Data Room Settings – SRS Acquiom Support

Project or Data Room Administrators can modify the Data Room settings that control document version retention, automatic indexing, document watermarks, and Data Room notifications. Each Data Room has its own settings. Make the desired changes and click the Update Settings button to finish.

Properties

Name

Edit the Data Room name and click Update Settings to change the Data Room name.

Versions

Change the number of file versions retained by the Data Room. The default setting is to retain the last 10 versions. If you decrease the number of versions or disable versioning, the existing document versions are not immediately deleted. Uploading a new file version after disabling this setting removes previous versions.

Mode

Modes allow you to quickly switch between Data Room and Secure File Storage. Each mode has various feature sets. Data Room Mode is the most commonly used mode and should be applied when confidentiality between Data Room users is important.

The Data Room Mode offers the same basic features as Secure File Storage Mode but adds an extra layer of security and anonymity for all Data Room users. Unique features include:

Automatic Indexing
Data Room Export Setting
Enables Stealth Users*
Hidden Activity
Disables Collaborative Features (Assign Tasks and Add Comments)

* Only Administrators and Moderators can view the activity and see other users.

The Secure File Storage Mode is appropriate when securely storing, accessing, and sharing files is required, but anonymity is not a requirement. Unique features of this Mode include:

Thumbnail View and Default View Setting
Default Sort Setting
Assign Tasks and Add Comments

See the Data Room Modes article for more details.

Automatically Delete Files

Administrators can enable the automatic deletion of files after a specific period. The data room deletes files based on their upload date and time. Once automatically deleted, files cannot be recovered. To set this up, click the Automatically delete files after checkbox, select a duration from the dropdown menu, and click the Update Settings button.

Views

Enable Automatic Indexing

The Data Room automatically creates an index and updates it when you add, move, or delete folders and files. Disable this feature to sort folders and files using a sort method from the Default Sort drop-down.

See the Automatic Indexing and Reordering article for more details.

Include Index in File Name for Downloads

This feature includes the Index numeric values added to file names when you download Data Room content.

Default Sort

This feature is only available when automatic indexing is disabled. Data Rooms use automatic indexing as the primary sort method. Once disabled, you can select the default sort method for folders and files.

Uncheck the Enable Automatic Indexing, select a Default Sort method from the drop-down, and click the Update Settings button. The data room automatically sorts your folders and files based on the new method.

Data Rooms

Enable Document Watermark

Administrators can enable a Data Room-wide setting that automatically adds watermarks to your documents. The SRS Acquiom Support Team (support@acquiom.com) can configure Microsoft Excel files to not display the watermark. Disabling watermarks for Microsoft Excel files allows users to download them in their native Excel file format.

Note: Downloaded watermarked documents are converted to PDF and display the watermark for users with the Creator role and below. Administrator, Moderator, and Collaborator roles can download the document in its native file format without the watermark.

See the Watermarking Your Documents article for more details.

Require a Data Room Agreement

Administrators can enable a fully customizable Data Room agreement displayed to first-time users entering the Data Room. Accepting the agreement allows entry into the Data Room and updates the Activity log. Declining the agreement prevents users from accessing the Data Room.

Note: Users must accept the Data Room agreement after it is updated.

See the Require Agreement article for more details.

Notifications

Enable or disable Data Room notifications sent to users via email. Individual users can define the frequency and notification elections by updating their Profile User Settings.

New Messages: Send users an email notification when a new message is posted in the Messages section.
New Comments: This feature is not available.
New File Uploads: Send users an email notification when a new file is uploaded in the Files section.
New Tasks: This feature is not available.