Every Workspace begins with a data collection.
A data collection is the foundation of every project you create in Workspaces. Think of it as the organized library of all the documents, files, and folders you need for your deal or project.
Just like building a physical filing cabinet, you need to decide how to create the structure and fill your data collection. Virtual Vaults gives you the tools to build this structure in the way that works best for you.
There are four different ways to build your collection. In this article, you will learn about each method.
Admins and Managers can either create their own template or choose an existing one. Use templates to standardize your workflow, saving time and eliminating repetitive work.
1. Import Excel template
If the buyer has shared an information request list with you or you work with your own standard questionnaire, you can choose the Import Excel template option.
To create a template use the following steps:
- Click on Import Excel template.
- Download the Excel file and paste your content to our template accordingly.
- Save and close the template.
- Drag & drop the template to the upload pop-up window. The import template workflow will show if any problem arises. Once all problems have been taken care of, a first preview is displayed and the template is ready for import.
- To save the template as an Organization template, tick Save as organization template box (reuse the template for future projects), give the template a name and optionally add a description.
- By default, the Workspace Requests option is enabled. When this checkbox is selected, requests will automatically be created based on the lowest-level folders or index items.
For a more extended explanation on how to use the Import template option, take a look here.
2. Choose template
If someone in your Organization has already created and saved a template as an Organization's template, you can simply select it from a list and start working in the Workspace immediately. Click on Choose template* and a list of the templates will pop-up. You can then choose the template of your preference.
*This option will only be available to Admins and if you are already have Templates saved in you Organization.
3. Upload folders
If you already have your documents organized on your computer or in a file storage tool such as SharePoint or OneDrive, you can upload the entire folder structure in one go.
- Click the Upload folders button and select the folders you want to add. You can also simply drag and drop your folders and files here.
Note: To experience a smooth upload, make sure you perform the upload from your local disk. Visit Upload folder /file to learn more about performing this action.
4. Add folders
If you want full control and prefer to build your structure manually within the data collection, you can start by clicking on Add folders. Then, you can add folders, subfolders and placeholders one by one. Visit Actions on folders and files to learn more about this.
Be aware: Only Admins and Managers are able to create new data collections.