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Space (data room) notifications

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


Overview

Spaces are what we call our virtual data rooms (VDR). Data rooms provide a way to group, organize, and share high volumes of content with others using a single link. The Space (data room) notifications feature allows you to instantly notify your visitors about any changes you make with a customizable email notification. This means you’ll be able to send an update to specific visitors whenever you make changes to your Space.

Skipping ahead

Requirements

To send Space (data room) notifications, your Space must:

Learn more about the DocSend Advanced Data Rooms plan.


Send Space (data room) notifications manually

Space owners and collaborators can set up and send notifications.

Important: With multiple links, visitors are organized under their respective accounts. Checking the box next to each account name will allow you to update all visitors within that account. 

To send Space (data room) notifications:

  1. Click the vertical ellipsis icon next to Preview.
  2. Click Send update email under Manage.
  3. Add an optional message (up to 500 characters).
  4. When you’re satisfied with your message and list of recipients, click Send. 
    • Note: If you’re on the Advanced Data Rooms plan, you’ll be able to view when email notifications were sent out in the audit log. The audit log won’t track who receives or opens the email.


Set up automated Space (data room) notifications

Customers on DocSend Advanced and Advanced Data Rooms can set up automated space notifications to send to visitors whenever new content is added to the Space.

To set up automated notifications:

  1. Click Spaces in the left sidebar.
  2. Select the Space you want to automate notifications for.
  3. Click the vertical ellipsis next to Preview.
  4. Click Set up notifications under Manage. 
  5. Toggle Automatic notifications from Off to On. 
  6. Customize your Preferences. You can set up notifications for:
    • New content and versions: Updates visitors about new content or document versions in the Space.
    • New content only: Only updates visitors when new content is added to the Space.
    • New versions only: Only updates visitors when there are new versions of a document.
  7. Toggle New visitor preferences to Opt in if you want new visitors to be automatically opted in to notifications for that Space.
  8. Select your recipients.
  9. Click Save. 

Now that your automated notifications are set up, your visitors will receive email updates whenever new content is added or version changes are made. Only people with access to the content that’s being changed will be notified. New or updated content will have a badge next to it that says New.

You can view which links visitors are using to access the Space under Recipients.

Note: Visitors opting out of notifications are listed under Opted out of notifications. Visitors can only opt back in through the original email notification.


Stop Space (data room) notifications

If a visitor wants to stop receiving email notifications about a specific Space, they can unsubscribe from receiving notifications about that Space. Each Space has its own subscription rules, so unsubscribing from one Space won’t unsubscribe you from all Spaces.

Note: The Space Notifications button is disabled if a user has a trial account.
When a visitor unsubscribes from a Space, the next time the sender opens the Space Notifications modal, they won’t be able to select that visitor as a recipient.
To unsubscribe from a Space (data room):
  1. Open the email notification from the Space you want to stop receiving email notifications from.
  2. Click Click here and the unsubscription notification page will open. 
If you accidentally unsubscribed, you can re-subscribe on the unsubscription page by clicking the Re-subscribe button at the bottom. If for any reason, you close the tab, you can re-access the page by clicking on the “click here” text in the notification email again.

Visitor experience

Once your notification is sent, your chosen recipients will receive an email from DocSend notifying them that the Space (data room) has been updated, along with your message, and a link to your newly updated Space.                                                           

Note: Automated email notifications don’t provide the option to customize your messages.


Replies

When a visitor replies to the notification, their message will be sent to the Space notification sender’s email inbox (outside of DocSend). Please note, only the DocSend user who sent the notification will receive this reply. 


Things to consider 

  • Space (data room) notifications aren’t tracked within DocSend at this time.
  • Space notifications are currently only available through paid subscriptions.
  • Links within custom messages aren’t clickable by recipients.
  • Space owners and collaborators visiting the Space in preview mode will be excluded from the list of potential recipients when logged into DocSend. Visits outside of preview mode will be included in the list of potential recipients. 

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