Creating and sending an evidence request

Create an Evidence Record when you need to collect evidence from another user or manage the request yourself. The create flow uses a three-step wizard: define the evidence request, configure record details, and set distribution before sending.

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 the respondent, but you can store the record in the Draft state.

Step 1 — Defining the evidence request

Enter request details and check for reusable records before creating a new one.

1. Select + Create new.

2. In the Description field, enter the criterion for the Evidence Record.

3. (Optional) Select Check for duplication to review matching records returned by semantic search.
   If an existing record satisfies your requirement and access model, you can request access to that record instead of creating a new one.

4. Select Continue to proceed to record details.

Step 2 — Configuring record details

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

Name, description, and scope

The Name field is pre-populated from the description you entered in step 1. Validate or update Name, Description, Evidence scope start date, and Evidence scope end date before proceeding.

AI validation

The AI validation toggle is on by default. AI validates the submitted evidence, presents the findings for respondent correction prior to final submission, and calculates a confidence level. This toggle determines the following:

• Whether the Validate button appears for the respondent.

• Whether participants can chat with the AI agent in Comments.

Labels

Apply labels from required categories before you send the request.

1. In the Labels dropdown, 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.

2. Verify that category requirements are satisfied.

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

Discoverable and Downloadable settings

Decide the access behavior for search visibility and file download. New records default to 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.

For more information, see Creating and editing labels.

Saving as a draft or proceeding

Select Save as draft to preserve in-progress details and return later. Select Set distribution to proceed to Step 3.

Step 3 — Setting distribution and sending

Configure the collection due date, choose a distribution scenario, assign participants, and send the request.

Collection due date

Set the Collection due date to define when the evidence response is expected. This date is communicated to the respondent.

Choosing a distribution scenario

Select a distribution scenario to determine how evidence is collected.

Scenario	Use when
Sending out for evidence (default selection)	You need to collect evidence from another user. This is the default. You assign a respondent, optional viewers, and a reviewer.
Providing evidence by myself	You hold the evidence and do not need to collect it from another person. You upload files and enter response text directly. For more information, see Providing Evidence yourself.

Assigning participants

When Sending out for evidence is selected, assign 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. Multiple Diligent One user or user groups can be assigned. A non-Diligent One user cannot be assigned with this role.
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 a respondent

In Email of the Evidence Respondent, search and select an internal Diligent One user, or enter the email address of a non-Diligent One user.

Adding further participants

In Further participants (read only, optional), search and select or enter additional participant identities. These participants receive read-only visibility.

Configuring delegation

The Allow delegation toggle is on by default. When enabled, the respondent can delegate the request to an alternate respondent. Use the Delegation scope dropdown to control who the respondent can delegate to.

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.

• 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.

Enabling Jira integration

If your Evidence Admin has configured a Jira connection, you can enable Jira integration for the record by selecting a space in the Jira Space dropdown. When a Jira space is enabled for a record, notifications switch from standard email communication to Jira comments, and a Jira ticket is created when the invite is sent.

You can change the Jira space after the record is created. Changing the space on a record that already has a linked Jira ticket creates a new ticket in the newly selected space. The existing ticket in the previous space is retained.

For connection setup and status mapping details, see Configuring Jira integration.

Sharing the record URL

The Unique URL of the Evidence Record field displays the direct link to the record. Select Copy URL to copy the link for sharing.

Sending the invite

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

2. Select Send invite.

3. Confirm the status moves to Awaiting Response.

Providing evidence yourself

When Providing evidence by myself is selected, the participants section is replaced with an evidence upload area.

1. Drag files into the upload area or select select files to upload. For supported file types and size limits, see File types, limits, and upload rules.

2. (Optional) Enter additional evidence text in Write or copy-paste further evidence.

3. Select Submit.

Assign a reviewer when your governance model requires independent validation of owner-submitted evidence. The owner can also approve the Evidence Record.