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Invite and manage users

Updated
This article explains how to invite and manage users in a Data Room. It covers how Admins and Managers (with the appropriately granted permissions) can:
  • Invite users in a buy side role 
  • Invite a new Admin or sell side user 
  • Change a user to a different role
  • Change a user's Q&A role 
  • Deactivate, reactivate, or remove users 
  • Set user labels
  • Resend invitations to pending users
Each section below provides clear, step‑by‑step instructions for these actions.
 

Invite users in a buy side role

   User Management Tip: Make sure you set permissions before inviting users to a role. Visit Set Permissions to learn more about it.

1. Click Add users in the desired buy side role.
invite users

2. Fill in one or more email addresses.
DR invite buy side users email.png

3. Click Next.

4. Determine the Q&A role per user. Visit Q&A roles to learn more about it.
DR invite buy side users QA.png

5. Click Next.

6. You can add an optional personal invitation text for additional information. 

DR invite buy side user message.png

7. Select Invite now, Save as draft or Schedule for later and finish the action by clicking on the blue button at the bottom right confirming your selected action.

i. Invite now 

This option sends out the invitation immediately and the status behind a user is Invited.
invited

ii. Save as draft 

Drafted invitations can be sent whenever users need to have access to the Data Room. Click Invite now to send the invitations immediately. The status behind a user changes from Drafted to Invited.

invited

iii. Schedule for later 

Pick a date and time in the future to send out the invitations. The invitations will be sent according to the time zone you are in. For example: If you are located in the CET time zone, your invites will be sent out from this. This applies to every other time zone.
scheduled invites
When users are scheduled to be invited, they will get the status Scheduled. Hover over the status to see the date and time the scheduled invite.

scheduled
To reschedule or remove the scheduled invite, check the box in front of the user and click Scheduled invitations.
rescheduled

 

Invite a new Admin or sell side user 

1. Go to the sell side.

2. Click the three dots to the right side of Admin and click Add users.

add new VA

3. Click Add Admins again and after the intro, fill in the email address of the person you wish to invite to the Data Room as an Admin. 
DR add admin.png

4. Determine the Q&A role in the next step and click Next.

DR add admin email.png

5. Add an optional personal invitation message and decide if you want to Invite now or Save as draft.
DR add admin final step.png

 

Change user to a different role

  • Be aware that changing a user's role might have impact on the user's Q&A.
  • A user cannot be moved from a role on the question side to a role on the answer side or vice versa.

1. Select the box in front of the user you would like to move.
DR change diff role.png

2. Click Change role.

3. Select the new role from the drop-down menu and click Save.
DR change role.png

 

Change a user's Q&A role 

Note: The screenshots shown below are examples from the buy side. The same steps apply to the sell side.

1. Select the box in front of the user that needs a different Q&A role.

2. Click Change Q&A role. DR change users QA role.png

3. Select the new Q&A role. DR change users Q&A role confirm.png

4. Click Save to finalize the action.

   Q&A Tip: If you would like to stop new questions from coming in, be advised to set a question limit in Q&A settings. Visit Question limit to learn more about this feature. 

 

Deactivate / Reactivate / Remove users

Invited users can be denied access to the Data Room if necessary.

1. Select the box in front of the user.

2. Click on Deactivate or Remove.
DR deactivate or remove user.png

  • Deactivate: The user is not deleted, but cannot access the Data Room anymore.
  • Remove: The user is permanently deleted and cannot access the Data Room.

3. Click Deactivate or Remove to confirm the action.

When users have been deactivated, you can always activate them again if they need access to your Data Room again. Follow the same initial steps and click Activate to restore their access.

Note: If you want to deactivate multiple users in the same role, you can deactivate a complete role. Visit Deactivate role to learn more about this action.

 

Set user label

User labels help identify and organize users in their area of expertise, role or organization. Labels are visible in the reports and can be used for filtering. 

  • Q&A workflow efficiency: Adding user labels for the Buy side and Sell side enables Q&A Coordinators to filter incoming questions based on the user label and directly assign these questions to the Answer Drafter with the corresponding label.
  • Compare users' activity: Categorizing users with user labels can be useful in the document activity by user report. When labels are used, Admins can compare the activity of users with the same user label across different groups. For example, how active all user with the label "Legal" or "Financial" have been. 
  • Insights are an easy way to visualize the interest and progress of different buyers. Using user labels enables Admins to filter by area of expertise, having a comparative overview of the engagement of each buyer group.

Only Admins and Managers can set labels on users! 

1. Select the box in front of the user.

DR set label.png

2. Click Set label and select one of the default user labels (legal, finance, tax, IT, etc.) or create your own label by selecting New label at the bottom of the list.

 

Resend invitations to pending users

If a user has not yet accepted their invitation or cannot find it anymore, you can resend it. 

1. Go the role where the user is invited and select the box in front of the user

2. Click on the three dots to the right of the user.

3. Choose the Resend option and the user will immediately receive the new invitation.DR resend invite.png

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