This article gives an overview of how the Shoobx data room works. We also have articles about sharing information in your data room with existing investors, with potential investors, and with people on your team.
The Shoobx data room is where all your documents are stored once they're generated or uploaded on the platform. The data room is built to make Due Diligence easier, and features advanced tools for providing access to the right information to the right people.
The data room panel is available on the company dashboard. The folders that each user sees will depend on their access level.
Once you are in the data room, you will see that there is a pre-populated folder structure that mimics a standard investor due diligence checklist. There are sub-folders built into this structure as well to provide room for a smaller group of materials, such as the Offer Letters folder under the Human Resources heading.
Managed, Unmanaged, and Missing documents
Documents in the data room fall into three categories:
- Documents that are generated via Shoobx workflows, which are placed into the appropriate folders automatically (e.g. an Offer Letter that is generated during the Add Employee workflow)
- Documents you upload during a Shoobx workflow, which are also placed into the appropriate folders automatically
These documents cannot be moved or deleted because they are tied to a workflow that was run in Shoobx.
- Documents added directly to the data room using the “Upload a Document” button
These documents can be moved between folders and/or deleted because there is no infrastructure tying them to a Shoobx workflow.
Missing documents are documents that were deferred during a workflow or during onboarding, which effectively tells Shoobx, "I don't have this document handy right now, so I'm going to defer it and upload it later".
By sliding the Missing Documents Only toggle at the top left corner of your main data room screen, you can see all of these documents. To upload any of these documents and remove the "missing" tag, simply click the title of a missing document and select the "re-upload document" button at the top left of the screen once you're in the document.
Uploading Documents Directly into the Data Room
Choose the folder your document should be uploaded to.
Click the Upload button on the upper righthand side of the screen.
Select the file(s) from your computer.
Note that, if the document you're uploading should be uploaded via a workflow (e.g. an Offer Letter through the Add Employee workflow), you'll see an alert like the one in the second screenshot below. In that case, go back to your dashboard, click on "Start a new workflow", and begin the workflow that was recommended, choosing the "upload" path to bring the fully executed document into your data room.
Creating a New Folder
You can create new folders in your Shoobx data room by selecting any of the folder icons on the main data room screen or within an existing folder.
A Final Note
Our Due Diligence Checklist is a great tool for organizing your Shoobx data room and determining which materials should go into which folders, and which materials should be uploaded via a workflow. If you have questions about your due diligence plan, reach out to our team and we'll be happy to help!
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