Documents

You can upload documents to several locations in Diligent Entidades. To find out how to work with documents in Entidades, 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 DiligentEntidades.

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

AI Document Summary

If your organization has signed up for AI features in Entidades, you can use AI to summarise documents available in Entidades. 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.

Sala de datos

Puede enviar documentos de forma fácil y segura directamente desde DiligentEntidades a una sala o carpeta especificada dentro de la Sala de datos (anteriormente Uso compartido seguro de archivos). Sala de datos utiliza funciones de seguridad especialmente diseñadas para permitir el intercambio seguro de información confidencial de Entidades con partes externas, como auditores, reguladores o terceros.

Documents in modernized Entidades

En la experiencia de Entidades modernizada, la página de la lista principal de Documentos muestra todos los documentos en una vista de tabla. Puede navegar, buscar, filtrar y descargar documentos desde un solo lugar. Ahora puede ver documentos relacionados con una entidad en la pestaña Documentos dentro del registro de la entidad.

Los menús y las páginas de la lista de Documentos en la versión modernizada de Entidades solo aparecen para los usuarios que tienen acceso a al menos una de las siguientes áreas de documentos: Documentos de trabajo, Almacén de documentos, Bibliotecas de datos y Documentos de archivo electrónico eliminados. Si no tiene acceso a ninguna de estas áreas, el elemento del menú principal Documentos y la página de la lista estarán ocultos. Comuníquese con su administrador para obtener acceso.

Accessing document details page

To view document details, preview documents, or download documents, follow these steps:

1. In modernized Entidades, 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.

       When you enter search text that matches any part of your name, the Me option appears in the results.

     • 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 the More option for the document you want to view, then select View document details.

   The document details page opens. This page shows information about the selected document. To view this page, you must have the appropriate permissions. If you cannot access it, contact your administrator. The page contains the following sections: Document for, Document details, Document properties, Form details, and Document history. You can expand or collapse each section to view its content.

   • On the document details page, select Preview to open the current document in a side panel.

     Note

     The Preview action appears only when document preview is enabled for your organization and the document supports preview.

   • On the document details page, select Download to download or open the current document.

     Note

     The Download action is available only for supported document types and based on your permissions.

   Note

   Some documents are linked to Data library records with additional access restrictions, for example, formula-based access rules or rules that restrict access to the assigned user only. When these restrictions apply, you may be redirected to the classic version of the document details page.

   If the security rules prevent you from viewing a document, for example, because the document is assigned to a different user, the details link and menu option will not be available. If you enter a direct URL, a page indicating you do not have access will display instead.

   What you can see depends on your permissions and the security configuration of the related data library record. If you need access to a document, contact your administrator.

   If a beta mention appears on the document details page, select Manage in classic Entities to open the same document in classic document details. For more information, see Navigating to classic Entidades from modernized version.

   The beta mention does not include a dismiss option.

   Export document details page

   Exporte una página de detalles en la versión modernizada de Entidades a PDF para capturar una copia de la información del registro que se muestra en la página.

   Utilice la exportación de PDF para realizar lo siguiente:

   • Compartir los detalles del registro con las partes interesadas.

   • Archivar una copia puntual de un registro.

   Para exportar, seleccione Exportar en la barra de herramientas de la página de detalles.

4. To preview a document, select Preview in the document row, or select the kebab menu and choose Preview document.

   The document preview opens in a side panel. If document preview is not enabled for your organization, the preview controls do not appear.

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

   Note

   Selecting the description of an e-fileable document of type Form in the modernized UI opens the classic version, where you can download the document.

6. 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.

AI summary for a document

Generate document summaries from the Documents page or from a document details page in modernized Entidades. For more information, see AI document summary in modernized Entidades .