Working with documents in preparation | DealCentre AI

Use these steps to add folders and documents to a new deal. If you have begun adding folders and documents to the deal already, see How to add documents and folders to add more content to the preparation area.

You have three options for adding documents and folders to a new deal:

1. Import folders structure and document requests

   If the sellers have the documents, you can use a spreadsheet to import a folder structure and document requests that will be sent to the members of the seller team that you specify.

   1. From within Preparation, click Documents.
   2. Click Import Folders and Document Requests.
   3. Download the spreadsheet template. We recommend that you use this template to create your import file; if you want to create your own file, use the template as a guide to ensure an error-free import. 
   4. Import the complete file. Note: The Import Folders and Document Requests option is available before any folders or documents are added to the deal. If folders and documents already exist, the option no longer appears. 

2. Upload folder structures

   1. From within Preparation, click Documents.
   2. Click Upload. Select one of the following options:
      • Drag and drop the folders into the dialog box. This option supports entire folder structures, including the folders' contents and empty folders, ensuring nothing is missed. 
      • Click Select Folder to upload using file explorer. This option only allows you to select folders. 
      • (Optional.) Click Select Files to upload using file explorer. This option only allows you to select files. 

3. Create folders manually

   1. From within Preparation, click Documents.
   2. Click Create Folder.
   3. Enter the folder name.
   4. Click Create.

1. From within Preparation, click Documents.

2.  Click Create Folder.

3. Enter the name of the folder and click Create.

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

1. From within Preparation, click Documents.
2. Click Upload. Select one of the following options:
   • Drag and drop the folders into the dialog box. This option supports entire folder structures, including the folders' contents and empty folders, ensuring nothing is missed. 
   • Click Select Folder to upload using file explorer. This option only allows you to select folders. 
3. A dialog box is displayed where you can expand folders to see what is included in them and remove files and folders that you do not want to include by clicking the trashcan icon.

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. This enables you to find and fix errors for all documents that deal participants need to access.

1. From within Preparation, click Documents.
2. Click the folder to which you want to add documents or drop the documents in the top level outside of any folders.
3. Click Upload. Select one of the following options:
   • Drag and drop the files and folders into the dialog box. This option supports entire folder structures, including empty folders, ensuring nothing is missed. 
   • Click Select File to upload using file explorer. This option only allows you to select files. 
4. A dialog box is displayed where you can view the selected files, and remove files that you do not want to include by clicking the trashcan icon.
5. Click Upload. As the documents scanned for issues that may prevent users from accessing them later. These issues can include viruses, third-party passwords, and damaged files.
6.  If issues are found during upload, 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. 
7. (Optional.) To view a document in the browser window, click on it. Click the X in the top right to exit the viewer screen.

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.

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. From within Preparation, click Documents.
2. Click the Attention Needed quick filter on the left side of the screen.
3. (Optional.) To display the Error column, select Columns on the right side of the screen, then select Error.
4. (Optional.) To filter documents by error types, click the Filter icon in the Error column header, select the error type, and then select Apply. 
5. (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.

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 in the upper left corner of the screen to display the deals list.
2. Select the deal that you want.
3. Click the Preparation icon on the left side of the screen.
4. Click the 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. Click Select a folder and choose the destination folder.
9. 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.

Deal administrators can move documents. Moving documents means placing documents or subfolders out of their current parent folder into a new parent folder. This is different from reordering, which only changes their position within the same folder.

1. From within Preparation, click Documents.
2. If you want to move documents that are in the Diligence area, you must remove them from the Diligence area, move them in the Preparation area, and then push them back to the Diligence area.
3. Select the document(s) or folders(s) that you want to move. 
4. In the internal documents area, click Move. In the preparation area, from the three dots menu in the Actions column, select Move.
5. Select the location to which you want to move the documents or folders.
6. Select the folder.
7. Click Move.

Deal administrators can reorder folders and documents. You can reorder documents and folders by dragging and dropping them to a new spot within the same parent folder. Changes in the file order made in preparation will be reflected in the diligence area.

Note: You cannot move files between folders using drag and drop. See moving documents above. 

1. From within Preparation, click Documents.
2. Click the handle icon to the left of the checkbox for a document or folder and drag it to its new location.

Deal administrators can delete documents and folders. When you delete documents, they are sent to the recycle bin. If they have been pushed to diligence, they will also be removed from diligence. Deleted documents can be viewed by clicking the Deleted Documents quick filter to the left of the documents list. Deleted documents can be restored to preparation or deleted forever, at which point they will no longer be recoverable.

1. From within Preparation, click Documents.
2. Select the documents and folders that you want to delete.
3. Click Delete.
   • If you are deleting a document or folder that is in diligence, a message is displayed. If you click Delete, the document or folder is removed from diligence.
   • A message is also displayed if you are deleting a folder that has an associated document request. If you click Delete, the document request is set to expired and will point to the root folder.
4. Click Delete to confirm.
5. (Optional.) To permanently delete the document, navigate to Deleted Documents, select the document and click Delete Forever then click Delete to confirm.

1. From within Preparation, click Documents.
2. Select the Deleted Documents, option on the left side of the screen.

3. Select the document or folder you want to restore, and click Restore to Preparation.

   If a folder has documents in it, both the folder and the documents it contains are restored. To restore only one or some of the documents that were located in a deleted folder, select just those documents to be restored, and the parent folder will be restored with them.

1. From within Preparation, click Documents.
2. In the Actions column for the document for which you want to generate the report, click the three dots menu, and select Create Access Report. The access report is created as a Microsoft Excel file and is downloaded to your downloads folder.

Deal team members or sellers can replace documents in the Preparation area.

1. From within Preparation, click Documents.
2. In the Actions column of the row of the document you want to replace, click the three dots menu and select Replace.
3. Click Select File.
4. Navigate to the file you want to replace the existing file and click Open. 
5. Click Replace.

Deal team members or sellers can rename documents.

1. From within Preparation, click Documents.
2. Click the three dots menu in the Actions column of the row of the document you want to rename.
3. Select Rename.
4. Enter the new name and click Rename.

Deal team members or sellers 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. From within Preparation, click Documents.
2. Click the three dots menu at the top-right of the screen and select Rename Documents & Folders.
3. Click documents template.
4. Open the template and update values in the New Name (After Changes) column only.
5. Save the file in .xlsx or .xls format.

Import the rename file

1. From within Preparation, click Documents.
2. Click the three dots menu at the top-right of the screen and select Rename Documents & Folders.
3. Click Upload Template.
4. Select your updated bulk rename template from your device and click Open.
5. Review the updated names in the list.
6. (Optional.) Edit names directly or remove items you do not want to rename.
7. Click Rename.

You can download documents individually or in bulk up to 256MB. If you are part of a seller group, your group must be permissioned to allow bulk download. 

1. From within Preparation, click Documents.
2. To download an individual document, In the Actions column of the document you want to download, click the download icon.
3. To download more than one document, select the documents, then select Download in the menu bar.

You can see file and folder details before acting on a deal. With the document properties panel, you can view details to track changes, identify who added or modified content, and manage storage based on file size and type.

The following details are shown in the document properties panel on the right side of the screen:

• If you selected a folder, you see: Folder ID, Folder Location, Added By, Added On, Last Modified By, and Modified On.
• If you selected a document, you see: Size (KB), File Type, Document ID, Folder Location, Added By, Added On, Last Modified By, and Modified On.

1. From within Preparation or Diligence , select Documents.
2. In the Actions column of the row of the folder or document you want to check, click the three dots menu.
3. Select Document Properties.