[{"data":1,"prerenderedAt":720},["ShallowReactive",2],{"guide:\u002Finternal\u002Fdata-room\u002Fhow-the-dataroom-index-works":3,"related:\u002Finternal\u002Fdata-room\u002Fhow-the-dataroom-index-works":712},{"id":4,"title":5,"audience":6,"body":7,"canonical_url":679,"collection":680,"description":681,"extension":682,"feature_flags":683,"is_draft_preview":684,"legends":685,"meta":694,"navigation":695,"order":696,"path":697,"reading_minutes":698,"related":699,"seo":703,"slug":704,"status":705,"stem":706,"tour_ids":707,"type":709,"updated_at":710,"__hash__":711},"guides\u002Finternal\u002Fdata-room\u002Fhow-the-dataroom-index-works.md","How the Dataroom index works","internal",{"type":8,"value":9,"toc":664},"minimark",[10,27,32,114,122,126,308,315,319,324,331,338,380,386,397,401,404,421,424,440,444,450,457,461,464,478,494,501,510,514,517,558,562,581,584,588,599,603,639,643],[11,12,13,14,18,19,22,23,26],"p",{},"The ",[15,16,17],"strong",{},"Dataroom"," is the numbered index external users navigate. It is built from two kinds of node, ",[15,20,21],{},"folders"," and ",[15,24,25],{},"placeholders",", and filled by mapping uploaded files onto placeholders. This guide explains the model and where each control lives; the task guides linked at the end walk through building and filling it.",[28,29,31],"h2",{"id":30},"essential-concepts","Essential concepts",[33,34,35,49,64,78,84,94,100],"ul",{},[36,37,38,41,42,45,46,48],"li",{},[15,39,40],{},"Workspace and Dataroom."," Uploads land in the ",[15,43,44],{},"Workspace",", the working area only your team sees. The ",[15,47,17],{}," tab shows the curated index. A file appears in the Dataroom only once it is placed.",[36,50,51,54,55,59,60,63],{},[15,52,53],{},"Folder."," A section of the index, such as ",[56,57,58],"em",{},"1 Corporate & Governance"," or ",[56,61,62],{},"1.2 Board of Directors & Committees",". Folders nest, and every folder carries an index number.",[36,65,66,69,70,73,74,77],{},[15,67,68],{},"Placeholder."," An expected document inside a folder, such as ",[56,71,72],{},"1.2.1 Board Meeting Minutes",". A placeholder exists before any file does, so the index shows what is still missing. It can hold several files: the demo's ",[56,75,76],{},"Board Meeting Minutes"," placeholder maps four quarterly minutes.",[36,79,80,83],{},[15,81,82],{},"Mapped files."," The Workspace files attached to a placeholder. Mapping keeps the original upload; the Dataroom shows the placeholder's name and, below it, each file with its own number.",[36,85,86,89,90,93],{},[15,87,88],{},"Index number."," Every folder, placeholder and file has one, derived from its position: ",[56,91,92],{},"1.2.1.1"," is the first file under the first placeholder in the second folder of section 1. External users see and quote these numbers.",[36,95,96,99],{},[15,97,98],{},"Placement suggestion."," A proposal, made by the AI, that a particular Workspace file belongs at a particular folder or placeholder. A suggestion is not a placement: the file stays in the Workspace until someone accepts it.",[36,101,102,105,106,109,110,113],{},[15,103,104],{},"Completion."," The counter at the bottom of the Dataroom, for example ",[15,107,108],{},"45\u002F45 · 100%",", is the share of placeholders that have at least one mapped file. A placeholder with one file counts exactly as much as one with four; the counter measures slots, not documents. Placeholders marked ",[15,111,112],{},"Not applicable"," are excluded from both numbers.",[11,115,116],{},[117,118],"img",{"alt":119,"src":120,"title":121},"The Dataroom in Preparation with six top-level folders and the completion counter","\u002Fmedia\u002Fhow-the-dataroom-index-works\u002Fdataroom-preparation.png","The demo deal's index: six sections, 45 placeholders, all filled.",[28,123,125],{"id":124},"where-the-controls-are","Where the controls are",[127,128,129,145],"table",{},[130,131,132],"thead",{},[133,134,135,139,142],"tr",{},[136,137,138],"th",{},"Control",[136,140,141],{},"Where",[136,143,144],{},"What it