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Data collection overview

Updated

You can work within three sections in the Workspace. 

  • The Requests ensure you can turn your information request list (IRL) into an interactive workflow in your Workspace. For more information on this, please see this article. 
  • The Folder structure contains the structure that will be used in the Data Room. 
  • The Document list shows only the documents uploaded within the Workspace.

On the data collection level, we have added a range of options to simplify your workflow.
 

Folder structure:

The folder structure section allows you to build the structure that will be exported to the Data Room. You can specify who is responsible for redacting information, who needs to review the documents, change the status so your progress bar stays updated and indicate if the structure is ready. 
 
WS Data collection overview.png

1. Add folders, documents, workbooks or presentations: Create a main folder at the end of the data collection. If you have a collection of 8 main folders, the new folder will be main folder 9. You can also create new documents within the Workspace by adding three types of documents.
2. Upload: Upload folders and files in one of the main or sub folders. Visit Upload file/folder to learn how you can perform this action in a subfolder.
3. Paste: If you have copied any documents or folders, you can paste them.
4. Expand & collapse all: Expand all to show all the subfolders in the data collection and get a complete overview of your data collection. You can also collapse all your data collection to see the main folders in the list. This simplifies the navigation through your documentation.

5. Filter: Filter your tasks with one of the following filters:

  • Read status: Items in the data collection that have you have already opened or not opened (read vs. unread).
  • Item status: Shows the status type (to-do, in progress, on hold, review, done, not applicable). 
  • Redaction status: This shows if the redaction status is set to unredacted, draft or redacted. 
  • Assigned to: Items in the data collection that have been assigned to users.
  • Added by: Items in the data collection that have been created or uploaded by users.

6. Index report, mass rename, download as ZIP: 

  • Index report: This provides a complete overview of the data collection structure, including folders, documents, and placeholders.
  • Mass rename: Use Mass rename to change the title and/or description of multiple folders and documents, instead of editing these individually. The Mass rename feature allows you to download an Excel template, to edit this offline and upload it back to the data collection within the Workspace. 
  • Download as ZIP: This allows you to mass download all of the documents within the data collection.
7. Actions: By clicking on the three dots, you can perform specific actions on the selected folder, subfolder, document or placeholder. 

 

Document list:

This is an overview of the documents that have been uploaded within a data collection. It focuses solely on the document review process and clears out all the noise of intermediate folders and its index structure. It is ordered by upload date, so you always see what was uploaded last and by whom. You can easily redact, assign and change the status of those documents.

You can use this section to check:

  • Does the document contain the right information?
  • Is the document in the right folder? (Open the file and look at the top left for it's location)
  • Should the document be renamed? 
  • Should the document be redacted? 
  • Should someone else review the document? 
WS document list.png
1. Hide completed: This hides all of the documents that have the status set to 'Done'.
2. Read status: Items in the document list that have you have already opened or not opened.
3. Item Status: This shows the document status (to-do, in progress, on hold, review, done or not applicable). 
4. Redaction status: This allows you to see if the redaction status is set to unredacted, draft or redacted for documents.
5.  Assigned to: It shows the documents that have been assigned to specific users.
6. Added by: You can view the users who have uploaded the documents. 
7. Dated added: You can filter within two dates to see what documents have been added. 
8. Actions: By clicking on the three dots, you can download the document, edit in within your browser if it is a Microsoft document, mark it as read or unread, copy and paste it to a different location, redact the information, rename the title, delete the document, copy the link, make it private or lock the document.

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