Projects & workflows · Guide 07

Set up the Data Room

Import a folder structure, upload documents and attach them to requests for information.

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1. Overview

The manual uses David Thornton, Manager – Sell-side, as the example person responsible for assigned RFIs. He can respond himself or reassign requests to an internal team member or external adviser.

Respond with documents containing the answer, or use a response option or formal written response. See Respond to RFIs for the written response workflow.

2. Import a template folder structure

This step is optional, depending on the project. A standard folder structure helps users upload documents into the correct folders and find them later.

  1. Within the Project Workspace, open the Data Room tab.
  2. Download the template index linked in the source manual in .xlsx format.
  3. Click Import from Index, upload your template folder structure in .xlsx format and follow the prompts.

Template customisation guide

The supplied template folder structure guide contains unrelated organisation text, not customisation instructions. Contact Due support for the correct procedure. The spreadsheet is an external source link; access is controlled by its owner.

3. Upload documents to the Data Room

  1. Use the RFIs as a checklist of documents to upload. The RFIs should specify where to upload them.
  2. Open the relevant folder, for example 01. Corporate Documents.
  3. Drag and drop files or folders from your desktop into the folder, or click Upload documents and select Upload document or Upload folder to browse your computer.

Document naming and versions

  • Use consistent, descriptive names, such as Apex_Financial_Statements_FY2023.pdf, rather than “Final v3 (2).pdf”.
  • Include the year or date in financial document names.
  • Avoid spaces; use underscores or hyphens.
  • Upload final, signed versions only. Draft documents should not be in the Data Room.

4. Attach documents to an RFI

Upload the documents to the Data Room first, then use either method:

  • Locate the document, open its settings menu (three vertical dots), select Attach to RFI and follow the prompts.
  • Open the RFI tab, locate and open the RFI, then select the uploaded document under Related Document(s).

Documents only appear in the Related Document(s) list after they have been uploaded to the Data Room.