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How Do I Upload a Folder Structure in DealRoom?

A clear folder structure is essential for keeping diligence on track, staying organized, and avoiding confusion among users. In this article, you'll learn how to upload folders to your room and build a structure that helps both internal teams and external parties quickly find what they need. Whether you're preparing for diligence or planning post-close handoffs, these steps will save time and reduce unnecessary back-and-forth.

In this article we'll discuss:

How to Upload Folders to Your Data Room
What to Do After Uploading a Folder
Best Practices for Folder Structures

Uploading Folders in Your Data Room

There are four easy ways to upload folders to your data room. Here’s a quick breakdown:

Option One: Drag & Drop
Option Two: Upload
Option Three: Use the + Symbol
Option Four: Upload via Template

Option One: Drag & Drop

The fastest way to upload existing folders is to drag and drop them directly from your desktop into the main Data Room. This method keeps the folder structure intact and saves time.

Option Two: Upload

You can also upload folders using the file browser option:

Go to your Room.
Click the Data Room tab in the top navigation.
Click the blue Upload button in the top-right corner.
A drop down menu will appear, select Upload Folder.
Use the file browser to find the folder on your computer.
Select the folder and confirm to upload.

Option Three: Use the + Symbol

The + symbol is another way to build your data room structure. It lets you create new, empty folders before adding files.

Find the + symbol next to Folders in the Data Room sidebar. Click it to open a pop-up where you can name and create a new folder.
Build your folder hierarchy step-by-step (for example, 1. Corporate & Legal, then 1.1. Corporate Governance) to create a clear framework for uploading files.

Option Four: Upload via Template (via Room Import and Export)

Finally, your last option is leveraging the import request and folder structures using templates. This is found under the Settings tab > "Room import and export".

Download and Upload a Template: You can download a blank template ( Excel spreadsheet) to pre-fill your worklists, add folders, and define requests. Refer to the help article: How do I format an excel template for importing into DealRoom?
Once completed, you then upload this template to create or update your room's structure. You may also get templates from your CSM or support.
Replicate from a Previous Room: you can import an .xlsx file from a previous room to replicate its existing structure, including its folders and requests. This is ideal for recurring deal types or when maintaining consistency across multiple transactions.

DealRoom offers a library of templates you can use when building your room. These templates are available when you first create the room.

What to Do After Uploading a Folder (Options 1 & 2)

After dragging and dropping or uploading your file or folder, follow these steps:

Attach to Request (Optional): A pop-up (e.g., “Uploading 1 file to Home”) will appear. You can optionally attach the upload to an existing request by typing in the Attach to request field.
Click Next: After selecting a request (or if none is needed), click Next in the pop-up to continue.
Set Permissions and Notifications: A new window will appear showing the upload progress and a list of user groups.Customize each group’s permissions (view, download, upload, edit, delete) by clicking the icons.Check the Notify box to alert specific groups about the upload.
Final Upload: After setting permissions and notifications, click the Upload button at the bottom right.
Monitor Upload Progress: A progress bar will appear showing the upload status. Large folders may take longer depending on your internet speed.
Verify Structure: After the upload finishes, browse the folders in DealRoom to confirm all subfolders and files uploaded correctly and the structure is intact.

Best Practices for Folder Structure

While your folder structure may vary by deal type and industry, these best practices can help you keep your Data Room organized:

High-Level Categories ( Parent Folders): Start with broad, intuitive categories that align with typical due diligence workstreams. Common parent categories include:

Corporate & Legal: Articles of Incorporation, Bylaws, Board Minutes, Contracts, Litigation, Intellectual Property
Financial: Financial Statements (Audited & Unaudited), Tax Returns, Budgets, Forecasts, Banking
Human Resources: Organizational Charts, Employee Agreements, Compensation & Benefits, HR Policies
Operations: Facilities, Equipment, Supply Chain, R&D, Environmental
Sales & Marketing: Customer Contracts, Sales Data, Marketing Materials, CRM
Technology & IT: IT Infrastructure, Software Licenses, Data Security, IT Policies
Commercial: Market Analysis, Customer Lists, Key Agreements
Miscellaneous/Ancillary: Documents that don’t fit other categories but are still relevant

Granularity Within Categories (Sub-Folders):
Within each parent category, create sub-folders to further organize documents. For example, under "Corporate & Legal":
Naming Conventions: Consistency is key. Establish clear and concise naming conventions for both folders and files.
Avoid Ambiguity: Use descriptive names (e.g., "Q1 2024 Financial Statements" instead of "Q1 Docs").
Use Dates (where relevant): For dated documents, use a consistent format (e.g., YYYY-MM-DD, like "2024-03-31 Financial Statements").
Versioning: If uploading multiple versions of a document, consider incorporating version numbers (e.g., "Agreement Draft v1.0", "Agreement Draft v2.0").
Keep it Short and Sweet: While descriptive, avoid excessively long names that can be truncated or difficult to read.

Leverage DealRoom's Features:

Permissions: Utilize DealRoom's robust permission settings to control who sees what. This is crucial for maintaining confidentiality and ensuring specific documents are only accessible to authorized parties.
Custom Fields: Leverage DealRoom's custom fields to build a robust system for document classification. By creating these fields, you empower yourself to generate tailored tags and other useful indicators.
Q&A Integration: Link relevant documents directly to Q&A items to provide context and expedite responses.

Keep it Intuitive:
Imagine you are a new user navigating the data room. Is the structure logical and easy to understand? Avoid overly complex or deeply nested structures that can overwhelm users.

Mirroring Requests with Data Room Structure:
For optimal efficiency, it is highly recommended to have your data room folder structure closely mirror your diligence request list. This alignment ensures that when a request comes in, all relevant documents are precisely where they are expected to be, reducing search time and potential misplacements. A well-organized structure that directly responds to common diligence categories makes the entire process smoother for all parties. To learn more about how requests and the data room are linked, click this link to article.

Strategic Folder Placement: For folders intended to be hidden via permissions, place them at the bottom of the structure. This prevents gaps in index numbers, maintaining a clean and professional appearance for those with full visibility

If you have any questions about uploading methods, setting permissions, or need further assistance in optimizing your Data Room for seamless diligence and post-close handoffs, please contact your Customer Success Manager or reach out to our support team via in-platform chat or at support@dealroom.net.

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Updated on: 29/06/2025

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