Check what someone can see
Read the Access tab of a team or a person to see exactly which folders and files they can open, where each right comes from, and look at the room through their eyes.
Before a buyer opens the room, and whenever someone asks "can they see this?", check it rather than reason about it. Every team and every person has an Access tab that lists what they can open and lets you change it on the spot, and two preview features show the room as they see it.
Before you start
- You are an owner of the project, or an organisation admin. Others do not see the access tabs.
- Open the project's Teams page.
Steps
- For a team or external group, select it in the list and open its Permissions tab, called Data room access on an external group. Every folder and file the team can open is listed with its Role and its capabilities: six for a team, four for an external group (Can download, No watermark, No password, View unredacted). Switch the view between Workspace and Dataroom; buyers only ever see the Dataroom.
The list starts with the items the group has access to; the filter switches to all resources.1.Data room access tab2.With access / All resources - For a person, switch the left panel from Teams to People with access and select them. A header shows their name, an Internal badge for a colleague, their organisation role and their email. Below it you can search, switch between Workspace and Dataroom, and choose With access or All resources from the funnel menu next to Role. The top row stands for the whole Workspace or Dataroom, and the folders and files follow, now for that one person: rights they hold through a team, rights inherited from a parent folder, and rights granted to them directly. If they hold nothing below the top row, the list reads No folder or file grants yet — grant access to the entire view above, or share specific folders from Files., with Show all resources to open the whole tree.
Internal users and external users are listed in separate sections.1.People with access2.With access / All resources - Read the markers. A solid role is a direct grant on that row and can be changed here. A dashed role is inherited from a parent folder or a team; hover it to see the source. A folder listed with No role is there only because something inside it is shared. Select the funnel icon next to Role and choose All resources to see the whole tree, including what they cannot open.
- Change what you need to. Set a role, tick a capability, or use the trash icon on a row to revoke that row's direct capability grants; the base role stays until you change it. Inherited rights cannot be revoked here; change them where they were granted. For an external user the matrix is read-only, because their access is the group's: select Manage external team to change it there.
- Look through their eyes. On the project's own Permissions panel, opened from ⋮ › Permissions on its card under Projects, the eye icon next to a colleague's row starts View as, a read-only view of the project as that person, with a banner at the top; Exit ends it. For an external group, the eye icon on the group opens the Deal Portal in a new tab exactly as that group sees it.
Preview as group shows the buyers' folders and nothing else.
Members and admins see every colleague. Guests see only the people in teams they belong to. Members of an external group see only their own group. Preview as group shows the buyers' view including which names, if any, appear in it.
Check the result
The matrix lists exactly the folders and files you expect, with the right roles and capabilities, and the preview shows the same. If a folder appears with No role, the group cannot open the folder itself, only the items inside it that were shared.
If something goes wrong
Check the External access toggle on the group and the data room's state. A group's rights take effect only once the group is active and the data room is published. A newly granted right can also take up to a minute to show; ask them to reload.
The portal shows You don't have permission to view this content because the group has no role on anything in the Dataroom. Open the group's Data room access tab and give it a role on the folders it should see, or on the whole Dataroom row at the top.
They hold another path to it: a team they belong to, an inherited role from a parent folder, or a direct grant on a file inside. Open their row under People with access with All resources to find it.
It is available to project owners only, on other people's rows, and only in the project's own Permissions panel, not in the panel of a folder or file. Use People with access for the same information.