Collaborate in a Space (data room)

Overview

Space collaborators have the ability to manage a Space (data room) on behalf of the Space owner. Having additional collaborators allows others to help manage your content and keep it up to date.

Skipping ahead

• Add or remove a Space (data room) collaborator
• Sharing links to data rooms
• Add content to a Space (data room)
• Content privacy and visibility
• Permissions and notifications
  
  

Add or remove a Space (data room) collaborator

Creating a data room makes you the data room owner by default. This means you can add team members to become collaborators. Space collaborators can also be removed from a Space (data room) at any time.

Team members who aren’t collaborators can still enter the data room through DocSend, but they won’t be able to:

• Manage the Space (data room)
• View or add content
• Share or customize the Space
• View the audit log
• View Space analytics for that data room

Notes:   

• 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 (data room) 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.

To add a Space (data room) collaborator:

1. Log in to your DocSend account.
2. Click the Spaces tab in the left sidebar. 
3. Click the data room you’re adding collaborators to.
4. Click Share.
5. Click Add Collaborator.
6. Click the “+” (plus icon) next to the person you’re adding.
7. Click Save.

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

To remove a Space (data room) collaborator:

1. Go to the Spaces (data rooms) page.
2. Click the data room you’re removing collaborators from.
3. Click the “+” (plus icon).
4. Click the “x” (x icon) next to the collaborator you’re removing.
5. Click Save.

Note: Ownership of a Space (data room) cannot be transferred to other Space collaborators. 

Sharing links to data rooms

To share your data room via link:

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 link for.
4. Click the Share button in the top right corner. 
5. Click Create Link. 
   • Optional: Enter a name for the link under Account. 
6. Customize access controls as desired.
   • Require email to view: Visitors must enter an email to view your data room. 
   • Allow downloading: Allows data room visitors to download data room assets.
   • Expires: Set a date and time for the link to expire. 
   • Passcode: Requires visitors to enter a passcode to access your data room.
   • Access Control: Allows you to create an allow list or block list for specific emails and domains.
   • Add watermark: Overlays a dynamic watermark on data room documents.
   • Require Agreement to view: Requires visitors to sign a non-disclosure agreement (NDA) prior to viewing a Space (data room). 
7. Click Create link. 

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

Add content to a Space (data room)

Space owners can add any content to a Space (data room), even if the content is inaccessible to other collaborators. Meanwhile, Space collaborators can only add content that the Space owner has access to. Content from personal and possibly sub-team folders may not be available to use in the Space (data room). 

Not sure which content can be added? A warning message and lock symbol will indicate if the Space owner has access to the content or folder.

To ensure content is accessible for everyone, Space owners and collaborators can add content to a Space (data room) from a shared team folder. You can select content from an existing team folder or add new content and map it to a team folder before uploading. 

To map new content to a team folder:

1. From the content uploader, click Change to change the folder destination.
   
   
2. Select a team folder, then click Upload to this folder to confirm the change.
   
   

Content privacy and visibility

Space owners can still add personal content into a Space (data room), but it may not be accessible for everyone. It will also be indicated by a lock symbol.

Account owners, team admins, and collaborators can view the names of all pieces of content in a Space (data room), even if they don’t have access to where that content is stored in the content library. Additionally, they can view the content itself. Despite having visibility into the content, team admins and collaborators can’t update the name or version of the content. Team members can’t preview any content unless they’re added as collaborators.

To resolve this, the content owner can go to the Content page and move the content from a personal folder to a team folder. For more information on this, check out our article on Content Folders.

Permissions and notifications

Space (data room) owners and collaborators can do the following:

• Add, remove, edit, reorder content.
• Add, remove, edit, reorder 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 notifications emails when someone visits a Space.

Space (data room) owners have sole access 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 (data room) 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 My spaces on the index page.

Note: Visits to a Space (data room) 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 will not 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.

Related reading

• What are Spaces (data rooms)?
• Customize a Space (data room)
• Manage content in a Space (data room)
• Granular Space Permissions

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