Working with Virtual data rooms

Virtual data rooms are designed to ensure increased security when working with confidential documents.

You can use multiple capabilities for working with data in a Virtual Data room: indexing of data with the ability to change the index and generate a summary report on the file structure of the room, setting the lifetime of files, prohibition on copying and downloading files, setting watermarks.

Key features

• Automatic indexing of data, generating a summary report
• Setting the lifetime of files
• Restricting copying and downloading files
• Adding watermarks to documents
• Role-based form filling

Step 1. Create a Virtual data room

Create a new Virtual data room in a few easy steps:

1. Go to the Rooms app and click the New room button or the Plus icon.

2. Select the Virtual Data Room type.

3. Enter the room Name.

4. Optionally, you can add tags in the Tags field or change the room icon.

5. Enable the necessary switchers in the room settings panel:

   • Automatic indexing - Enable automatic indexing to index files and folders by serial number. Sorting by number will be set as default for all users.

   • File lifetime - Set file lifetime to automatically delete the files in this room after a defined period. Lifetime begins on the date of upload/creation of the file.

     Set a number of days, months, or years and select the necessary action: Move to trash or Delete permanently.

     

   • Restrict copy and download - Enable this setting to disable downloads and content copying for users with the "Viewer" role.

   • Add watermarks to documents - Protect all documents in this room with watermarks. If a document already contains one, it will not be replaced.

     note

     If this option is enabled, files from the room will be downloaded in the PDF format.

     You can select the Viewer info option and adjust the following settings for a text watermark:

     • Add watermark elements: User Name, User Email, User IP Address, Current date, Room Name.
     • Add static text
     • Position: Diagonal or Horizontal.

     You can select the Image option, upload an image file and adjust the following settings for an image watermark:

     • Scale - select the necessary scale value from the available ones: 100%, 200%, 300%, 400%, 500%.
     • Rotate - select the necessary value: 0°, 30°, 45°, 60°, 90°.

     

   note

   It's also possible to adjust these settings when editing the Virtual data room.

6. Optionally, set the Storage quota for the room, or check the Disable quota for this room box to turn the storage limit off.

7. Click Create.

Step 2. Add documents to the room

A newly created room displays the Welcome to the Virtual Data Room screen with quick actions: Create a new file, Invite people, Upload from storage (from the Files or Rooms app), and Upload from device.

The same operations are available via the New button above the list of documents:

• Document, Spreadsheet, Presentation – create a new file online.
• PDF Form – create a new form from Blank or From text file.
• Folder – create a new folder.
• Template gallery – create a file on the base of one of the ready-made templates.
• Upload files / Upload folder – upload the existing files and folders from your device.

All available options for working with documents in rooms are listed here.

Step 3. Add authorized users to the room

Now you need to add guests or users registered in your workspace to the room for working with documents.

The following permission levels are available in the Virtual data room:

• Room manager (Paid) – manage the assigned rooms, invite new users, and assign roles below their level.
• Content creator – create and edit files in the room, but cannot manage users or access settings.
• Editor – operations with existing files: viewing, editing, form filling, reviewing, commenting.
• Viewer – file viewing.
• Form filler – operations with existing files: viewing, form filling, reviewing, commenting.

To add a Room manager, you should select a Room admin or a Full admin from the existing workspace contacts.

To invite guests and users:

1. Go to the room Info -> Contacts screen and use the Invite contacts icon.
2. Turn on the Invite via link switcher to create a universal link for self-authorization in the room as a guest. If necessary, change the permission level. The link is copied to the clipboard and its expiration date is displayed below it. In this way, you can invite guests only.
3. Alternatively, use the Add manually section below to add existing workspace contacts or invite new guests personally via email. Type in an email and press Enter, or use the Choose from list option to select an existing contact. If necessary, change the permission level and the Invitation language. You can add several emails and then click Send invitation.

By default, guests and users will be added to the room as Viewers, who can only view documents. You can select the necessary permission level instead of the default Viewer option. New guests will be added to your Guests list.

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If you want to use the role-based form filling feature, assign the Form filler permission level. Role-based form filling and the PDF form statuses are described in Step 4 below. To collect filled out forms from many respondents instead, use Form spaces in the Forms app.

