Giving users permission to access documents | DealCentre

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 a folder, individual files, or to a buyer group. If you apply permissions to a folder, that permission will apply to all files in the folder. If you apply permission to a buyer group, the same level of permission is applied to all of the documents for the 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.

You can 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.

1. Click the deal for which you want to permission documents.
2. From the Documents menu, click Diligence.
3. Click Manage Access. Note that a seller must have been added to manage access. If no seller has been added you will be prompted to add a seller.
4. Click Edit. 
5. (Optional.) To select the groups that you want to permission, that is, display them in the grid, 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. Click Edit.
7. Select one of the following options:
   • Permission files and folders individually: For each file/folder, click on the icon for no access, view, and download to assign permissions to the group. By default, no access is applied. Cells that have pending changes appear in yellow.

     Note that 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.

   • 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.
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 to facilitate a quick review. The report is generated as a Microsoft Excel file.

1. Click the deal for which you want to permission documents.
2. From the Documents menu, click Diligence.
3. Click Manage Access.
4. From the three dots menu, select Export Applied Permissions.

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

From the Documents tab

1. From the Documents menu, select Diligence.
2. Click Manage Access. Select one of the following options.
   • Click View As. In the Select Viewpoint field, select the buyer group. Click View as Selected Group. 
   • Click the group name in the column header. Click View As This Group.
3. A blue bar is displayed at the top of the screen to indicate that you are in View As mode. Click Return to Access Management to exit View As mode.

From the People tab

1. Click the People tab.
2. Click Groups.
3. Click the group name.
4. 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 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 deal.
2. From the Documents menu, click Preparation or Diligence.
3. Select the file or folder that you want to remove from Diligence.
4. Click Remove from Diligence. 
5. Click Remove.

Additional information

• Working with documents in preparation