Who sees what in the data room: access and functions
How a person gets access to a shared folder (manually, from a brokerage contract or from a client registration), which functions they can get, and how to send the login e-mail.
In the data room a user sees a document only if three conditions are met at once: a live folder access, the right data room function, and the document being in the folder. Folder access can come from three sources.
Where folder access comes from
| Source | Where it is set |
|---|---|
| manual | on the Folders screen, or on the user form's shared folders card |
| brokerage contract | when the contract is saved, for the broker's designated persons — see Properties to broker |
| client registration | on an accepted registration row, for the interested party — see Client registration |
Each source only manages its own accesses: updating the contract does not remove a manually granted access, and vice versa.
Adding a folder to a user manually
- Open User → Users and the user form with the blue pencil icon on the row.
- On the shared folders card choose the folder in Shared folder.
- Enter Access from and, if needed, Access until.
- Click Add folder to the user.
- In the User → Users list send the login e-mail with the envelope icon on the row (Send login invite).
Data room functions
| Function | What it allows |
|---|---|
| view | watermarked viewing of documents — nothing works without it |
| download | watermarked download |
| share | sending watermarked files to the device's share menu |
| upload, subfolder, rename, delete | writing in the folder |
| broker access | the broker's access received from a contract |
| initiate termination | requesting the termination of one's own brokerage contract |
Functions are granted to the user (in permission assignment, from a subscription or from a contract), not to the folder. On the folder only the time window counts.
Example
You grant the auditor Péter Szabó manual access to the folder "Minta utca 1. – technical documents" from 10 Nov 2026 to 31 Dec 2026 with the view function only. On 1 Jan 2027 the folder disappears from his view; if it is open at that moment, the system shows a message and returns him to the home page.