Users Categories (Roles)

• Users are contained within 6 primary Roles: Deal Managers, Reviewers, Q&A Experts, Bidders, Reviewers with Upload, and Q&A Legal Check. You can create as many groups of each role as needed, with as many individual users in those groups.

• Deal Managers are room administrators, who have access to functionality governing content and users. Access to certain functionality or content may be removed, to create 'Restricted Deal Managers' as needed.

• Reviewers sit on the same side of the transaction as the Deal Manager team. Their role is to review content that the Deal Manager team has allowed them to access, this is done via Permissions. This role has no access to the Q&A.

• Bidders are typically 'buy-side' interested parties. They only have access to content as given by the Deal Managers via Permissions. They may raise questions if the Q&A is in use and they have access.

• Q&A Experts may be activated to help within the Q&A, the Deal Manager team can manually forward questions they need assistance answering, or questions may be auto-forwarded based on Topics. Content access can also be granted, this is done via Permissions.

• Reviewers with Upload can be added to help the Deal Management team to populate the data tree. With the right permissions on folders, they can upload documents but, by default, not publish these. They don't have access to any other area of the platform (including the Q&A).

• Q&A Legal Check users can assist the Deal Manager team by giving approval or warnings against answers going out through the Q&A system.

Creating Users

• Go to the Users tab and expand the Role to display the Group requiring a new user. Right-click on the Group or use the three dots to display the context menu. Choose 'Add User(s)'.

• Alternatively, you can click the ‘Add User’ button directly from within the Group.

• The Users creation page is displayed and you can add one or several email addresses as usernames. Change the default profile language should it be different from the Group one.  Enable users to log in as Guests by ticking the related option (see more at the end of the article). The other general settings are not editable from there, you will need to edit the User Group if needed.

• Choose whether or not the users should be activated right away (or only created), or the activation scheduled (also see below). Make sure to tick the appropriate email notifications to be sent to the users, and should the Second Level Authentication (2FA) be enabled.

• Click Save to validate your changes.

Activating Users

From Group

Activate the users during their creation by ticking the ‘Activate Users’ option and the relevant email notifications (room invite and user account notification). Or schedule their activation by choosing the right date and time (also see below).

From Grid

If you have created the user accounts in advance, they are displayed in the group but as ‘Suspended’. Select the users you wish to activate and right-click on your selection. Choose ‘Reinstate users’.

• Users who have never logged in don't have their profiles completed.
• Users who haven't had recent activity are suspended at the system level. Reinstating them will make them active again.

A pop-up appears to tick the appropriate options (scheduling, sending the related email invites). Confirm the options and the activation by clicking on ‘Reinstate’.

Schedule Account Status

• To schedule the suspension or activation of an account, right-click on the users and select 'Suspend Users(s)' or 'Reinstate User(s)' depending on the action needed.

• Click 'Schedule suspend' or 'Schedule reinstate' depending on the process to activate the time options.

• Select a Start date/time to begin a user's scheduled suspension/reinstatement.
  If suspending, an End date/time is available, which would then reinstate the User. Useful if access was to be automatically switched off over a weekend.

• To see any scheduled events, right-click on a User or Users and select 'Schedule Users'. This shows details on scheduled events, along with the ability to change or delete events.

Guest Users

When creating a new user, you have the ability to set the access as ‘Guest User’. This means a link will be generated to be shareable and access the data room and all the access-related functionalities without logging in.

• During the access creation, tick the ‘Guest Users’ option and choose to activate without sending any email invite. Confirm the access creation by clicking on ‘Save’.

• Go back to the User settings by right-clicking on its username and choosing ‘Edit User’.

• Copy the link you will share with the related user(s) from there.