When working with PDF forms in Virtual Data Rooms, the following actions are available depending on the permission level:

Action \ Permission level	Room manager	Content creator	Editor	Viewer	Form filler
View all content of the room	✔	✔	✔	✔	✖
Create PDF forms in the room	✔	✔	✖	✖	✖
Upload PDF forms to the room	✔	✔	✖	✖	✖
Edit PDF forms	✔	✔	✔	✖	✖
View PDF forms that are not configured	✔	✔	✔	✔	✖
Configure filling	✔	✔	✖	✖	✖
Stop filling	✔	✔	✖	✖	✖
View configured PDF forms in which the user does not participate	✔	✔	✔	✔	✖
View configured PDF forms in which the user participates	✔	✔	✔	✔	✔
View completed PDF forms	✔	✔	✔	✔	✔

Form fillers can view only configured PDF forms in which they participate.

All available options for inviting users to rooms are listed here.

Step 4. Fill in forms based on recipient roles

Role-based form filling is used when several participants fill out one and the same form in turn: the form is passed from one participant to the next, and each of them fills out only the fields intended for them.

First of all, open the added PDF form and create the recipient roles by clicking the Managing Recipient Roles button on the Forms tab. For more details, read this article.

Click a form field and use the Who needs to fill this out? option in the Form settings panel on the right to assign the necessary recipient role to the selected form field.

When all recipient roles are created and fields are adjusted, click the Start filling button in the upper right corner of the form.

On the Start filling screen, assign recipient roles to the room members in the specified order. The role order corresponds to the one created in the recipient role manager. Click the Plus icon, choose the necessary member and click the Select button. To remove the selected participant, click the cross icon next to the user name.

When the recipient roles are assigned to the room members, click the Start button.

On the next screen, you can copy the link to the form and send it to participants, you can also see who has already filled in the form or accessed it for filling. It's also possible to go to the room or open the form.

The In progress status will appear next to the file in the room. The assigned person who must fill in the form will see the Your turn status. The filling is only possible when it is the user's turn. The user can fill out only the fields that are intended for him. When the member complete the form and click the Complete & Submit button, the turn passes to the next participant.

You can also select the Filling status option from the file context menu to see the completion progress. If you want to stop filling, use the Stop button on the Filling status screen or the Stop filling option in the form context menu. The Stopped status will appear next to the file in the room. To start the filling process again, use the Reset and start filling button on the Filling status screen or the corresponding option in the file context menu.

Once the form is completed by all participants, the Complete status will appear next to the file in the room.

note

The Filling status and Reset and start filling options are available in the file context menu of a Virtual Data Room only. In a Form space, where each respondent fills out an individual copy of the form, these options are not offered.

PDF form statuses

• The Your turn status is displayed when it is the user's turn to fill out the form. The file is displayed as New in the room until the form is submitted to the next stage. When you click on the form, it will open in the filling mode.
• The In progress status is displayed for users who are participating in the filling process, but it is not their turn, e.g., if the form has been partially filled and sent to the next stage. The status remains until all participants have completely filled in the form or until filling is stopped.
• The Complete status is displayed after the form has been completely filled out by all participants. When you click on the form, it will open as a PDF file for viewing.
• The Stopped status is displayed after one of the administrators or the author of the form has stopped the form filling process.

Step 5. Track work with documents

Use the icon next to the room name on the top toolbar to perform the following actions within the room:

• Edit room – change the room settings specified during its creation.
• Invite people – add members to the room.
• Copy link – copy the link to the room to the clipboard.
• More options – this menu entry contains the following sub-entries:
  • Save as template – save the room as a template to reuse its settings, users, and folders.
  • Duplicate – create a copy of the room.
  • Download – download the room contents.
  • Room info – open the Info panel.
  • Export room index – export the index for the Virtual Data Room. The xlsx file with a summary report on the file structure of the room will be exported to the Files app.
  • Change room owner – assign another user as the room owner.
• Create a group / Add to group – organize the rooms into groups.
• Edit index – re-order files and remove spaces in the index of the Virtual Data Room. You will be able to use arrows to change the file order manually one by one or use the Reorder option on the top.
• Leave the room – remove yourself from the room members.
• Move to archive – move the room to the Archive section.
• Delete room – delete the room.

You can track all changes on the room Info -> History screen. Use the Go to date option to jump to a certain date, and the Export history option to save the history to a file.