Work Offline in Word & Sync Responses

The Work Offline & Sync (Word) feature in DiligenceVault allows users to export a project to a Word file, complete responses offline, and upload the file to sync responses back into the platform. This eliminates the need for manual copy/paste and is especially useful for long, formatted, or narrative-style responses that are not well-suited for Excel.

Word Sync supports formatted text, tables, and images within paragraph responses and includes validations to help ensure data quality during upload. Compared to Excel Sync, Word Sync is better suited for:

• Long-form, descriptive responses
• Rich text formatting, tables, and images

Steps to Download Project

1. Navigate to the relevant Project.
   • For External Projects, navigate to: Diligence > Projects > Select the Project > Questionnaire tab
   • For Internal Projects, navigate to: Diligence > Projects > Select the Project > Internal Projects tab
2. Click on the Export / Sync button on the right side of the screen and then choose the Work Offline & Sync option from the dropdown
3. On the next pop-up, select Word Document and download the file.
4. Share the file internally or externally and complete responses offline.

Note on download:

• Before and after(if you are downloading this for the first time) downloading, the pop-up displays whether a Word Sync file has already been downloaded or uploaded, along with details on who accessed it and when, helping reduce version conflicts.

Uploading the Completed Word File

Once the questionnaire is completed offline:

1. Return to the same Project and Questionnaire/Internal Project tab.
2. Select Export / Sync and then Work Offline & Sync to reopen the upload window.
3. Upload the completed Word file by dragging and dropping it or using the Upload File button.
   
4. DV syncs the responses and replaces existing platform responses with the content from the Word file.
5. A success message confirms how many questions were answered, including new, overridden, and existing responses.

Note on upload:

• When opening the file, click Enable Editing and Enable Content to allow edits and validations.
• You’ll also find more instructions regarding the upload guidelines on the 2nd page of the document

Common Errors & Resolution

• Macros not enabled: Click Enable Editing and Enable Content when opening the Word file to allow validations to run.
• Required fields not completed: Ensure all mandatory dropdowns and required responses are selected before uploading the Word file.
• Word count exceeded: Edit the response to stay within the allowed word limit and re-upload the file.
• Mismatch between answers and explanations: Select “Other” when providing an “Other” explanation, and ensure Yes/No explanations match the selected option.
• Invalid conditional responses: Responses to conditional questions are only saved if the parent question logic is met. Update or remove responses as needed.
• Tracked changes or comments removed: Accept all tracked changes and incorporate comments into the response text before uploading, as these are removed during sync.
• Responses overwritten unexpectedly: Word Sync replaces existing responses. Always consolidate edits into a single, final Word file before uploading.
• Unsupported content edited in Word: Attachments, grids, and repeatable sections must be updated directly in DiligenceVault, as they are not supported via Word Sync.