DROOMS Q&A / BIDDER VIEW USER GUIDE.

Transcription

1 USER GUIDE

2 USER GUIDE Dear User, Whether you need to ask questions, answer them, or manage the general Q&A process related to an ongoing due diligence in a concise way: Drooms is the software tool of your choice. This user guide focuses on the Drooms Q&A bidder role for buy-side group members, who ask questions about the index and documents provided within the data room. Please note that Drooms offers a variety of different Q&A configurations. Due to this, setup details of the Q&A tab may differ slightly between each project. The Drooms data room, other Q&A user roles and the Drooms administration are covered in separate user guides. To benefit from all of the features of Drooms Q&A, we recommend you read this user guide thoroughly. You can also contact our technical support with any additional questions you might have: support@drooms.com Kind regards, your Drooms Team 2

3 CONTENT 1 GETTING STARTED SETTING UP & USING DROOMS Q&A OVERVIEW Q&A FOR BIDDERS Q&A ALERTS ASK QUESTIONS... 7 In the Data room...7 In the Q&A Tab VIEW QUESTIONS & ANSWERS... 9 Questions in Progress...9 New Answers...10 Archive...10 Q&A Export AWAITING APPROVAL (TEAM LEADER) MESSAGES VIEW MESSAGES

4 1 GETTING STARTED 1.1 SETTING UP & USING DROOMS REGISTRATION, DOWNLOAD & SETUP 1. Upon first-time invitation to a Drooms data room, you will receive an with a link to the user registration. 2. Follow the link and set up a personal password. Your password must be 8-20 characters and contain at least one uppercase letter, one lowercase letter, one number and one special character (e.g.,! # % 3. Check your user data and fill out the required fields. 4. Please accept the terms & conditions. You may save these as a PDF file by clicking on the button Download. 5. Please download the version of Drooms for your operational system (Windows/Mac). 6. Open the setup file and follow the prompts on screen. Once the setup is finished, Drooms will place an icon on your desktop.! Administrators also need to set a telephone password.! Drooms may be redownloaded at any time: FIRST-TIME USE 1. Start Drooms. Select your preferred language in the upper right corner, if necessary. 2. Log in with your address and your password. 3. In Drooms you may access the following tabs: The HOME tab features an overview of all the projects you have access to. It is opened by default with every start of Drooms. The DATA ROOM tab (see user guide Drooms Data Room) is opened by default, once a project is selected. It is a project s central workspace and used to look up the index and documents. The Q&A tab allows you to access the Q&A, if this feature has been set up for your project. The Q&A tool will be explained in this user guide. The ADMINISTRATION tab (see user guide Drooms Deal Manager) is accessible by administrators who manage a project. 4

5 1.2 Q&A OVERVIEW ACCESSING THE Q&A TOOL In order to access the Q&A section of Drooms, the feature has to be enabled for your data room project. The Q&A will be activated by the data room s administration in consultation with the Drooms staff. Once activated, the Q&A can be accessed via the Q&A tab (see section 2). Once you have been assigned to participate in the Q&A, a separate invitation will be send to your registered address. Q&A ALERTS Drooms Q&A can keep you informed about incoming questions. However, the Q&A alerts are disabled by default and need to be manually activated by you (see section 2.1). ASKING AND VIEWING QUESTIONS After you log in to a project with Q&A access, you can either directly ask questions within the data room or you can use the respective menu item of the Q&A tab (see section 2.2). You can look up answers to questions, which have been asked by your bidder group. You can also download a PDF or Excel version of all the answers you received (see section 2.3). TEAM LEADER Depending on the setup of your Q&A process, questions will either be sent directly to the sell-side or they need to be approved by the buy-side. The approval of questions is handled by a team leader, who can access a special menu item in the Q&A tab (see section 2.4). 5

6 2 Q&A FOR BIDDERS Click on the Q&A tab to access the Q&A. This chapter focuses on basic Q&A functions, including how to ask questions and how to look up answered questions. Additional menu items will be explained in chapters 3 and 4. Q&A tab 2.1 Q&A ALERTS Q&A alerts offer an easy way to stay informed about incoming answers. The alerts are comparable to those in the data room and will be forwarded to your registered address. It is recommended to set up Q&A alerts as soon as possible, if you intend to use this feature. By default, all Q&A notifications are disabled. HOW TO SET UP Q&A ALERTS 1. Log in and access the Q&A tab of your project. 2. Select the navigation menu item Q&A Alerts. 3. At Alerts, set up your preferred notification interval ( none or up to 4x daily ). 4. If you want to only get an alert for your own questions, check the respective box. 5. Click on Save to confirm your settings. 6

