Creating a data room
Use data rooms to store and share sensitive documents, files, and folders, online. Users can participate in data rooms managed by themselves, or join data rooms controlled by counterparties.
To create a data room, users can either create a new workspace with a data room, or add a data room to an existing workspace. Once the data room has been created, members can be added to the data room, and their permissions can be managed from there.
Creating a data room in a new workspace
Open a new workspace by following these steps
When you see the template options to choose from, select "Data Room", or any alternative templates that contain a data room module
Please take note of the following:
Since you have added a data room module to your workspace, it will also include a file request by default
If you want to customize the modules available in different workspace templates, please contact your Capcade account representative or message us in the chat
Workspace settings house the settings to edit the data room module if this is needed at a later stage
The workspace activity log will include activities related to the data room and file request
Adding a data room to an existing workspace
Alternatively, if you already have a workspace that you would like to add a data room module to, you can follow the below steps.
Navigate to the workspace you want to add a data room to
Go to the "Settings" tab
Scroll to the "Modules" section
Here, you will see a row of module buttons
Click on the "Data Room" button to add a new data room module
Click "Add"
From this section, you can also rename the data room, re-order it in the modules list or delete it.
Inviting users and organizations to your data room
Navigate to the workspace that houses the data room in question
Click the "Invite" button in the upper right corner
Select either internal users or external users when prompted
Click "Continue"
In the connections field, enter the names, emails or groups of users you want to invite
By default, in the resources field, the system will assume you want to invite users to this entire workspace, not only the data room*
The invitation dialog will have one final screen summarizing whom you invited and what you invited them to
Click "Continue" to finalize and send the invitation
*If you would like to invite these users to only have access to the data room, once you have invited them, navigate to the workspace permissions and adjust their permissions for each workspace module accordingly.
Please note that when you invite external organizations to the data room, the entity admins of that external organization can assign their users to the data room, whereas when you invite specific users and groups, the access is limited to just them.
Assigning a data room manager(s)
Once the data room has been created, data room managers can be assigned. By default, workspace admins will be data room managers, and it is important to reiterate that only workspace admins can give other users, groups or roles these document management permissions. This process is outlined below.
Navigate to the relevant workspace that has the data room in question
Click on the "PERMISSIONS" button in the top right corner of the workspace
This will open the workspace permissions matrix
Locate the member (individual, group or role type) you would like to change the permissions for, and select "Manage" from the drop down in the data room row for that member
Click "SAVE"
In the below example, the workspace admin has given 'manage' permissions to the "Accounting" role for the data room. This means that any members (individuals or groups) that have the "Accounting" role assigned to them, will be able to manage the document permissions of that data room.
Alternatively, give data room management permissions to members by creating a workspace role, and configuring the data room permission as "Manage", shown below.
Managing document permissions in the data room
To learn more about how data room managers/admins can manage document permissions within the data room, read this article in our help guide.
To learn more about data rooms, visit the collection of articles in our help guide.