Prepare for your project & what to expect

Preparing for a Successful Data Room Setup

Our Product Support team has consistently observed that administrators who take time to plan ahead experience smoother project launches. Their data rooms are configured correctly from the start, minimizing disruptions and reducing the need for major changes later on.

To ensure your project is set up for success, we recommend discussing the following topics with your internal team and your Firmex Client Services representative:

Document Upload Strategy

Who is responsible for uploading documents?
If you’re uploading the documents yourself, organize them on your computer in the exact folder structure you want reflected in the data room. This typically involves using a nested folder format, where folders within folders contain relevant documents.
Using a request list?
If you’ve received a request list, consider importing it using Firmex’s checklist import template (see Related Resources below).
Someone else uploading?
Create a clearly labelled container folder to guide them on where to place their files.
Browser compatibility:
For optimal upload functionality, use Google Chrome, Mozilla Firefox, or Microsoft Edge. Internet Explorer and Safari are supported, but they do not allow folder uploads.

Guest Access and Visibility

Will all guests see the same content?
If certain documents are restricted or will be revealed later, group them into a single top-level folder. This simplifies permission management and ensures sensitive information, such as financials or HR documents, is securely contained.

Document Security Preferences

Access controls:
Decide whether users can download or print documents, or if access should remain online-only.
Ease of access vs. security:
Consider whether users should install a plugin before viewing documents, or if a frictionless experience is more important.

User Information and Permissions

Gather accurate user details:
Collect first and last names, company names, email addresses, and locations for all participants—both internal and external. Use our user import template (see Related Resources below) for streamlined setup.
Assign appropriate roles:
Determine whether each user will view documents, upload content, or administer the data room.

Communicating with Guests

Firmex automatically sends usernames and passwords to your guests. Beyond that, consider what additional guidance they may need:

Welcome messages with navigation tips
Disclaimer statements and confidentiality agreements
Tutorial videos and plug-in installation instructions

What to Expect: Onboarding with Firmex

Once your contract is signed or a trial site is requested, a Product Support Expert or Customer Success Manager will reach out via email to schedule training and share our self-guided video series.

You can book a training with our Product Support team here: Firmex Training

Training typically takes place on a virtual call, with you controlling the screen while our Support team provides step-by-step guidance.

We recommend using real project data during training to accelerate setup. If you're not ready, we can demonstrate using a sample project.

Topics covered include:

Data room structure: Projects, Directories, Folders, and Documents
Creating and configuring new projects
Uploading documents and setting permissions
User setup and invitations
Using the Firmex Viewer and managing download restrictions
Generating reports
Accessing the Firmex Knowledge Base and support resources

Roles and Responsibilities

Data Upload

Unless otherwise specified in the Client’s contract, the Client is responsible for uploading data to the Firmex virtual data room. It is the responsibility of the Client to ensure that data is uploaded to the correct location, and that the data is permissioned correctly.

User Management

Unless otherwise specified in the Client’s contract, the Client is responsible for setting up and inviting users to the Firmex virtual data room. It is the responsibility of the Client to ensure that client information is entered into the system correctly, that users’ default permissions are correct, and that user invitations are sent. Similarly, it is the responsibility of the Client to ensure that user access is terminated.

Restoring Deleted Data

A Client may request that deleted data - documents, folders, or both - be restored to its original location in the data room. Restored data will be restored in an Offline state. It is up to the Client to permission the data and restore its state to Online. Professional Services fees may apply.