About data room and item permissions

Permissions determine what a member or group can do with items in a data room. They can be set at either data room or item level and can be applied to groups or individuals.

Groups are used to apply permissions to a specific set of users.

Only Data room managers and data room members assigned Manage team room members can edit permissions.

Important

Item permissions assigned to folders and files override permissions set in a data room.

Note

  • While any file format can be uploaded to a data room, only certain file formats are supported for document preview, AI summarization, and certain sharing options. For more information, go to Supported file formats.

  • The following file formats can be annotated using Secure Document Viewer: .DOCX, .XLSX, .PPTX, .PDF, .JPG, .PNG files.

Data room permissions

Manage individual and group permissions from Members and Groups in your data room. For more information go to Managing data room members

Document permissions

Permission

Description
View watermarked PDF

  • View the document as a watermarked PDF.

  • The email address of the viewer is superimposed on the document as a watermark.
View, download and copy

There are two options for this permission:

  1. Original format: Access the document in its original format.

  2. Watermarked PDF: View, download or copy the document as a PDF. The viewer's email address is superimposed on the document as a watermark.

  • The watermark contains the recipient's email in addition to the date and time the document is viewed. As Data room manager you can add specific text to the default watermark. For more information go to Add custom watermarks for Sent links.

  • The watermark only appears on supported file formats. For more information, go to Supported file formats.

Create & update

  • Add new documents, create folders, and update or edit existing content.

  • View items using Document viewer & Download & copy (In original format) is automatically activated.

  • View, download, and copy - Original format is automatically selected.

Rename & move

  • Rename and move items in a data room.

  • View items using Document viewer & Download & copy (In original format)is automatically activated.

  • View, download, and copy - Original format is automatically selected.

Delete & destroy

  • Delete and destroy items in a data room.

  • View items using Document viewer & Download & copy (In original format) is automatically activated.

  • View, download and copy - Original format is automatically selected.

Use send link to share files

  • View, download, copy and send item links to other users.

  • View items using Document viewer & Download & copy (In original format) is automatically activated.

  • View, download and copy - Original format is automatically selected.

  • Blocked for data rooms when the Conditions of access policy is activated. For more information, go to Terms and conditions and non-disclosure agreements.

Member permissions

Permission Description
Allow member visibility

Note

This feature is part of our Virtual Data Room package and must be switched on at organizational level by your Diligent Support team. To start using this feature contact your Customer Support Manager for details.

  • The name and email address of other data room members is visible.

  • Access to Members and Groups information in your data room.

  • Automatically enabled for Data room managers, and members or groups with Manage item permissions, Manage member permissions, and Send link permissions.

Management permissions

Permission Description
Manage item permissions

  • Set at item level where specific access is required.

  • Overrides data room permissions.
Manage data room permissions

  • Allows a member to invite, view, and remove members, edit permission groups, permissions assignments for members, and edit item permissions for members.

  • Can be enabled without enabling any other permission.

Item permissions

To manage permissions for an item, go to the item’s more options icon and select Permissions. For further information go to Apply access permissions to an item.

Permission

Description

View watermarked PDF

  • The item can be viewed with the document viewer.

  • When viewed, the email address of the viewer is superimposed on the document as a watermark.

View, download & copy

  • The item can be downloaded and copied.

  • Option to set original format or watermarked PDF. If the watermark option is selected the recipient's email address is superimposed on document in addition to the date and time the item is downloaded.

  • A watermark only appears on supported files. For more information, go to Supported file formats.

  • View watermarked PDF is automatically activated.

Create & update

  • The item can be edited.

  • View watermarked PDF, Download & copy, (original format) are automatically activated.

Rename & move

  • The item can be renamed and moved.

  • View watermarked PDF, Download & copy, (original format) are automatically activated.

Delete & destroy

  • The item can be deleted and destroyed.

  • View watermarked PDF, Download & copy, (original format) are automatically activated.

Use Send link to share file

  • The item can be shared with others using a secure link.

  • View watermarked PDF, Download & copy, (original format) are automatically activated.

Tip

Certain considerations apply to the following tasks:

  • Copying an itemRequires at least theView, download & copy permission on the item being copied, and Create & update permission for the destination folder.

  • Moving an itemRequires at least the Rename & move permission on the item being moved, and Create & update permission for the destination folder.

  • Updating an itemRequires at least the Create & update permission on the item being updated.

For more information on applying permissions go to Edit a group and Creating new permission groups.