[{"data":1,"prerenderedAt":451},["ShallowReactive",2],{"guide:\u002Finternal\u002Fdata-room\u002Finvite-buyers-to-a-data-room":3,"related:\u002Finternal\u002Fdata-room\u002Finvite-buyers-to-a-data-room":443},{"id":4,"title":5,"audience":6,"body":7,"canonical_url":410,"collection":411,"description":412,"extension":413,"feature_flags":414,"is_draft_preview":416,"legends":417,"meta":427,"navigation":428,"order":429,"path":430,"reading_minutes":431,"related":432,"seo":435,"slug":436,"status":229,"stem":437,"tour_ids":438,"type":440,"updated_at":441,"__hash__":442},"guides\u002Finternal\u002Fdata-room\u002Finvite-buyers-to-a-data-room.md","Invite buyers to a data room","internal",{"type":8,"value":9,"toc":402},"minimark",[10,19,24,54,58,215,221,251,255,285,292,299,318,322,338,353,365,382,392],[11,12,13,14,18],"p",{},"Give a buyer organisation access to your data room: create an external group in ",[15,16,17],"strong",{},"Teams",", add its people, grant the group access to the folders it may see, switch its access on, and publish. Each buyer receives an invitation email with a personal link to the Deal Portal.",[20,21,23],"h2",{"id":22},"before-you-start","Before you start",[25,26,27,41,44,47],"ul",{},[28,29,30,31,34,35,40],"li",{},"The project has a Deal Portal. Without one, external groups show a ",[15,32,33],{},"No portal"," chip and buyers cannot be added; see ",[36,37,39],"a",{"href":38},"\u002Finternal\u002Fdata-room\u002Fset-up-and-brand-the-deal-portal","Set up and brand the Deal Portal",".",[28,42,43],{},"You are an owner of the project. Only owners create, rename or delete external groups.",[28,45,46],{},"You have the buyers' email addresses. One group per buyer organisation keeps access easy to review and to withdraw later, and keeps bidders invisible to each other: members of a group see only their own group's names, never those of another group.",[28,48,49,50,53],{},"If the Deal Portal requires an NDA, its text or PDF is in place under ",[15,51,52],{},"Project Settings › Deal Portal",", or the NDA requirement is turned off. Publishing is blocked until one of the two is true.",[20,55,57],{"id":56},"steps","Steps",[59,60,61,92,122,163,181],"ol",{},[28,62,63,64,66,67,70,71,74,75,78,79,82,83,86],{},"Open the project and go to ",[15,65,17],{},". Select ",[15,68,69],{},"New Team",", choose ",[15,72,73],{},"External Group",", enter the buyer's organisation name, for example ",[15,76,77],{},"Halden Partners",", and select ",[15,80,81],{},"Create Team",". External users sign in through the Deal Portal only and never see your internal workspace.",[84,85],"br",{},[87,88],"img",{"alt":89,"src":90,"title":91},"The Create Team dialog with External Group selected and the name Halden Partners","\u002Fmedia\u002Finvite-buyers-to-a-data-room\u002Fteams-new-external-group.png","External Group is the team type for buyers and their advisers.",[28,93,94,95,98,99,102,103,107,108,111,112,40,115,117],{},"In the group's ",[15,96,97],{},"Members"," tab, select ",[15,100,101],{},"Add external user",". Type or paste the buyers' email addresses; commas or new lines both work, and \"Anna Berg ",[36,104,106],{"href":105},"mailto:anna@fund.com","anna@fund.com","\" fills in the name too. Select ",[15,109,110],{},"Add users",". Before the data room is published, no email is sent yet: the people show as ",[15,113,114],{},"Queued for publish",[84,116],{},[87,118],{"alt":119,"src":120,"title":121},"The invite dialog with one address entered and its name filled in","\u002Fmedia\u002Finvite-buyers-to-a-data-room\u002Fexternal-group-add-users.png","The same dialog on a live group: the button reads Invite external user, and Send invitations emails the people immediately.",[28,123,124,125,128,129,132,133,136,137,140,141,144,145,144,148,151,152,155,156,158],{},"Open the ",[15,126,127],{},"Data room access"," tab. Set ",[15,130,131],{},"Viewer"," on the ",[15,134,135],{},"Dataroom"," row at the top to share everything, or on individual folders to share part of it. Folders left at ",[15,138,139],{},"No role"," are absent from the buyers' data room rather than shown as locked. The four permission boxes on the right, ",[15,142,143],{},"Can download",", ",[15,146,147],{},"No