Overview

The Permission Management feature allows Administrators and Moderators to control group access to folders and files within the virtual data room (VDR). With flexible permission settings, you can define who can view, download, print, or modify content while ensuring data security and compliance.

This article will walk you through how permissions work, best practices for managing them, and how to troubleshoot common issues.

Learn how to add groups in our Using Groups to Simplify User Management support article. 

Permission Levels Explained

Each folder and file can be assigned one of the following permission levels for a specific group. Each permission level inherits the capabilities of roles lower in the hierarchy. 

Applying and Managing Permissions

1. Start by navigating to the Data Room where you want to manage group permissions and access. Click the Permissions icon in the upper right.
2. Click the Add Group button and select a group from the drop-down menu. Click the Add Group button again if you want to manage multiple groups, or click the All Groups button to manage all your groups simultaneously.
3. Click the Apply Selection button to start modifying the data room permissions for the selected group(s). 

4. Use the role drop-down menu at the top of the page to assign a role to all folders and files, or use the folder/file level role drop-down to assign a different role for the listed item. Click the down arrow icon next to folders to expand the folder and display individual items within the folder. Permission changes automatically apply to all subfolders and files unless manually overridden.

   Note: By default, subfolders and files inherit permissions from their parent folder. To override inherited permissions, manually set a different access level for a subfolder or file.  
5. Complete the process by clicking the Done button in the upper right of the page.  

Previewing, Adding, and Removing Group Members

Administrators and Moderators can add and remove users from the group or preview the group's user experience while managing group permissions. 

1. Click the three dots (...) next to a group's name and select Edit Members to display the Add Members to Your Group window.
2. Click the Preview button to preview the group's user experience. Use the email field to invite new users to the group and click the Invite button, or remove an existing user by clicking the Remove User trashcan icon next to their email address. 
3. Click the X in the upper right when you are done. 

Special Cases: Restrict Access & Access Denied

Certain settings apply additional restrictions beyond standard permissions.

Restrict Access – Access Denied (Folder-Level Restriction)

• When enabled on a folder, all subfolders and files within it become Access Denied for all groups.
• Click on the lock icon for the folder or file to access the Restrict Access setting.
• To grant access after a folder or file has been set to Restrict Access, toggle the Restrict Access setting from the parent folder where the setting is enabled.

Direct "Access Denied" Setting (Group-Level Restriction)

• A group may be directly assigned Access Denied for a specific folder or file.
• This setting prevents members of that group from seeing or interacting with the item.
• To restore access, update the permission level to something other than Access Denied.

Best Practices for Permission Management

✔ Set permissions at the highest level possible to avoid excessive overrides.
✔ Regularly review group permissions to ensure compliance and security.
✔ Use the Viewer or Downloader roles for sensitive data to prevent unwanted edits.
✔ Be cautious with Administrator and Moderator roles - these users can modify permissions.

Troubleshooting Common Issues

Why can't a group access a folder?

• Check if the folder is restricted using Restrict Access or Access Denied.
• Verify inherited permissions from the parent folder.

Why are some groups not visible in the permissions panel?

• Only Administrators and Moderators can manage permissions.
• Ensure the group has been added to the VDR.

Why do permissions change unexpectedly?

• Check if the folder is inheriting settings from a parent folder.
• Confirm if another Administrator or Moderator made recent changes.

Next Steps

To further refine access controls, explore the SRS Acquiom Support articles or contact support at support@acquiom.com for assistance with complex access scenarios.

Download Your Permission Management Export 

The export includes the folder and file structure for the data room, as well as details on the permissions for any groups selected before the export was requested.

Click the Download button to generate a Permission Management export that you will receive via email. The email includes a link to download your export. 

You can open the comma-separated value export file in your favorite spreadsheet application to review the group permissions. The file columns include the Index (value or file path), Object Name / Section, Type (File or Folder), and Group Name (with permission setting for each record).