/dashboard/data-room. On a phone the sidebar collapses, so reach it from the More menu instead.
The two halves of the page
The folder rail on the left has one special entry above the folder list, and everything else is an ordinary folder.
The rail badge reads
2/3 or 3/3 to show how many of the three key slots are filled. The three folders those key documents live in (Fundraising Pack, Financials, Equity & Cap Table) are locked: you cannot rename or delete them, and key documents cannot be moved out of them.
Replacing a key document
This is the one canonical path. Use it every time, for all three key documents.1
Open Key Docs
Click Key Docs at the top of the folder rail, or go straight to
/dashboard/data-room?folder=key-docs.2
Click Replace, or Upload for a first upload
Click Replace on the row for the document you are changing, then pick the file from your computer. If the slot is still empty the button reads Upload instead, so use that for your first upload. An empty Cap Table row also offers Builder, which takes you to the Cap Table page to build one there instead of uploading a file.
3
Confirm it took
The row shows the new file name, size and date, and a
v2, v3 badge. The old file moves into version history and is no longer shown to investors.- In the Upload Document dialog, leaving Document Type on the key document replaces it exactly as Replace does. See uploading and organising everything else below.
- Dragging a file into the Fundraising Pack, Financials or Equity & Cap Table folder pops a question asking whether this is your key document. Answer yes and it replaces the current version. Answer No, regular document and it is filed as an ordinary supporting file, which does not update the key slot. In Fundraising Pack even that supporting file has to be a PDF.
- On any ordinary document already sitting in one of those three folders, the row menu offers Set as Pitch Deck, Set as Financial Model or Set as Cap Table, which promotes it into the slot.
Uploading a file whose name exactly matches a document you already have supersedes that document instead of creating a duplicate. The older copy drops out of the list and the row that remains gains a
v2, v3 badge.Version history
Key document rows carry a clock button showing how many older versions exist. Expand it to see Version history, then use View to check an old file or Restore to make it current again. Only the three key documents keep a version history. Ordinary supporting documents do not. If you upload a file with exactly the same name as one you already have, the older copy is superseded, disappears from the list, and cannot be viewed or restored anywhere in the app. Give the new file a different name first if you need to keep both.Uploading and organising everything else
Click Upload in the toolbar to open Upload Document, choose the file, then pick the destination in Document Category (Optional). You can also drop a file straight onto the file list, or onto the dashed strip at the bottom of a folder. If you pick Fundraising Pack, Financials or Equity & Cap Table, a Document Type field appears, already set to the key document for that folder. Uploading then replaces your current pitch deck, financial model or cap table and re-runs your score. Set Document Type to Regular Document whenever you are adding a supporting file rather than replacing the key document. Accepted formats and limits come from the app, not from your plan:
Once files are in:
- New folder at the bottom of the rail creates one. From presets lists the standard diligence folders you have not added yet, each with a one-line description tailored to your funding stage and country; Custom name creates your own.
- Drag a document onto a folder in the rail to move it, or use Move to in the row menu.
- Drag folders up and down the rail to reorder them. Folder order is saved to your company, so investors see the same folder order you do.
- Inside a folder, Reorder turns on drag handles and Done turns them off; your order is then available as Custom order in the sort menu. Document order is saved in your browser only: it does not follow you to another device, it is not shared with your team, and investors never see it.
- Sort by Last updated, Name or Size, and filter the current folder with Search files….
- Double-click a folder name to rename it. Rename in a document’s row menu renames the file, keeping the extension.
What investors actually see
Every document has a switch in the Visible column of the file list. On means investors with access can see it, off means it is yours alone. Your current pitch deck is the one exception: it is pinned on and reads Always visible. The financial model and the cap table can be switched off like any other file, but only from their row in Fundraising Pack, Financials or Equity & Cap Table, because the Key Docs view has no visibility switch. To check the result, open Caplia Passport in the sidebar and click its Data Room tab. That view shows only documents currently marked visible, in your folder order, with key documents first and then the most recently uploaded files. It is exactly what an investor sees. Access itself is granted per investor, in two levels (see sharing and access):
Add context with Add note on a document row. The note is capped at 280 characters and is shown to investors next to the file. To see which investors currently hold access, and at what level, open the Access Control tab of the sharing settings at
/account/sharing.
