Data library

The data library is a repository that lets users record additional information about entities, such as bank details, articles of association, or powers of attorney.

Your access to the data library depends on your user role and permissions as configured in classic Entities.

You can view the data library list in both the classic and modernized versions of Entities. In classic Entities, you can search, edit, and create data libraries, and view details. In the modernized version, you can browse data libraries in a streamlined table and quickly switch to classic Entities to view details or make changes.

Learn more about how data library works in each version.

Data library in classic Entities

Users can view data library items for all entities or a specific entity of their choice.

The Data Library option in the Global Banner enables users to access data library items for all entities.

Alternatively, users can view data library items for a specific entity by opening the entity record and selecting the Data Library option in the banner.

In the Data Library, users can view all records for all data library categories and types by selecting the All tab and choosing Search search icon . To view records for a specific category, select one of the available tabs. To view specific types of records, select one from the Type dropdown.

To view the full record, select the folder icon or select the summary of the item. To see a preview of the record, select the preview icon.

Data library in modernized Entities

In modernized Entities, you can browse all accessible data libraries in a single, streamlined table. From the Data library table, you can quickly access libraries in classic Entities to view details or make changes.

The data libraries you can view in modernized Entities depend on your permissions configured in classic Entities.

Note

You can view this information in modernized Entities and in classic Entities. To make changes to the data, use classic Entities. For more information about the two Entities experiences, see Modernized Entities.

View data library list in modernized Entities

Your access to the data library depends on your user role and permissions as configured in classic Entities.

Each column in the table includes options to autosize the current column, autosize all columns, or reset column widths to default.

To view the data library list in modernized Entities, navigate to Data library and use the following options:

Filter or Option	Description
Search	Enter a description or a related entity name to view the data library details from the table.
Filters	In the toolbar, select Filters. The Filters panel opens. From the Category list, select an option. In the Date and Reminder date fields, select a single date or select a start date and an end date to define a range. From the Record classification list, select one or more options, such as Current items, Pending items, Historical items, and Document properties. The panel includes the following actions: Cancel Closes the panel without changing filters. Reset Enabled only after filters are applied. Resets all filters to their default state and closes the panel. Confirm Applies the current filters settings to the table and closes the panel. Close (X) Closes the panel without saving changes.
Columns	Show or hide columns such as Category, Type, Reminder date, and Attachments. By default, Related entity and Summary columns are selected. Use the search field to find columns. Use the checkbox next to the search field to select or clear all columns and apply changes together. Reorder columns by selecting the  icon next to a column and dragging it to a new position in the list. Select Columns again to close the filter.
Rows	Choose to display 10, 25, or 50 rows. Use pagination controls to navigate between pages.

Sorting or ordering

Use multicolumn sorting on the Data library page to organize results by multiple fields in a defined priority order. Sort by any supported column, then press Shift and select additional columns to add secondary or tertiary sort levels. You can add as many sort columns as you need. For more information, refer to Sorting or ordering table columns.

Accessing Data library details page

The Data library details page shows information for a selected data library in Entities. View record details, related records, attachments, summary, comments, and more.

Note

The information visible on this page depends on your Access group membership and Data library permissions.

If a section is not visible, you may not have permission to view it.
If the page is not accessible, contact your administrator to request access.

Access the Data library details page from either of these locations:

Top-level list In modernized Entities, select Data library from the navigation menu.
Entity-level list On a company, individual, or partnership details page in modernized Entities, select the data library name.

Export Data library details page

Export a details page in modernized Entities to PDF to capture a copy of the record information displayed on the page.

Use the PDF export to:

Share record details with stakeholders.
Archive a point-in-time copy of a record.

To export, select Export from the toolbar on the details page.

When you open a data library details page from modernized Entities, the app checks the data library type for formula-based restrictions:

If the formula contains a value, you are redirected to classic Data library details.
If the formula does not contain any value, you are redirected to the modernized Data library details page.

Note

Some data library types that use formula-based access rules open in classic Entities even when you access them from a modernized Data library link.

The modernized Entities app displays relevant data libraries. Depending on your permissions, you can view records in the modernized or classic interface:

To open in the modernized interface (requires permissions): Select More > Open .
To open in the classic interface: Select More > View details . Use this option to make changes in the classic view.

To make changes to records, use the classic version.

Opening document details from Attachments

On the modernized Data library details page, the DocRef value in the Attachments table can open the related document details page directly.

DocRef link Select a DocRef value to open that document's details page.
Return navigation Use the Back button on the document details page to return to the Data library details page.

Note

The DocRef link is available only when the related feature configuration is enabled and you have permission to open document details pages.

Using the kebab menu in Attachments

On the modernized Data library details page, the kebab menu in the Attachments table provides quick access to document actions.

AI summary column The AI summary column appears after Name in the Attachments table. It follows the same summary statuses and actions as the Documents page.
Preview document Select to open supported file types in a side panel for non-VIZ files. Available only when the file type supports preview and your organization has enabled this feature.
Download document Select to download or open a non-VIZ file. Not available for eFiles or files restricted by access rules.
Open chart Select to open a VIZ file in a separate browser tab. Available only for VIZ-type documents.
View document details Select to open the document details page. Available when the feature is enabled and the document is not subject to formula-based access restrictions.
View document details in classic Select to open the document in the classic interface. Available for documents subject to formula-based access rules.
Open AI summary Select to view a completed AI summary of the document. Available when summaries are enabled and a completed summary exists.
Summarize Select to generate an AI summary of the document. Available for PDF, Word, and Rich Text documents when summaries are enabled and no summary is in progress.

Note

Menu options depend on document type, file permissions, your access level, and your organization's configuration. Some options may not appear if they are not applicable or you do not have permission.

Opening entity details from QuickRef fields

On the modernized Data library details page, QuickRef user-defined field values can open related entity details pages.

QuickRef link Select a QuickRef user-defined field value to open the related entity details page when that entity type has a supported modernized details page and you have access.
When no link appears If the related entity details page is not available for that entity type or your access is limited, the QuickRef user-defined field value appears as plain text.