You can now:
- Add Notes to an entity to capture important context (like outreach, decisions, or exception rationale).
- Upload files to an entity to keep supporting documents alongside the entity record.
- Use Tags to optionally categorize notes and files—and make it easier to find what you need later.
These features are designed to improve day-to-day third-party risk workflows by keeping key context and artifacts in one place.
Add notes to an entity
Entity Notes let your team capture free-form, entity-specific context directly in Evident TPRM.
What you can do
- Create a note from an “Add Note” action in the entity experience.
- Enter text-only notes (no attachments).
- Optionally apply one or more tags to help organize notes (using the standard tag behavior described below).
Who can use it
- Create notes: Users with the Entity Manager role (or higher).
- View notes: Any user who can view the entity (within the same tenant).
Important details
- Notes are tenant-isolated (never shared across customers).
- Notes are designed as immutable, audit-level history:
- Notes cannot be edited or deleted after creation.
- If a correction is needed, add a new note to clarify or update prior context.
- Note text has a 1024-character limit.
Upload files to an entity
Entity File Uploads let you attach a single file to an entity, so supporting documentation is easy to store and find in-platform.
What you can do
- Upload a single file via an “Upload File” action.
- Optionally apply one or more tags during upload.
- Preview PDFs and images (after sanitization processing completes).
- Download other supported file types that may not be previewable in-app.
Who can use it
- Upload files: Users with the Entity Manager role (or higher).
- View files: Any user who can view the entity (within the same tenant).
Important details
- Uploads follow existing platform storage and security rules.
- Files are immutable within this workflow:
- No delete, rename, or edit actions for uploaded files.
- In some cases, files may take a short time to become viewable due to sanitization processing. The platform will reflect when the file is available.
Tags in the TPRM platform
Tags are optional metadata you can apply to certain features (like entity notes and entity file uploads) to help classify and find information more easily.
How tags work
- Tags are optional and are only available in features that explicitly support tags.
- When tagging is available, you can:
- Select one or more existing tags.
- Create a new tag as you type.
- Viewing tags: Any role can view tags wherever they are displayed.
- Editing tags (add/remove): Restricted to users with Entity Manager role (or higher).
Tenant scoping + duplicate prevention
- Tags are tenant-scoped (tags created by your team are not visible to other customers).
- The platform prevents “near-duplicate” tags that differ only by case, punctuation, or whitespace.
- If you try to create a tag that matches an existing tag under normalization rules, the system will select the existing tag.
- The tag’s original display name is preserved (“first one wins”).
Where you’ll see tags
- Tags appear alongside relevant activity in places like the entity’s Events tab, helping you interpret and filter history.
- Tags are edited within the feature they belong to (for example, in the note creation flow or the upload modal), not directly inside Events.
Putting it together: common workflows
- Capture context + artifacts: Add a note explaining the reasoning behind an exception and upload the supporting documentation—tag both with the same label for easy retrieval.
- Stay organized over time: Use tags to quickly find related notes and files in an entity’s history.
- Improve continuity across the team: Keep entity-specific decisions and supporting documents in the same system of record.
FAQ
Can I edit or delete a note after it’s created?
No. Notes are designed as immutable, audit-level history. If something changes, add a new note with updated context.
Can I upload multiple files at once?
Not currently. Uploads are one file per upload action.
Who can add tags?
Users with Entity Manager role (or higher) can add or remove tags where tagging is supported.
Can tags be edited in the Events tab?
No. Tags are read-only in Events to keep the experience consistent.
If you have questions about enabling these workflows or best practices for your team, contact Support.