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How does the Debt Tracking dataroom work?

In this article, you will find all our advice on how to use the Dataroom in the Desk Kls Debt Tracking app.

*Dataroom: A data room allows users to share documents securely. This secure platform enables users to easily upload and download files, manage access rights, and collaborate efficiently, while providing full audit trails through detailed activity logs and advanced notifications for effective monitoring of all change.

Contents

  1. Main functions
  2. Detailed features
  3. Automated notifications

Not yet created an operation yet? See our article: How to create and publish an operation in Debt Tracking ?

1. Main functions

A Debt Tracking operation is organised into five tabs, with the dataroom as the second tab.

Each operation features a dedicated dataroom tab with four default directories.

Each dataroom is specific to its own operation, and access is strictly limited to contacts authorised to that operation in line with their role.

Storage details: 

  • Individual file upload: 350 MB
  • Number of uploadeds: unlimited
  • Authorised formats: Zip, PDF, Word, Excel, PowerPoint ( and Open Office equivalents), JPG/PNG images
  • Maximum files per download: 200
  • Maximum files per upload: 200
  • Maximum items imported by drag & drop: 99
  • The confidential folder is a private directory for each stakeholder, allowing participants invited to an operation to store files relevant to the transaction, kept private from the operation manager.
  • The Agent / Pool or Lead / Pool shared folder is jointly visible to the manager and their lenders. Only the manager can organise or add files and subfolders; lenders can only access and download shared material. 
  • The Agent / Subpool or Lead / Subpool shared folder mirrors the above but is intended for sub-lenders, operating identically to the main lenders’ directory.
  • The Agent / Client or Lead / Client shared folder is shared between the manager and the borrower or issuer. Uniquely, the client can create, share, and manage their own subfolders, with permissions to modify or remove items created by themselves or other borrower contacts. However, they cannot alter any files or folders created by the Agent.

There is no directory shared by all stakeholders simultaneously: the manager remains the sole point of contact between lenders and the client/issuer. For a file provided by the client to be shared with lenders, the manager must take explicit action to enable access. For further information, refer to the following sections.

2. Detailed features

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

Actions can be performed in two ways: 

  • For multiple files or subdirectories: select the relevant items, then use the listed actions in the blue function panel.

  • For a single file or subfolder: click the three dots to the far right of its row and select the required functions from the blue panel.


💡 The box at top left allows you to “Select all”.

The “Rename” option is only available for individual items.

Documents can be dragged and dropped directly into any dataroom directory. Complete folder structures can also be imported, with all subfolder architecture retained automatically.

[DT] sous-dossier en drag & drop (EN)

You can import up to 99 items per upload.

Tips for organising your initial folders on the platform

When starting with the Kls Desk, consider a simple, logical folder structure for your dataroom. This might mirror your existing server organisation.

Example: Set up folders by year to improve navigation for your team and partners.

During the portfolio migration phase, it is recommended to set up your folder structure and upload required documents before publishing the folder. While transactions are in ‘Operations to prepare’ status, no notifications will be sent to stakeholders. Notifications are automatically enabled once an operation is published.

During the life of a loan, you can supplement the Shared Agent / Pool Folder with documents received from the client. This enables lenders to maintain a centralised, up-to-date repository of supporting paperwork covering recent years.

For instruction on duplicating documents, see our article on Covenant Control.

3. Automated notifications for updates

Any changes in the dataroom will automatically generate an email notification: contacts who have access to a folder will receive a daily morning email summarising all recent activity in the relevant dataroom.


Example: As an agent on a syndicated deal, to share documents with the pool at closing, you might upload two files into the Shared Agent / Pool Folder. Next day, at 08:30, every lender contact with operation access will receive an automatic email: 

  • Every document listed is clickable, taking the user directly to the file’s location in Kls Desk.
  • The “Consult the dataroom” button opens the dataroom tab for that operation.
  • Only relevant parties (i.e., either the client or the lender pool, plus the operation management team) receive the notification.
  • If no actions have occurred, no email will be sent.
  • If a client uploads to the dataroom, the operation management team will be notified in the daily summary.
  • Any change of location for files triggers a notification to the affected stakeholder.