Inviting people
You grant access per dataroom. You add a colleague to an internal group, or you invite a client, counterparty or expert to an external group. The group determines which folders someone sees.
Adding a colleague
Section titled “Adding a colleague”- Open the dataroom and choose Invite, or go to Participants.
- Choose Colleague from the office.
- Select the colleague and the internal group.
- Choose Add.
A colleague does not have to accept the invitation: he has access as soon as he signs in. Internal groups also see folders that are marked as Internal.
Inviting an external party
Section titled “Inviting an external party”- Choose External party.
- Enter the e-mail address and the name.
- Choose the group: client, counterparty, expert or a custom external group. The group determines which folders the guest sees and whether he may upload.
- Enter a mobile number if needed. Viewing documents requires an SMS code; without a number the guest can sign in but cannot open documents.
- Optional: Access until — after that the access expires automatically.
- Add a personal message for the e-mail. Do not put confidential details in it.
- Choose Send invitation.
What the guest does
Section titled “What the guest does”The guest opens the link from the e-mail and requests a sign-in code. That code goes to the e-mail address where the invitation arrived — so you know for sure that the link cannot simply be forwarded. After that, if the office requires it, an SMS code follows for viewing documents.
Status of an invitation
Section titled “Status of an invitation”| Status | Meaning |
|---|---|
| Invited | Sent, not used yet |
| Active | The guest has signed in and can work |
| Expired | The end date has passed |
| Withdrawn | The access has been ended manually |
Next to the status you see the last sign-in. If a guest is stuck, you can invite him again or withdraw his access.
Withdrawing access
Section titled “Withdrawing access”- Open Participants.
- Choose Withdraw access next to the person.
- Confirm.
Withdrawing works immediately: the guest’s next click leads to the sign-in screen. What the guest has already downloaded stays with him — that is why the watermark on every page is important.