Overview
A project you create works the same way as a project a Requestor sends you directly. You have access to the same collaboration and efficiency tools, and the project becomes the place where you provide your answers to the DDQ.
Why Use This
- One place for every request : Requests received by email sit alongside requests issued through DiligenceVault.
- Same tooling : Projects you create give you the same collaboration and efficiency tools as Requestor-initiated projects.
- Documents can be digitized : Word (.docx) and Excel (.xlsx) questionnaires can be attached and converted into structured questions.
- Reusable for recurring requests : A questionnaire already on the platform can be selected again instead of uploading the same file each cycle.
Before You Begin
- This feature is available to Premium accounts only.
- Have the Word (.docx) or Excel (.xlsx) questionnaire ready, or know which existing questionnaire you want to reuse.
- Identify the Requestor who sent the request. If they are not yet on the platform, you can add them while creating the project.
How the Process Works
Creating the project moves through three stages: opening the request form, entering the request details, and attaching the questionnaire.
Figure 1: The three stages of creating a Requestor request project.
Navigation Path
New > Project
Select New at the top of the left navigation panel, then select Project from the menu.
Figure 2: Opening the New menu and selecting Project.
Choosing the Right Workflow
Selecting Project opens the Create Request page. Three tabs are available across the top, each serving a different purpose. To respond to a request from a Requestor, stay on the Manage Requestor Request tab.
| Tab | Use it for |
|---|---|
| Manage Requestor Request | Responding to and managing inbound Requestor requests. This is the tab covered in this article. |
| Create Standard DDQ | Building and maintaining your own annual and quarterly DDQs at firm or product level, which you can version, update and share with Requestors. |
| Build Your Q/A Library | Importing Q/A content so subject matter experts can maintain approved responses for reuse across Requestor requests and standard DDQs. |
Figure 3: The three workflow tabs on the Create Request page.
Creating the Project
Step 1: Pick a Requestor
- In the Pick a Requestor field, start typing to search for the Requestor that sent the request, then select them from the list.
- If the Requestor is not on the platform yet, select Add New Requestor below the field.
Step 2: Select the Entity Type
The entity type defines what the request relates to. Four options are available.
- My Firm, which displays your firm in a read-only Firm field below.
- Strategy
- Product
- Vehicle
Step 3: Name the Project
- Enter a name in the Name this Project field.
- A suggested name is offered below the field, combining the Requestor, the entity and a timestamp. Select the suggestion to apply it.
Step 4: Set the Dates
- Assign Due Date. Enter the date the response is due. A suggested due date is shown below the field, and a calendar picker is available at the end of the field.
- As of Date. Enter the reporting date the responses should reflect. A suggested date is shown below the field, and the same calendar picker is available.
Figure 4: A completed request, ready for a questionnaire to be attached.
Step 5: Attach the Questionnaire
Two options are available. Use one or the other, not both.
- Upload a new file. Drag the file into the Upload a New Questionnaire area, or select Select File to browse. Word (.docx) and Excel (.xlsx) files are supported.
- Reuse an existing questionnaire. Turn on the Reuse an Existing Questionnaire toggle. A Select a Questionnaire field appears, where you can search the questionnaires already on the platform. Turning the toggle on disables the upload area.
Figure 5: Reusing an existing questionnaire instead of uploading a new file.
Step 6: Start Populating
- Select Start Populating to create the project. Select Back if you need to return to the workflow options first.
- A confirmation message appears and the project opens on its Questionnaire tab, ready for responses.
After the Project Is Created
A Project Information panel opens the first time you enter the project. It summarises the project and gives you a breakdown of the questionnaire before you begin.
- The firm, questionnaire name, status, As of Date and Due Date.
- The total number of questions, and how many are mandatory, require attachments, have a word count limit, are yes or no, use conditional logic, or are grids.
- The project description.
- Select Close to dismiss the panel, or Don't show again to stop it appearing.
Figure 6: The Project Information panel shown when the project opens.
From here, the project behaves like any other project on the platform. Tabs across the top give you access to Summary, Questionnaire, Revisions and History, Assignments, Documents, Internal Notes and Requestor Access Details, and the toolbar provides Auto-Fill, Export and Sync, Search and Finish.
Need Help
If you have questions about creating projects or attaching a questionnaire, contact us at ask@diligencevault.com or reach out to your Client Success Manager.