Give an adviser access to a data room

Advisers change during a deal: a new firm joins for the buyer, a lender's counsel needs the room for a fortnight, an auditor finishes. Each person is invited to the room by email, sees only that room's documents, and can be removed the moment their part is done.

Data rooms must be switched on for your organisation. To give someone access to entities rather than one room of documents, see Give an outside adviser access.

Invite someone

1. Open Data Rooms and choose the room on the left. The room shows its documents, with how many times each has been viewed and downloaded.

2. Click Invite.

   

3. Enter their Email, choose their Access level, and set Access expires (optional) if their access should end on a set day. Click Send invitation. They receive an email inviting them to sign in.

   

See and end their access

1. Open the room's Members tab.

   

2. Each member shows their access level, their status, when they last opened the room and when their access expires. Click the ⋯ at the end of a member's row.

   

3. Choose Revoke access. They can no longer open the room.

   

The Access audit tab lists every view and download in the room: who, which document, when and from which IP address.

Tips from practice

• Set an expiry when you invite. An adviser's access that ends by itself does not depend on someone remembering to revoke it.
• Check Access audit before a call with the other side: it shows which documents they have actually opened.
• Inviting people needs a role that can manage members. Adding documents to the room needs one that can add documents.

Before this: Set up a data room.