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Manage content in a Space (data room)

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Lennon
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The information in this article applies to customers on DocSend Advanced, Advanced Data Rooms, and Enterprise.

Once you’ve created a Space, it’s time to add some content. Depending on which plan you’re on, you can add up to 4,000 assets to a single Space. If you’re on the Advanced, Advanced Data Rooms, or Enterprise plan, you can use Space folders to further organize your content. Learn more about file upload limitations.

You can notify your visitors whenever you update content, keeping them in the know of any changes to the Space you’d like to share. Learn more about Space notifications.
 

Important:
  • Team members can’t preview content in a Space unless they’re added as collaborators.
  • Account owners and team admins automatically have the same access permissions as a collaborator across all Spaces, but must be added as a collaborator to receive visit notifications.
    • Account owners and team admins can add themselves as a collaborator to Spaces as needed.
  • When a Space owner uploads content directly into a Space, the uploaded files are automatically stored in the owner's personal folders.
    • The files will be visible only to the Space owner, maintaining privacy and control over the document.

 

Add content to a Space

New content can be added to a Space before and after the Space has been shared with external visitors.
 

Important: Your home library is a folder that can hold up to 200 files. 


Upload content to a Space from your device

To ensure that all files are added to Shared Folders > Shared Space Uploads by default: 

  1. Log in to docsend.com.
  2. Click Spaces.
  3. Create or select an existing Space.
  4. Click Add content.
  5. Click Files or Folder to add content from your device.
    • You can also add content from connected cloud storage accounts such as Google Drive, Dropbox, OneDrive, Box, Egnyte, and SharePoint.
  6. Click Open or Upload.
  7. Click Upload again to confirm.

Your newly uploaded files should now be added to your Space. 
 

Note: You can set up automatic notifications for visitors that will alert them whenever a new document version or content is added to a Space. Learn more about Space notifications.

Upload content to a Space from your library

  1. Log in to docsend.com.
  2. Click Spaces.
  3. Create or select an existing Space.
  4. Click Add content.
  5. Select Add from content library from the dropdown menu.
  6. Click Add to Space or Upload. 

You can also move content by dragging and dropping it into empty Spaces.

Important: By default, all Spaces you create are visible to your teammates, including the space name and folder structure. Account owners, team admins, and collaborators can view all content added to a Space, even if it’s in a personal folder, or they don’t have access to where that content is stored in the content library. Learn more about collaborating in a Space.


Undo upload content
If you uploaded the wrong content and want to undo that action, click X (remove) beside the content you wish to remove, or click Cancel.

Request files in a Space

You can set up a file request in your Space so that your visitors can upload files directly into your Space. Any uploaded files will be immediately visible to anyone with access to your Space. Learn more about file requests. 

Note: A Space file request doesn't have its own link as it's directly tied to the Space. Space file requests can be removed from the Space and placed in the Space trash folder. 

To create a file request:

  1. Log in to your DocSend account.
  2. Click the Spaces tab in the left sidebar.
  3. Click the Space you’d like to request files from.
  4. Click Request files.
  5. Complete the file request fields.
  6. Click Change folder to update where the uploaded files will live.
  7. Click Create file request.
  8. Click Select a space link to share the Space link so you can start collecting uploads.

Once complete, you can manage your Space file requests directly from your Space or through the file requests page. To remove a Space file request from your Space, you can follow the steps listed in Remove Content from Spaces. If you’d like to delete the request, you can do that through the file requests page.
 

Note: Deleting a file request can't be undone.

 

 

Update content in a Space

Content in Spaces can be disabled or updated even after the Space link has been shared. Here’s how it works:

To update a Space’s accessibility toggle Active to Yes or No.

 

Similarly, individual content can be toggled on or off.

 

You can also click  more (more options) to the right of the Space name to preview the content, edit the description, update the thumbnail, or archive content.

You can update existing content in the Space with a new version by updating it from the Content page. When you update content, all associated links will automatically update to reflect the latest version. Learn more about updating an existing document.
 

Remove content from a Space

You can remove content and folders from a Space by moving them into the archive. The trash folder is designed to help you easily manage and streamline content within a Space. 

Important: Content moved into the archive is archived, not deleted, and can be restored to its original state in the Space at any time. The archive isn't visible or accessible to visitors. 

You can move content from a Space to the archive in two ways:

  1. Drag and drop the file into Trash in the left sidebar.
  2. Click  more  (more options) to the right of the file name.
  3. Select Move to trash.

 

Restoring content

Content from the archive can be moved back to the Space by dragging and dropping it from Trash into Home in the left sidebar, or by clicking more (more options) to the right of the file, then selecting Restore to Home.

