An upload link provides a single secure and simple collection method for your clients to upload documents.  An upload link is created in the preparation area. You can then send it to your clients so they can upload the documents you are requesting without logging in to the VDR. When they click on the link, all they have to do is enter their email address and begin uploading documents.

Only users to which you have given access can use the link to upload documents. Users are identified by their email addresses. You can set an expiration date after which the link will no longer be available. The default expiration is 30 days after it has been created. You can also delete links when you no longer need them.

  1. From the Deal List, select the deal for which you want to create a link.
  2. Click the Documents tab.
  3. Click Preparation Area.
  4. Use one of the following options to access the Create Upload Link dialog box: 
    • To create an upload link to add files to the top-level of the Preparation area, click the three dots menu and select Create Upload Link.
    • To create an upload link to add files to a particular folder, in the Actions column of the folder row, click the three dots menu and select Create Upload Link.
  5. In the Expiration field, select the date that the link will expire. The default is 30 days after the link is created.
  6. In the Restrict upload to specified email addresses field, enter the email addresses of the users that you want to be able to upload documents.
  7. Click Create Link.
  8. Select one of the following options:
    • To copy the link to the clipboard, click the Copy icon. You can paste this link in an email to the users that you want to begin uploading documents along with the list of documents that you want them to provide.
    • To see what the link looks like and optionally add documents, click View Link. In the Email address field, enter your email address and click Next. The Upload Requested Documents screen is displayed. You can drag and drop documents or select files to upload. 
    • To exit the screen, click Close.

Edit or delete an upload link

  1. From the Deal List, select the deal for which you want to create a link.
  2. Click the Documents tab.
  3. Click Preparation Area.
  4. Either click Upload Link or the three dots menu and select Edit Upload Link.
  5. To expire the link, click Expire Link.
  6. To change the users that can use this link to upload files, in the Restrict upload to specified email addresses field, enter the emails of the users that you want to have access and click Update Link.
  7. To delete the link, click Delete Link and click Delete to confirm.

Copy the upload link after it is created

  1. From the Deal List, select the deal for which you want to create a link.
  2. Click the Documents tab.
  3. Click Preparation Area.
  4. Click Upload Link or the three dots menu and click Copy Upload Link.

Icons_Approved.svg How to view AI Insights for a document

View AI Insights

AI Insights analyzes a document and displays the categories to which it belongs, document keywords, and document summary, and whether any sensitive information was found that you might want to redact. AI Insights can be viewed from the document preparation area.

  1.  From the Deal List, select the deal for which you want to create a link.
  2. Click the Documents tab.
  3. Click Preparation Area.
  4. Click the View AI Insights icon next to the document name. The AI Insights panel slides out from the right.
  5. (Optional.) Choose one of the following actions:
    • To download the document, click the download button at the top.
    • To view AI Insights for the next or previous document click the left or right arrow.
    • To open the document in the viewer, click the document name.
    • To redact the document, click Open for Redaction.

Additional information

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