Sometimes, users should have access to very limited content in a data room. The first step in accomplishing this is to set up a group using the restrictive model. If the content you’d like the group to see is buried deep within the folder structure, you’ll also need to create a view path for them to access it.
Step 1 - Set up the group
- Go to the Groups & Users tab
- Click the Add New Group button and choose a name
- Set their Default Content Role to No Access. This means that by default, users will not have access to any existing or new indexes created, but we will manually grant access in the next step
- Follow the rest of the screens to the end (no need to set specific Index Level Permissions at this point), and click Finish
See this article for more details on how to create a group.
Step 2 - Add or move users to the group
- If the users are not yet in the project, click the Add Users button to invite them
- If the users have already been added, use the Move Users Between Groups feature to transfer them into the new group
Learn how to move users between groups.
Step 3 - Allow access to the subfolder
- Go to the Documents tab
- Locate the sub-folder for which the group will have access
- Right-click and select Set Permissions
- The group you’ve created should have a Content Role of No Access - change this to Viewer
- Select Confirm
- Select either Apply to Folder & Subfolders (the change will apply to this folder and any subfolders contained within) or Apply to Folder (the change will only apply to this specific folder)
Step 4 - Create a View Path
- Locate the folders that will create a "path" to the sub-folder (i.e. Phase I and Human Resources in the image below)
- Right-click each and select Set Permissions
- The group you’ve created should have a Content Role of No Access - change this to Viewer or View Name Only
- Click Confirm
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Click Apply to Folder - this is important because it will allow the user to see the folder only, but not subfolders within it. However, note that when Viewer access to a folder is granted, documents directly in that folder also become available.
Step 5 - Use View As to check your work
- Select the Tools tab on the top right of your screen and select View As to view your data room from the perspective of other users and ensure everyone can only see what you want them to see.
See this article for more details on using View As.
Important
Any new folder that is created will inherit the permissions and protections of the parent folder. Therefore, in the example above, if a fourth folder were to be created under Human Resources, it would inherit the permissions of the Human Resources folder itself, which is the parent.