A data room provides auditing acceptability. All user actions are stored in a journal and can be reviewed with the corresponding permission. Further, you can watermark documents, set alarms for mass downloads, restrict access and have the content automatically deleted.

To create data rooms, the Growth or Enterprise package is required. Every data room requires a license.

 

Prerequisites

●    You are full license user.

●    You have the Create Data Room permission from your administrator.

 

To create a data room:

1.   Select the Create new box icon .
The Name & Box type tab is displayed.

2.   Enter a name for the data room into the Box name field. The name may not contain more than 64 characters and may not end with a dot. The following characters are not allowed: /, \, ?, *, >, |, $, ;

3.   Optional: Enter a description for the data room into the Box description field.

4.   Below Box type, select the option Data Room.

5.   Select the Next icon .
The General settings tab is displayed.

6.   Optional: If you do not want to use the backup function, deactivate the Backup active option using the toggle switch. Note that there is no backup for the box if the function is deactivated. If not available for your organization, the backup function has a gray background.

7.   Optional: Below Access settings, select the following:

●    Access for Box members only to allow only box members to access the box.

●    Generate Box-Link to allow users that are non-box members or do not have an idgard account to access the box.

 

8.   To create a box link, proceed as follows:

1. Into the Set access contingent field, enter how many accesses to the box you allow. Numbers between 1 and 9999 are possible.

2. Activate the Passcode option to protect the access with a pass code. The pass code is generated randomly. Select

 

●    the Copy icon  next to the pass code to copy the pass code.

●    the Update icon  to generate a new pass code.

●    the Set passcode field to manually enter a character string.

 

3. Select the Copy icon .
The pass code is copied to the clipboard of your mobile device.

 

9.   Select the Next icon .
The Default permissions tab is displayed.

10.         Optional: Set the permissions for the box:

●    Read for viewing and downloading files and messages

●    Write for uploading files and creating notes

●    Delete for deleting files, notes and chats

●    Members for seeing the list of members, adding and inviting members

●    Chat for reading and sending chat messages

●    View journal for viewing the data room journal

 

Information: These permissions are default permissions for new box members. The permissions can be changed for every user.

11.         Select the Next icon .
The Data Room settings tab is displayed.

12.         Optional: Activate the Journal entry on bulk download option to define the following threshold values for journal entries:

●    Number of downloads: maximum number of downloads in the defined interval

●    Interval of downloads (minutes): interval for the maximum number of downloads

 

If one of these threshold values is exceeded during an action, this action is displayed in the journal as warning message.

13.         Optional: Activate the Don`t record read / download activities option to exclude the actions Read and Download from the journal. It is not possible to undo this action.

14.         Optional: Activate the Enforce Agreement on terms of usage option to enforce the approval of the use agreement for the data room. In the Terms of usage field, you can enter a corresponding information.

15.         Select the Save icon  in the top app bar.
The new data room is created and displayed on the home screen in the box overview.