Documents

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

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

AI Document Summary

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

数据室

您可以轻松、安全地将文档直接从 Diligent实体 发送到 数据室（以前称为安全文件共享）中的指定数据室或文件夹。数据室 使用专门设计的安全功能，允许将来自 实体 的敏感信息安全地与审计师、监管机构或第三方等外部各方共享。

Documents in modernized 实体

现代化 实体 体验中的文档顶级列表页面以表格视图显示所有文档。您可以从一个位置浏览、搜索、过滤和下载。您还可以在实体记录内的文档选项卡中查看与实体相关的文档。表中的每一列都包含自动调整当前列大小、自动调整所有列大小或将列宽重置为默认值的选项。

现代化 实体 中的文档菜单和列表页面仅对有权访问至少以下文档区域之一的用户显示：工作文档、文档存储、数据资料库以及已删除的电子归档文档。若没有上述任何区域的访问权限，则文档主菜单项和列表页面会自动隐藏。要请求访问权限，请联系您的管理员。

说明

您可以在现代化 实体 和经典版 实体 中查看此信息。若要更改数据，请使用经典版 实体。有关这两种 实体 体验的详细信息，请参阅Modernized 实体。

Accessing document details page

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

  1. In modernized 实体, 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 实体 from modernized version.

    The beta mention does not include a dismiss option.

    Export document details page

    将现代化 实体 中的详细信息页面导出为 PDF，以捕获页面上显示的记录信息的副本。

    使用 PDF 导出功能可以：

    • 与利益相关者共享记录的详细信息。

    • 存档记录的时间点副本。

    若要导出，请从详细信息页面的工具栏中选择导出。

  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 实体. For more information, see AI document summary in modernized 实体 .