Due Diligence (Document room)

Discover how to use Corporify to grant portal access to the counterparty during the due diligence phase as a basic document room. In this learning path, we guide you through preparing and opening of the portal, as well as following up and removing portal access once the due diligence phase is completed.

This learning path is structured into four clear steps:

Step 1 - Prepare portal

Step 2 - Prepare documentation and folders

Step 3- Open the portal and grant access

Step 4 - Follow-up

Below we have added a guided tour of how the portal could look like to serve as a document room for the due diligence phase. Please note that the example below is for illustrative purposes. Your own view in the portal may differ based on the specific information you would like to share.

For a guided tour, click 'Start' below.

 

Step 1 - Prepare portal

Watermark

You can enhance document security by adding a watermark to any PDF that is consulted through the portal. The watermark includes the following details: full name of the portal user, date and time of access and mail address of the portal user.

Branding

When granting external access to the portal, you can customize its look and feel to align with your company’s branding. This not only reinforces your brand identity but also builds trust and credibility for portal users.

Below you can find a step-by-step guide on how to add your branding.

For detailed instructions, click 'Start tutorial' below.

 

Notifications

Portal users will receive an email notification whenever new documents are made available in the portal. Notifications are sent overnight. If multiple documents are added in one day, only a single email notification will be sent that night. Portal notification are sent through the mailbox that is connected to your silo. You can find more information 'here'. 

By default, portal notifications are enabled. Reach out to further tailor these notifications by incorporating your company logo, adding your signature and customizing the default notification text.

Step 2 - Prepare documentation and folders

Default folder structure

If necessary, adjust the default folder structure to ensure it aligns with the due diligence process. This way, you ensure every folder needed for the due diligence phase is included, clearly organized and easily accessible. This structured approach will support efficient document sharing and will streamline meeting workflows for the counter party.

Below you can find a step-by-step guide on how to adapt the default folder structure.

For detailed instructions, click 'Start tutorial' below.

 

Edit columns

Once the portal has been opened and access has been granted as mentioned in the step 3, you will likely continue to add documents to the entities. From that point on, you can use the columns in the document room of each entity to quickly verify whether a specific folder is visible in the portal. To prepare for this, we recommend already editing and displaying the extra column ‘Portal visibility’ in your document room view now, so you are fully set once the portal is live.

Below you can find a step-by-step guide on how to edit the columns of the documents room.

For detailed instructions, click 'Start tutorial' below.

Upload relevant documents

Upload all documents that need to be available in the portal before granting access. This ensures everything is visible to portal users from the start of the due diligence phase and helps prevent multiple notification emails when portal notifications are enabled.

Below you can find a step-by-step guide on how to upload a document.

For detailed instructions, click 'Start tutorial' below.

 

Highlight due diligence documents on the portal

In the document room of an entity, some folders are more important or need to be highlighted when an counterparty accesses the portal. To do this, you can create additional tiles on the portal ('portal widget') that reflect a specific document folder.

This feature allows you to highlight important documents directly on the portal’s overview page, making it easier for the counterparty to find the documentation regarding the due diligence without navigating through the different document folders. Here you can, for example, store the overview sheet of all available documents for quick access.

Below you can find a step-by-step guide on how to create a portal widget.

For detailed instructions, click 'Start tutorial' below.

 

Step 3 - Open the portal and grant access

Test the portal with your own email address

We recommend you to test the portal with your own email address. That way you can see what information you want to share in the portal and what information the counterparty will  see to continue with the due diligence phase.

Below you can find a list of portal tiles that you can first enable for yourself. This helps you understand how each tile looks and which information it shares before granting access to the counterparty.

• Company information: centralizes the basic information of the entity such as enterprise number, address, etc
• Equity: where you can access the different registers such as the information of the entire share register.
• Governance: provides an overview of the governing bodies, including the different mandates assigned to each body.  
• Delegations of authority: displays all delegations of authority together with the persons to whom they are assigned.
• Documents: here you can see the corporate documents. You can choose, folder by folder, which ones are accessible to each portal user.
• Custom widgets of a document folder: direct link to a folder in your document room with the preparation of the due diligence documentation.

Below you can find a step-by-step guide on how to add a portal user (define a custom user).

For detailed instructions, click 'Start tutorial' below.

 

Once you have given yourself access, you can always go to the portal using the following link: portal.corporify.eu or below you can find a step by step guide on where to find the portal when you are logged in as a platform user.

For detailed instructions, click 'Start tutorial' below.

 

Add portal user

Now you have prepared the portal and the documents, you can grant access to the portal to the counterparty. We advise notifying the counterparty that they will receive an email from noreply@corporify.com to activate their account and to ask them to check their spam or junk email folder if they have not received the invitation. If anyone needs support during the activation process, a step-by-step tutorial is available to assist them.

Below you can find a step-by-step guide on how to add a portal user.

For detailed instructions, click 'Start tutorial' below.

 

Step 4 - Follow-up

Monitor access logs

Within the silo settings, you can view all portal users and track whether they have activated their accounts or accessed the portal. This allows you to verify that they have accessed the documentation to get started.

Below you can find a step-by-step guide on where to find an overview of portal access and logins.

For detailed instructions, click 'Start tutorial' below.

 

Add reminder

We recommend setting a reminder so you can review and when needed, delete portal access once the due diligence phase has ended.

Below you can find a step-by-step guide on how to add a custom reminder on an entity.

For detailed instructions, click 'Start tutorial' below.

 

Delete portal access

If the counterparty no longer requires access to the portal, you can delete their access. If the counterparty has access to multiple entities, you will need to delete this separately for each entity.

Below you can find a step-by-step guide on how to delete a portal user via the 'entity settings'.

For detailed instructions, click 'Start tutorial' below.

 

Questions?

if you have any further questions, please feel free to contact us at support@corporify.com for assistance.