Creating groups and users
Only administrators can create groups and add users to them. Groups play a central role in managing permissions and what users can see and do in a data room, as the permissions are always managed on the group level, so all users belonging to a certain group will have the same permissions. If single
users must have particular permissions, a group can be created for each of them.
-> Read more about the available different permissions in detail
To create groups, proceed as follows:
- Select 'Users' in the navigation menu on the left to access the Users section. A list with user groups will be displayed. You can expand the groups to view the group members.
To start with, there are no user groups, yet, except the group called 'Administrators'. While its members can be changed, and it can be renamed, this group is permanent, and all its members have full administrative rights in your data room.
- To create a new group, click on the 'Create user/group' button in the tool bar above the list with groups and users, to open the 'Create Group/Add User' dialog. It has two tabs: 'Create Group' and 'Add User', the 'Create Group' tab will be pre-selected by default.
- Enter a group name. This is the only mandatory entry for creating a new group.
- If you already want to add users to your new group, you can either type in
their e-mail addresses by hand or copy paste them to the address field. You
can copy paste multiple e-mail addresses at once. If you type in e-mail
addresses by hand, please press 'Enter' or 'Space' at the end of any e-mail address
to confirm that the address is complete.
Adding users and their e-mail addresses to a group is not required for creating a new group.
- if you create your first group, at 'Copy permissions from' you cannot select any other group, yet. But if you have added other groups before and have set up their permissions, you can select one of these groups in the drop-down menu to copy its permissions to your new group. If you do not wish to copy permissions from another group, do not select any group, or select 'None' in the drop-down menu.
- If 'Group visibility' is toggled on (by default it is), members of that group will see the group name and all group members. can share notes, highlights and findings with the other group members, and will also see, whom of their fellow group members uploaded a document. If you want to create a group with users, who should not get to know and interact with each other, toggle this setting off.
- If you toggle on the 'Send invite' option, the added users will receive invitations for, and have access to, your data room according to your respective invitation settings, when the group is finally created. If you not toggle on this option, you can invite the users any time later.
- You may schedule the date and time when invitations will be sent to the members
of this group, as well as already define a closing date, when the user's access
will be blocked again. Neither of these settings is required, without the invitations will be sent immediately when the group is created.
- Invitations will be sent in English by default, but you can select the invitations to be sent as well in German, French, Italian, or Spanish, or any combination of these. This invitation language setting will be used for all further invitations until you change it again.
We recommend to invite users straight away only if you are copying the permissions of another group and are sure that these are final, otherwise, without any permission set, they will only see a blank data room.
- When you are finished with all entries and settings, click on 'Create' to create the new group. It will be added to the list of groups.
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