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How Do You Organize Due Diligence Documents When the Room Is Supplied, Not Live?
Start with a document index that names each file, its version, where it lives in the supplied room, who owns the request, and whether the item is received, stale, or still missing. Factrova helps professional teams navigate a supplied diligence room by tying every extracted fact, risk, and unanswered question back to its document location. You supply the materials — there is no live data-room connection. A professional reviewer confirms document scope, extracted facts, open questions, and final risk judgments. The first real result is a materials list with risks and evidence gaps, not a closed deal memo.
What this question usually means
The rewrite cluster is: document index, version, source location, request owner, and missing-item status. People also ask whether the product will crawl a vendor data room on its own. It will not. You bring company materials and a diligence checklist; the workspace indexes what you supply.
Organization here means traceability. If a reviewer cannot jump from a fact or gap to the file name, folder path, and version, the index is decoration. Most workspace modules are still missing; entity-public-sources is registered for official identity references when you add them. The conversation is where you describe the room you uploaded or pasted.
Materials or prerequisites
Bring company materials and a diligence checklist, plus risk thresholds and decision criteria your team already uses. Include a redacted file list, folder paths or export names, known version labels, and who on the sell-side or internal team owns each request.
If a document is absent, mark it missing rather than inferring contents. Factrova may describe candidate document-indexing, fact-tracing, gap-listing, and question-preparation workflows from supplied materials — not exhaustive risk discovery or registry pulls.
Step 1: Build the document index from the supplied list
One row per file or bundle: title, type, date received, and where it sits in the room you supplied. Use stable identifiers — export batch, folder path, or upload name — so a later citation can point back without guessing.
Step 2: Record version and freshness
Note whether the file is draft, signed, superseded, or unknown. If two versions exist, keep both rows and mark which one reviewers should prefer until a person decides otherwise. Stale versions belong in the index; hiding them creates false completeness.
Step 3: Tie each row to a source location
Write the path, bundle name, or page range reviewers should open. Factrova ties extracted facts and open questions to this location. A fact with no location is not indexed yet — it is a note waiting for a source.
Step 4: Assign the request owner and missing-item status
For every checklist line, name who must deliver or clarify: sell-side contact, counsel, finance, or internal owner. Status is received, partial, stale, requested, or missing. Missing is a first-class state, not an empty cell.
Step 5: Walk the index in Factrova and review a diligence sample
Sign in from this site. You land in the conversation. Share the index and ask for a materials list with risks and evidence gaps on one sample area — contracts, cap table, or litigation, for example. That sample shows whether locations and owners are usable before you widen scope.
Step 6: Hand scope to a professional reviewer
Export the index with gaps highlighted. A professional reviewer confirms document scope, extracted facts, open questions, and final risk judgments. The workspace prepares the list; it does not sign off on completeness or correctness.
Verification
A second person can open any indexed row, find the source location, see the version, name the request owner, and read missing-item status without opening a live data-room. If a row says received but no file is attached in the supplied room, status must change to missing or partial.
Limits that stay in this job
A professional reviewer confirms document scope, extracted facts, open questions, and final risk judgments. The workspace does not replace legal, investment, accounting, tax, compliance, or transaction advice. Factrova does not claim live data-room or registry access, exhaustive risk discovery, factual or legal correctness, professional advice, deal recommendations, or transaction outcomes.
You supply the room. Indexing candidate materials is preparation for review, not proof that every risk was found or that a transaction should proceed.
What Factrova does in this workflow
Factrova is a conversation-led diligence workspace for tying facts, risks, and open questions to document locations in supplied materials. The opening action is Review a diligence sample. Most sidebar modules are not wired yet; use the conversation to index what you bring and to surface gaps on a bounded slice.
You still own uploads, checklist scope, and the decision to widen or stop review.
FAQ
Questions this guide is for
Can Factrova connect to our vendor data room?
No live data-room access. Export or upload the materials you are allowed to share, then index that supplied room. Treat any future connector as out of scope until it is explicitly authorized and recorded.
What belongs in the first index pass?
File name, version, location, owner, and status for every checklist line you can see today. Depth on extraction comes after the index is stable enough to cite.
How small should the first sample be?
One category — for example employment agreements or tax returns — with every row locatable. Expand only after a reviewer confirms the index matches the supplied room.
Start in the workspace
Review a diligence sample in the workspace
Sign in or create an account. You return to the Factrova conversation. Bring your document index and checklist, and ask for a bounded materials list with risks and evidence gaps.