Managing users and groups | DealCentre AI

Each group has a specific purpose in the deal. The following definitions describe how each group contributes to the deal process in managing documents, communication, and buyer engagement.

Deal Team

The Deal Team manages and coordinates the transaction on the sell side. This group leads the process and manages communication with the buyers.

Depending on the way the deal is structured, the deal team may represent:

• An advisor managing the process on behalf of the seller.
• The corporate development team within the selling organization.

The Deal Team always represents the group leading the sale.

Seller

The Seller is the organization that owns the asset, business unit, or company being sold.

In some deals, the Seller appears as its own group. In others, the Seller responsibilities are managed within the Deal Team group.

The platform automatically applies the correct setup for your deal.

Buyer

The Buyer is the organization evaluating or acquiring the asset or business. This group reviews materials, manages diligence requests, and negotiates terms. 

Third Party

The Third Party is an external team that supports the transaction. This group is used for complex deals and is optional.

Third Party groups often include:

• Legal counsel
• Advisors or co-advisors not leading the deal
• Accounting or tax specialists
• Consultants or diligence firms

Third Party groups provide expertise and support where needed.

All deal team members belonging to the group type Deal Team deal are considered as deal administrators. Deal administrators create and manage deals. Depending on your contract type, you might be able to create subgroups for the deal team of type Deal Team Group.

Add users that are internal to your organization that you want to add to a deal team.

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 the Deal Team group name.
5. Click Add People.
6. Enter the email addresses of the people you want to invite, separated by spaces, commas or semicolons. 
7. Click Save.

Any deal administrator can remove another deal administrator or deal team group member. This is useful, for example, if a deal administrator has left the firm, the user's email address was incorrectly added, and so on. After deal administrator is removed, they cannot create deals or manage contacts and other users within the deal. They will still retain access to deals to which they are invited.

Note: You cannot remove yourself from the deal team 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 Users And Groups icon on the left side of the screen.
4. Click the Deal Team group name.
5. To remove a deal administrator, under People, in the Actions column, click the trashcan icon for the user you want to remove.
6. Click Delete to confirm.

Depending on your contract type, you might be able to create subgroups for the deal team of type Deal Team 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 Users And Groups icon on the left side of the screen.
4. In the Actions column for the deal team, click the three dots menu.
5. Select Add Deal Team Group.
6. In the Deal Team Group Name field, enter a name for the group.
7. Click Save.

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. In the Actions column for the deal team group, click the three dots menu.
5. Select Add People.
6. Enter the email addresses of the people you want to invite, separated by spaces, commas or semicolons. 
7. Click Save.

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. In the Actions column for the deal team group, click the three dots menu.
5. Select Delete.
6. Click Delete to confirm.

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 the Deal Team Group name from which you want to remove members.
5. To remove a deal team group member, in the Actions column, click the trashcan icon for the user you want to remove.
6. Click Save.

All sellers in the group type Seller are considered as seller administrators. They have default privileges plus optional advanced privileges that can be enabled by deal administrators.

Default privileges

Restrictions for seller administrators

By default, seller administrators cannot:

• View the documents in diligence tab
• Push to diligence
• Remove from diligence
• Reorder
• Move documents and folders

Note: Accessing documents in diligence is an advanced privilege that can be extended to seller administrators.

Advanced privileges

Deal team members can enable these privileges for the seller administrator group.

Note: When any advanced privilege is enabled, Users And Groups automatically becomes read-only for the seller administrator group. This allows group members to view the user list before managing permissions, running reports or ordering archives.

All sellers in the group type Seller Group are considered as seller members. There can be more than one group of type Seller Group. This group limits what individual sellers can do based on their seller responsibilities. For example, HR department members can view all folders but only manage files in the HR folder.

Restrictions for seller members

Seller members cannot:

• Push to diligence
• Remove from diligence
• Upload, reorder, move, replace, and delete folders

Important! -  Seller groups with Manage rights automatically inherit manage rights for new documents and subfolders. Seller groups with View, Download, or No Access rights do not inherit permissions. New documents remain hidden for these groups.

For information on seller permissions, see Giving sellers permission to access documents.

1. From within Users And Groups, click the name of the seller and select Add People.
2. (Optional.) In the Select Group field, select the group to which you want to add these people.
3. Copy and paste or enter the email addresses for the new group members.
4. Click Save.

1. From within Users And Groups, click the name of the group with group Type as Seller.
2. Click Advanced Privileges in the right panel.
3. Enable one or more of the following options:
   • Manage Access - This option extends permissions to seller administrators for the diligence tab and document management.
   • Analytics - This option provides seller administrators with full access to analytics and reports.
   • Close Deal and Order Archive - This option allows seller administrators to close deals and order archives.
4. Click Save.

The group type Seller is automatically created for your deal on the platform. You can only rename it.

1. From within Users And Groups, click the name of the seller.
2. Click the edit icon next to the group name.
3. Make changes.
4. Click the check mark icon.

You cannot create the group type Seller as it is automatically created on the platform. You can add a seller group only if your deal has a group type Seller.  

1. From within Users And Groups, click the three dots menu in the Actions column for the seller.
2. Select Add Seller Group.
3. In the Seller Group Name field, enter a name for the group.
4. Click Save.
5. (Optional.) To add people to the group,
   • Click the three dots menu in the Action column for the group and click Add People.
   • Copy and paste or enter the email addresses for the new group members.
   • Click Save.

