Share a document or link

You can send documents to Data Room (previously Secure File Sharing) from Diligent Entities once you enable this option. To learn more, refer to Enable Data Room in Diligent Entities.

Send a document

To send a document from Entities to Data Room:

  1. Select Working Documents in the global banner. The Working Documents page displays.
  2. Locate the document that you want to share and select the Menu icon against it.
  3. Select the Send to Data Room option.

    Note

    If you are using Data Room for the first time, you will be prompted to sign in to the application before continuing with the operation. The prompt will also display if the Access Token for your user account requires updating. You must have a valid Data Room account set up by now. After you have successfully signed in for the first time, the token is stored, and you do not need to sign in each time you want to share a document.

  4. In the Send toDiligent Data Room dialogue box that displays, select the relevant room or location, for example, My Room.
  5. If no further action is required, select Submit. The document is now sent to the selected room. A confirmation message also displays that the document has been successfully sent.

    The document sharing to Data Room event is also logged in History > Audit Trail.

Send a link

Data Room enables you to create unique URL links to specific files. The links allow for authorised recipients to securely access content, whether the recipients have a registered Data Room account or not.

Invited recipients receive a copy of the original files, but cannot access the sender's Diligent Entities account. Upon successful authentication, selecting the URL link takes users directly to the selected files.

Note

Only one link to one file can be sent at a time. It is not possible to create a link to multiple files.

Follow these steps to send a link:

  1. Select the Send Link checkbox at the bottom of the Send to Data Room dialogue box. This action also enables the Next button.
  2. Select Next. A second page with various link options displays.

Authentication

Use the Authentication toggle to add a password to the link.

Note

For security purposes, passwords need to be manually entered for each recipient.

Document Protection

Note

The Document Protection View-only access and Add Watermark features are only available for the following document types: .csv, .docx, .gif, .log .pdf, .pps, .ppt, .pptx, .xls, .xlsx. You can add both View-only access and Add Watermark to the same link.

View-only access

To further protect the document, you can select the View-only access to limit access to viewing only. When you select this mode, the document cannot be downloaded. However, you can rotate, zoom and move between pages.

Add watermark

Select Add watermark to add the recipient's email address and a timestamp to record the time and date when the document is accessed.

Expiration

Use the Expiration toggle to set an expiration date and a validity period for the link, if needed. Once the expiration date has passed, recipients will no longer be able to access the document using the link.

Recipients

In the Recipients field, enter the email addresses of the recipient or recipients. The email addresses display beneath the Recipients field as soon as they are entered.

Message

Add a message for the recipients, if needed, in the Message field.

Finalise sharing a document or link

With the relevant options selected, select Submit. A confirmation message displays confirming that the document sharing through Data Room was successful.

The recipients also receive an email message prompting them to view the content of the shared document.