Introduction
This article is an overview of viewing and managing documents in the Data Room. For more information, see these articles about sharing information in your Data Room with existing investors, potential investors, and with people on your team.
Click the link below to jump to that section of the article:
- Data Room Overview
- Data Room Organization
- Viewing and Managing Documents
- Document Types
- Upload and Organize Documents
Data Room Overview
The Data Room is where all your documents are stored once they're generated or uploaded on the platform. The Data Room is built to help make Due Diligence easier and features advanced tools for providing access to the right information to the right people.
The Workspace will have a Data Room module with a search bar and quick links to folders in the Data Room. Clicking on Data Room or All Documents will open the Data Room. You can search for a document from this module, and it will open the search results in the Data Room.
Depending on the company's structure and your access, the links shown may differ, such as in the screenshot below. Clicking on these links will open that folder or filter in the Data Room.
If you are a stockholder, investor, or other third-party user that has been granted access to view the Data Room, the module on the My Workspace will look and functional similarly but will only display the documents and folders to which you have been granted access.
Data Room Organization
The Data Room has three main sections: The Filters panel, the Navigation panel, and the Folder/File Name list.
Filters panel
The Filters panel has a search box, a date range selector, and toggles to show only Missing Documents and/or Unmanaged Documents (note that these toggles only display if there are missing and/or unmanaged documents in your Data Room).
The search box will only provide results from the folder you are currently viewing. The name of the folder will display in the search box; if it says Search Data Room then it will display results from all available folders.
To clear any applied filters, click either All Dates or Show All.
Navigation panel
The Navigation panel shows the folder structure of your Data Room. Folders that contain documents will be bold with a number on the right indicates the number of documents in that folder. Clicking on a folder from this panel will update what is displayed in the Folder/File Name list.
The folder you are currently viewing will be highlighted. Clicking the arrow will expand the folder view to show any nested folders. Clicking on Data Room or the Home icon will bring you back to the root Data Room folder.
Folder/File Name List
The Folder/File Name is contextual and will show all folders and documents based on the search results, any applied filters, and/or the folder selected from the Navigation panel. Clicking on a folder from this view will update the Navigation panel.
Folders with an asterisk indicate they are a managed folder, meaning they are created by the platform and documents created or uploaded during workflows will be automatically stored in one of these folders. Additional folders can be created where documents can be manually uploaded but the folder icon will be different to indicate it is not a managed folder.
When you open a folder that contains documents, the Status and Effective date, if applicable, will display for each document.
Click the Expand icon will show any additional details for the document where applicable, as well as buttons to edit, download, and share the document. Note that not all documents will display additional details.
At the top of this panel is a breadcrumb trail showing the current location of the files and folders you are currently viewing. You can click on the folder names in the breadcrumb trail to navigate to that folder.
Viewing and Managing Documents
Clicking on the document name will open the document for view. On this page there are additional details and tools specific to this document. At the top of the page there is an Edit icon to edit the title of the document, a Download button, and a Re-upload Document button for uploaded documents. There are icons to indicate if the document was uploaded or generated and the status of any required signatures, as well as the effective date and status of the document.
Content
The Content tab displays a preview of the document (if a PDF) and contains any additional details of the document. The amount of information displayed will depend on the type of document and if the document was generated or uploaded.
Some documents may have an Outline with links to jump to that section of the document preview.
References
This tab displays any links or references to and from the selected document. For example, a certificate issued from a bridge note or SAFE may have a link to the Note Purchase Agreement, or a stock option may link to the Exercise Notice.
Clicking the Add Reference button at the bottom of each subsection will allow you to add a link to another document in the Data Room.
Navigate to the document in the Data Room to be linked and click Select.
The newly added reference can be deleted at any time by clicking Remove Reference.
NOTE: to be able to add or remove references, a user must have the manage documents/data room modifier permissions. To adjust access and permissions for a user, see Viewing and Granting User Permissions.
History
This page displays any signatures, and the Document History Report that includes details like the creation date, any edits, signatures, legal reviews, or other actions taken to the document will display.
Access
The Document Access Report tracks views, downloads, or other actions to the document.
Permissions
Lists the users that have access to the document. To add additional users, click the Share button.
Document Types
Documents in the Data Room fall into three categories: Managed, Unmanaged, and Missing.
Managed documents
Managed documents are documents that are generated or uploaded when running a workflow, which are placed into the appropriate folders automatically (e.g. an Offer Letter that is generated during the Add Employee workflow would be placed in the Human Resources > Offer Letters folder).
Any documents that were generated as part of a workflow will have an asterisk on the file icon to indicate it was a generated document. Documents uploaded during a workflow will have a file icon with two lines indicating it was uploaded as part of the workflow. Examples of these icons can be found below.
These documents cannot be moved or deleted because they are tied to a workflow that was run in the system.
Unmanaged documents
These are documents added directly to the Data Room and are not part of a workflow.
These documents can be moved between folders and/or deleted because there is no infrastructure tying them to a workflow.
Missing Documents
Missing documents are documents that were deferred during a workflow or during onboarding. Deferring the document creates a placeholder in the Data Room. Once you have the document ready, you can click the Re-upload Document button when viewing the missing document placeholder.
Document Icons in the Data Room
These icons are used to indicate a document's origin and status in the Data Room:
| Managed folder | |
| Document was generated as part of a workflow | |
| Document was uploaded during a workflow | |
| Missing document | |
| Uploaded document outside of a workflow |
These icons are used when viewing an individual document:
| Platform-generated document | |
| Uploaded document | |
| Missing document | |
| Not fully signed, or no signatures required | |
| Document fully signed | |
| Document is part of a pending workflow |
Upload and Organize Documents
Creating a new folder
In addition to the managed folders, you can create additional folders in the Data Room. Follow these steps to create a new folder:
- Navigate to the folder in the Data Room where you want to create the new folder.
- Click the three-bar menu and select Create New Folder.
- Enter the name of the folder and click Create.
Uploading a document
Follow these steps to upload documents directly into the Data Room outside of a workflow:
- Navigate to the folder where you want to upload the document.
- Click the three-bar menu and select Upload Document.
- Add the document from your computer and click Close.
NOTE: If you are uploading a document into a managed folder that should be uploaded as part of a workflow, you may get a warning prompting you to run the associated workflow to capture the additional details associated with the document. When running the workflow, select the upload path where applicable.
Managing created folders and uploaded documents
Folders you create or documents you upload can be moved or deleted unlike the managed folders and files in the Data Room.
To manage a created folder, click on the three-bar menu. This menu allows you to rename, move, or delete the folder.
To manage an uploaded document, click the Expand icon. Click the Edit icon to change the title or click the three-bar menu to move or delete the document.
Deleted Documents
Documents that have been deleted will be moved to the Trash folder.
To restore a document, click on the circular arrow icon. To permanently delete a document, click on the trash can icon. To permanently delete all documents in the trash, click on Empty Trash.
Note that only uploaded documents not attached to a workflow can be deleted.
Screenshots are for illustrative purposes only.
Fidelity Private Shares LLC provides cap table management and other administrative services to private companies and their equity compensation plans.
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