Deleting a group removed all people within it from the deal.

1. From within Users And Groups, click the three dots menu in the Actions column for the group that you want to delete
2. Select Delete.
3. Click Delete to confirm. 

A Buyer group type is a top-level header used to organize buyer members and individual contacts cannot be added directly to it. 

1. From within Users And Groups, click Add Group.
2. Select group type as Buyer.
3. In the Group Name field, enter the buyer's name.
4. A default group name appears in the Buyer Group field. Edit the default group name if needed as the buyer's name is automatically included and cannot be removed.
5. (Optional.) In the Add People section, copy and paste or enter the email addresses of the people.
6. Click Save.

A Buyer Group sits beneath the group type Buyer. Permissions and document access are configured at the Buyer Group level. A default Buyer Group is created for each group type Buyer.

1. From within Users And Groups, click the three dots menu in the Actions column of the buyer and select Add Buyer Group.
2. In the Buyer Group Name field, enter a name for the group.
3. Click Save.

Note: Buyers in one Buyer Group can see buyers in another group, however the name of those other buyer groups are hidden.

View documents available to a buyer group

1. From within Users And Groups, click the arrow next to the buyer's name to view all buyer groups.
2. Click the buyer group name.
3. Click View As This Group.

1. From within Users And Groups, click the arrow next to the buyer's name to view all buyer groups.
2. Click the buyer group name whose access rights you want to change.
3. Click Manage Buyer Access. 

For more information about assigning permissions, see Giving buyers permission to access documents.

Deleting a group removes all people within it from the deal.

1. From within Users And Groups, click the arrow next to the buyer's name to view all buyer groups. 
2. Click the three dots menu in the Action column for the buyer group you want to delete and select Delete.
3. Click Delete to confirm. All people within the group will be removed, as well.

You can enable buyer groups to bulk download documents. 

1. From within Users And Groups, click the arrow next to the buyer's name to view all buyer groups.
2. Mark the checkbox in the Bulk Download column for the group. 

Watermarks can be added to documents that will be viewed by a buyer group.

1. From within Users And Groups, click the arrow next to the buyer's name to view all buyer groups.
2. Click the information icon in the Watermark column to see the current watermark settings.
3. Mark the checkbox next in the Watermark column for the group.

For more information on watermarks, see the "Add and update watermarks on deal documents" section in Working with documents in preparation.

This table outlines what third party users can do across key functions.

Third parties cannot:

• Create new deals or view deal list settings
• Change deal settings from Settings
• Add, delete, or edit deal team members
• Access Contacts 
• Manage Q&A in deals managed by an advisor on behalf of the seller

1. From within Users and Groups, click Add Group in the upper right corner of the screen.
2. Click Third Party.
3. Enter a name for the group.
4. (Optional.) Copy and paste or enter email addresses for third party group members.
5. Click Save.

Deleting a group removes all people within it from the deal.

1. From within Users and Groups, click the three dots menu in the Action column for the third party group.
2. Select Delete.
3. Click Delete to confirm. 

You can enable bulk download of documents for third party groups. 

1. From within Users and Groups, mark the checkbox next to the group's name in the Bulk Download column. 

Watermarks can be added to documents for third party group.

1. From within Users and Groups, mark the checkbox next to the group's name in the Watermark column.
2. (Optional.) To see the current watermark settings, click the information icon in the Watermark column.

For more information on watermarks, see the "Add and update watermarks on deal documents" section in Working with documents in preparation.

1. From within Users And Groups, click Add People.
2. In the Select Group field, select the group to which you want to add people.
3. Copy and paste or enter the email addresses of the people you want to add.
4. Click Save.

You can move buyers and sellers between groups that belong to the same buyer or the seller. People cannot be moved across group entities. When you move a user to another group, their document permissions will be changed to match the destination group.

1. From within Users And Groups, select the buyer or seller.
2. If no groups exist for the buyer or seller, click Create a group in order to move this user in the Actions column for the user you want to move
3. Enter a name for the group and click Create.
4. Click the Move user icon.
5. In the Destination Group field, select the group to which you want to move the user.
6. Click Move User.

1. From within Users And Groups, click People.
2. Click the trashcan icon in the Actions column for the person you want to remove.

The user access report is exported to a Microsoft Excel file. The file lists the documents accessed by the users in the selected group.

1. From within Users And Groups, click the three dots menu in the Actions column for the group.
2. Select Create Access Report. 

You can resend a welcome notification to users in live deals. The Status column for groups and individual people shows whether they have accessed the deal and when they last accessed it. This information helps you decide whether to resend a notification. Click on a group to see the group status. Click the People tab and to view the status of individuals.

1. From within Users And Groups, use one of the following options:
   • Click People, then click the Resend Notification icon in the Actions column for the person.
   • Click the group name, then click the Resend Notification icon in the Actions column for that group.

You can export all sellers, buyers, third parties, and their groups to a Microsoft Excel file. The file is sorted alphabetically by group name and includes the time users last accessed the deal.

1. From within Users And Groups, click the three dots menu for the group.
2. Select Export People and Groups.

Or:

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.
5. In the Standard Reports view, select the Export button next to People and Groups List.