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. As many groups of each role can be created 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 a Group

• Go to the Users tab and select the Role requiring a new Group. Right-click and choose 'Add User Group'.

• Designate a Group name.

• Use default settings or copy settings from any existing group of the same Role.

• You can enter the email addresses of users within this Group now, or later on.

• If so, choose whether to 'Activate' Users at this stage. Activation can be 'Now' or scheduled for a future point in time.

• Select whether a link to the room is sent via email and whether an account creation email is sent. By default, the 2-Factors Authentication is enabled (the users will have to enter their credentials and a code generated from their smartphone to enter the room).

• Choose whether the Group has Q&A access. Shared View allows Users within the same Group to see each other's Q&A (default off).

• Choose whether the Group can use the Batch Download function (if documents are made downloadable to them) and whether this Group's activity should populate the statistics (both default on).

• The Watermark is enabled according to the room settings (default on).

• The Room Entry Messages can be set per Group should any of these already be set in your data room (VDR rules and Welcome message).

• All other Settings are set by 'Best Practice' and/or copy room-level presets. Should you need more details about the Advanced Privileges, you can get in touch with your dedicated Customer Success Manager.

• Click 'Save' to complete the process.

As a Recap

Editing a Group

• To edit a Group, right-click on the Group name and select 'Edit User Group'.

• Edit any available options as needed and click Save.

• For User Groups with existing Users, you are prompted to confirm whether or not the changes should be reflected in each user's access settings. If not, changing the Group's setup would only apply to new Users added.

Deleting Group

• To delete a Group, right-click on the Group name and select 'Delete User Group'.

• By choosing this action, you will be prompted to confirm it once again as it can't be undone.

• The Group and its Users will be removed from the room permanently. However, the related statistics and Q&A items will remain available for the remaining Users these were shared with (Deal Managers in particular).