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TaskStep 7 of 20 in Data room

Place documents in the Dataroom

Move uploaded files into their Dataroom folders and placeholders, by hand or by reviewing AI suggestions.

Updated 29 Sep 20262 min read
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Give every Workspace file its place in the numbered Dataroom. A placed file keeps its original upload; the Dataroom shows it under the placeholder's name and index number.

Before you start

Steps

  1. On Files › Workspace, open a file's ⋮ menu and select Place in Dataroom. To place several files at once, tick them and use the place action in the toolbar.
    Every Workspace file has the same menu.
  2. In Place in Dataroom, search or browse for the destination folder or placeholder and select Place here. The Destination line at the bottom shows the path you chose.
    Search by placeholder name to find the slot without expanding the tree.1.Search Dataroom folders and placeholders2.Place here
  3. For many files at once, let the app propose the placements instead: Scan Workspace in the Dataroom's ⋮ menu creates a suggestion for every unplaced file that clearly fits a folder or placeholder, and you accept or correct them in one review. Place documents with AI covers it.

Check the result

The Workspace's Index column shows the reference of each placed file, for example 3.2.1.1 for the clinical trial interim results. On the Dataroom tab the file is listed under its placeholder, and the completion indicator at the bottom counts one more filled placeholder.

If something goes wrong

A file went to the wrong folder

Place it again in the right slot: the app asks Replace existing placements? and Place anyway moves the file and removes its old placement. Or, on the Dataroom tab, open the file's ⋮ menu and choose Move. In Preparation you can move and remove placements freely. In a published data room a placed file is visible straight away to buyer groups with access to that folder; moves are recorded and removing a file is a Retract. A locked data room cannot be changed.

Update the Dataroom numbering first

A published Dataroom created before the current numbering scheme needs a one-time update before files can be placed. Select Recreate index numbers, check the preview, and the placement continues on its own. See The data room lifecycle.

A message appears after placing
  • … files were skipped — already in the Dataroom or awaiting an AI suggestion. Those files already have a place or a pending suggestion; review suggestions first, or place them again to replace the placement.
  • A folder can't go into a single-file slot. Pick a Dataroom folder instead. Placeholders take single files; choose a Dataroom folder for a folder.
  • The Dataroom is busy with another change. Wait a moment and try again; files already placed are kept.
  • Part of the folder was placed. Run it again to finish. Place the same folder again; files already placed are skipped.
Up nextPlace documents with AILet the app propose a Dataroom slot for every uploaded file that clearly fits, then accept, retarget or reject each suggestion.
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Related guides
Build the Dataroom structureCreate or adjust the numbered folders and placeholders external users will navigate, and describe what belongs in each.How the Dataroom index worksFolders, placeholders, index numbers and mapped files: the model behind the Dataroom, and every control that shapes it.Place documents with AILet the app propose a Dataroom slot for every uploaded file that clearly fits, then accept, retarget or reject each suggestion.