Manage user roles and permissions in the Virtual Data Room.
This article contains the following sections:
- Adding user roles
- Roles and folder permissions
- Adding users
- Manage users and permissions
Watch this video to learn more about how to set up user roles and folder permissions.
In the Admincontrol data room, access to folders is controlled by something we call User roles. A user role is a collection of users who have the same access. Usually, this means they represent the same company, or the same side in a transaction. By default, there are two different user roles in a data room: Seller and Buyer. You can create as many of these roles as you want to, however, we recommend setting up one role per company. Please note that the Q&A module is separate for the different roles on the buyer side, so two different buyer roles will not be able to see each other’s Q&A content. The users on the seller side will have access to all questions from all buyer roles.
Adding user roles
To add a user role, go to My profile – User roles – Add role.
Select a name for the role, if the role is on the seller/buyer side, and set the System role.
Repeat this process if you are adding multiple roles. To add/remove users to the roles, click the View users icon on the right side.
After all the user roles have been created, you are ready to give access to the different folders in the data room.
Roles and folder permissions
Go to My Profile - Roles/Folder permissions. This overview enables you to manage access to folders for the different user roles in the portal. Click on Select visible roles to edit which roles are visible in the folder structure below. Match a user role with the desired folder by checking the box to the right of the title. By providing access to a folder all sub-folders will automatically be included. You may uncheck sub-folders to be omitted from the user roles’ access if needed.
To add a user, go to My profile – Add users. By default the Add multiple users option will be selected. In the email field, you can type in a single email address, or paste a semicolon separated list of email addresses. Make sure all the e-mail addresses are valid. Only semicolon (;) can be used to separate the addresses. Select the correct user role from the list (Buyer or Seller).
Select a system role:
- Readers can view documents in viewer. Download and print is restricted for all documents
- Read and Print users can view, download and print according to document settings
- Users can view, download and print according to document settings. They can also contribute by uploading files and changing own content
- Content administrators have full control over all content in folders they have access to. They cannot make changes to users’ access and roles
- Administrators have full control over content and Settings. They can add and change users’ access and roles
Click Add user to send the invitation(s). The new user(s) will receive an e-mail with an invitation to register and log in. New users will not appear in the Active Users list until they have registered.
Manage users and permissions
Go to My Profile - Manage users and permissions. This section gives you an overview of all the users in the portal and their roles.
Under Registered/Active users, you have a list of active users, where you may edit their system role and user configuration options. By clicking on the name of a user you can view and edit a users’ access levels. You may not change a user’s e-mail address and user name. Please contact Admincontrol Support to change this setting.
Unregistered users allows you to view all invitations to the portal, with options such as resend, renew or delete invitations.
Deactivated users presents a list of users who have been deactivated, with the option to reactivate if needed.