Documents

You can upload documents to several locations in Diligent Entities. To find out how to work with documents in Entities, see Managing documents.

Document templates

Document templates are files that you can prepopulate with frequently used data fields and categories in order to save time when you start creating new documents. Templates enforce wording, formatting and layout across letters, minutes, reports and all other documents (typically in Microsoft Word) that are automatically generated in DiligentEntities.

To learn more about working with templates, go to Document Templates.

AI Document Summary

If your organization has signed up for AI features in Entities, you can use AI to summarise documents available in Entities. To find out more, go to AI Document Summary.

Data Library

You can also upload and store documents in Data Library. To find out more about this functionality, go to Data Library.

Data Room

You can send documents easily and securely directly from DiligentEntities into a specified room or folder within Data Room (previously Secure File Sharing). Data Room uses specially designed security features to allow for the secure sharing of sensitive information from Entities with external parties such as auditors, regulators or third parties.

Documents in modernized Entities

The Documents top‑level list page in the modernized Entities experience shows all documents in a table view. You can browse, search, filter, and download the from one place. You can also view documents related to an entity in the Documents tab inside the entity record. Each column in the table includes options to autosize the current column, autosize all columns, or reset column widths to default.

The Documents menus and list pages in modernized Entities appear only for users who have access to at least one of the following document areas: Working documents, Document store, Data libraries, and Deleted e-filing documents. If you do not have access to any of these areas, the Documents main menu item and the list page are hidden. To request access, contact your administrator.

Accessing Documents

Follow these steps to view document details:

1. In modernized Entities, select Documents.
   You can also open an entity record and select the Documents tab.

2. Use the following options to filter and customize the view:

   • Search Directly search for information about the document.

   • Filters Use the following filters to view document details:

     • Where from Use this filter to view all documents, working documents, document store, data libraries, and deleted efiling documents that you have access to.

       Note

       • The Where from drop-down list appears only if you have access to more than one document source (for example, both Working documents and Document store).

       • If you have access to only one source, the drop-down list is hidden, and the Documents tab is renamed to match that source, such as Working documents, Document store, Data library, or Deleted efiling documents.

     • Production date Use this filter to view the list of documents produced on a specified time period. Available options include Today, 1 week, 2 weeks up to 12 weeks. By default, the Production date filter shows Select, indicating that no filter is applied. The Reset control clears the Production date filter and returns it to Select.

     • Checked out by Use this filter to see documents you currently have checked out (Me (<your first and last name>), documents that are available for editing (No one), or documents checked out by a specific colleague by selecting their name from the user list.

     • Clear all Use this control to remove all active filters and return the entity-level documents list to its default view, based on your permissions and the entity context.

   • Columns Use this option to customize the look of the table. For more information, refer to Columns.

   • Sorting or ordering Use multicolumn sorting on the Documents 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.

3. Select a Docref or Description cell to view the entity details.

   The details page shows the document information for the selected entity.

4. To download a document, select the kebab menu for the row and choose Download; alternatively, select the Description value in the row.

5. Select the Related entity value in a document row to open the entity’s details page in a new view. If you don’t have access to the entity, or if the document has no related entity, the Related entity cell is not clickable or appears empty.