Why do we auto-move target uploads from Workflow to the Document index?
We automatically move all documents uploaded from Workflow into the Document index, so you have a single source of truth for your RFI documents.
This means you don’t have to reconcile your RFI with a disconnected document repository (E.g. Google or OneDrive), giving you back time to focus on due diligence.
How does Auto-move work?
Auto-move transfers your RFI structure and moves all document uploads from Workflow into the Document index. It is activated in tabs that are:
Created by an Administrator or Viewer: Only these two roles can share a tab with an external team.
Shared externally: Auto-move is activated once the tab is shared with the target.
💡 Please note that when a document is auto-moved, it is stored in the Document index. The document index link in Workflow is only a reference to the document.
How does Security work with Auto-move?
Equivalent access is granted to folders and documents in the Document index from Workflow. This means when you grant a team access to a Tab from Workflow, they will automatically have access to the respective folder in the Document index, if it has been auto-moved.
In parallel, if you decide to delete a Workflow Tab, Section, or Item linked to the Document index, we will, as an equal action, revoke access and disable the equivalent folder and documents in the Document index. This ensures you have control and a comprehensive audit trail of the target’s activity.
💡 Folders and documents auto-moved to the Document index can only be managed from Workflow.
Why are some actions in folders ‘Moved from Workflow' restricted?
To ensure that the folder structure remains closely aligned with the RFI, we limit actions for documents and folders linked to your RFI checklist. These include the following restrictions for folders 'Moved from Workflow' in Manage documents:
Ability to add new documents into these folders
Ability to move or copy documents in and out of 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.
To edit a folder name in the Document index, you can change the respective Workflow tab, section or item.
To delete a folder or document in the Document index, you must delete the respective Workflow tab, section, or item first.
💡 Although our goal is to ensure the Document index is aligned as closely to your RFI, for this release, ordering and structure changes made from Workflow do not reflect in the Document index after the first transfer. The Acquirer may choose to reorder or renumber moved content in Document index at their discretion.
As best practice, we strongly recommend to finalise your RFI checklist before going live with your RFI and inviting the target into the data room.
What happens to the Document index if I update my RFI in Workflow?
💡 Below applies only to tabs shared externally with auto-move turned on.
Name updates
Name changes to a tab, section or item from Workflow transfers to the equivalent folder in the Document Index.
Ordering
Changing the order of a tab section, or item in Workflow does not transfer to the Document index after the first move. We recommend finalising your RFI structure before you go live.
Adding new requests
New sections or items added become new folders in the Document index.
Deletion
Deleting a tab, section, or item revokes everyone’s access to the folder and moved documents in the Document index. Administrators retain the ability to access and manage the disabled folder and documents.
What happens to my RFI in Workflow if I make updates from Manage documents?
💡 Below applies only to folders and documents moved from Workflow.
Reordering folders and documents using numbering
Reordering folders from Manage documents does not reorder the equivalent tab, section, or item in Workflow.
Disabling folders or documents
Disabling folders or documents from Manage documents does not revoke equivalent access in Workflow. Any team with access can still see all linked content from Workflow.
Deleting folders or documents
The equivalent tab, section or item from Workflow must be deleted first before you can delete folders or documents moved from 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 questions? Reach out to us and we will be happy to help!