Build the Dataroom structure

Set up the Dataroom as folders and placeholders before or after uploading, so every expected document has a numbered slot and the index shows what is still missing. The demo project every account receives has a finished structure you can adjust instead of starting from nothing.

Before you start

• The data room is in Preparation, which is when the starting points below are offered. After publication you can still add and move folders and placeholders, but numbers stay stable; see The data room lifecycle.
• You know the sections the review needs, or a template that fits the deal.

Steps

1. Open Files and select the Dataroom tab. A new project's empty Dataroom offers four starting points, and it is worth choosing deliberately because the structure is what buyers will navigate. Apply default template picks one of the ready-made due-diligence indexes, each listed with its category and document counts; it is the quickest start for a standard deal. Generate with AI drafts a structure from a short description you type, using your uploaded files or the existing structure as context, which suits an unusual business. Clone from a project copies another project's folders and placeholders, useful when your firm has a house structure. Import from file reads an index you already keep in Excel, Word, PDF or CSV. Whichever you choose, everything can be renamed, added to or removed afterwards. The demo project already has a structure.
   Six sections, 45 placeholders filled. The state chip reads Preparation, so everything can still change.11.Dataroom tab22.Edit placeholders33.Completion counter
2. Select Edit placeholders. The tree opens with every folder and placeholder, and each placeholder shows N mapped or Unfilled. Use New Folder and New placeholder in the toolbar, or the row actions that appear on hover, to add sections and expected documents. Rename by double-clicking the name, or with the pencil icon. Drag a row to reorder it or to move it into another folder; files mapped to a placeholder move with it, and the app asks you to confirm.
   Row actions on hover: rename, place files, add a subfolder, add a placeholder, delete.11.New placeholder22.New Folder33.Done editing
3. Select a placeholder to open its inspector. Write a Placement instruction that says what belongs there, for example Signed board minutes, one file per meeting. The instruction does two jobs: it tells colleagues what to upload, and it is what the AI reads when it proposes placements, so a specific instruction produces better suggestions than the placeholder's name alone. Switch on Not applicable for documents this deal will never have, so they stop counting as missing. Place files here attaches documents from the Workspace straight away.
   Mapped files are listed under the instruction.11.Placement instruction22.Not applicable33.Place files here
4. Select a folder to check its progress: the inspector shows how many of the placeholders directly in it are filled, and lets you place files into it. Subfolders are counted on their own.
   Folder inspectors summarise the placeholders inside.
5. Select Done editing when the structure reads well from top to bottom. Changes are saved as you make them.

Check the result

The Dataroom shows the numbered tree, and the counter at the bottom, for example 45/45 · 100%, reflects filled placeholders. Select the counter to open Index Completion: it lists every folder and placeholder with its state, Missing only narrows the list to placeholders still waiting for a document, and Export missing files downloads that list to send to whoever has to supply the documents. Every folder and placeholder can be found with Search this data room….

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