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Granular space permissions

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

 

Overview

The Permissions tab within your Space allows you to quickly modify settings for created links and groups.

 

Table of contents

Difference between Space links and granular Space permissions

The difference between Space links and granular space permissions in DocSend Spaces (data rooms) is the level of access control they offer:

  • Space links are shared with visitors to give them access to a Space. Permissions set at the Space link level apply to all content in the Space by default. Learn more about link settings.
  • Granular Space permissions let you to override default Space link settings to make exceptions for specific folders and files inside the Space. These settings supplement the Space link they’re associated with.

Since granular Space permissions apply at the Space link level, you can use one Space to create multiple customized Space links. The two links below are examples of different visitor experiences for the same Space:

How to configure granular Space (data room) permissions in your web browser

  1. Log in to docsend.com.
  2. Click Spaces in the left sidebar.
  3. Click the Space you want to configure.
    • If you don’t have a Space yet, click Create Space in the upper-right corner.
  4. Click Permissions in the left sidebar.
  5. Click the link you want to configure.
    • Once selected, you’ll see a list of all content in that Space under Content permissions. You can configure permissions for the entire Space, or configure individual rows for specific pieces of content.
  6. Check or uncheck the boxes for the following content permissions as desired:
    • Visible
    • Downloadable
    • Watermark
    • NDA
  7. Click Save.

How to configure granular Space (data room) permissions in your mobile browser

DocSend is fully accessible on iOS or Android mobile browsers. Learn more about DocSend on mobile.

  1. Log in to docsend.com.
  2. Tap the dropdown menu icon in the upper-left corner.
  3. Tap Spaces.
  4. Tap the Space you want to configure.
  5. Tap the dropdown menu icon in the upper-left corner.
  6. Tap Permissions.
  7. Under Links, tap the link you want to configure.
  8. Check or uncheck the boxes for the following content permissions as desired:
    • Visible
    • Downloadable
    • Watermark
    • NDA
  9. Click Save.

How to hide specific files in a Space (data room)

  1. Log in to docsend.com.
  2. Click Spaces in the left sidebar.
  3. Click the Space you want to configure.
  4. If you don’t have a Space yet, click Create Space in the top right corner.
  5. Click Permissions in the left sidebar.
  6. Click the Links tab.
  7. Click the link you want to configure.
  8. Uncheck the Visible box next to the files you want to hide.
  9. Click Save.

How to restrict team access to files in a Space (data room)

You can restrict access to specific files in a Space for visitors by unchecking the Visible box in Permissions. However, team members have access to all Spaces and any content in your team folders. To restrict access to specific files, you need to move them out of your team folders and into a personal folder.

To move a team file into your personal folder:

  1. Log in to docsend.com.
  2. Click Content in the left sidebar.
  3. Under Team Folders, click “Auto-created Space Folders”.
  4. Click the folder associated with the Space you’re moving files from.
  5. Drag and drop your files to “My Content” under Personal Folders.
  6. Click Yes, move [file type].

Your team members will no longer have access to that file.

Configure granular space permissions

When you click More permissions and access or Manage all links it opens the granular permissions settings, which allows you to quickly manage all of the links and group settings within your Space.

Note: These permissions override default Space link settings.


Links

The Links tab displays all links created within your Space. Create new allows you to create a new group or create a new link. You can also check or uncheck settings for each group or account link, including:

  • Visible: Control which content visitors can access.
  • Downloadable: Enable or disable visitors’ ability to download specific content.
  • Watermark: Enable or disable watermark visibility on PDFs to protect your content.
  • NDA: If an NDA is no longer required to enter the Space, this setting can be turned off.
    • Note: NDA will still be required to open specific content.

Content

Manage individual permissions for your content across all of your links. Toggle on or off to control the visibility or downloadability of each content.

Action bar

Within each link or group, the action bar will display the current settings. Links and groups will have different settings which you can modify.

  • Links
    • Allow/block list: Add to or remove individuals from these lists.
    • Watermark: Toggle on or off.
    • Require NDA: Toggle on or off.
    • Require email: Toggle on to require email authentication.
    • Expiration: Set date link expires.
    • Password: Require a password to access the link for extra security.
    • Add message: Write a welcome message to visitors when they access the Space.
      • Note: Require email will be turned on when this feature is enabled.
    • More: Allows you to see all of the settings when on a laptop or smaller screen.
    • Copy link: Copy link to share with visitors.
  • Groups
    • Manage access: Invite visitors to view the content within your group.
    • Watermark: Toggle on or off.
    • Require NDA: Toggle on or off.
    • Send reminder: Sends reminder emails to invited guests who have not visited your space.


Note: If you only have one group or one link, you will only see one page without Links or Content columns.


FAQs

Do custom settings for specific pieces of content carry over if moved to a different folder?
Yes. If custom settings haven’t been configured, it will default to the settings of the new folder.

Do configured permissions for Space (data room) folders apply to all content in the folder?
Yes.

Will the configured permissions for content reset if I archive it?
Yes. Archiving any folders or content will undo any permission configurations.

Will downgrading my plan affect configured permissions for Space links?
Yes. Before you downgrade your plan, remove the modified permission settings. Downgrading to Standard disables your ability to modify these settings.

Downgrading to a Personal plan disables all Spaces along with any associated Space links. To reactive both the Spaces and their links, switch back to an Advanced plan or higher.

Can Space collaborators configure granular Space permissions?
Yes.

Are granular Space permissions supported for Gmail, Google Chrome, or Microsoft Outlook?
No. Granular Space permissions are only supported on the Dropbox DocSend web application.

Why can’t I edit NDA or watermark settings?
You’ll see these settings greyed out if you haven’t uploaded an NDA or specified what kind of watermark you want yet. Edit these settings in the Action bar to enable their granular permissions.

Can different Space links have different watermarks?
Yes. You can customize watermark formats for different Space links.

Related reading

 

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