As a data room owner, you may want to grant varying levels of access to different groups of investors based on your due diligence progress.
Throughout this process, you may also need to move some investors to a higher level of access, or lower their level of access accordingly.
By combining both Granular Permissions and Groups, you can create different levels of access to your data room for different investors without having to create multiple data rooms.
List of contents
How to create different levels of access to your data room
You must be the data room owner to complete these steps.
Step 1: Create a data room
Step 1: Create a data room
💡 Note: If you've already created a data room, skip this step.
From your dashboard, click Create Data Room in the left sidebar.
Select your desired data room settings. (Under Default Guest Permission, select any permission for now. You can update this at a later step to follow a group's permission.)
Once done, click on the Create data room button.
Step 2: Upload files to your data room
Step 2: Upload files to your data room
Once you've completed the previous step, you'll be automatically redirected to your newly created data room. Otherwise, from your dashboard, click on Manage Data Rooms in the left sidebar to enter your data room.
💡 Pro Tip: For a faster setup, we recommend organizing your files on your computer into their various folders, before uploading them via the drag & drop method. Learn more
To illustrate, here's an example of a data room with folders organized in preparation for three increasing levels of access:
Step 3: Create groups based on levels of access
Step 3: Create groups based on levels of access
Next, let's set up groups to sort your guests. These groups will set up the different permissions needed for various levels of access.
In the top-right corner, click GUESTS. Then, click on Groups in the left sidebar. To create your first data room group, click on the Create group button.
You'll be directed to the Create Group page.
Under Group Name, enter a name for this group. This group name will not be visible to your guests.
Under Group Members, you may leave this blank for now if you have not added any guests to your data room yet.
Under Permission, select "Granular Permissions". Then, click "Edit granular permissions" to set your desired permissions for specific folders and files for guests in this group.
In the example above, guests in the Access Level 1 group will only be able to view files in the "Pitch deck" and "About ACME" folders. They will not see the other folders in the data room.
Guests in the Access Level 2 and Access Level 3 groups will have the following respective permissions:
Repeat this step as needed to create groups for the different level of access required.
Step 4: Add guests to the appropriate groups
Step 4: Add guests to the appropriate groups
When you're ready, invite guests to your data room and assign them to the appropriate groups.
To add a guest, click on the "Add Guest" icon in the FILES section of your data room.
Alternatively, go to the GUESTS section and click on the Add guest button.
While adding your guests, you can assign them to an existing group.
How to move guests to a different group
As your project progresses, you may want to move specific guests to a different group to adjust their access level to the data room. To do so, follow these steps.
You must be the data room owner to complete these steps.
Step 1: Remove guests from their existing groups
Step 1: Remove guests from their existing groups
From your data room, click on GUESTS in the top-right corner. Then, click on Groups in the left sidebar.
Click on the name of the group from which you need to remove the guests, to edit the group settings.
Under Group Members, remove the guests from the group by clicking on the "X" next to their name. Once done, click Save to confirm the changes.
Step 2: Move guests to their new group
Step 2: Move guests to their new group
Click on the name of the group that the guests should be moved to, to edit the group settings.
Under Group Members, add the guests who were removed in the previous step. Once done, click Save to confirm the changes.
