What is a role
A role defines what users can see and which actions they can perform within the Data Room. Roles are created within groups, and each group can contain one or multiple roles depending on the access requirements.
Groups organize users by buyer.
Roles within groups define specific permissions and access levels for user invited in them by workflow, department and organization.
Before users can be invited to a group, at least one role must be created and configured with permissions.
Add a role to an existing group
Admins and Managers can add a role to an existing buyer group if certain users need to have deviating permissions.
| 1. Go to the buyer group where the new role needs to be added. |
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2. On top of the buyer group, click Add role to group. |
| 3. Determine a fitting role name, such as "Financial". |
| 4. Click Save to finalize the action. |
Move a role to a different group
When a role doesn't belong to it's current group, it needs to be moved to the correct one. For instance, if a new role was created instead of a new buyer group.
Please be aware that this is only possible if there has been no Q&A activity in the roles yet.
There are two options for this:
- Move to other role group
1. Click on the three dots on the right side of the role you would like to move. 2. Click Move role. 3. Select the group you would like to move the role to. 4. Click Save to finalize the action
In case you see the following notification, you won't be able to proceed: "It is not possible to move a role involved in the Q&A process to another group" - Move to its own role group
Split roles within an existing group to create a new separate group.
1. Click on the three dots on the right side of the role you would like to separate. 2. Select Move role 3. Select Move to its own role group. 4. Click Save to finalize the action
Deactivate a role or group
If you want to revoke access to all users in a certain buyer group or in one (or multiple) roles active in a buyer group, follow these steps:
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1. Navigate to the role or buyer group you want to deactivate and click on the three dots on the right. In the menu that opens, click on "Deactivate role": |
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2. After clicking on "Deactivate role" the following screen will pop-up, in which you can select the role or roles you want to deactivate. When the role is deactivated, this is mentioned behind the role name with the text "Role deactivated". Also, the user(s) in this role is shown in grey: When an entire group is deactivated, the same applies and all roles will be shown in grey with the text behind each role "Role deactivated": |
Schedule deactivation of a group/role
Admins and Managers can schedule to deactivate a group or role automatically at a chosen date and time. For example, when the deadline has passed for the due diligence.
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1. Click on the three dots on the right side of the buyer group or role and click on "Deactivate role": |
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2. Check the box "Schedule date and time". |
| 3. Click on "Deactivate" to save the scheduled action. |
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4. You will see a label with a small clock and the text "To be deactivated" next to the role or group. A small cross is also added which you can use to delete the scheduling. If you hover over the label, the date and time are displayed. |
Activate a role
Users in a deactivated role do not have access to the Data Room. Activate the role again to grant users access to the Data Room again.
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1. Go to the right side of the deactivated group- or role and click on the three dots. In the menu that opens, click on "Activate role": |
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2. Click "Activate this role" to finalize the action. If you deactivate multiple roles, you can also choose to "Activate all roles": |
Delete a role
Deleting a role is only possible as long as there are no (active) users in this role and there has been no Q&A activity.
| 1. Go to the role you want to delete. |
| 2. If there are users in the role, move or delete all the users. Visit manage users to learn more about performing this action. |
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3. Click on the three dots on the right side of the role you would like to delete and click "Delete role" |
| 4. In the pop-up screen, click on "Delete role" to finalize the action. |