Prismatic · Enterprise AI Orchestration

In sell-side M&A transactions, the quality of your dataroom determines the speed and success of the deal. A well-organized dataroom signals professionalism, reduces buyer due diligence cycles, and prevents last-minute surprises. Prismatic's dataroom module provides the tooling to manage this process.

The 36-Item Checklist

Every sell-side dataroom needs a standardized document inventory. Prismatic provides a 36-item bilingual (Czech/English) checklist organized by category:

CategoryItemsKey Documents

|----------|-------|--------------|

Corporate8Articles of association, shareholder agreements, board minutes Financial7Audited financials (3yr), management accounts, projections Legal6Material contracts, litigation summary, IP registrations Tax5Tax returns (3yr), VAT status, transfer pricing documentation HR5Employment contracts, organizational chart, key personnel IP & Technology3Software licenses, patent registrations, trade secrets Regulatory2Permits, compliance certifications

Each item has a status: Not Started, In Progress, Ready for Review, Approved, or Not Applicable.

Document Approval Workflow

Documents progress through a state machine:

Not Started → In Progress → Ready for Review → Approved

│

└──► Needs Revision → In Progress

State transitions require role-appropriate authorization:


defmodule PrismaticDD.Dataroom.ApprovalStateMachine do
def transition(:ready_for_review, :approved, %{role: :deal_lead}) do
{:ok, :approved}
end


def transition(:ready_for_review, :needs_revision, %{role: role})
when role in [:deal_lead, :reviewer] do
{:ok, :needs_revision}
end


def transition(_from, _to, _context) do
{:error, :unauthorized_transition}
end
end

Role-Based Access Control

The dataroom supports four roles with escalating privileges:

RoleViewUploadReviewApprove

|------|------|--------|--------|---------|

External CounselLimitedNoNoNo AnalystFullYesNoNo ReviewerFullYesYesNo Deal LeadFullYesYesYes

External counsel sees only documents explicitly shared with them. Analysts can upload documents but cannot approve them. Reviewers can flag documents for revision. Deal leads have full authority.

Audit Trail

Every action in the dataroom is logged:


%AuditEntry{
action: :document_viewed,
user: "analyst@company.com",
document: "financial/audited-2025.pdf",
timestamp: ~U[2026-03-25 14:30:00Z],
metadata: %{ip: "10.0.1.50", duration_seconds: 120}
}

The audit trail provides:

Who accessed which documents and when

Upload and approval timestamps

Review comments and revision history

Access duration for sensitive documents

This is essential for regulatory compliance and post-closing disputes.

Completeness Tracking

The dataroom dashboard shows real-time completeness metrics:

Overall progress -- percentage of checklist items in Approved status

Category breakdown -- progress per category (Corporate, Financial, Legal, etc.)

Blockers -- items in Needs Revision status with age tracking

Missing items -- checklist items still in Not Started status

Completeness tracking helps deal teams identify documentation gaps before buyer DD begins.

Integration with DD Pipeline

The dataroom connects bidirectionally with Prismatic's DD capabilities:

Pre-population -- DD pipeline results can auto-populate dataroom items (e.g., ARES registry extracts populate the Corporate section)

Cross-verification -- documents uploaded to the dataroom are cross-checked against pipeline findings (e.g., does the uploaded revenue figure match the registry filing?)

Risk flagging -- contradictions between dataroom documents and external sources are flagged

Bilingual Support

Czech M&A transactions often involve international buyers. The checklist and interface support both Czech and English:

Document names in both languages

Category descriptions bilingual

Status labels localized

Export supports both languages

This eliminates the translation overhead that typically delays cross-border transactions.

LiveView Interface

The dataroom is accessible at /hub/dd/dataroom with five views:

Overview -- completeness dashboard and summary statistics

2. Checklist -- full 36-item checklist with status and actions

3. Documents -- file browser with upload and versioning

4. Activity -- audit trail with filtering by user, document, and date

5. Settings -- role management and sharing configuration

All views update in real-time via LiveView -- when an analyst uploads a document, the deal lead sees the status change immediately.

Conclusion

A professional dataroom is table stakes for sell-side M&A. By combining a standardized checklist, role-based access control, approval workflows, and integration with Prismatic's intelligence pipeline, the dataroom module ensures that documentation is complete, verified, and ready for buyer scrutiny.

Explore the [DD Dashboard](/hub/dd/cases) or learn about [Automated Due Diligence](/blog/automating-ma-due-diligence/) for the buy-side perspective.

Seller-Side Dataroom: Streamlining M&A Documentation