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 three different ways to build your collection.
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 your request list 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 your request list option. There are two ways to do this:
AI Import: Upload your Excel IRL as it is, and AI reads the file to automatically create the folder structure and Requests for you. Where folder names are missing, AI suggests them. Before anything is created, you'll see the full proposed structure, so you can edit names and descriptions or add and remove rows first. This works with Excel files only. For a step-by-step walkthrough, please see AI Import Template.
Import Excel template: If you would like to convert it yourself, you can click on Download our template at the bottom. To create a template use the following steps:
- Click on Download our 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. Reuse a saved request list
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. You can view this by choosing the Reuse a saved request list option 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. Build your own structure
Click on Build your own structure, provide a Data collection name and determine the Team access.
- Upload folders: If your documents are already organized on your computer or in a storage tool such as SharePoint or OneDrive, you can upload the entire folder structure in one go. Click Add folders manually, select Create, then use the Upload button (or simply drag and drop your folders and files). For the smoothest experience, upload from your local disk rather than a network drive. 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.
- Add folders manually: If you prefer full control and want to build the structure yourself, click Add folders manually and 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.