Giving buyers permission to access documents | DealCentre AI

Before you can permission documents, the following prerequisites must be met:

• There must be documents in the diligence area. When you select diligence from the preparation area and there are no documents, you will be prompted to go to the preparation area. For information about pushing documents to diligence, see Working with documents in preparation.
• Buyer groups must have been created. For information about creating buyer groups, see Adding buyer and seller groups to a deal.

You can apply permissions to folders, individual files, or buyer groups. Permissions applied to a folder apply to all files in that folder. Permission applied to a buyer group apply to all of the documents for that group. Only one group can be selected, however, you can assign permissions to individual files and folders for other groups. After you apply the changes, you can select another group.

An email notification is sent to buyers when new content is permissioned to them. The email contains a link to the root level of the Documents tab. 

As you add files to diligence, you must assign permissions to them for them to be visible to buyers. By default, files added to diligence are assigned No access.

Set permissions

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.
4. Click Buyers Access. Note that at least one buyer must have been added to manage access. If no buyer has been added, you will be prompted to add one.
5. To select the groups you want to permission, click Select Groups. Select the groups that you want to display and click Apply. You must select at least one group. You can select up to a maximum of 20 groups. 
6. Select one of the following options:
   • Permission files and folders individually: For each file/folder, click the icon for no access , view , download , or document protection to assign permissions to the group. By default, no access is applied. Cells that have pending changes appear in yellow.
   • Permission a buyer group: Hover over the group name and select the checkbox that is displayed. The column appears in blue. Select the permission to assign to the group.
   • Permission all buyer groups to a folder or document: Hover over the folder or document name and select the checkbox that is displayed. The row appears in blue. Select the permission to assign to the group.
7. Click Apply Changes.

Note: If you change a permission for a group, then hide the group, the permission change is still valid and will be applied when you click Apply Changes.

You can copy and paste permissions from one buyer group to another buyer group.

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.
4. Click Buyers Access.
5. Select the group from which you want to copy permissions.
6. From the blue bar near the top of the screen, select Copy and Paste Access.
7. In the Groups field, select the group to which you want to apply the permissions.
8. Click Apply Changes.

The Applied Permissions report is a way to efficiently view the entire Deal's permissions so that you can find potential errors. The report shows all buyer groups and all folders and files, and is color coded by permission level for a quick review. The report is generated as a Microsoft Excel file.

From Buyers Access

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.
4. Click Buyers Access.
5. From the three dots menu, select Export Applied Permissions.

Or:

From Analytics

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Click the Analytics icon on the left side of the screen.
4. Click Reports. The Standard Reports view should be displayed.
5. Select the Export button next to Applied Permissions List.

You can view documents from another user's point of view to confirm you have set permissions correctly. You can view the document structure from the point of view of a buyer group. There are several ways to access View As functionality.

From the Documents tab

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.
4. Click Buyers Access. Select one of the following options.
   • Click View As. In the Select Viewpoint field, select the group you want. Click View as Selected Group. 
   • Click the group name in the column header. Click View As This Group.
5. A blue bar is displayed at the top of the screen to indicate that you are in View As mode. Click Return to Buyer Access Management to exit View As mode.

From the Users and Groups tab

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Click the Users and Groups icon on the left side of the screen.
4. Click Groups.
5. Click the group name.
6. Click View As This Group. A blue bar is displayed at the top of the screen to indicate that you are in View As mode. Click Return to Buyer Access Management to exit View As mode.

Removing documents from diligence does not delete them. You may need to remove files or folders from diligence if you want to make changes to the documents or the file/folder structure. After making changes in preparation, you can push the documents and folders back to diligence.

1. Click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Select the deal you want.

3. Display the documents list in either the preparation area or the diligence area.

   To display documents in the preparation area: Click the Preparation icon on the left side of the screen. The Documents tab should be displayed.

   To display documents in the diligence area: Click the Diligence icon on the left side of the screen. The Documents tab should be displayed.

4. Select the checkbox that appears to the left of the file or folder that you want to remove from Diligence.
5. Click Remove from Diligence. 
6. Click Remove.

Additional information

• Working with documents in preparation