Collaborate in a Space (data room)

Add Space collaborators to your Space (data room) to allow others to manage content and keep it up to date.

Table of contents

• Add or remove a Space collaborator
• Sharing links to Spaces
• Add content to a Space
• Content privacy and visibility
• Permissions and notifications
  
  

Add or remove a Space collaborator

Creating a Space makes you the data room owner by default. You can add or remove team members to become collaborators. 

To add a Space collaborator:

1. Log in to your DocSend account.
2. Click Spaces in the left sidebar. 
3. Click the data room you’re adding collaborators to.
4. Click “+” (add) under the Space title.
5. Search for the team member you want to add as collaborator.
6.  Click “+” (add) next to their name.
7. Click Save.

Your collaborators will now see options to manage and share the Space (see screenshots below). Learn how to add team members to DocSend.

To remove a Space collaborator:

1. Log in to your DocSend account.
2. Click Spaces in the left sidebar.
3. Click the Space you’re removing collaborators from.
4. Click “+” (add) under the Space name.
5. Click the “x” (add) next to the collaborator you’re removing.
6. Click Save.

Note: Ownership of a Space cannot be transferred to other Space collaborators. 

Sharing links to Spaces

To share your data room via link:

1. Log in to your DocSend account.
2. Click Spaces in the left sidebar.
3. Click the Space you’re creating a link for.
4. Click Share in the upper-right corner. 
5. Click Create Link. 
6. Type name of company or client under Name link.
7. Customize link if desired.
8. Click Create link. 

You can now copy and paste the link to recipients to share your Space with visitors.

Add content to a Space

To add content to a team folder:

1. Log in to your DocSend account.
2. Click Spaces in the left sidebar.
3. Click the Space that you want to add content to.
4. Click Add content.
5. Select Upload new content.
6. Choose where you want to upload content from.
7. Select your files.
8. Click Upload or Select, depending on content source.

Permissions and notifications

Space owners and collaborators can do the following:

• Add, remove, edit, reorder content, or Space folders.
• Edit the Space link settings.
• Edit the Space title, subtitle, and header image.
• Add and remove collaborators.
• Delete the Space.
• Send Space Notifications.
• Receive notification emails when someone visits a Space.

Only Space owners can do to the following:

• Receive desktop notifications.
• Receive notification emails when someone visits a disabled Space.
• Sync Salesforce, IFTTT, and Zapier visitor data.

Account owners and team admins automatically have the same access permissions as Space collaborators, but must be manually added as collaborators of a Space to receive visit notifications.  Once added to a Space, the Space will appear under Spaces > My Spaces.

Note: Visits to a Space are currently only tracked on the document level. When a visitor opens a Space and views a document, the visit is logged on the document and attributed to the Space. Space visits are also owned by the Space owner.

Collaborators won’t be able to see Space visits on their Dashboard or on the document details page.

Note: If you're on a DocSend Advanced Data Rooms plan, account owners and team admins will be able to view visit data for files via the new Space analytics and audit log, even if they can’t access the file itself.

You can see all Space visits associated with a specific account by going to the Accounts page.

Additional details:

• Account owners, team admins, and collaborators can preview content added to a Space, even if it’s in a personal folder.
• Account owners and team admins automatically have the same access permissions as collaborators across all Spaces their team members create, but won’t receive visit notifications unless they’re added as a collaborator. Users can see who’s an admin in the collaborator model.
• Account owners and team admins can add themselves as a collaborator to a Space as needed, but team members need to be invited.
• The same settings will apply for admins, Space collaborators and team members when accessing content in personal folders. 
• If a member or an admin is added as a collaborator in a Space, they’ll have view-only access to the content in team folders.

Related reading

• What are Spaces (data rooms)?
• Customize a Space (data room)
• Link settings explained
• Manage content in a Space (data room)
• Granular Space permissions

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