Setting up a shared folder for the data room
Add users with their own access window, set stores, client company, NDA requirement and linked property on a shared folder, then send the login invitation.
The shared folder is the basic unit of the data room: it decides who sees the folder, from when until when, on which website's (store's) portal, and which property data sheets appear next to it. What the user may do inside (view, download, upload …) is decided not here but by the user's own permissions.
Setting up a folder step by step
- Open Document → Folders. For a new folder click the blue plus button; for an existing one click Edit name / hierarchy in its row.
- Leave Active on the Status card at the top of the left column.
- In Client Company type the company name and choose it (arrow keys, Enter). For a shared folder it may stay empty.
- Enter Name and, if needed, Parent folder (virtual hierarchy) and Description; in the Non-disclosure agreement (NDA) button group decide whether an agreement is required.
- In Stores (websites) tick the websites whose portal should show the folder.
- In the right column choose the user in Add a user to this folder, then fill in Valid from and Access until on their card. Empty means immediately and until revoked.
- In the Linked objects picker choose the type (Property or Product), type a name, code or address and press Enter to add it. The chosen item appears as a chip and can be removed with ×.
- Click Save. For a new shared folder: "Success: Shared folder created! Opening the share settings...", for an existing one: "Success: Folder saved!"
Sending the login e-mail
The system sends no e-mail automatically when a user is assigned. Send the login e-mail by hand:
- Open the Users → Users list.
- In the user's row click the three-dot icon and choose Send login invite.
- The e-mail lists every folder currently valid for the user with the link of the folder's website; for an account not yet activated it contains an activation link to set an own password. On success: "Success: Login invite sent to …"
What can the user do in the folder?
Functions are granted to the user under Users → Permissions, in the Data room module (view, watermarked download, share, upload, subfolder, rename, remove from folder), each with its own validity. If either the assignment or the right expires, the user sees nothing. Download and share always add a watermark.
Things to watch
- A storage folder needs a client company: "Warning: Client company is required (within your content scope)!" Without one, a yellow "No client" label marks it in the list.
- Two shared folders cannot have the same name: "Warning: A shared folder with this name already exists!"
- If you remove a user from the folder and save, the assignment is deleted even if it came from a contract or registration.
- The link in Portal link to this folder can be copied and opened; Copy the portal link of this folder in the row menu does the same.
Example
Sample Property Ltd. gets a new shared folder "12 Sample Street — sale documents" with a required NDA, on the Data Room store, linked to the "12 Sample Street" property. Gábor Tóth's access runs from 1 Nov 2026 08:00 to 31 Dec 2026 23:59. After saving, the login invite is sent from the Users list. Gábor only has the view and download rights, so he can download the files with a watermark but cannot upload.