Prefill Responses before Sending it to the Manager

Overview

Requestors in DiligenceVault can prefill questionnaire responses on behalf of the Responder before sending the project. This is especially useful during recurring due diligence cycles where the Responder has already submitted answers in a prior review. Instead of asking the Responder to re-enter information they have previously provided, Requestors can auto-fill responses from an earlier project into an internal project and then send the prefilled questionnaire directly to the Responder for review and confirmation.

This workflow saves time for both parties. The Responder receives a questionnaire that is already populated with their past responses and only needs to verify, update, or supplement the information rather than starting from scratch.

How It Works

• Create an Internal Project: The Requestor sets up an internal project for the Responder firm. To learn how, see Internal Projects for Requestors.
• Auto-Fill Responses: Using the Auto-Fill feature, the Requestor populates the questionnaire with previously submitted responses from the Responder. Responses are saved in draft within the internal project.
• Send to Manager: Once responses are prefilled and reviewed, the Requestor sends the internal project to the Responder using the Send to Manager option.

Sending the Internal Project to the Responder

After you have created an internal project and auto-filled responses from a previous submission, follow the steps below to send the prefilled questionnaire to the Responder.

Initiate Send to Manager

Open the internal project and navigate to the Questionnaire tab. On the top-right corner, click the More button (three-dot icon). From the dropdown menu, select Send to Manager.

This opens the Send to Responder wizard, which guides you through two steps: selecting contacts and reviewing the request details.

Select Contacts and Set Dates

In Step 1 of the wizard (Contact & Due Date), configure the recipients and timeline for the request.

• Contact Type (Optional): Use the Contact Type dropdown to filter contacts by team or role (for example, Auditor, Compliance). You can select multiple contact types to narrow down the recipient list.
• Recipients: The system displays the associated contacts for the Responder firm. Select or deselect contacts as needed. If the Responder firm has designated a Primary Contact, that contact will appear with a Primary Contact label and cannot be removed from the recipient list.
• Add More Contacts: If you need to include additional recipients, click the Click here link below the recipient list to add more contacts.
• As of Date: Set the as-of date for the diligence request. This indicates the reporting period the questionnaire applies to.
• Due Date: Set the due date for the Responder to complete and return the questionnaire. The platform may display a suggested due date for reference.

Once all selections are made, click Next to proceed to the review step.

Review and Send the Request

In Step 2 of the wizard (Please review your due diligence request), verify the project details and compose the outgoing email before sending.

• Project Name: Enter or confirm the project name that will be visible to the Responder. This is the name the Responder will see in their DiligenceVault account.
• Allow Project Name to be Visible to Responder: Check this option if you want the Responder to see the project name you have entered. If unchecked, the Responder will not see the Requestor's internal project name.
• Share internal project documents with responder: Enable this option if you want any documents attached to the internal project to be shared with the Responder.
• Use email templates: Check this option to apply a pre-configured email template. Select a template from the dropdown to auto-populate the email body.
• Email Message: Customize the email body as needed. The editor provides formatting tools to style the message. This is the email the Responder will receive notifying them of the request.
• Show Advanced Options: Click this link to access additional configuration settings for the request.
• Information Request Preview: The right-side panel displays a live preview of how the information request will appear to the Responder, including the sender name, dates, and email content.

Before sending, check the certification box that reads: "I certify that our firm will share the information received only with authorized personnel and clients."

Click Send Request to deliver the prefilled questionnaire to the selected recipients. Use Previous to go back and adjust contact or date settings.

For additional assistance, contact our support team at ask@diligencevault.com.