watermark",[15,149,150],{},"No password"," and ",[15,153,154],{},"View unredacted",", extend a role and stay off unless you turn them on.",[84,157],{},[87,159],{"alt":160,"src":161,"title":162},"The Data room access tab with Viewer granted on five folders and No role on Human Resources","\u002Fmedia\u002Finvite-buyers-to-a-data-room\u002Fexternal-group-access.png","Halden Partners sees everything except folder 6, Human Resources & Talent.",[28,164,165,166,169,170,173,174,176],{},"Switch the group's ",[15,167,168],{},"External access"," toggle on and confirm with ",[15,171,172],{},"Activate access",". The dialog lists who will be emailed and when: nothing is sent until the portal is published.",[84,175],{},[87,177],{"alt":178,"src":179,"title":180},"The Activate external access confirmation listing one pending user","\u002Fmedia\u002Finvite-buyers-to-a-data-room\u002Fexternal-group-activate.png","Activating a group before publishing queues the invitations.",[28,182,183,184,186,187,190,191,194,195,198,199,202,203,207,208,210],{},"Go to ",[15,185,52],{},". When the chip reads ",[15,188,189],{},"Ready to publish",", select ",[15,192,193],{},"Publish data room",", check the list of recipients, and select ",[15,196,197],{},"Publish and send invites",". Publishing moves the data room to ",[15,200,201],{},"Published",", turns on external access and sends the invitation emails. See ",[36,204,206],{"href":205},"\u002Finternal\u002Fdata-room\u002Fhow-data-room-publication-works","The data room lifecycle"," for what changes at that point.",[84,209],{},[87,211],{"alt":212,"src":213,"title":214},"The Publish this data room confirmation listing one recipient","\u002Fmedia\u002Finvite-buyers-to-a-data-room\u002Fpublish-confirm.png","The dialog names every external user who will be emailed.",[11,216,217,218,220],{},"The order matters. Access is granted to the group, not to people, so a folder granted after the buyers are in is visible to them at once, and a person added after the room is published is emailed at once. Before publication nothing reaches anyone, whatever the order. Two switches decide when the invitation email leaves: the data room's publication and the group's ",[15,219,168],{}," toggle.",[222,223,224],"invite-flow",{},[11,225,226,227,230,231,233,234,236,237,239,240,242,243,246,247,250],{},"When is a buyer's invitation email sent? A buyer added to an external group is emailed only once two things are true: the data room is ",[15,228,229],{},"published"," and the group's ",[15,232,168],{}," toggle is on. If the data room is not published, the person is ",[15,235,114],{}," and emailed the moment you select ",[15,238,197],{},". If it is published but the group's External access is off, the person is queued and emailed when you switch the toggle on and confirm ",[15,241,172],{},". When both are already true, the email goes out immediately and the Account column reads ",[15,244,245],{},"Invited",". While the portal is archived nothing is sent until it is republished. A buyer who already has an account from another deal receives a link without a temporary password. ",[15,248,249],{},"Resend invite"," on a member's row works once the room is published and the group's External access is on. The portal link stays the same; a buyer who has not signed in yet gets a new temporary password and the old one stops working, and a buyer with an account gets a reminder.",[20,252,254],{"id":253},"check-the-result","Check the result",[11,256,257,258,261,262,264,265,267,268,270,271,274,275,277,278,280,281,284],{},"The group shows ",[15,259,260],{},"Active"," in the Teams list and its ",[15,263,168],{}," reads ",[15,266,260],{},". In the ",[15,269,97],{}," tab, each buyer's ",[15,272,273],{},"Account"," column moves from ",[15,276,245],{}," to ",[15,279,260],{}," once they have signed in, and the ",[15,282,283],{},"NDA"," column shows whether they have accepted it.",[11,286,287],{},[87,288],{"alt":289,"src":290,"title":291},"The Members tab of an active group with one external user","\u002Fmedia\u002Finvite-buyers-to-a-data-room\u002Fexternal-group-members.png","Once the portal is live, the button reads Invite external user and new