Freezing and deactivating data rooms

Freezing and deactivating data rooms

In Drooms TRANSACTION, Portfolio, and LIFECYCLE projects administrators can freeze, and also deactivate data rooms any time. Freezing a data room ensures that in a transaction process the provided information and content (documents, questions and answers) cannot be (accidentally) altered anymore, while deactivating a data room means to close it directly, when access to it is not required anymore.  

Deactivating a data room is not the same as terminating a project, respectively the corresponding contract. In projects with multiple data rooms, like Drooms LIFECYCLE, each data room can separately be frozen, or deactivated. However, Drooms FLEX data rooms cannot be frozen, and not deactivated from within the data room itself, only the project as such can be terminated via the project owner's Drooms web shop account.

To freeze and unfreeze or deactivate and reactivate a data room, proceed as follows:
  1. After signing in to Drooms, select the desired project. Then select the 'project settings' section with a click onto the 'gear wheel' icon in the left main navigation menu and click on the button 'Manage status'.
       
  1. A table "Data Room Status' will open, which lists for each data room belonging to the project following data and options:
  1. Data room: The name of each listed data room
  2. Data Room ID: The unique ID of each listed data room
  3. Status: The status of each listed data room; 'Active', 'Active (frozen)', or 'Deactivated'
  4. Last Freeze action: Displays, by whom a data room was last frozen or unfrozen again
  5. Last Deactivate action: Displays, by whom a data room was last deactivated or activated again
  6. 'Manage' button for each data room listed
       
  1. Click on 'Manage' to open the 'Manage data room status' dialog.
       
  1. 'Deactivate' offers three options:
    1. No - default option, data room is active, a scheduled deactivation is cancelled, or a deactivated data room will be reactivated
    2. Deactivate now - the data room will be deactivated immediately
    3. Deactivate on - the data room will be deactivated shortly after midnight on the set day
  1. 'Freeze' offers three options:
    1. No - default option, data room is not frozen, a scheduled freezing is cancelled, or a frozen data room will be unfrozen
    2. Freeze now - the data room will be frozen immediately
    3. Freeze on - the data room will be frozen shortly after midnight on the set day
  1. Click on 'Submit' to execute the chosen option.
When deactivating the single data room in a Drooms TRANSACTION project, or a last active data room in a Drooms Portfolio and LIFECYCLE project, the project as such is closed and the responsible admin and all other users, who are currently online, will be redirected to the Drooms Home page with the project selection. The deactivated data room and project will not be shown anymore, and can only be reactivated by the Drooms Customer Success team.

    • Related Articles

    • Project Settings

      For administrators the project settings section provides various information and important feature settings for customising a project. To access the project settings section, proceed as follows: After signing in to Drooms, select the desired project. ...

    • Exporting groups and users

      While you can look up online the details and settings for a single group or a single user, the Users export provides you with a convenient and cumulative group and user overview to check upon a variety of parameters: You can either select single or ...

    • Requesting archives

      Digital archives are a key feature of transaction data rooms for documentation and legal purposes. In a transaction process they document all documents and information provided by the sell-side to the buy-side, as well as potentially all kind of ...

    • Uploading documents

      Drooms provides several convenient methods for uploading documents, i.e., files (and even folders) into Drooms data rooms, to best fit different work tasks. Some of them are standard features, some on-demand features, and all require that you are ...

    • Deleting index points

      To delete index points they have to be moved from the index to the trash bin first, where they then can be finally deleted from, if really not needed anymore. The trash bin is available for administrators as well as user groups with partial edit ...