DiligenceVault offers a document parser to help simplify the process of digitizing external documents. The document parser can be used to:
- Import a new DDQ/RFI/RFP so that you can use DiligenceVault to collaborate and respond.
- Import content to the Q&A Center Library
- Digitize a template
- Create a standard DDQ
Using the Document Parser to import a new DDQ for response or creating a Standard DDQ:
- Navigate to the New > Project tab.
- Select the "Manage Investor Request" option for a DDQ, or "Create a Standard DDQ"
- Fill out the required fields for Investor, entity type, project name, due date, and as-of date
- Then upload the document using "Upload a New Questionnaire" field
- The parser for importing a blank DDQ supports .docx and .xlsx file types
- Hit Import
Using the Parser:
Once the document has been uploaded, the goal is to identify the sections of the document that require a response. You can mark elements as a Category, SubCategory, Question, Instruction, Static Grid, Customizable Grid, or Grid Header.
To do so, simply right click on each element in order to select the appropriate content type. Users are able to identify a single element using the "This element" option, or "All similar elements" so that any other elements with matching formatting will also be marked appropriately. Once marked, the system will place an icon next to the element as a visual indication.
Once an element has been marked you can then also use the right click to Unmark either "This element" or "All similar elements"
If a Static Grid or Customizable Grid has been marked, you can mark the text that precedes the table as a Grid Header, so that this text will appear as the question text of the grid in order to add context for the responder.
Note:
- At least one Category must be identified during the import process
- When marking questions within a table, the answer cell must also be marked using the same process.
- If a mistake is made, or the parser misidentifies elements using the "All similar elements" option, you can use the Undo and Redo buttons at the bottom to help correct any issues.
- We recommend reviewing the documents prior to uploading in order to check for merged cells within the header row, or tables embedded within tables, which the parser does not currently support.
- If you would like to restart the parser process using a different file, you can use the pencil icon in the upper right to upload a new file.
You can then select the "View Unmarked Items" items at the bottom of the screen, where the system will highlight and navigate through all unmarked text items, so that you can review and mark those elements as necessary.
Once all of the elements have been identified, select the Preview button at the bottom of the page, this will bring up a window displaying all Categories, SubCategories, and Questions that have been identified. If any portions of the document have not been marked, a popup will appear indicating "We've found X unmarked items". Users can then select "View Unmarked Text", where the system will direct them to any portions of the document that have not been marked, so that you can verify whether you'd like to import the content or not. Or, users can select "Continue to preview".
This will allow users to verify everything has been marked appropriately, and uncheck any questions that they do not wish to import. You can also define the allowed response type of the question as well.
Once everything looks correct, simply hit the Create Project button at the bottom to complete the process.
Check for Similar Documents:
After a document has been uploaded once, you can use the "Check for Similar Docs" option to automatically mark the document using the previously applied parser settings. This is intended for recurring requests in which you would need respond to the same or similar documents on a regular quarterly or annual basis. When you create a project project and upload the documents, users will be prompted to search for for similar documents and apply the previous markings to the current upload.
Note: All manual markings will be overridden if a similar document is found
There is also an option to Check for Similar Docs at the bottom of the parser page, which will look for matching previously uploaded documents and apply the parser markings.
Once the parser markings have been applied, users can make any necessary adjustments and procced to the preview and finalize the project import process.
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