This article explains how to set up and manage groups, roles and users in a Data Room. It covers how Admins and Managers (with the appropriately granted permissions) can create and organize roles within groups, and how to manage the users within them.
Each section below provides clear, step‑by‑step instructions for these actions.
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.
2. At the 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 its 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 will not 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
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. |
Note: If you can't delete a role, you will get a warning message stating why the role was not deleted.
Managing users
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.
- Please note: Because an Admin needs a Q&A role in a Q&A-enabled Data Room, changing a user to Admin will automatically assign them the Q&A Coordinator role if they did not have a Q&A role beforehand. Users who already have a Q&A role keep the role they had.
1. Select 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.
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.
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.
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.
- 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.
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.