Viewing a file opens it inside Caplia: PDFs, images and plain text or CSV render in place, anything else offers a download instead. Download works on a single row, or tick several rows and use the bulk bar.
What the data room does not do
New documents are indexed so Iris can answer questions about them. While that runs, the row shows Indexing for Iris…, which clears on its own. If it ends up as Not searchable, the file is still stored, shareable and downloadable, it just will not turn up in Iris search.Deleting
Delete in a row menu removes one document; ticking several rows gives you a bulk Delete. Deleted documents disappear from your data room and from investor views immediately. There is no undo in the app, so re-upload if you delete something by mistake. A folder can only be deleted when it is empty. The small delete control appears on hover, and only on an empty, unlocked folder. If it refuses, you will see Folder still has files. Please delete all files first.Storage and document limits
Data room storage and the number of documents you can hold are set by your plan. Two things can stop an upload:- Data Room Storage Unavailable with an Upgrade to Raise button means your plan has no data room storage at all. The Upload button stays disabled until you upgrade.
- Document limit reached means you are at your plan’s document count. The message states your current limit. Superseded older versions do not count towards it.
Troubleshooting
My file will not upload
My file will not upload
Check the size first: 50 MB for documents and spreadsheets, 10 MB for images. A 77 MB deck will fail no matter what the plan is. Then check the format against the list above; the file extension has to match the type the file actually is, so renaming an unsupported file will not get it through. If the Upload button itself is greyed out, it is a plan limit rather than the file.
I get a pitch deck error on a file that is not my deck
I get a pitch deck error on a file that is not my deck
You are uploading into Fundraising Pack, where every file has to be a PDF. The check runs before anything else, so a
.docx one-pager or a .pptx is rejected with Pitch decks must be PDF format even when you set Document Type to Regular Document or answered No, regular document. Convert the file to PDF, or file it in another folder.I replaced my deck but investors still see the old one
I replaced my deck but investors still see the old one
Confirm the new file is in the Key Docs slot and not sitting loose in Fundraising Pack. If you dragged it in and answered No, regular document, it was filed as a supporting file. Open the row menu on the new file and choose Set as Pitch Deck. Then check the Data Room tab of Caplia Passport to see what investors get.
My readiness score changed after I uploaded a document
My readiness score changed after I uploaded a document
Uploads to the key document slots re-run your score. If you upload an appendix or a partial file into the Pitch Deck slot, that file becomes the deck the scorer reads. Restore the previous version from Version history and file the appendix as an ordinary document instead. See readiness index.
I uploaded my cap table but the Cap Table page is empty
I uploaded my cap table but the Cap Table page is empty
Expected. Data room files are never parsed into the structured Cap Table page. Enter shareholders and rounds on the Cap Table page, then use Copy to Data Room to publish an export back here.
The same file appears twice
The same file appears twice
Both rows are live documents. The list never shows superseded versions, so this is a real duplicate rather than a file sitting next to its own older version. It happens when the two file names differ even slightly, because a re-upload only supersedes the old file when the name matches exactly. Delete whichever one you do not want, and reuse the exact same name next time if you meant to replace it.
I cannot delete a folder
I cannot delete a folder
Only empty folders can be deleted, and the three key document folders (Fundraising Pack, Financials, Equity & Cap Table) cannot be deleted at all. Move or delete the contents first, then hover the folder in the rail to reveal the delete control.
Dragging a document onto a folder does nothing
Dragging a document onto a folder does nothing
Drag-to-folder is desktop only, and it is switched off for key documents, which stay in their own folders by design. Use Move to in the row menu instead. If you meant to reorder within a folder, click Reorder first.