7 2.2 ASK QUESTIONS There are two ways to ask questions within Drooms: You can ask them directly in the data room or use the menu item of the Q&A tab. Please note that limitations may apply to your bidder group when asking questions (e.g., concerning the number or frequency of questions). IN THE DATA ROOM DATA ROOM tab Q&A button 1. Select the DATA ROOM tab and click on the index point you intend to ask a question about. 2. Click on the Q&A button in the display window s toolbar. An editing window pops up. 3. At Type of Question, choose whether to ask a general or index-related question. 4. At Question, enter your inquiry in the text field. 5. Click on OK to submit your question. 7

8 IN THE Q&A TAB Q&A tab 1. Click on the Q&A tab and select the navigation menu item Ask Question. 2. At Type of Question, choose whether to ask a general or an index-related question. 3. If you are asking an index-related question, click on the link Select an index point to open an index overview and pick an index point. 4. At Page, you can enter a page number as a reference to a specific document section. 5. At Question, enter your inquiry in the text field. 6. Click on Send to submit your question. 8

9 2.3 LOOK UP QUESTIONS & ANSWERS The Q&A offers you different ways to look up submitted questions. You can view questions which are still in progress, answers to new questions, and an archive of older questions. Questions can also be downloaded as a PDF or Excel file. QUESTIONS IN PROGRESS 1. Click on the Q&A tab and select the navigation menu item Questions in Progress on the left. 2. An overview of unanswered questions is displayed. Questions also appear here, when they are waiting for approval in one of the Q&A stages (e.g., approval by a team leader, preselection of questions or because the answer needs to be approved by the Q&A management). 3. Above the overview, a variety of filters can be used to refine the question display. E.g., you can only display questions concerning a specific index point or questions from a specific bidder group member. You can also directly search for a question number or question type (general or index-related). 9

10 NEW ANSWERS 1. Click on the Q&A tab and select the navigation menu item New Answers. 2. An overview of questions, which have been answered or rejected within the last two days, is displayed. 3. Above the overview, a variety of filters can be used to refine the question display. E.g., you can display questions concerning a specific index point or questions from a specific bidder group member. You can also search directly for question numbers or filter the type of question (general or index-related). 4. Rejected questions are marked with a red notification. If given, please note comments from your team leader or the sell-side. ARCHIVE 1. After two days have passed, answered and rejected questions are only displayed in the archive. 2. Select the navigation menu item Archive to view these questions. The available options correspond to those available in the menu item New Answers. 10

11 Q&A EXPORT You can download the questions and answers of your group as a PDF or Excel file. The file export is an optional feature, but it is often available to bidder groups. 1. Select the Q&A tab and click on the navigation menu item Q&A Export. 2. At Type, select the file format (Excel/PDF). 3. At Area, decide on which questions you want to export. You can choose either all questions or limit the export to questions which are still in progress. 4. Click on Export to download your file. 11

12 2.4 AWAITING APPROVAL (TEAM LEADER) This feature is optional and only available to team leaders. It can be accessed when the bidder group s questions are not automatically forwarded to the sell-side, but have to be approved by a team leader. 1. Select the Q&A tab and click on the navigation menu item Awaiting Approval. 2. An overview of questions awaiting your approval is displayed. 3. Above the overview, a variety of filters can be used to refine the question display. E.g., you can display questions concerning a specific index point or questions from a specific bidder group member. You can also search directly for question numbers or the type of question (general or index-related). 4. Click on Approve to forward the question to the sell-side or click on Reject to move the question to the archive of the bidder s group.! If the buy-side preselection is going to be removed at some point, all questions listed in this menu item need to be approved or rejected first. 12

13 3 MESSAGES Drooms Q&A offers a simple messaging system, which allows the Sell-side to send notifications to an individual bidder group or all bidder groups. This feature is optional and might not be enabled within your Q&A. 3.1 VIEW MESSAGES All messages which have been sent by the Q&A management or specialist groups can be viewed via the navigation menu. 1. Select the Q&A tab and click on the navigation menu item View Messages. 2. An overview of all messages is displayed, in which the sell-side s notifications are sorted chronologically.! Messages from the Q&A management only appear in this menu item and will not be forwarded to your address. 13