Using a Virtual Data Room allows you to not only upload files to a secure room, it also allows you to add other Users with access to specific documents, based on your choosing.

Users and Permission Group Features

As an Admin or User with Manage Users & Settings permissions, you may Add Users and then assign these Users to Permission Groups in a Data Room.

Adding Users

To Add a User, you must first ensure you are an Admin in the Data Room or given Manage Users & Settings access. From there:

  1. Go to the Manage Users & Settings tab
  2. Go to Manage Users
  3. Click on Add Users
  4. Enter the User(s) corporate email addresses and assign Permission Group(s)† to the User. To add multiple Users at once, simply comma-separate the emails.
  5. Select the File Upload and Digest email alerts† that are sent to the User.
  6. Click on Add User(s)
  7. If "Send email invitation" was left selected, you will be prompted to enter any custom message text into the email invitation before pressing "Add User(s)" again. You may also send the email invitation at a later time if unselected (through Manage Users action icons under Last Login).
†Learn more about Permission Groups and Email Alerts.

Managing Users

In the Manage Users page, you have a number of features that allow you to Compose messages to Users, Edit Alerts, Edit Permissions, or Delete users.

  1. Select one or more User(s) in the Manage Users tab.
  2. Compose: Compose a message to all selected User(s) by pressing the Compose icon on top of the Users table. You can type in your custom message and press Send Email.
  3. Edit Alerts: Edit the email alerts sent to Users every time a file is uploaded, or the Data Room Digest email alerts (for Admins or Users with Receive Digest permissions enabled)
  4. Edit Permissions: Edit the permission group to which the User(s) are assigned or Revoke Access from the Data Room.
  5. Delete: Lastly, you can Delete User(s) by selecting the User(s) and pressing the Delete icon on top to permanently delete the User from the Data Room and remove their analytics.

Managing Permission Groups

As an Admin or User with Manage Users & Settings permissions, you may add, edit, or delete Permission Groups to assign to Users. At a high level, Permissioning allows you to choose which files and folders Users can view or download.

In the Manage Permission Groups tab, you will see 4 default Permission Groups: Admin, Manager, Viewer, No Access. Here, you will also be able to view all custom Permission Groups you have created, or you can create a new Permission Group by pressing Add Permission Group.

By selecting different Permission Groups, you can press the Compare tab to compare which files and folders each permission group has access to. Once in the Compare tab, you may Bulk Edit Permission Groups by pressing the pencil icon next to the Add Permission Group button and selecting Continue. This will give you the ability to edit the permissions for each Permission Group and compare the permissions across the selected groups.