The data room portal: sign-in, folders, search and viewing
How to sign in to the shared documents portal, set a password with the invitation link, and search and view documents with a watermark.
On the Shared documents portal a user invited to the data room sees the folders and documents shared with them. Documents open in the portal viewer with a watermark showing their name and the time of viewing.
First access and sign-in
- Open the link from the invitation e-mail. The Set your password page shows your account's user name.
- Fill in New password and Confirm password, then click Set password and sign in. You are signed in automatically.
- Later, enter Username and Password at the portal address and click Sign in. If you tick Keep me signed in on this device (30 days), you do not have to sign in again for 30 days.
Folders and documents
- The home page shows your folders on cards (name, description, validity, companies, count) and the latest documents. You can also choose from the Shared folders list on the left.
- Typing in the top search ("Search documents, labels, folders...") searches all your folders; inside a folder the "Search documents..." field filters.
- Click View on a document. A PDF is shown with the watermark; a document cannot be opened as a direct link: "Documents can only be viewed inside the portal viewer."
- For a downloadable spreadsheet or text document, Open online opens an editable online copy; the original file does not change.
- When you have finished, click Sign out.
Quick share link
The administrator can also share some documents with a unique link that opens without sign-in. For a password-protected link you see: "This link is password protected. Enter the password to open the document." — enter the password and click Open document. For an expired or revoked link: "This link is invalid, expired or has been revoked."
Example
Péter Szabó is invited to the data room of a Sample Ltd. property. He sets his password, opens the folder "Technical documentation" on the home page, searches for "floor plan" and views the match in the portal, watermarked with his own name.