Using Groups to Simplify User Management – SRS Acquiom Support

Each SRS Acquiom Data Room is a unique virtual data room where you can organize information to share with different users, governed by a unique role-based permissions system. The role assigned to a user controls that user’s access to Projects, Data Rooms, folders, and files, and view, print, download, upload, and sharing permissions.

(You can find a detailed breakdown of the permissions for each role in our knowledge base at: Understanding Roles and Permissions)

The Groups feature allows Project Administrators or Project Moderators to assign the same role—and therefore the same level of access and permissions—to multiple users from the same company collectively, rather than individually for each user. (Individual users can always be removed from a Group, revoking their access to anything shared by the Group.) A Group's permissions can be changed anytime to enable or disable access to Data Rooms, folders, or files.

For example, in an M&A auction scenario, Groups can be created for each potential buyer. When a buyer shows interest in the target company, additional access can be granted to the Group. When a buyer indicates they aren’t interested, the Group’s permissions can easily be removed to terminate access for all Group members.

How to Create a Group

Click the Manage Users icon on your Home page and then select Groups in the left sidebar.
Click the New Group button, provide a name and optional description for the Group, and click Continue.
Enter the email addresses of all users to be added to the Group. Add up to 100 email addresses separated by a comma or semicolon, then click the Invite button.

Tip: You can always set up a Group’s Access and Permissions first (see below) and add users later. Users will receive an invitation email within a few minutes when they are added.

Setting the Group’s Access and Permissions

Once you create a Group, you can set the Group’s permissions from the Manage Groups page or from within a Data Room.

Setting Roles from the Manage Groups page

Click the Modify Permissions (or “lock”) icon next to the name of the Group you’ve just created.
For each Data Room, select a role to govern the access level for every member of the Group. You can close the window when you are done making updates.

Settings Roles from within a Data Room

Click the Share icon in the upper right of the Data Room.
Locate the Group you want to update.
Select a role to govern the access level to that Data Room for every member of the Group. You can close the window when you are done making updates.

Tip: You can also set roles for Groups at the folder and file level within any Data Room. Click the Permissions & Sharing icon next to a given folder or file, then follow the same steps as Selecting Roles from Within a Data Room, above.

Questions and Feedback

Have further questions about Groups and how they work, or have any feedback for us about the Groups feature? Feel free to email us at support@acquiom.com.