people are emailed immediately.",[11,293,294,295,298],{},"To add buyers to a live group later, use ",[15,296,297],{},"Invite external user"," in the Members tab. They are emailed immediately.",[11,300,301,302,305,306,309,310,313,314,40],{},"The group's ",[15,303,304],{},"Settings"," tab also holds what the group may do in the portal beyond reading: ",[15,307,308],{},"AI chat"," with its monthly credit limit, and ",[15,311,312],{},"Q&A"," with its availability and monthly question limit. See ",[36,315,317],{"href":316},"\u002Finternal\u002Fdata-room\u002Fanswer-buyer-questions","Answer buyer questions",[20,319,321],{"id":320},"if-something-goes-wrong","If something goes wrong",[323,324,326],"problem",{"title":325},"The buyer says they never received the email",[11,327,328,329,331,332,335,336,40],{},"Ask them to check their spam folder. Then open the group's ",[15,330,97],{}," tab, select the ",[15,333,334],{},"⋮"," menu on the buyer's row and choose ",[15,337,249],{},[323,339,341],{"title":340},"You invited the wrong person",[11,342,343,344,331,346,348,349,352],{},"In the ",[15,345,97],{},[15,347,334],{}," menu on their row and choose ",[15,350,351],{},"Remove",". They lose access to the portal as soon as you confirm.",[323,354,356],{"title":355},"Add external user is not available",[11,357,358,359,361,362,364],{},"The project has no Deal Portal yet, so there is nothing for buyers to sign in to. Set it up under ",[15,360,52],{}," first; the group's ",[15,363,33],{}," chip links there.",[323,366,368],{"title":367},"A buyer says a folder is missing",[11,369,370,371,373,374,376,377,381],{},"Open the group's ",[15,372,127],{}," tab. A folder without a role is absent from their portal. Grant the folder the ",[15,375,131],{}," role; the change reaches them within a minute. ",[36,378,380],{"href":379},"\u002Finternal\u002Faccess\u002Fcheck-what-someone-can-see","Check what someone can see"," shows how to read the tab.",[323,383,385],{"title":384},"The invitation never arrives, or the link has expired",[11,386,387,391],{},[36,388,390],{"href":389},"\u002Finternal\u002Faccess\u002Finvitation-problems","Invitation problems"," covers queued invitations, resending and expired links.",[323,393,395],{"title":394},"Publish data room is greyed out",[11,396,397,398,401],{},"Select the ",[15,399,400],{},"steps to publish"," chip next to it. It lists what is missing. Missing NDA content and unsaved portal settings block publishing; a missing active external group or missing folder access for it are warnings, since the room can be published before buyers are set up. Each line links to the place to fix it.",{"title":403,"searchDepth":404,"depth":404,"links":405},"",2,[406,407,408,409],{"id":22,"depth":404,"text":23},{"id":56,"depth":404,"text":57},{"id":253,"depth":404,"text":254},{"id":320,"depth":404,"text":321},"https:\u002F\u002Fdocs.vdr.valutico.dev\u002Finternal\u002Fdata-room\u002Finvite-buyers-to-a-data-room","data-room","Create an external group, add the buyers, choose which folders they can see, and send the invitations by publishing the data room.","md",[415],"enable_buyer_portal",false,{"external-group-access":418,"external-group-add-users":422,"teams-new-external-group":425},[419,420,421],"Data room access tab","Role: Viewer","Role: No role",[423,424],"Email addresses","Send invitations",[73,426,81],"Team Name",{},true,15,"\u002Finternal\u002Fdata-room\u002Finvite-buyers-to-a-data-room",5,[433,434],"how-data-room-publication-works","prepare-and-share-a-data-room",{"title":5,"description":412},"invite-buyers-to-a-data-room","internal\u002Fdata-room\u002Finvite-buyers-to-a-data-room",[439],"teams","task","2026-09-29T13:21:45+02:00","aZEBM7n9A4SgUWobXPXVtg01gdHQv3GAU0tQmKnd_Lg",[444,447],{"title":445,"description":446,"path":205,"audience":6,"slug":433},"The data room lifecycle: Preparation, Published, Locked","What 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.",{"title":448,"description":449,"path":450,"audience":6,"slug":434},"Prepare and share a data room","The end-to-end workflow, from a new project to invited buyers, on one fictional deal.","\u002Finternal\u002Fdata-room\u002Fprepare-and-share-a-data-room",1790706827389]