Articles in this section

See more

Granular Space Permissions

Avatar
Andrea V.
  • Updated
This article describes a feature available on DocSend Standard, Advanced, and Advanced Data Rooms plans. 

 

Overview

When setting up your data rooms with Spaces, you’ll have ultimate control of what content your visitors can access. You’ll be able to hide specific Space (data room) folders and content across different Space links and configure downloading, among other settings, for specific content. Since you can set these permissions across various Space links, you can create Space links tailored explicitly for different accounts, all while managing one Space to save you time! 

Check out these two examples of one Space (data room) reflecting two different visitor experiences: Link 1 requires an email for some content and not for others, while Link 2 allows only specific files to be downloaded.  

Skipping ahead

Space links vs. Granular Space Permissions

Before we get into configuring your Space (data room) permissions, it's good to understand that a Space link is a link you share with your visitors, while the Granular Space Permissions you set work to supplement the visitor's experience when they access your Space link.

  • Space link: This is the link you’ll share with visitors. You can access this link by clicking on Share in Spaces (data rooms) or through the permissions window. The link settings configured at this level apply to all content under the Space unless configured otherwise (Granular Space Permissions).
  • Granular Space Permissions: These are link settings associated with specific content under your Space, not the entire Space. These permissions will supplement the Space link they're configured for.

Configure Granular Space Permissions 

To configure permissions:

  1. Go to your Spaces page.
  2. Click on the desired Space (data room) or create a Space.
  3. Once on your Space, click on Permissions.                                                   
  4. Select the desired link you’d like to apply permissions for.
    • Note: Granular Space Permissions are set for a specific Space link.
  5. Once selected, you’ll see a list of all content housed under your Space. Click on the desired content you’d like to configure permissions for and you’ll see four permission options you can enable/disable for that specific files or folders:
    • Require email to view: If enabled at the Space link level, this link setting will be uneditable at the permissions level. To edit permissions, the Space link settings will need to be reconfigured. Learn more about updating Space link settings.
    • Allow downloading: This link setting will be uneditable if you’re sharing download-only content or a signable document.
    • Add watermark: The same watermark format will be applied to any files with watermarks enabled. Any changes to your watermark format at the permissions level for each link will be reflected across all files with watermarks enabled. For example, changes made to your watermark format for Space Link A will apply to all watermarked files accessed with Space Link A, while a different watermark format can be used in permissions for Space Link B. 
    • Require NDA to view: The same NDA must gate all files with Require NDA to view enabled. Any changes to your NDA at the permissions level will be reflected across all files with NDA gating enabled. If enabled at the Space link level, this link setting will be uneditable at the permissions level. To edit permissions, the Space link settings can be updated. Learn more about updating Space link settings.
  6. Once your permissions are configured, click Save Permissions.

 

Configure Granular Space (data room) Permissions on mobile

To manage permissions on mobile:

  1. Go to your Spaces page.
  2. Click on the desired Space or create a Space.
  3. Click on the more options "..." to the right of Home. 
  4. Select Permissions from the dropdown menu.
  5. Select the desired link you’d like to apply permissions for.
    • Note: Granular Space Permissions are set for a specific Space link.
  6. Once selected, you’ll see a list of all content housed under your Space. Click on the desired content you’d like to configure permissions for and you’ll see three permission options you can enable/disable for that specific content: Require email to view, Allow downloading, Require NDA to view.
  7. Once your desired permissions are configured, click Save Permissions.

Custom Settings

When on the permissions window, Custom Settings: will appear when you’ve configured settings for a specific piece of content (such as a Space (data room) folder or document) that are different from the Space folder or Space link, depending on where the item is nested.

Important: If a document is housed under a Space folder, custom settings will appear for the settings that are different from the Space folder settings. 

Hide a Space (data room) folder or content

To hide a folder or content:

  1. In the permissions window, click on the desired Space link.
  2. You should see a list of all documents and folders in your Space and a column to the right-hand side that says Show.                                                                                                                      
  3. Configure what content you’d like hidden or visible.
    • Blank checkbox: The content is hidden to all those visiting that unique Space link. Hidden content will reflect greyed out titles. 
    • Purple checkbox: The content is visible for all those visiting that unique Space link.
  4. Once your desired permissions are configured, click Save Permissions.

Restrict access to a Space (data room)

Access to Spaces (data rooms) can’t be restricted. If a member is part of a team, they’ll have access to all the Spaces (data rooms) and the content located in the team folders.
You can restrict access to files by moving them to a personal folder.

If you’re on the DocSend Enterprise plan, you have the option to create sub-teams, which allows Space owners to control who can access content and Spaces (data rooms). Learn more about creating sub-teams and get in touch with our Sales team to get a quote for the subscription.

Things to consider

  • Moving content: The custom settings for a specific piece of content carry over if moved to a different folder. If no custom settings are configured, it will adapt to the new folder’s settings.
  • Space (data room) folder: The permissions configured for a Space folder will automatically apply to all content housed under that folder. 
  • Content in Trash: Content and folders moved to trash will lose the permissions configured.
  • Downgrading: If you downgrade to a Standard plan, all Space links with permissions configured will be disabled. To re-enable those links, you can disable all Granular Space Permissions. If you downgrade to a Personal plan, all Spaces and their links will be disabled as Spaces is only available on Standard and Advanced plans. To re-enable your link with Granular Space Permissions, you can switch back to an Advanced plan.
  • Space (data room) collaborators: Granular Space Permissions you configure can be edited by your Space collaborators. 
  • Gmail/Chrome/Outlook: Granular Space Permissions is only supported on the web application. 
  • Uneditable permissions: If Require email to view, Allowed Viewers, Email Authentication, or Require NDA are enabled at the Space link level, then the granular permissions will be uneditable at the document and folder level. To edit permissions, you’ll need to update the Space link setting by disabling any of the link settings mentioned. 
  • Watermarking in Spaces (data rooms): Only one watermark format is supported for each Space Link at this time. While different Space Links can have different watermarks, each file will be watermarked with the same watermark format.

Related reading

--- 

Still need help? See more articles in the DocSend Help Center.



Related articles