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Data Room Groups: An Overview

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DocSend Support
  • Updated
This article describes a feature available on DocSend Advanced Data Rooms plans.


Overview

Spaces are what we call our virtual data rooms (VDRs). Data rooms provide a way to group, organize, and share high volumes of content with others using a single link. Now, you can share data rooms by sending out a group invitation. Groups simplify security settings so that only approved individuals can access or contribute to documents in a data room.

Table of contents

 

Creating data room groups

Spaces, or data rooms, allow you to share high volumes of content with others in two distinct ways. You can create a group with a list of approved members, or you can create links to your data room.

Groups streamline security by making it easier to ensure only authorized individuals can gain access to the contents of a data room. Individuals must belong to a data room’s member list, and authenticate using their email in order to access a data room. Links can provide a similar setup with the allow list and email authentication options.

Note: Unlike links, which can be shared by copying and pasting them, group invites are sent directly from DocSend to the recipient’s email address. Learn more about the difference between groups and links.


How to set up a group:

  1. Log in to your DocSend account.
  2. Click the Spaces tab in the left sidebar.
  3. Click the data room you’re creating a group for.
  4. Click Share.
  5. Click Create group. 
  6. Enter a Group name. 
  7. Toggle any desired permissions under Security settings. 
    • Allow downloading: Permits data room visitors to download data room assets.
    • Add watermark: Overlays a watermark on data room documents.
    • Require Agreement to view: Requires visitors to sign a non-disclosure agreement (NDA) prior to viewing a document. 
Note: Security settings apply to the entire data room.
  1. Click Create group. 

 

Once you’ve created a group, you can apply permissions to specific files and folders by clicking the padlock icon next to your data room.

 

How to invite group members to your Space (data room)

Notes: The number of people you can invite per day depends on your plan:

  • Customers with a paid DocSend Advanced Data Rooms (ADR) subscription can send up to 2,000 group invites per day.
  • Trial users can send up to 50 group invites per day.
  1. Log in to your DocSend account.
  2. Click Permissions in the left sidebar. 
  3. Click the Groups tab under Permissions.
  4. Click Invite.
  5. Add email addresses to the Add emails field. 
    • Optional: Add a message.
  6. Click Invite.

Your recipients will receive an email address with an invite to the data room.



Group membership and visitor authentication

If a visitor’s email address is not already on a group’s membership list, they won’t be allowed to view the contents of that group’s data room, even if they have the link. This minimizes the potential for unauthorized access or accidental exposure of sensitive information. 

When group members access a data room, they’ll be required to enter and authenticate their email address.
Notes:
  • Changes in group membership (e.g., which members were invited or removed), can be found in the audit log. Learn more about data room audit logs. 
  • Groups don’t have a blocklist because they follow the principle of least privilege, meaning they deny access by default, and allow it by exception. Visitors must explicitly be granted permission to access content found in your group's Space (data room).
  • When inviting visitors, you can import a CSV of up to 500 emails on the Advanced plan and up to 2,000 emails on the Advanced Data Room plan.



Edit group settings and permissions

There are a few ways to customize your group:
  • Group name: You can set and save a unique name to identify your group.
  • Allow downloading: This option can be toggled on to allow visitors to download and print all documents inside your Space. 
  • Add a watermark: This option can be toggled on to overlay a watermark on your documents.
  • Require Agreement to view: Toggling this option on will require members to sign an agreement before viewing a document in your Space.
  • Send reminder email: Send reminder emails to visitors who haven’t visited the space yet. You can schedule this email to go out at a later date.
Notes:
  • The audit log shows who creates a reminder email, when the reminder was sent, and who receives the reminder.
  • Only owners and collaborators can create and edit groups.



Related reading

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