Auto-move documents in Buy Side Deals | Ansarada Help & Support

Why do we need the auto-move of documents?

Workflow is the RFI management part of the data room where requests for information (or tasks to be done) are stored. Here you can make comments, update the status of a request, assign users and upload relevant documents. This will keep track of the progress and communication made on specific requests.

The Document Index is where documents in the data room are physically stored. In Buy Side Deals data rooms, when documents are uploaded to a request in Workflow, they are automatically indexed and stored in the data room. The auto-move feature ensures that documents uploaded to Workflow by the Target are automatically moved to Document Index (the data room), saving time for the Acquirer.

💡 If you're accustomed to Excel, think of Workflow tabs as your Excel tracker that has links to documents in a data room. With us, the tracker and documents are all in one place in Ansarada, allowing seamless collaboration while reducing manual time spent.

How does the Auto-move feature work?

The Auto-move feature automatically transfers documents from the Workflow to the Document Index under specific conditions:

Tab Ownership: The tab must be created by Room Admins or Viewers, as they are the roles that can share tabs externally.
Tab Sharing: The tab must be shared externally. This ensures that the Auto-move is activated only after the data room goes live and Target starts responding to RFI. You can see Auto-move status in Workflow Tab.

💡 Please note that the Document index link in Workflow is only referencing the document; it does not make a copy or upload the document twice.

How does Security work with Auto-move?

We automatically grant equivalent Access between Workflow and Documents for files moved from Workflow. You can change Access for these items in Workflow.

When you delete Workflow Tab, Section or Item from where documents were originally moved from we will disable these folders and documents in Document Index to avoid unintended sharing of confidential information. You can always change these settings later!

What are the 'Moved from Workflow' indicators?

To ensure that the folder structure remains closely aligned with the RFI, we limit actions for documents and folders that are linked to Workflow RFI requests. These include the following actions:

Ability to move documents into these folders, and out of these folders
Ability to upload new documents into these folders
Ability to copy new documents into these folders
Ability to edit folder names, or delete these folders
Ability to save redactions as a new file in these folders

Doing so protects the structure of your RFI and centralizes your work in Workflow while your RFI is underway.

Please note the order of your folder structure may not exactly match RFI. Only changes in Workflow sync to Document index. The Acquirer may choose to reorder or renumber content in Document index as per their discretion.

Changes in Workflow and Manage Documents

Workflow Tabs	Editing the Tab name in Workflow or Folder in Documents syncs one way. Name change on Tab updates the equivalent folder in Documents. Editing the equivalent folder in Documents does not sync back to the Tab in Workflow. The renamed folder will remain in Documents, and a new folder with the original Tab name will be created when a new set of documents are uploaded to Workflow. All uploaded documents remain visible in Workflow for all parties with access.
Workflow Sections	Any edit made to a Section name (Title column) in Workflow updates the equivalent folder in Documents. Edits made to the folder in Documents will not update Workflow. The renamed folder will remain in Documents, and a new folder with the original Section name will be created during the next document auto-move.
Workflow Items	Any edits made to Items (Title columns) in Workflow update the equivalent folder and sub-folder in Documents. Editing the Folder name in Documents does not sync back to Item in Workflow. The renamed folder will remain in Documents, and a new folder with the original Item name will be created during the next document auto-move. All uploaded documents remain visible in Workflow for all parties with access.

What about all other actions in Manage Documents?

Deletion	Deleted files in either Workflow or Documents are removed from the data room. Deleted documents are not visible in Workflow.
Reorder	Order changes to folders and sub-folders in Documents do not re-order Tabs, Sections and Items in Workflow.
Move	If the Room Admin moves the folder, sub-folder or document out of one location to another where the Target team does not have access, these documents will not be visible for the Target in Workflow.
Disable	If the Room Admin disables the file in Documents, Target won’t be able to view it in Workflow.
Renumber	Number changes in Documents do not re-order any content in Workflow. New numbers and file paths are always visible in Workflow.

What is the visibility of names and people in Workflow?

Please refer to this article to learn about the visibility of people and names by room roles and permissions in Workflow.

Have more questions? Reach out to us and we will be happy to help!