Responding to and submitting evidence

Use this task when you provide evidence for a record, whether you are the assigned respondent, an alternate respondent, or the owner responding on your own. It covers opening the request, adding response content and files, validating evidence with AI, delegating to another person, and submitting for review.

Opening and understanding the request

Start by reviewing the request context and supporting panels before you add evidence.

Request details and due dates

1. Open the record from the email link or the Assigned to me tab.

2. Review the description, scope dates, and due date.

When the owner sends an Evidence Record, notification emails are sent to assigned participants. This includes internal Diligent One users and non-Diligent One email recipients based on role and action, including respondent assignment, viewer (notifier) updates, delegation, and delegation revocation.

The first time you open the record, acknowledge the request before you begin working. The response area then becomes available.

For notification scenarios and message outcomes, see Notifications and system messages.

Reviewing record visibility by participant

Record appearance and available actions vary by participant role.

Participant	What appears in the record
Owner (requester)	Full record context, assignment controls, and review decision workflow.
Respondent	Request details, response area, attachments, Details, Activity Log, and Comments.
Alternate Respondent	Respondent workflow after delegation, including response entry, uploads, and collaboration tabs.
Viewer (notifier)	Read-only record visibility and conversation context without response submission actions.
Reviewer	Review context, comments, and decision actions during the Awaiting Review stage.

Details, Activity Log, and Comments tabs

Use the supporting panels to understand context and collaborate during your response.

• Details for record fields, assignments, due dates, and request scope

• Activity Log for full record history, including action type, time, and actor

• Comments for two-way communication among participants, including AI interaction with @Evidence Agent

Actions captured in Activity Log and Comments support auditability across owner, respondent, alternate respondent, viewer, and reviewer workflows. For complete collaboration and history behavior, see Managing access and collaborating on a record.

Providing a response

Add text and attachments that directly address the request.

Entering response text

Provide clear text that maps to the requested evidence outcome.

Uploading files

Attach supporting files and wait for the security scan and processing to finish. For more information on file uploads, see Per-upload batch limits.

Removing or replacing evidence before submission

Update your response text and attachments until the final submit action.

Autosave while you work

Autosave preserves your response text, uploaded documents, and AI conversation as you work.

• Autosave starts after 10 seconds of inactivity.

• The record shows Saving... while autosave is in progress.

• The record shows All changes saved. when it completes.

Validating evidence with AI

Use AI validation to check evidence completeness before you submit. Validation is available when the owner enabled AI Validation for the record.

AI validation and AI chat use the default deterministic system skill configured in AI settings. This built-in skill is system-generated and read-only in the current scope, so users cannot edit, delete, or modify it.

Validating your response

1. Add response text or upload evidence to enable Validate.

2. Select Validate.

3. Wait for the system to run validation against the submitted response and uploaded evidence.

4. Review the confidence outcome, provided evidence, missing evidence, and rationale.

Using validation results

Choose your next action based on the confidence result and your evidence quality requirements.

Action	When to use
Add More Evidence	Use when required evidence is missing, incomplete, or weakly supported.
Submit or Submit Anyways	Use when you decide the response is ready for owner or reviewer decision.

File extraction and supported formats

After you upload files, extraction behavior depends on whether AI Validation is enabled for the record. When AI validation is enabled, extracted file content is used during validation and AI chat assistance.

Common supported formats include TXT, LOG, DOC, DOCX, PDF, XLS, XLSX, PNG, JPG, JPEG, MSG, EML, PPT, and PPTX. In the extraction view, users can review extracted output and related extraction details where available before re-running validation.

For the complete file type and upload policy list, see File types, limits, and upload rules.

Delegating to another person

Delegate when the assigned respondent needs another person to provide evidence. Delegation is available only when the owner enabled Allow Delegation for the record.

Delegation scope

The owner sets the scope that controls the delegation for the respondent. Allow Delegation is on by default for records set to Allow Anyone to Respond.

• Allow Email Domains limits delegation to approved domains that you define.

• Allow Anyone to Respond allows broader delegation.

Delegating the request

1. Select Delegate.

2. Enter the delegate in Delegate Person (email or name). A Diligent One respondent can select the delegate by name or email. A non-Diligent One respondent must enter the delegate's email address.

3. Add an optional message so the alternate respondent understands the expected evidence.

4. Confirm the delegation.

Revoking delegation

Select Revoke Delegation when the alternate respondent's access should end. Revocation removes their access and invalidates their link, but any evidence they already submitted remains in the record.

Responding as the owner

Use self-response when you own a record and will provide the evidence directly.

1. Open the record and go to the distribution screen.

2. Select Providing evidence by myself.

3. Add response text and upload files that satisfy the request criteria.

Submitting your response

Submit only after your evidence is complete and processing checks finish. Submit becomes available when the required response inputs are present and valid.

1. Review your response text and files.

2. Confirm the processing status is complete.

3. Select Submit.

4. Confirm the record moves to Awaiting Review.

Resubmitting after a rejection

When a submission is rejected, the record returns to Awaiting Response and the respondent is notified with rejection comments and a new due date. Use the feedback to correct and resubmit the evidence.

• Open the record from the rejection notification or the Assigned to me tab.

• Review the rejection comments to understand what needs to change.

• Update your response text, replace or add files, and submit again.

• The record returns to Awaiting Review after resubmission.