Permissions matrix
You arrange permissions per group and per folder. The matrix on the Permissions tab shows at a glance which group sees which folder and what that group may do there. A guest never sees this tab.
The four levels
Section titled “The four levels”| Level | What it means |
|---|---|
| No access | The folder does not exist for this group: not visible, not searchable |
| View only | Open documents in the viewer; download only if the dataroom allows it |
| Upload with approval | Add files that are first reviewed by the office |
| Manage | Change folders and documents, adjust participants and permissions |
In addition, a folder can be marked as Internal only. Internal groups see that folder; external groups never, even if the matrix accidentally says otherwise.
Adjusting a permission
Section titled “Adjusting a permission”- Open Permissions.
- Find the group (column) and the folder (row).
- Choose the level in the cell.
- Confirm. The change applies immediately to everyone in the group.
You can set several cells at once: select them and choose the level. That way you set a whole folder for all external groups in one go.
Inheritance
Section titled “Inheritance”A permission on a parent folder also applies to the folders below it, unless you set it explicitly differently there. In the matrix such a folder shows Inherited from … with the folder the permission comes from. That way you see at once why a guest does or does not see something.
Checking what someone sees
Section titled “Checking what someone sees”With View as you choose a group or a person and you see exactly which folders and items are visible. The preview is read-only: it shows counts and access, never opens document content and changes nothing.
This is the fastest check before you share something: choose the counterparty group and you see whether the internal folder really stays hidden.
Your own access
Section titled “Your own access”At the top of the matrix it says My access in this dataroom: your own level, retrieved live. Useful if you are unsure whether you may change something or only view it.
Expiry of access
Section titled “Expiry of access”Access can have an end date. On the Expiry of access screen you see who expires soon, who has already expired and who is blocked. You can extend the access or invite again. Nobody has to arrange the end by hand: on the end date the access is ended automatically and the change is logged.
The strictest rule wins
If the dataroom is set to no download of originals, a group with Manage still cannot download an original. The dataroom setting takes precedence over a broader group permission.
What goes into the log
Section titled “What goes into the log”Every change in the matrix is in the audit trail: which group, which folder, from which level to which level, by whom. That is your evidence when the question arises why someone could see something.