Manage Conditions of access

You can create legal notices, such as terms and conditions (T&Cs) and non-disclosure agreements (NDAs), that Team Data room members must agree to before joining a team room. The notices are introduced to members by the Secure File Sharing system as they register for access to the team room. The specifics of T&Cs or NDAs are generated by you or your organization.

When you activate the Conditions of access policy, members are presented with a form they must confirm they have read and agree to before they gain access to the team room. If a member does not confirm their agreement to the Conditions of access, they cannot access the team room.

You have a complete record of all agreements in your team room activity report.

Note

  • After Conditions of access is activated, the Send link feature is disabled and access to items already shared from the team room are revoked.

  • As Data Room manager you agree to these conditions as part of the activation process.

Prerequisites

  • You must have this feature switched on by Diligent support. To start using this feature contact your Customer Success manager for details.

  • You must be the Data Room manager for the team room.

  • The format of the file for your conditions of access, must be .docx or .pdf and no larger than 100 MB.

Activate conditions of access

  1. In your team data room, select the Policies tab in the side navigation bar.

  2. Select Upload file.

    The file format must be .docx or .pdf and no larger than 100 MB.

  3. Select the Activate checkbox.

  4. At the bottom of the page and select Save changes.

  5. In the Confirm and activate conditions of access window, select Confirm and activate.

The Conditions of access is now active for your team room.

Note

  • All existing members of the team room will be prompted to accept these conditions to rejoin the team room.

  • All new members will have to accept the conditions to join the team room.

Preview the Conditions of access form

You can preview the Conditions of access form to check the layout presented to your members.

  1. In your team data room select the Policies tab in the side navigation bar.

  2. Select Preview.

    A preview of your document and layout of the Conditions of access opens.

    3. Note

    The buttons and elements in this view are inactive.

  3. Select the close icon to go back to your Policy tab.

Update conditions of access

If details of your access policy change, you can update the file you uploaded.

  1. In your team data room, select the Policies tab in the side navigation bar.

  2. Select Upload new file.

    The file format must be .docx or .pdf and no larger than 100 MB.

  3. At the bottom of the page and select Save changes.

  4. In the Confirm update of access conditions window, select Confirm and update.

    As Data room manager you are also agreeing to these conditions .

The Conditions of access are updated for your team room. All members will be required to agree to the new conditions to join the room.

Deactivate conditions of access

  1. In your team data room, select the Policies tab in the side navigation bar.

  2. Deselect the Activate checkbox.

  3. At the bottom of the page and select Save changes..

    Conditions of access are now removed for all members.

Additional resources

Create and view an activity report