Requests have a number of fields that serve to organize the Requests, including Public fields: Status, Categories, Subcategories, Priority and Private fields: Assignments and flags.
Publicly Visible Fields
Each Request has one of four different statuses: 1) “Draft”; 2) “Awaiting Reply”; 3) “To Review”; or 4) “Completed”. These statuses are specific to the viewing User’s Side.
Until a Request has been published by the Side Administrator, its status is “Draft”.
After the publication of a Request or a Response by one Side (the “Publishing Side”) to the other Side (the “Receiving Side”), the status of that Request or Response toggles automatically to, for the Publishing Group, “Awaiting Reply”, and for the Receiving Side, “To Review”. This toggle switches for each Side automatically, like a tennis match, as information is passed back and forth from one Side to the other.
When a User believes that no further information needs to be exchanged with respect to a particular Request, the User can mark the Request as “Complete”, which is treated as an internal status for the User's Side and IS NOT visible to Users on the other Side. Users on the other Side will continue to see the status as it would otherwise have been seen by them.
Each Request must be given a Category for purposes of organizing Requests. Categories are visible by all Users on the deal, within both Sides.
Examples of Categories commonly used in the due diligence process include “Corporate”, “Contracts”, “Environmental”, “Intellectual Property”, “Real Estate”, etc.
Each Request can be given a Subcategory. Subcategories are visible by all Users on the deal, within both Sides, and serve as an additional layer of organization for Requests that don’t fit neatly into just one Category.
Each Request can be given a priority of “-” (default), “High”, “Medium” or “Low”. Priorities are visible by all Users on the deal, within both Groups.
Priorities signal to all Users which Requests are the most important, and should thus receive Responses first.
Within each Side, one or more Users can be assigned responsibility for any given Request. Any user can assign responsibility over a Request to any other User(s) on that User’s Side. Assignments are specific to a User’s Side, and are visible only by Users within a Group.
All Users who are assigned responsibility over a particular Request receive notifications for all activity on that Request. The Side Administrator can view all of a User’s Assigned Requests in the Reports page.
Any User can Flag any Request as an issue. When Users Flag a Request or Document, they are prompted to enter a Flag Description, which is a description of the issue identified by the User. Flags and Flag Descriptions are visible by other Users within the Flagging User’s Side, and by the Side Administrator(s).
In order to add a Flag to a Request, a User can click on the Flag icon, which is located in the top right hand corner of the applicable Request, or in the document viewer for the applicable Document. Upon clicking the Flag, an input box will prompt the User to enter a description of the Flag.
Side Administrators can view all Flags and Flag Descriptions created by Users in their Side in the Reports page.