Set up a data room
Put the documents a buyer, lender or auditor needs in one data room, and invite the people who need to read them.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
A buyer's lawyers want the corporate records of the company being sold; a lender wants the constitutional documents; the auditors want the year's minutes. A data room gives them exactly that set, for as long as they need it, without access to anything else in IQ Entities. Every view and download is recorded.
Data rooms must be switched on for your organisation. If Data Rooms is not under Records in your left-hand menu, ask your Board Intelligence contact to switch it on.
Create the room
Choose Data Rooms under Records in the left-hand menu and click Create data room.
Choose Start from scratch. Create with AI instead drafts the room and a checklist of requested documents from text you paste or a document you upload, such as the buyer's request list.
Give the room a Name and choose its Purpose and Status. Add a Description of what it is for, and a date in Access expires (optional) if the room should close on a set day. Click Create & continue.
| The room is | Status |
|---|---|
| Ready for the people you invite | Active |
| Still being filled | Draft: people you invite do not see it until it is Active |
Add the documents
Click From an entity to choose documents already in IQ Entities. From your computer uploads files to the room only; they are not added to any entity's documents.
Choose the entity.
Tick the documents, or Select all, and click Add to room. Choose another folder on the left, or Change entity, to add more.
Click Next: People.
Invite the people
Enter the email address of someone outside your organisation who needs the room, choose their access level and click Invite. Repeat for each person.
Click Finish. The room opens on the Data Rooms page, where you can add folders, more documents and more people later.
Tips from practice
- Add documents from the entities they belong to rather than uploading copies: the room then holds the same file as the company's records.
- Name the room after the deal or the audit, not the counterparty. The name is what the people you invite see.
- Choose Documents (redacted) unless the people you invite need personal data. More on access levels: Give an adviser access to a data room.