[{"data":1,"prerenderedAt":424},["ShallowReactive",2],{"guide:\u002Finternal\u002Fdata-room\u002Fsee-who-has-accessed-what":3,"related:\u002Finternal\u002Fdata-room\u002Fsee-who-has-accessed-what":413},{"id":4,"title":5,"audience":6,"body":7,"canonical_url":386,"collection":387,"description":388,"extension":389,"feature_flags":390,"is_draft_preview":391,"legends":392,"meta":396,"navigation":397,"order":398,"path":399,"reading_minutes":400,"related":401,"seo":405,"slug":406,"status":407,"stem":408,"tour_ids":409,"type":410,"updated_at":411,"__hash__":412},"guides\u002Finternal\u002Fdata-room\u002Fsee-who-has-accessed-what.md","See who has accessed what","internal",{"type":8,"value":9,"toc":377},"minimark",[10,29,34,44,48,196,200,302,313,325,329,341,345,355,371],[11,12,13,14,18,19,22,23,28],"p",{},"Once external users are in the room, ",[15,16,17],"strong",{},"Analytics"," shows who is active, what they open and what they download. For one document, its ",[15,20,21],{},"Access History"," lists every view and download. Changes to the room itself, such as uploads, retractions and access grants, are in the project's activity log instead; see ",[24,25,27],"a",{"href":26},"\u002Finternal\u002Fdata-room\u002Freview-project-activity","Review project activity",".",[30,31,33],"h2",{"id":32},"before-you-start","Before you start",[35,36,37,41],"ul",{},[38,39,40],"li",{},"You are an owner of the project, or an organisation admin. Other members do not see Analytics.",[38,42,43],{},"The data room is published and external users have signed in at least once.",[30,45,47],{"id":46},"steps","Steps",[49,50,51,86,123,160,189],"ol",{},[38,52,53,54,56,57,60,61,60,64,67,68,71,72,60,75,60,78,81,82,85],{},"Open ",[15,55,17],{}," in the project. Choose ",[15,58,59],{},"7 days",", ",[15,62,63],{},"14 days",[15,65,66],{},"28 days"," or a custom range of up to 180 days; a longer range is shortened to the most recent 180. With no filter the page reads ",[15,69,70],{},"Whole project","; narrow it with the ",[15,73,74],{},"Team",[15,76,77],{},"User",[15,79,80],{},"Activity"," or ",[15,83,84],{},"Documents"," filters.",[38,87,88,89,60,92,60,95,60,98,101,102,105,106,109,110,113,114,117],{},"Read the tiles: ",[15,90,91],{},"Visits",[15,93,94],{},"Active users",[15,96,97],{},"Documents viewed",[15,99,100],{},"Time in room"," and ",[15,103,104],{},"External users not logged in"," (of those invited). ",[15,107,108],{},"Activity Over Time"," and the ",[15,111,112],{},"Event Breakdown"," split views, downloads and searches.",[115,116],"br",{},[118,119],"img",{"alt":120,"src":121,"title":122},"The Analytics page with tiles, activity chart and teams table","\u002Fmedia\u002Fsee-who-has-accessed-what\u002Fanalytics-overview.png","Select a bar to filter to that day, or a team row to filter to that team.",[38,124,125,126,129,130,101,133,136,137,60,139,142,143,101,146,149,150,152,153,155],{},"Scroll to ",[15,127,128],{},"Teams"," for each group's engagement score, active members, documents viewed, downloads and last activity, and to ",[15,131,132],{},"Hot Files",[15,134,135],{},"User Activity"," for the documents and people with the most attention. Next to ",[15,138,132],{},[15,140,141],{},"All documents"," lists every document in the room, including ones nobody has opened. ",[15,144,145],{},"Q&A activity",[15,147,148],{},"Top Search Queries"," show what groups ask and search for; a search with zero results is a hint that a document is missing. ",[15,151,148],{}," always covers the whole project and ignores the filters.",[115,154],{},[118,156],{"alt":157,"src":158,"title":159},"The Teams table on the Analytics page","\u002Fmedia\u002Fsee-who-has-accessed-what\u002Fanalytics-teams.png","One row per group; select a row to filter the whole page to it.",[38,161,162,163,166,167,170,171,173,174,177,178,181,182,184],{},"For one document, open its ",[15,164,165],{},"⋮"," menu on the ",[15,168,169],{},"Files"," page and select ",[15,172,21],{},". Set the ",[15,175,176],{},"Time Range"," (a custom range can span up to 90 days) and the ",[15,179,180],{},"Actions"," to include, and read who accessed the file, how and when.",[115,183],{},[118,185],{"alt":186,"src":187,"title":188},"The Access History drawer for a document","\u002Fmedia\u002Fsee-who-has-accessed-what\u002Faccess-history.png","Recent activity appears within a few minutes.",[38,190,191,192,195],{},"Use ",[15,193,194],{},"Export"," on Analytics to take the figures into a report.",[30,197,199],{"id":198},"what-the-numbers-mean","What the numbers mean",[201,202,203,216],"table",{},[204,205,206],"thead",{},[207,208,209,213],"tr",{},[210,211,212],"th",{},"Figure",[210,214,215],{},"How it is counted",[217,218,219,233,242,255,264,274,284,293],"tbody",{},[207,220,221,226],{},[222,223,224],"td",{},[15,225,91],{},[222,227,228,229,232],{},"One per browser-tab session per user, not per page opened. A new tab, or coming back after 30 minutes without activity, counts as a new visit. When the tile reads ",[15,230,231],{},"Estimated — likely undercounts",", it is estimated from document activity and misses people who browsed without opening a file.",[207,234,235,239],{},[222,236,237],{},[15,238,94],{},[222,240,241],{},"Users with at least one recorded action in the range.",[207,243,244,248],{},[222,245,246],{},[15,247,97],{},[222,249,250,251,254],{},"Distinct documents; opening the same file twice counts once. The ",[15,252,253],{},"Views"," column in tables counts every opening.",[207,256,257,261],{},[222,258,259],{},[15,260,100],{},[222,262,263],{},"Active time with a document open in the viewer, across all sessions in the range. Browsing folders adds nothing; idle time and hidden tabs are excluded.",[207,265,266,271],{},[222,267,268],{},[15,269,270],{},"Downloads",[222,272,273],{},"Every download, including each file inside a ZIP.",[207,275,276,281],{},[222,277,278],{},[15,279,280],{},"Engagement score",[222,282,283],{},"A blend of documents viewed, downloads, time and sessions, useful for comparing groups; not a count.",[207,285,286,290],{},[222,287,288],{},[15,289,132],{},[222,291,292],{},"Ranked by attention: minutes spent reading, plus a weighting for each download and each question asked about the file, not raw view counts.",[207,294,295,299],{},[222,296,297],{},[15,298,148],{},[222,300,301],{},"Search terms across the whole project; a term with no results points at a missing document.",[11,303,304,305,101,307,309,310,312],{},"The tiles, ",[15,306,132],{},[15,308,135],{}," include your own team's activity in the app; the ",[15,311,128],{}," table shows buyer groups only. What a buyer does with a downloaded copy is outside the room. History is kept for the life of the project, including for users who were later removed.",[11,314,315,317,318,321,322,28],{},[15,316,194],{}," on the Analytics page produces the current view as Excel, for further work, or as PDF, for a status note to the client. The file is prepared in the background: the button reads ",[15,319,320],{},"Preparing…"," and then ",[15,323,324],{},"Your export is ready",[30,326,328],{"id":327},"check-the-result","Check the result",[11,330,331,332,334,335,337,338,340],{},"The numbers move as groups work, within about 20 minutes: a buyer's first document view raises ",[15,333,94],{},", and their group's row in ",[15,336,128],{}," shows the last active time. A document's ",[15,339,21],{}," updates within a few minutes.",[30,342,344],{"id":343},"if-something-goes-wrong","If something goes wrong",[346,347,349],"problem",{"title":348},"Could not load analytics",[11,350,351,354],{},[15,352,353],{},"Could not load analytics. Try again or narrow the date range."," A wide range on a large room can take too long. Choose a shorter range and try again.",[346,356,358],{"title":357},"An export is already being prepared",[11,359,360,363,364,366,367,370],{},[15,361,362],{},"An export for this project is already being prepared."," Wait for ",[15,365,324],{},", then start the next one. If it reads ",[15,368,369],{},"The export is taking longer than expected. Please try again.",", start the export again.",[346,372,374],{"title":373},"A section shows an error while the rest of the page works",[11,375,376],{},"Q&A activity and the document list load on their own. Reload the page; the other figures are not affected.",{"title":378,"searchDepth":379,"depth":379,"links":380},"",2,[381,382,383,384,385],{"id":32,"depth":379,"text":33},{"id":46,"depth":379,"text":47},{"id":198,"depth":379,"text":199},{"id":327,"depth":379,"text":328},{"id":343,"depth":379,"text":344},"https:\u002F\u002Fdocs.vdr.valutico.dev\u002Finternal\u002Fdata-room\u002Fsee-who-has-accessed-what","data-room","Read the project's Analytics for visits, documents viewed and downloads per group and per user, and open a single document's access history.","md",[],false,{"access-history":393,"analytics-overview":394},[176,180],[59,395,194],"Whole project filter",{},true,19,"\u002Finternal\u002Fdata-room\u002Fsee-who-has-accessed-what",4,[402,403,404],"protect-downloads","answer-buyer-questions","review-project-activity",{"title":5,"description":388},"see-who-has-accessed-what","published","internal\u002Fdata-room\u002Fsee-who-has-accessed-what",[],"task","2026-09-29T13:21:45+02:00","kWIpI9pVipQ8lphCenDcS_khg5JQ_w0meCpUNfzdDIQ",[414,418,422],{"title":415,"description":416,"path":417,"audience":6,"slug":403},"Answer buyer questions","Pick up questions from external groups, draft an answer with sources, have it reviewed, and publish it to the group that asked.","\u002Finternal\u002Fdata-room\u002Fanswer-buyer-questions",{"title":419,"description":420,"path":421,"audience":6,"slug":402},"Protect downloads with a watermark and password","Decide which external groups may download, and add a watermark and an open password to every PDF they take away.","\u002Finternal\u002Fdata-room\u002Fprotect-downloads",{"title":27,"description":423,"path":26,"audience":6,"slug":404},"See 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.",1790706827616]