Creating and sending an evidence request

Create an Evidence Record when you need to collect evidence from another user or manage the request yourself.

This task explains how to enter request text, use semantic search to review the match-score list of similar records, and decide whether to request access to an existing record or continue with a new one. If no existing record satisfies your requirement, scope, or access needs, proceed to create, configure, and send a new Evidence Record.

Before you start

Confirm your role permissions and prepare the request details before you create the record.

Who can create a record

Only specific application roles can create Evidence Records.

• Evidence Admin

• Evidence Professional

What to prepare

Prepare the core fields so the request can move out of draft quickly.

• Record name and description. AI can populate these values, or you can enter them manually.

• Scope start and end dates

• Respondent details

• Label selections for required categories. Without filling the required category you cannot send the record to respondent but store the record in Draft state.

Starting a new record

Use the create flow to draft request details and check for reusable records.

Entering request text and searching existing records

Enter your request details, then review suggested matching records.

1. Select + Create new.

2. Enter the request text.

3. Review matching records returned by semantic search.

4. Select Continue if you need a new record.

Completing request details

Review the generated values, configure settings, and add required labels.

Name, description, and scope

Validate these generated or entered fields before you send - Name, Description, Evidence Scope Start Date, and Evidence Scope End Date.

Discoverable and downloadable settings

Decide the access behavior for search visibility and file download. New records default to AI Validation on, Discoverable on, and Downloadable on.

Discoverable is a separate permission that controls search and list visibility on its own. It is not granted by sharing a record or a deep link, and sharing does not change it.

Setting	Effect
Discoverable	Controls whether eligible users can find the record in search and list views.
Downloadable	Controls whether eligible users can download attached files.
AI Validation	The record-level toggle that controls whether AI is used during data collection and validation. It determines the following: - If Validate button appears. - If user can chat with the agent.

Required labels

Apply labels from required categories before you send the request.

1. Open the label selector.

2. Select labels for all required categories. Whether you can select a single label or multiple labels depends on the multi-select setting for each category.

3. Verify that category requirements are satisfied.

   For more information on label creation and how it works, see Configuring labels and categories.

Assigning participants

Assign the right participants so evidence collection and review run correctly. Each participant type has a specific responsibility.

Participant	Primary purpose
Respondent	Provides evidence and submits the response.
Alternate Respondent	Provides evidence after delegation.
Viewer	Has read-only visibility and awareness.
Reviewer	Reviews and decides whether to accept or reject the submitted evidence.

Assignment supports multiple recipient identities: Diligent One users and non-Diligent One email users.

Adding an internal respondent

Use platform user selection when the respondent is an internal user.

1. Open Set Distribution.

2. In Evidence Respondent, search and select the user.

Adding a non-Diligent One respondent

Use email assignment when the respondent is a non-Diligent One user outside the platform.

1. Enter the non-Diligent One user's email in Evidence Respondent.

2. Confirm the email address format is valid.

Adding a viewer

Use read-only participants when visibility is required without submission rights.

1. In Set Distribution, use To be notified (read only, Optional).

2. Select or enter the participant identity.

Assigning a reviewer

Assign a reviewer when the evidence submission requires independent evaluation before an accept or reject decision. A reviewer can assess the response and make a decision during the Awaiting Review stage.

• A reviewer must always be an internal Diligent One Platform user, not a non-Diligent One user.

• Reviewers are assigned from the distribution settings alongside the respondent and viewer.

• A record can have the owner and one or more reviewers with decision authority. The owner can also approve the Evidence Record.

• Assign a reviewer when governance or policy requires someone other than the owner to validate the evidence.

Saving or sending

Choose a draft when work is incomplete, or send when the assignment is ready.

Saving as a draft

Select Save as Draft to preserve in-progress details and return later.

Sending to the respondent and viewer

1. Confirm the respondent and any optional viewer are assigned.

2. Select Send.

3. Confirm the status moves to Awaiting Response.

Responding to your own request

Owners can provide evidence for their own records instead of assigning a respondent. Use self-response when you hold the evidence and do not need to collect it from another person.

• Select the self-response option in the distribution settings to designate yourself as the respondent.

• Add response text and upload supporting files directly.

• Assign a reviewer when your governance model requires independent validation of owner-submitted evidence.

• Evidence Owner is able to approve the Evidence Record.