Invite and manage users
How to invite and manage users
|
1. Click Add users. |
| 2. Fill in one or more email addresses. |
|
3. Click Next. |
| 4. Determine the Q&A role per user. Visit Q&A roles to learn more about it. |
|
5. Click Next. |
| 6. You can add an optional personal invitation text for additional information. |
|
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. |
This option sends out the invitation immediately and the status behind a user is Invited.
Drafted invitations can be sent whenever users need to have access to the Vault. Click Invite now to send the invitations immediately. The status behind a user changes from Drafted to Invited.
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.
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.
To reschedule or remove the scheduled invite, check the box in front of the user and click Scheduled invitations.
| 1. Go to the Sell side. |
|
2. Click Actions at the right side of Vault Admin and click Add users. |
|
3. Click Yes and after the intro, fill in the email address of the person you wish to invite to the Data Room as a Vault Admin. |
|
4. Determine the Q&A role in the next step and click Next.
|
|
5. Add an optional personal invitation message and decide if you want to save as a draft or invite now. |
- 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. Check the box in front of the user you would like to move. |
| 2. Click Change role. |
| 3. Select the new role from the drop-down menu and click Save. |
| 1. Check the box in front of the user that needs a different Q&A role. |
| 2. Click Change Q&A role. |
|
3. Select the new Q&A role. |
| 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.
Invited users can be denied access to the Vault if necessary.
| 1. Check the box in front of the user. |
|
2. Click on Disable or Remove. Disable: The user is not removed and cannot access the Vault.
Remove: The user is deleted and cannot access the Vault.
|
|
3. Click Yes to confirm the action. |
A label can be used to categorize users in their area of expertise.
- Q&A workflow efficiency: Adding user labels for the Buy side and Sell side enables Q&A admins 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, Vault Admins can compare the activity of users with the same user label across different groups. For example, how active all users with the label 'Legal' have been.
- Insights are an easy way to visualize the interest and progress of different buyers. Using user labels enables Vault Admins to filter by area of expertise, having a comparative overview of the engagement of each buyer group.
| 1. Hover over a user until Set label appears. |
| 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. |