Document Management
Learn how to manage documents in Fidura's Data Room and Global Document View
Overview
Fidura provides comprehensive document and data management capabilities, allowing you to store, organize, and access all your corporate documents and records in one secure location. The platform offers two main document management views: company-specific Data Rooms and an organization-level Global Document View.
What you'll learn:
- How to use company-specific Data Rooms
- How to access the Global Document View for cross-entity management
- How documents are associated with stakeholders, transactions, and other entries
- How automatic document classification and smart naming work
- How version history is managed for generated reports
Company-Specific Data Rooms
Each company (Managed Entity) has its own dedicated Data Room, providing a secure, centralized repository for all documents related to that specific company. This ensures clear separation of records and facilitates compliance with corporate governance requirements.
What's in a Company Data Room
Each company's Data Room contains:
- Files received during data migration
- Files uploaded via the "Upload with AI" feature
- Any other documents you want to save or share with other users
- Documents associated with company-specific entries (stakeholders, transactions, capital actions, etc.)
Default View
The Data Room opens in Grid View by default for quick scanning of files and metadata. You can:
- Sort documents by date, file type, or custom tags
- Filter documents by category, tags, or associated entities
- Switch to list view for detailed information
- Search for specific documents
Tip
Each company has its own isolated Data Room, ensuring that documents are properly organized and accessible only to users with access to that specific company.
Organization-Level Global Document View
In addition to company-specific Data Rooms, Fidura provides a Global Document View for cross-entity document management within the same organization. This allows you to view and manage documents across all companies in your organization from a single location.
Key Features
- Company Field: Each file displays its associated Managed Entity, making it easy to identify which company a document belongs to
- Smart Search: Search across all companies in your organization
- Search by keywords, stakeholder names, or entities
- For example, searching for a stakeholder will display all files mentioning them across all companies in that organization
- Cross-Entity Management: Manage documents from multiple companies in one view
Tip
Use the Global Document View when you need to find documents across multiple companies or search for all documents related to a specific stakeholder or topic across your entire organization.
Documents Associated with Other Entries
Documents in Fidura can be associated with various entries throughout the platform, creating a comprehensive document management system that links files to their relevant context.
Documents Associated with Stakeholders
When viewing a stakeholder profile, you can:
- Upload documents specific to that stakeholder (e.g., identification documents, appointment letters)
- View all documents associated with the stakeholder
- Link documents to specific roles or relationships
Common stakeholder documents:
- Identification documents (passports, ID cards)
- Appointment letters and resolutions
- Resignation letters
- Share certificates
- Contact information updates
Documents Associated with Transactions
Capital transactions and actions can have associated documents:
- Share Issuances: Subscription agreements, board resolutions, payment confirmations
- Share Transfers: Transfer agreements, board approvals
- Capital Actions: Resolutions, court orders, filing confirmations
- Share Repurchases: Repurchase agreements, board resolutions
- Redemptions: Redemption agreements, resolutions
Documents Associated with Companies
Company-level documents stored in the Data Room include:
- Incorporation certificates
- Memorandum and Articles of Association
- Annual returns and filings
- Board resolutions
- Shareholder resolutions
- Compliance documents
Documents Associated with Other Entries
Documents can also be associated with:
- Tasks: Supporting documents for task completion
- Pledges: Pledge agreements, notices, certificates
- Share Certificates: Supporting documentation for certificate issuance
- Reports: Source documents used to generate reports
Tip
Associating documents with specific entries helps maintain context and makes it easier to find related documents when working with stakeholders, transactions, or other platform entries.
Automatic Document Classification & Smart Naming
When you upload a document to Fidura, Fidura AI automatically processes it to streamline document management.
Automatic Classification
Fidura AI automatically:
- Classifies the file by document type (e.g., incorporation certificate, resolution, share certificate)
- Identifies sub-types where applicable (e.g., board resolution, shareholder resolution)
- Extracts key metadata such as:
- Entity name
- Dates
- Parties involved
- Document numbers
Smart Naming
The platform automatically:
- Applies a standardized filename based on your organization's naming convention
- Prefills relevant fields with extracted metadata
- Allows editing of all components (filename, classification, metadata)
Tip
All automatically generated information is editable. Review and adjust the classification, filename, and metadata to ensure accuracy before saving.
Version History for Generated Reports
Certain reports must be regenerated whenever a corporate action occurs. For example, you need to generate a new Register of Directors after an appointment or resignation.
How Version History Works
With Fidura, this process is seamless:
- Automatic Tracking: Every generated report is automatically tracked in an intuitive version history
- Generate Fresh Reports: Generate a fresh report whenever required
- Access Previous Versions: Access previous versions at any time
- Complete Audit Trail: Maintain a complete and compliant audit trail
Viewing Version History
When viewing a generated report:
- Navigate to the report in the Data Room or Reports section
- Click on the report to view its details
- Access the Version History tab to see all previous versions
- Download any version as needed
Tip
Version history ensures you always have access to historical versions of reports, which is essential for compliance and audit purposes. Each version is timestamped and linked to the corporate action that triggered its generation.
Uploading Documents
Method 1: Direct Upload to Data Room
- Navigate to the company's Data Room
- Click Upload Document or drag and drop files
- Fidura AI will automatically classify and name the document
- Review and edit the classification, filename, and metadata
- Add tags or associate with specific entries if needed
- Click Save
Method 2: Upload with AI
- Navigate to the company's Data Room
- Click Upload with AI
- Select or drag and drop files
- Fidura AI processes the documents automatically
- Review the classification and extracted metadata
- Make any necessary adjustments
- Click Save
Method 3: Upload from Entry Context
When working with a specific entry (stakeholder, transaction, etc.):
- Navigate to the entry (e.g., stakeholder profile, transaction details)
- Click Add Document or Upload Document
- Select the file to upload
- The document is automatically associated with that entry
- Fidura AI processes and classifies the document
- Review and save
Tip
Uploading documents from entry context automatically associates them with that entry, making it easier to find related documents later.
Organizing Documents
Categories and Tags
Organize documents using:
- Categories: Pre-defined document types (Legal, Financial, Compliance, etc.)
- Tags: Custom tags you can create and apply to documents
- Filters: Filter documents by category, tags, date, or associated entity
Search Functionality
Use the search function to find documents:
- Keyword Search: Search within document content and metadata
- Smart Search: Search by stakeholder names, entities, or keywords across all companies (Global Document View)
- Filter Search: Combine filters with search terms for precise results
What Happens Next
After uploading or managing documents:
- Documents are stored securely in the Data Room or Global Document View
- Fidura AI automatically classifies and names documents
- Documents are associated with relevant entries (if uploaded from context)
- Version history is maintained for generated reports
- Documents are searchable and filterable
- Access is controlled based on company and user permissions
Next Steps
After uploading documents, you may need to: - Review and verify automatic classification and naming - Add tags or additional metadata for better organization - Associate documents with specific entries if not done during upload - Share documents with relevant stakeholders if needed - Verify that version history is being maintained for generated reports
Related Topics
- Stakeholders – Learn how documents are associated with stakeholders
- Capital Actions – Understand documents related to capital transactions
- Share Pledges – Learn about documents associated with pledges
- Reports – Understand how version history works for generated reports