 

 

 Important notes:

  • Visitors aren't actively notified when changes, such as adding or removing content, are made within a Space unless automatic notifications are enabled.  
  • Content in the archive won't be searchable when using the search bar. However, content recovered from the archive will be searchable again.
  • Contents of the archive won't carry over when duplicating a Space.
  • Space owners and collaborators can manage and edit content in the archive, such as reordering and editing text fields.
  • New content can't be added directly to the archive.
  • Content and folders in the archive don't count toward the Space asset limit. Learn more about file upload limitations.
  • Removing content from a Space won't impact historical visit data. However, deleting content from the Content page is permanent and irreversible. Learn more about deleting content.


Organize content with Space folders

This feature is limited to Advanced, Advanced Data Rooms, and Enterprise plan customers.
Similar to Space sections, Space folders allow you to organize content into subfolders. This can also be used to highlight documents throughout different stages or topics and provides a more navigable viewing experience for visitors. 
 
Each Space can hold up to 2,000 assets in total (up to 4,000 assets for Advanced Data Rooms customers). Each Space folder counts toward the total asset limit for that Space, and can hold up to 200 assets.
 
To create a single folder:
  1. Click an existing Space or create a new Space.
  2. Click Create folder.
  3. Name your folder and click Create.
You can now click the new folder and add content.
 

 

Space folder names can be edited anytime. You can edit the name by clicking more  (more options) to the right of the file name, then selecting Edit folder name.

 

 

 Note: The “Home” folder name can't be edited.


To import multiple folders:

  1. Click an existing Space or create a new Space.
  2. Click the create new folder icon.
  3. Click Import from CSV.
Note: When you import a .csv, the format should show the indexing information in column A and the folder names in column B.

 

WKlemE5b.png

Important:
  • Space folders can't be directly linked at this time; only general Space links can be shared.
  • Duplicating a Space carries over existing content and folders.
  • You can move documents and folders to different folders within a Space. However, this does not apply to Space sections.
  • Folders aren't searchable within a Space. However, grouping folders into sections can help improve the visitor’s viewing navigation.
  • Space collaborators can manage settings, documents, and folders within a Space.
  • A subfolder within a Space folder counts as a Space asset; it's recommended to create Space folders before adding content. 

Downgrading from Advanced to Standard will disable any Spaces utilizing Space folders. To reactivate the Space, you can either:

  • Move the Space folder into the archive.
  • Move content from the Space folder into the Home folder first, then move the Space folder into the archive.
Note: You can't move a Space folder if it contains more than 200 assets.

How to download the index of a Space

This feature is limited to Advanced Data Rooms customers.

Indexing allows you to efficiently locate and reference files without having to remember the file name. Owners and collaborators can turn on indexing for a Space (data room) at any time.  Index values should be the same for any user viewing the Space (data room), even if they don’t have access to certain files within that Space. 

To enable indexing for a Space (data room):
  1. Login to docsend.com.
  2. Click the Spaces (data rooms) page.
  3. Create a new Space (data room) or click an existing Space (data room).
  4. Click Organize.
  5. Click Turn on indexing. 
 
Users should now see an Index column next to each asset in their data room. Documents will automatically be indexed as they’re uploaded.
 

Downloading an index (admins or collaborators)

To download an index:

  1. Go to your Spaces page.
  2. Select your desired Space.
  3. Click  more-vertical (more options) in the top right.
  4. Click Download index.

 

The downloaded index includes content numbers, files names, URLs, types, descriptions, enabled status, and the date of the latest update.

Downloading an index (visitors)

To download an index:

  1. Open the link to the relevant Spaces page.
  2. Click Export index in top right.
Spaces_Export_Index.png

The downloaded index includes content numbers, files names, URLs, types, and descriptions.

Note: A visitor index will only show content that’s enabled for the person who downloads it.


Download folders in a Space

This feature is limited to Advanced Data Room customers. 

You can download an entire Space, download a folder, or download specific files from a Space. 
 
To download an entire Space:
  1. Navigate to the desired Space.
  2. Click  more-vertical  (more options) in the upper-right corner.
  3. Select Download space from the dropdown menu.
 
Your folders will download as a ZIP file, and a message at the bottom of your screen will let you know when the download is finished.
 
 
To download folders from a Space:
  1. Navigate to the desired Space.
  2. Click more (more options) to the right of the folder you want to download.
  3. Click Download folder. 
A ZIP file of your folder will be found in your “Downloads” folder. 
 
 
To download a specific file from a Space:
  1. Navigate to the desired Space.
  2. Click on the desired file.
  3. Click more (more options) in the upper-right corner.
  4. Click Download. 
Your content will be found in your “Downloads” folder. 
 
 

 

 

 

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