does",[146,147,148,169,182,199,212,246,263,276],"tbody",{},[133,149,150,156,159],{},[151,152,153],"td",{},[15,154,155],{},"Edit placeholders",[151,157,158],{},"Dataroom toolbar",[151,160,161,162,59,165,168],{},"Opens the structure editor: the full tree with ",[15,163,164],{},"N mapped",[15,166,167],{},"Unfilled"," per placeholder, row actions, and the inspector.",[133,170,171,176,179],{},[151,172,173],{},[15,174,175],{},"New Folder",[151,177,178],{},"Dataroom toolbar, and per row in the editor",[151,180,181],{},"Adds a folder at the top level or inside the selected folder.",[133,183,184,189,192],{},[151,185,186],{},[15,187,188],{},"New placeholder",[151,190,191],{},"Editor toolbar, and per row",[151,193,194,195,198],{},"Adds an expected document to a folder. Name it as the reader should see it, for example ",[56,196,197],{},"Audited Financial Statements FY2024",".",[133,200,201,206,209],{},[151,202,203],{},[15,204,205],{},"Validation Rules",[151,207,208],{},"Editor toolbar",[151,210,211],{},"Opens the rules library: reusable AI checks that run when documents are placed.",[133,213,214,220,222],{},[151,215,216,219],{},[15,217,218],{},"⋮ menu"," next to Upload",[151,221,158],{},[151,223,224,227,228,227,231,227,234,227,237,227,240,227,243,198],{},[15,225,226],{},"Job manager",", ",[15,229,230],{},"Export index",[15,232,233],{},"Recreate index numbers",[15,235,236],{},"Index file names",[15,238,239],{},"Scan Workspace",[15,241,242],{},"Upload Files",[15,244,245],{},"Upload Folder",[133,247,248,253,256],{},[151,249,250],{},[15,251,252],{},"Review suggestions",[151,254,255],{},"Next to the search field",[151,257,258,259,262],{},"Opens ",[15,260,261],{},"Review Index suggestions",", where AI placement proposals are accepted, retargeted or rejected. Shows a dot while proposals are waiting.",[133,264,265,270,273],{},[151,266,267],{},[15,268,269],{},"Index names",[151,271,272],{},"Bottom right",[151,274,275],{},"Switches the list between original filenames and index names.",[133,277,278,285,288],{},[151,279,280,281,284],{},"Folder ",[15,282,283],{},"⋮"," in the tree",[151,286,287],{},"Folders panel",[151,289,290,227,293,227,296,227,299,227,302,227,305,198],{},[15,291,292],{},"Permissions",[15,294,295],{},"Download",[15,297,298],{},"Move",[15,300,301],{},"Rename",[15,303,304],{},"Notification settings",[15,306,307],{},"Delete",[11,309,310],{},[117,311],{"alt":312,"src":313,"title":314},"The Dataroom ⋮ menu","\u002Fmedia\u002Fhow-the-dataroom-index-works\u002Fdataroom-menu.png","The menu next to Upload holds the index-wide actions.",[28,316,318],{"id":317},"the-structure-editor","The structure editor",[11,320,321,323],{},[15,322,155],{}," turns the Dataroom into an editable tree. Each row shows its number, name and state, and on hover the row actions: rename, place files, add a subfolder, add a placeholder, delete. Selecting a row opens the inspector on the right.",[11,325,326],{},[117,327],{"alt":328,"src":329,"title":330},"The structure editor with folders, placeholders and their mapped counts","\u002Fmedia\u002Fhow-the-dataroom-index-works\u002Fedit-placeholders.png","Green counts are mapped files; Unfilled marks an empty placeholder.",[11,332,333,334,337],{},"The inspector for a ",[15,335,336],{},"placeholder"," holds:",[33,339,340,350,356,365,374],{},[36,341,342,345,346,349],{},[15,343,344],{},"Placement instruction."," Free text that tells colleagues and the AI what belongs here, for example ",[56,347,348],{},"Signed board minutes, one file per meeting. Exclude drafts."," It drives the placement suggestions.",[36,351,352,355],{},[15,353,354],{},"Not applicable."," Keeps the placeholder in the list but removes it from the completion score and the missing-files export. Use it for documents this deal will never have.",[36,357,358,360,361,364],{},[15,359,82],{}," The files currently attached, with ",[15,362,363],{},"Place files here"," to attach more from the Workspace.",[36,366,367,370,371,198],{},[15,368,369],{},"Validation rules."," The checks attached