An entity is a way to organize your documents and provide a more narrow permission to collaborators. When using entities you can also take advantage of our Dynamic Visualization tool, that allows you to view only documents related to a specific entity. So you may have multiple documents in one folder, but this tool will allow you to easily focus on one entity.

By default, all vaults have one default entity that is set up with the name used while creating the vault. All documents uploaded to companies folders are by default added to this entity, and your administrators will have automatically access to this entity inside their company folders. Users cannot unassigned this entity. We recommend to change the name for this default entity to be more generic or used the company name. Learn how to change the name here.

Currently, we have two version of the system, here are the steps to assigned an entity in each version:

New system (4x):
Legacy system (3x):

New system (4x):

Assign entities while creating a folder

Step 1: when creating a folder add one or multititle entities under the step3.

All documents uploaded under this folder will automatically be assigned to that entities or entities.

Add entities to existing documents

Step 1: Select one or multiple documents.

Step 2: Right-click or click on the Actions buttons and select Entities.

Step 3: Click on Add to Existing Entities

Step 4: Select the entity or entities you would like to add and click Update.

Replace entities on existing documents

Step 1: Select one or multiple documents.

Step 2: Right-click or click on the Actions buttons and select Entities.

Step 3: Click Replace Existing Entities

Step 4: Select the entity or entities you would like to assign and click Update.

Legacy system (3x):

Depending on the location of the documents, entities can be assigned in three different ways as seen below:

Step-by-step guide:

Legacy system (3x):

Assign entities while uploading the documents to the vault

Step 1: Click on the '+' button on the top ribbon, select the documents and their location.

Once Filing Location is selected, click on the 'Upload To This Location' button. Please refer to this article to check out other ways to upload the documents.

Step 2: Choose Entities

You may choose one or more entities.

Step 3: Click on 'Start Upload'

Once uploaded, the entity will be assigned to all the documents.

Info! Make sure that you create the entities before you start the process. Using this method, you can assign an entity to multiple documents in one go.

Assign entities while moving documents from Unfiled Area

Step 2: Select the documents, right-click and choose 'Move to My Documents'.

Step 3: Select the location and click on Next.

Step 4: Choose Entities

You may choose one or more entities.

Step 5: Click on 'Start Upload'

Once uploaded, the entity will be assigned to all the documents.

Info! Make sure that you create the entities before you start the process. Using this method, you can assign an entity to multiple documents in one go.

Assign entities to existing documents in the vault

Step 1: Access the template list view

Explain the relevant actions to be performed

Step 2: Populate the content in the template

Explain the actions under this step

Step 3: Use the template in your article

Explain the actions under this step

How to assign entities?

New system (4x):

Assign entities while creating a folder

Step 1: when creating a folder add one or multititle entities under the step3.

Add entities to existing documents

Step 1: Select one or multiple documents.

Step 2: Right-click or click on the Actions buttons and select Entities.

Step 3: Click on Add to Existing Entities

Step 4: Select the entity or entities you would like to add and click Update.

Replace entities on existing documents

Step 1: Select one or multiple documents.