Working with internal documents | DealCentre AI

  • Updated

Applies to: Deal Administrators
 

This article explains how to work with internal documents in DealCentre AI.

The internal documents tab is for uploading documents such as teasers, pitch decks, NDAs and so on, that will be sent to potential buyers. This area is available only to deal team members and can be considered as a restricted shared drive exclusive to them. Documents added to this area cannot be moved to the preparation or diligence areas.

Video - Internal deal documents in DealCentre AI

In this video tutorial, learn how to use and manage internal documents.

Icons_Approved.svg How to add documents and folders

You can add a single folder, add folders in bulk, add documents, and manage documents in the Marketing area.

Add a single folder

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click Create Folder.
  6. Enter the name of the folder and click Create.

Add folders in bulk

Adding folders in bulk is useful for adding folders, including empty folders, and documents that you have organized locally on your computer.

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click Upload. Select one of the following options.
  6.  
    • Drag and drop the folders into the dialog box. This option supports entire folder structures, including empty folders, ensuring nothing is missed.
    • Click Select Files to upload using file explorer. This option only allows you to select files.
    • Click Select Folder to upload using file explorer. This option only allows you to select folders.
  7. Click Upload.

Note: You can also drag and drop documents in the Internal Documents tab without clicking the Upload button.

Add documents

When you upload documents to a deal, DealCentre AI 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.

You can upload documents up to a maximum supported size of 15GB.

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click the folder to which you want to add documents.
  6. Click Add Document.
  7. Drag and drop files into the Upload Documents dialog box or click Select Files to locate files.
  8. 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. 
  9. (Optional.) To view a document in the browser window, click on it. Click the x in the top right to exit the viewer screen.

Note: You can also drag and drop documents in the Internal Documents tab without clicking the Upload button.

Move documents

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Select the document(s) or folders(s) that you want to move. Note that you cannot move an empty folder.
  6. Click Move. 
  7. Select the location to which you want to move the documents or folders.
  8. Select the folder.
  9. Click Move.

Copy folders and documents

You can copy documents and folders across deals. However, you can copy items only between deals in the same region.

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Select the document(s) or folders(s) that you want to copy.
  6. Click Copy. 
  7. Select the deal where you want to copy the documents or folders.
  8. Select the area - Internal or Preparation.
  9. Click Select a folder and choose the destination folder.
  10. Click Copy.

Note: 

  • Copied folders and documents inherit the permissions of the destination folder.
  • If the destination is in Diligence, copied documents and folders are not automatically available. You must push them to Diligence to make them accessible.

Rename documents and folders in bulk

Deal team members can rename documents multiple documents and folders at once using an Excel spreadsheet template. You can rename up to 20k items at once.

Prepare your bulk rename template

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click the three dots menu at the top-right of the screen and select Rename Documents & Folders.
  6. Click documents template.
  7. Open the template and update values in the New Name (After Changes) column only.
  8. Save the file in .xlsx or .xls format.

Import the rename file

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click the three dots menu at the top-right of the screen and select Rename Documents & Folders.
  6. Click Upload Template.
  7. Select your updated bulk rename template from your device and click Open.
  8. Review the updated names in the list.
  9. (Optional.) Edit names directly or remove items you do not want to rename.
  10. Click Rename.

Reorder folders and documents

You can reorder documents and folders by dragging and dropping them to a new spot within the same parent folder. Note that you cannot move files between folders using drag and drop. See moving documents above.

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click the handle icon to the left of the checkbox for a document or folder and drag it to its new location.

Delete documents

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Select the documents you want to delete.
  6. Click Delete.
  7. Click Delete to confirm.

Replace documents

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. In the Actions column of the row for the document you want to replace, click the three dots menu and select Replace.
  6. Click Select.
  7. Navigate to the file you want to replace the existing file and click Open. 
  8. Click Replace.

Rename documents

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. In the Actions column of the row of the document you want to rename, click the three dots menu and select Rename.
  6. Enter the new name and click Rename.

View documents that need attention

When you upload documents, the system scans them for issues that may prevent you from accessing them later. These issues can include viruses, third-party passwords, and damaged files. If the system finds issues, it alerts you.

Some issues may not be important to you. You can choose to ignore these documents. Ignored documents no longer appear in the Attention Needed filter view. Documents that contain viruses, corrupted documents and empty documents (those that are 0 bytes in size) cannot be ignored. These documents must be replaced.

Deal administrators can group documents by specific error types using the Error type filter in the Attention Needed grid.

 For more information about specific file errors and how to resolve them, see Documents that need attention.

  1. Click the DealCentre AI icon DCAI product icon.png in the upper left corner of the screen to display the deals list.
  2. Select the deal that you want.
  3. Click the Marketing icon DCAI marketing icon.png on the left side of the screen.
  4. Click the Internal Documents tab at the top of the screen.
  5. Click the Attention Needed quick filter on the left side of the screen.
  6. (Optional.) To display the Error column, select Columns on the right side of the screen, then select Error.
  7. (Optional.) To filter documents by error types, click the Filter icon in the Error column header, select the error type, and then select Apply. 
  8. (Optional.) To ignore documents with issues:
    • Select the documents you want to ignore.
    • Click the three-dot menu and select Ignore.  When the confirmation message appears, click Ignore.

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