Frequently asked questions
Short answers. For the full explanation, each question refers to the page where it is set out step by step.
General
Section titled “General”Can I work offline? No. The Dutch Dataroom is a web application; there is no desktop app and no offline synchronisation. You need a browser and an internet connection.
Are guests really free? Yes. Guests are free and unlimited. You pay for the members of your office and for the storage of your organisation, not per invitee.
Does it work on a phone? Yes. The client portal and signing are designed for a narrow screen. Managing a large dataroom is more comfortable on a desktop.
In which languages is the application available? Dutch and English. You choose the language per account under My account.
Datarooms
Section titled “Datarooms”Can I copy a dataroom? You can start a new dataroom with the same starting point. Copying existing content is not a standard feature; ask about it if you need it.
What happens if I freeze a dataroom? The dataroom becomes read-only: viewing is possible, changing is not. With Reactivate you make it editable again.
Can I delete a dataroom? You close a dataroom and then the retention period runs. Permanent destruction goes through the retention procedure with approval by a second administrator — see Retention and destruction.
Why are there numbers in front of my documents that I did not enter? The numbering follows the position in the index. See Building the index.
Documents
Section titled “Documents”What is the maximum file size? 5 GB per file. Larger files have to be split.
Is an old version kept when I upload a new file? Yes, if you upload a file with the same name in the same folder. See Versions.
Can a guest download the original? Only if the dataroom allows it and the group has that right. Otherwise they get a PDF with a watermark or the viewer only.
Can I remove text from a PDF? Yes, with redaction. The redacted version has really been stripped of the content; earlier versions remain visible internally only.
Sharing
Section titled “Sharing”How do I know for sure that a guest only sees the right folder? Use View as in the permissions matrix: you see exactly which items that group or person sees.
What does a guest need to view documents? An email code and, if secure viewing is on, an SMS code. Without a mobile number they can log in and submit, but not view.
Can I let access expire automatically? Yes, with Access until when inviting or through Expiry of access.
Requests
Section titled “Requests”Does a submitted file go into the index straight away? No. You review it first; after Approve it goes into the target folder.
Can a client save in between? Yes, in the client portal they can stop and continue later with the same link.
Does a current request keep working if I change the template? Yes. A request keeps the version it was started with. See Forms and templates.
Security
Section titled “Security”Is the platform ISO certified? Only claim that with a current certificate and the right scope. The trust centre is the source for what applies now.
Can I see who viewed a document? Yes, in the audit trail, with time and person. The watermark on every page makes a leaked page traceable.