to this placeholder, with ",[15,372,373],{},"New rule",[36,375,376,379],{},[15,377,378],{},"Delete."," Removes the placeholder. Its mapped files stay in the Workspace.",[11,381,333,382,385],{},[15,383,384],{},"folder"," shows its placement instruction, how many placeholders it contains and how many are filled, and the rules that use its placeholders.",[11,387,388,389,392,393,396],{},"Changes save as you make them; the editor shows ",[15,390,391],{},"Saved"," at the top. Select ",[15,394,395],{},"Done editing"," to return to the normal view.",[28,398,400],{"id":399},"ai-placement-suggestions","AI placement suggestions",[11,402,403],{},"Filling a large index by hand is slow, so the app can do the first pass. There are two ways to start it, and both need a Dataroom structure to place into: the AI matches files against your folders, placeholders and their placement instructions, so until the Dataroom has at least a first structure there is nothing to match against and neither entry point is offered.",[33,405,406,412],{},[36,407,408,411],{},[15,409,410],{},"Place with AI"," in the upload dialog. The files are uploaded to the Workspace, and as soon as each one has been processed the app creates its placement suggestion automatically. You do not run anything afterwards; the suggestions are simply waiting for review when the upload finishes.",[36,413,414,416,417,420],{},[15,415,239],{},", in the ⋮ menu next to ",[15,418,419],{},"Upload",", for files that are already in the Workspace. It reads every file that is not yet placed and creates a suggestion for each one that clearly fits.",[11,422,423],{},"In both cases a file without an obvious fit gets no suggestion and stays in the Workspace; the AI never guesses.",[11,425,426,427,430,431,433,434,439],{},"Suggestions appear as markers in the Workspace's ",[15,428,429],{},"Index"," column and are handled in ",[15,432,261],{},", where each one shows its target, the AI's rationale and the name the file will carry in the index. Accepting a suggestion is exactly the same as placing the file by hand; retargeting moves it to a slot you choose first; rejecting leaves the file where it is. Two things make suggestions better: specific placement instructions on placeholders, and the AI file naming convention under Dataroom settings, which the AI follows when it proposes index names. ",[435,436,438],"a",{"href":437},"\u002Finternal\u002Fdata-room\u002Fplace-documents-with-ai","Place documents with AI"," walks through the review.",[28,441,443],{"id":442},"validation-rules","Validation rules",[11,445,13,446,449],{},[15,447,448],{},"Validation rules library"," defines reusable AI checks, each with a name and a type, that run when documents are placed into the placeholders they are attached to. Attach a rule from a placeholder's inspector. The results roll up per placeholder as passed, issues and pending.",[11,451,452],{},[117,453],{"alt":454,"src":455,"title":456},"The Validation rules library","\u002Fmedia\u002Fhow-the-dataroom-index-works\u002Fvalidation-rules.png","Rules are project-wide and reused across placeholders.",[28,458,460],{"id":459},"numbering","Numbering",[11,462,463],{},"Numbers follow the order of the tree, and how they behave depends on the data room's state.",[33,465,466,472],{},[36,467,468,471],{},[15,469,470],{},"In Preparation",", applying a template, generating a structure, cloning or importing renumbers everything from 1 in tree order. Editing before you publish never needs a manual renumbering.",[36,473,474,477],{},[15,475,476],{},"After publication",", numbers are stable: a new folder, placeholder or file gets the next unused number under its parent, and existing numbers are never shifted, because buyers are already quoting them. A file that fails to upload, is retracted or is deleted keeps its number reserved, so gaps appear, and a node added later sits numerically after its siblings even if you place it between them.",[11,479,480,482,483,486,487,490,491,493],{},[15,481,233],{}," in the ⋮ menu