Datarooms can be popular among businesses dealing with large amounts of sensitive data. Organizations must adhere to data protection standards when sharing information with various audiences. Here is where dataroom guest access comes into play. You must understand the permissions you offer employees, clients, and other users.
Reasons for Granting Temporary Guest Access to Your Datarooms
Datarooms are changing how businesses function in this technology-filled world. Guest access may help make company deals easier and more reliable. You can access real-time information from anywhere and invite staff members, partners, and other guests to join.
Here’s why you may need to grant temporary guest access to your deal room:
- To allow remote access so authorized guests can access your data worldwide using their smart devices.
- To offer quick access to shared files because invited individuals access your data by clicking on your access link.
- To get quick reviews since guests access your data through a notification email.
- To keep your documents secure because you control who accesses what files and for how long.
- To conserve the environment as the guest doesn’t require printed paper sheets to access your data.
- To save on expenses for general office equipment like paper and toner cartridges because file access is online.
Available Permissions for Datarooms
Several permissions are available for datarooms. Owners and co-owners have the most control over datarooms and can initiate temporary permissions. The owner is responsible for creating the dataroom and can control and remove it. Co-owners can control the dataroom, view statistics, and send invitations but may not be able to remove them. The following are temporary deal room permissions:
Contributors
Contributors can add, view, print, and download files or subfolders within accessible folders. They can restore previous versions of files, rename, replace, delete, reorder, move, and copy files.
Download (Original)
Users can view, print, and download files in the accessible folders in their original formats. Even if a dynamic watermark is enabled, there won’t be any watermarks in the downloaded files.
Download (PDF)
This feature enables users to view, print, and download files in PDF formats from accessible folders. If you turn on the dynamic watermark, it will show up in the downloaded files.
This enables users to browse and print the accessible folders but not download them. If allowed, watermarks will be visible in the printed files.
View
This enables users to browse the files in the accessible folders and not print or download them. The file viewer will display watermarks if turned on.
No Access
Guests cannot access any files or folders where you do not allow this permission. They also won’t be able to access the dataroom’s list of such files or folders.
Ways of Defining Temporary Guest Access to Your Documents
Owners and co-owners of a dataroom can choose from the following options to define temporary guest access.
Specified Domain
Specified domain restricts access to the deal room to only email addresses from the specified domains. The dataroom is only accessible to users of a particular email domain. By specifying a domain, you can give access to a whole company or organization.
Specified People
You can use this option only to invite particular people to the virtual deal room. When you choose this option, you have to use each visitor’s unique email address when sending invitations to the virtual dataroom. The specific visitors must first validate their email addresses to access your deal room.
Universal Access
Under universal access, any person who has your link can access your data after verification. Only use this option if you have no sensitive data.
You can also set up default guest permissions, which will be the default for all visitors when they first access your dataroom. Instead of changing the permissions for one guest at a time, you can group your guests into categories and assign different groups various levels of dataroom access.
Get a Dataroom With Safe and Secure Guest Access Today
When offering temporary guest access, you must ensure the security of the information. You should be able to control what guests can do with the data. Choose a dataroom that is safe and secure, even when offering temporary access, to enjoy the full benefits of virtual deal rooms.