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Collection · 21 guides

Data room

Everything a deal team does with a data room, from creating the project to closing it. Follow the walkthrough for the full sequence, or jump to the task you are on.

WalkthroughStart herePrepare and share a data roomThe end-to-end workflow, from a new project to invited buyers, on one fictional deal.

1 · Set up

1Create a projectSet up a new project for a deal in three steps, and check who on your side can see it.

2 · Organize

2Workspace and DataroomThe two places a document can be, why both exist, and what each one means for what buyers see.3Upload documentsGet files and folders into the project's Workspace, where your team prepares them before anything is shared.4Upload problemsWhat to do when an upload is slow, stops partway, leaves files on Failed or Processing, or skips folders, and what each file status means.5How the Dataroom index worksFolders, placeholders, index numbers and mapped files: the model behind the Dataroom, and every control that shapes it.6Build the Dataroom structureCreate or adjust the numbered folders and placeholders external users will navigate, and describe what belongs in each.7Place documents in the DataroomMove uploaded files into their Dataroom folders and placeholders, by hand or by reviewing AI suggestions.8Place documents with AILet the app propose a Dataroom slot for every uploaded file that clearly fits, then accept, retarget or reject each suggestion.9The data room lifecycle: Preparation, Published, LockedWhat you can change, what buyers see and what is billed in each of the three data room states, how you move from one to the next, and what can never be undone.

3 · Redact and import

10How redaction worksWhat the Redaction Studio does, the three ways it finds sensitive text, how information types decide who sees the original, and what buyers receive.11Redact documentsOpen one or many documents in the Redaction Studio, find sensitive passages by hand, by keyword or with AI, review the detections, and decide who may still see the originals.12Import from connected storageBring documents into the Workspace from Google Drive, OneDrive or SharePoint, keeping their folder structure, without downloading and re-uploading them.

4 · Publish and share

13Set up and brand the Deal PortalGive buyers a portal that carries your name and logo, decide whether they must accept an NDA, and get the settings right before invitations go out.14Protect downloads with a watermark and passwordDecide which external groups may download, and add a watermark and an open password to every PDF they take away.15Invite buyers to a data roomCreate an external group, add the buyers, choose which folders they can see, and send the invitations by publishing the data room.16Lock the data roomSeal the published index permanently at the end of the review so it becomes the audit record.17Close and archive a data roomWhat to do when the review ends: give each side its records, lock the index, and keep the room readable.

5 · After sharing

18Answer buyer questionsPick up questions from external groups, draft an answer with sources, have it reviewed, and publish it to the group that asked.19See who has accessed whatRead the project's Analytics for visits, documents viewed and downloads per group and per user, and open a single document's access history.20Review project activitySee who changed what in a project and its data room, from uploads and retractions to access and invitations, filter it, and export it for an audit file.