How to manage the Due Diligence document templates?
The Due Diligence Template Management page of the GMS allows HFU officers to edit and upload the Due Diligence templates found in the documents’ tab of the Due Diligence that Partners must fill out and submit during their eligibility process.
From the Due Diligence Template Management page, the HFU can:
1. Upload the templates of the documents the Partners will have to download, fill in and re-upload on multiple tabs of the Due Diligence.
2. Create the categories that will be listed when users want to upload a document in their Due Diligence.
System Setup > Due Diligence > Manage Due Diligence Templates
To add a new document’s template to the Due Diligence, click on [Add Template].
Fill in the fields (a description of all fields is provided HERE) upload the document from your desktop and click on [Save].
Upon clicking on [Save] you can see the added template in the list.
Upon clicking on [Save], and if ticked as ‘active’, the document is added to the list of templates in the Due Diligence module, hence visible to the Partner.
To configure in which tab of the Due Diligence form (application form, documents, bank info) the document template or category will be applied, you will need to pay particular attention to this filter:
Document Group: Select from the drop-down list the category of document the template belongs to.
Application Form: Select this option for the templates that should be saved in the ‘Application form’ tab of the Due Diligence form. This will create a category in the drop-down list in the ‘List of active signatories’ field.
Application Form Document: Select this option for the templates that should be saved in the ‘Due Diligence Document’ tab of the Due Diligence form.
Bank Info: Select this option for the templates that should be saved in the ‘Bank Info’ tab of the Due Diligence form.
When adding a document’s template, you need to choose whether this document is mandatory or not. You can do so by ticking, or leaving unticked, the checkbox ‘is mandatory’.
Is mandatory: tick this box if the template you are adding is a mandatory document that the partner will have to download, fill in and submit during the Due Diligence process. If not ticked, the document’s template will be visible in the ‘Additional documents’ section of the Due Diligence Documents’ tab.
Is mandatory for UN Agency: tick this box if the document’s template is mandatory for UN Agencies ONLY. If you tick this box, the NGO and Red Cross/Red Crescent society partners will NOT see the template in their list.
In our example below, the template was saved under the category ‘Application Form Document’ as mandatory.
Hence it appears in the Required documents section in the Due Diligence document tab.
If we had left the ‘is mandatory’ box unticked, the template’s title would have been displayed in the additional document’s drop-down list.
For more information on the use of the Due Diligence Template Management module, visit our dedicated guidance article on our Help Portal at this link.