Viewing the Data Room as a specific user lets you check exactly which files and folders that user can access, so you can make sure the right files are shared with the right people.

Who can view the Data Room as a specific user?

Only users with Admin or the Manage Users & Settings permission can view the Data Room as a specific user.

When is it helpful?

As more users and Permission Groups are added to a Data Room, it gets harder to keep track of who sees what. A Permission Group is a set of users who all get the same access. Viewing the Data Room as one user shows what that user, and everyone with the same Permission Group settings, can see and do.

How do you view the Data Room as a specific user?

There are two ways to open it from the Manage Users page:

  • From the user's row
  • From the toolbar

To get to the Manage Users page, click the gear icon (Manage Users & Settings) in the left side panel, and select Manage Users.

From the user's row

  1. Hover over the user.
  2. Under Last Login, click the View data room as user icon.

Action Icons under Last Login

From the toolbar

  1. Select one user.
  2. Click the View data room as user icon at the top of the table.

What you see

The View Data Room as window lists every folder and file the user can access, with their permission for each one: Manage, Download or View only.

If Staging is on, switch between the Data Room and Staging tabs to check both.

To save the list, click the Excel icon at the bottom of the window. The Excel file includes:

  • Index: the file index number
  • Type: file or folder
  • Name: the name of the file or folder
  • Type: the file format (PDF, DOCX and so on)
  • Size (MB)
  • Status: whether the user has read the file
  • Permission: Manage, View & Download or View Only
  • Download: a direct link to the file, only if the user has download access
  • Path: where the file is in the Data Room

Click Close when you're done.

Compare Permission Groups

To check access for whole Permission Groups instead of one user, use the Compare tab. It shows each selected group's permission for every file and folder, side by side.

  1. In the left side panel, click the gear icon (Manage Users & Settings), and select Manage Permission Groups.
  2. Select the Permission Groups you want to check.
  3. Click the Compare tab. If Staging is on, click Compare Data Room or Compare Staging.

Each file and folder shows its permission for each group: Manage, View + Download, View Only or No Access. To find a file or folder, use the Filter by files, folders and index number box.