is the one operation that recomputes every number from the live tree. It previews the outcome first: how many folders and files are affected, how many numbers change and how many gaps disappear, with the current and new number for every item. Two options change the result: ",[15,484,485],{},"Renumber in alphabetical order"," (A–Z by name instead of current order, which is what you want after uploading a folder structure that was alphabetical on your computer) and ",[15,488,489],{},"Folders first"," (subfolders numbered before files within each folder). Names and locations never change. On a published room the dialog warns that exports and references using the old numbers become stale; share a fresh ",[15,492,230],{}," afterwards.",[11,495,496],{},[117,497],{"alt":498,"src":499,"title":500},"The Recreate index numbers preview","\u002Fmedia\u002Fhow-the-dataroom-index-works\u002Frecreate-index-numbers.png","Review every change before applying. Renumber before publishing where you can: external users quote the numbers.",[11,502,503,504,506,507,509],{},"Two further rules follow from this. A published room that still uses the older numbering scheme from before stable numbers were introduced cannot take new placements until it has been renumbered once; the app asks you to run ",[15,505,233],{}," and then continues the placement you started. And a placeholder is a single-file destination for each action: to map several files to it, place them one by one, which is how the demo's ",[56,508,76],{}," came to hold four.",[28,511,513],{"id":512},"naming","Naming",[11,515,516],{},"Two settings shape names:",[33,518,519,527],{},[36,520,521,523,524,526],{},[15,522,236],{},", in the ⋮ menu, and the ",[15,525,269],{}," toggle at the bottom show placement names instead of upload filenames. The original filename stays available either way.",[36,528,529,532,533,536,537,227,543,227,548,22,553,198],{},[15,530,531],{},"Dataroom settings"," (the gear in the editor) holds the ",[15,534,535],{},"AI file naming convention",": free-text guidance the AI follows when naming files it places, with tokens such as ",[56,538,539],{},[540,541,542],"span",{},"Document Type",[56,544,545],{},[540,546,547],{},"YYYY",[56,549,550],{},[540,551,552],{},"Counterparty",[56,554,555],{},[540,556,557],{},"Version",[28,559,561],{"id":560},"starting-points-for-a-new-index","Starting points for a new index",[11,563,564,565,568,569,572,573,576,577,580],{},"An empty Dataroom offers four ways to create the structure: ",[15,566,567],{},"Apply default template"," (a library of due-diligence indexes with their category and document counts), ",[15,570,571],{},"Generate with AI"," from the project's description, ",[15,574,575],{},"Clone from a project",", or ",[15,578,579],{},"Import from file"," (one XLSX, XLS, DOCX, PDF or CSV file of up to 50 MB, optionally with a note telling the AI how to read it). Every account's demo project ships with a finished index to learn from.",[11,582,583],{},"The four tiles appear only while the Dataroom is empty. To switch from one method to another after applying it, delete every folder and placeholder in the structure editor first; the tiles come back once the tree is empty. Import reads one file at a time, so several checklists from different advisers have to be merged into one file, or imported as the first structure and then extended by hand. Cloning copies the folders and placeholders together with the source project's AI file naming convention and its validation rules, and replaces any rules the destination already had.",[28,585,587],{"id":586},"exports","Exports",[11,589,590,592,593,596,597,198],{},[15,591,230],{}," in the ⋮ menu downloads the whole index as an Excel file, the document to share with a counterparty or attach to an agreement. ",[15,594,595],{},"Export missing files",", in the completion panel, downloads only the placeholders that still have no file, which is the request list to send to the company or the seller's advisers. Both respect ",[15,598,112],{},[28,600,602],{"id":601},"availability-and-limitations","Availability and limitations",[33,604,605,617,623,626,636],{},[36,606,607,608,611,612,616],{},"In ",[15,609,610],{},"Preparation"," the structure changes freely. After publication you can still add and move folders, placeholders and files, and you retract instead of deleting; after locking nothing changes. ",[435,613,615],{"href":614},"\u002Finternal\u002Fdata-room\u002Fhow-data-room-publication-works","The data room lifecycle"," lists every difference.",[36,618,619,620,622],{},"Two deletes behave differently. In the structure editor, a folder that still contains placeholders or subfolders cannot be deleted until they are removed or moved out. ",[15,621,307],{}," in the folder tree's ⋮ menu removes the folder with everything inside; the mapped files stay in the Workspace.",[36,624,625],{},"In the file list a folder opens with a double-click; in the structure editor a double-click renames the row instead.",[36,627,628,629,59,632,635],{},"A placeholder or folder that an AI suggestion points to can be deleted meanwhile; the suggestion then shows ",[15,630,631],{},"Target missing",[15,633,634],{},"Placeholder missing"," in the review and needs a new target before it can be accepted.",[36,637,638],{},"Renumbering is a whole-index operation and cannot be limited to one folder.",[28,640,642],{"id":641},"next-actions","Next actions",[33,644,645,652,659],{},[36,646,647,651],{},[435,648,650],{"href":649},"\u002Finternal\u002Fdata-room\u002Fbuild-the-dataroom-structure","Build the Dataroom structure"," walks through folders, placeholders and instructions step by step.",[36,653,654,658],{},[435,655,657],{"href":656},"\u002Finternal\u002Fdata-room\u002Fplace-documents-in-the-dataroom","Place documents in the Dataroom"," covers mapping files by hand.",[36,660,661,663],{},[435,662,438],{"href":437}," covers scanning the Workspace and reviewing the suggestions.",{"title":665,"searchDepth":666,"depth":666,"links":667},"",2,[668,669,670,671,672,673,674,675,676,677,678],{"id":30,"depth":666,"text":31},{"id":124,"depth":666,"text":125},{"id":317,"depth":666,"text":318},{"id":399,"depth":666,"text":400},{"id":442,"depth":666,"text":443},{"id":459,"depth":666,"text":460},{"id":512,"depth":666,"text":513},{"id":560,"depth":666,"text":561},{"id":586,"depth":666,"text":587},{"id":601,"depth":666,"text":602},{"id":641,"depth":666,"text":642},"https:\u002F\u002Fdocs.vdr.valutico.dev\u002Finternal\u002Fdata-room\u002Fhow-the-dataroom-index-works","data-room","Folders, placeholders, index numbers and mapped files: the model behind the Dataroom, and every control that shapes it.","md",[],false,{"dataroom-menu":686,"dataroom-preparation":688,"edit-placeholders":692,"recreate-index-numbers":693},[687,233],"Menu next to Upload",[689,155,690,691],"Dataroom tab","State chip and Publish","Completion counter",[188,175,395],[485,489,233],{},true,5,"\u002Finternal\u002Fdata-room\u002Fhow-the-dataroom-index-works",9,[700,701,702],"build-the-dataroom-structure","place-documents-in-the-dataroom","how-data-room-publication-works",{"title":5,"description":681},"how-the-dataroom-index-works","published","internal\u002Fdata-room\u002Fhow-the-dataroom-index-works",[708],"index-manager","feature","2026-09-29T13:21:45+02:00","dtH78KalaRw9ysGbONgsDQrLX6hKGnj2FvIUJ1xQL0k",[713,715,718],{"title":650,"description":714,"path":649,"audience":6,"slug":700},"Create or adjust the numbered folders and placeholders external users will navigate, and describe what belongs in each.",{"title":716,"description":717,"path":614,"audience":6,"slug":702},"The data room lifecycle: Preparation, Published, Locked","What you can change, what buyers see and what is billed in each of the three data room states, how you move from one to the next, and what can never be undone.",{"title":657,"description":719,"path":656,"audience":6,"slug":701},"Move uploaded files into their Dataroom folders and placeholders, by hand or by reviewing AI suggestions.",1790706827409]