How does the Debt Tracking dataroom work?

In this article, you'll find all our advice on how to use the dataroom in the Desk Kls Debt Tracking application.

1. General functions

A Debt Tracking operation is divided into 5 tabs, with the dataroom being the 2ᵉ tab.

Each operation includes a dataroom tab specific to the operation, and with 4 directories available by default: 

Each Dataroom is specific to its operation and only contacts with access to the operation can consult it within the limits of their role.

• The confidential folder is a directory available to each stakeholder: it enables each stakeholder invited to the file to store files relating to the operation without sharing them with the manager.
• The Agent / Pool or Lead / Pool shared folder is a directory shared between the manager and his lenders. Only the manager can act on this directory, i.e. create sub-directories and populate the dataroom. Your lenders can only download shared documentation.
• The Agent / Subpool or Lead / Subpool shared folder is a directory shared between the manager and his sub-lenders. It functions in the same way as the directory shared with the main lenders.
• The Agent / Client or Lead / Client shared folder is a directory shared between the manager and his borrower or issuer. Unlike lenders, the client can create sub-directories and share documentation.
  • He can also: modify or delete sub-directories created by himself or another borrower contact present on the file.
  • They cannot: modify or delete files or directories created by the Agent.

2. Features in detail

Each dataroom offers the following functions: download, duplicate, move, delete and rename.

To perform an action, you have two options: 

• Your action concerns several files and/or subdirectories: tick the corresponding lines, then click on one of the functions in the blue box:
  
• Your action concerns a single file or subdirectory: click directly on the three dots at the end of the line, then click on one of the functions in the blue box:

Our tips to help you organize your first folders on the platform

When you're new to Desk Kls, think about a typical architecture for your dataroom.
You could, for example, use the organization of your folders on your server.

Here's an example of a typical tree structure, to be adapted to your needs: 

You can also create sub-directories by year, to make it easier to find your team and partners.

In the stock takeover phase, we advise you to create the architectures and feed the dataroom with the desired files before publishing the folder. Indeed, when your file is in “Operation to prepare” status, no notification is sent to your stakeholders. Once the file has been published, automatic notifications are activated.

3. Automatic notification of changes

Feeding a dataroom generates an automatic e-mail: contacts added to the folder will receive an e-mail every morning summarizing the changes made in the dataroom concerned.

Example: I'm an agent on a syndicated deal and want to share documentation with the pool during the closing. I upload 2 files to the shared Agent / Pool folder.

Tomorrow at 8:30 a.m., all lender contacts added to the file will receive this automatic e-mail: