Permissions in Team Data rooms

Permissions determine what a member or group can do with items in a Secure File Sharing 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 manage permissions by assigning a specific set of permissions to a specific set of users.

Only Data Room managers and those assigned permission to Manage Members can edit permissions.

Important

Item permissions assigned to folders and files override Team data room permissions.

Note

The following file types are supported: .DOC, .DOCX, .DOCM, .DOTM, .XLS, .XLSX, .XLSM, .XLTX, .XLTM, .PPT, .PPTX, .PPS, .PPSX, .PPTM, .POTX, .POTM, .PDF, .ODT, .ODS, .ODP, .JPEG, .JPG, .PNG, .GIF, .TXT, and .RTF.

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

Team Data room permissions

To manage individual and group permissions go to Members and Groups in the Team room navigation bar. For more information go to Manage a team room member’s groups and permissions

Permission type

Permission description
Document permissions
View watermarked PDF

  • Select this permission if you want a team member to only be able to 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 to the item in it's original format.

  2. Watermarked PDF: View, download or copy the item as a PDF, with the email address of the viewer superimposed on the document as a watermark.

  • The watermark contains the recipient's email in addition to the date and time the item was accessed. As Team Data Room Manager you can add team-specific text to the default watermark. For more information go to

  • The watermark only appears on supported files. For more information refer to the note on supported files.

Create & update

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

  • 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 team 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 team 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 team rooms when the Conditions of access policy is activated.

Member permissions
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.

  • Display the name and email address of other team room members visible.

  • Allows view access to Members and Groups information in your Team Data room.

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

  • Set at item level where specific access is required.

  • Overrides Team Data room permissions.

Manage team room members

  • 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 apply item permissions go to the item in your Team room and select the item’s more options icon and select Permissions from the menu. For further information go to Apply Item permissions in a Team Data room.

Permission type

Permission description

View item using Document viewer

  • The item can be viewed with the document viewer.

  • When the file opens, the user's email address is superimposed on document.

Download & copy

  • The item can be downloaded and copied.

  • This can be set to In original format or As watermarked PDF (downloadable only). If the watermark option is selected the recipient's email address is superimposed on document in addition to the date and time the item was downloaded.

  • The watermark only appears on supported files. For more information refer to the note on supported files.

  • View items using Document viewer is automatically activated.

Create & update

  • New items can be added and existing items updated.

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

Rename & move

  • The items can be renamed and moved.

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

Delete & destroy

  • An item can be deleted and destroyed.

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

Use send link to share file

  • A link to the item can be sent to other users.

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

Tip

Certain considerations apply to the following tasks:

  • Copying an item requires Download item on the source item and View and Create permissions on the target folder to be activated.

  • Moving an item requires Modify and Delete permissions on the source item and Create permission on the target folder to be activated.

  • Updating an item requires View and Create permissions enabled because updating always creates a new version of the item.

For more information on applying permissions go to Edit a Group and Create a new permission group .