Viewing deal documents and exporting document lists | DealCentre AI

Applies to: Deal administrators

You can view documents that have been shared with you in the browser. Use the procedure below to view documents or click the View Documents link in the email notification that was sent to you when new documents have been permissioned to you.

Supported document types

The following document types can be opened:

• PDF formats: PDF
• Microsoft Office: DOC, .DOCX, XLS, XLSX, PPT and PPTX
• CAD formats: DWG, DWF, DXF, DGN
• Document formats: TXT
• Image formats: BMP, JPG, and PNG 

If you try to open any other type of file, a message is displayed, and you will need to download the file and open it locally.

How to open internal documents

1. Display the deal you want to work with.

   If you are viewing another deal, click the DealCentre AI icon in the upper left corner of the screen to display the deals list. Select the deal you want.

2. Click the Marketing icon on the left side of the screen.

   click the Internal Documents tab at the top of the screen.

3. To download an individual document, in the Actions column for the document, click the download icon.
4. To download more than one document, select the documents, then from the three dots menu, click Download.

5. If your download is larger than 1GB, the Download Documents dialog box appears. Select whether to append index numbers to downloaded files. Appending index numbers keeps the folder structure intact. If index numbers are not appended, files and folders may be reordered alphanumerically by the file explorer window on your computer.

   If you are downloading files/folders with paths that exceed the Windows path limit, DealCentre AI will shorten the folder paths to ensure that you can open the documents on your Windows computer. If you do not want to shorten the folder paths, click Do not shorten folder paths.

6. Click Download.

How to open documents in the preparation area

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.
2. Select the deal you want.
3. Click the Preparation icon on the left side of the screen. The Documents tab should be displayed.
4. Locate the document that you want to view. You can use search and filter tools to locate the document. Use the Search field to find documents by file or folder name, index number, or the added by name. Use the Filter icon at the top of each column to filter the documents list using the contents of that column. You can apply filters to multiple columns.
5. Click the document name to open the document in the online viewer. To open the document in a new tab, select Open in New Tab from the three dots menu. If you are opening a password-protected document, you will be asked to enter the password.
6. Click the X in the upper right corner to exit the viewer.

How to open documents in the diligence area

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.
2. Select the deal you want.
3. Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.
4. Locate the document that you want to view. You can use search and filter tools to locate the document. Use the Search field to find documents by file or folder name, index number, or the added by name. Use the Filter icon at the top of each column to filter the documents list using the contents of that column. You can apply filters to multiple columns.
5. Click the document name to open the document in the online viewer. To open the document in a new tab, either select Open in New Tab from the three dots menu (advisors and sellers) or click the Open in New Tab icon in the Actions column (buyers).  If you are opening a password-protected document, you will be asked to enter the password.
6. Click the X in the upper right corner to exit the viewer.

Options in the online document viewer

The online document viewer has the following options.

• Documents toggle - Lets you show or hide the list of documents.
• Search - Displays the search panel for searching the document. The search results are listed in the left panel. Click a result to navigate to that location in the document.
• Quick Access Panel toggle - When selected, visually displays the pages so you can scroll through them and click the page you want to view.
• View Controls - Lets you select how to transition pages, the page orientation and layout.
• Scroll Document - Lets you scroll through the document.
• Select - Lets you select text and copy it to the clipboard.
• Zoom In - Makes the page larger so you can magnify the page.
• Zoom Out - Makes the page smaller so you can see more of the page.
• Fit to page - Resizes the document to fit the width of the online viewer.
• Download - Downloads the document.
• Ask Link - Lets you ask questions and get answers related to the content in this document. To widen the search to include all documents, deselect the Chat only about this document option.  For more information about using Ask Link, see Using AI to answer questions about documents.
• Redaction toggle - Lets you redact the document based on AI recommendations or by manually selecting items to redact. 

How to export the document list

You can export a list of documents to which you have access. You can export the list from the internal, preparation, and diligence areas. The export Microsoft Excel spreadsheet will have a separate tab for each area listing the documents you can access.

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

   Select the deal you want.

2. Display the documents list that has the documents you want to download.

   To display internal documents: Click the Marketing icon on the left side of the screen. then click the Internal Documents tab at the top of the screen.

   To display documents in the preparation area: Click the Preparation icon on the left side of the screen. The Documents tab should be displayed.

   To display documents in the diligence area: Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.

3. From the three dots menu, click Export Document List.

Or:

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

   Select the deal you want.

2. Click the Analytics icon on the left side of the screen.
3. In the Reports view, select Standard Reports, then click the Export button next to Documents List.