Adding users to a VDR | VDRPro

1. Open the VDR you want to add users to, then select Users and Groups at the top of the screen.
2. Click Add User(s).
3. In the Add New Users panel, enter or paste the email addresses of the users you want to add to the VDR. You can add up to 200 users at one time. 

   To remove an address, click the x next to it.

4. In the Role field, select a role for the new users.

   If the new VDR members will not share the same role, select the role that applies to the largest number of new members. You can change the role for individual members later.

5. In the Group field, select a group for the new users.

   If the new users need to be assigned to more than one group, select the group that applies to the largest number of new VDR members. You can change the group for individual members later.

6. If you do not want to send a welcome email immediately, unmark the Send Welcome Email option.

   If you leave the Send Welcome Email option marked, depending upon the current phase selected for the VDR and the role selected for the new members, an email notification is sent to the users welcoming them to the VDR. In addition, if you are inviting users that are new to Intralinks, they will receive an email to activate their account. 

7. If you are satisfied with your selections and no further changes are needed for individual members, click Add Users. The selected people are added to the VDR.
8. If you need to change the role or group for individual users, or if you want to add a comment to the email notification that will be sent to welcome the new users to the VDR, click Customize and continue with the next procedure.

1. (Optional.) Add additional users to the VDR:

   To add users who already have access to Intralinks VDRPro, click in the Search Users field and enter the person’s email address. The names of users who match your entry are displayed. Click the name you want to add to the member list. You can add as many names to the list as you like.

   To add a new member to your VDR, click New User. Enter the person’s information and click Add. The person is added to the directory and the person’s name is added to the list of people to add to the VDR.

   To import users from another VDR, click Import Users. In the Add User(s) from Another Exchange screen, click the name of the VDR containing the users you want to add to display a list of users who belong to that VDR. Select the names you want to add and click Import.

2. (Optional.) If you are adding users who do not already have Intralinks VDRPro accounts, their names and phone numbers are blank. To add this information, click the  icon next to each name, then make your changes. If you leave these fields blank, the users are asked to provide this information when they log in for the first time.
3. When you have finished making changes, click Next. The Assign Roles view of the Add User – Advanced Details wizard appears.

1. Review the role assigned to each user in the list, and make any changes and assign a role to each user who does not have a role assigned to them.

   To apply the same role to multiple users, select their names and select the role you want from the Apply To Selected Users list.

2. Click Next. The Assign to Groups view of the Add User – Advanced Details wizard appears.

Group assignments are important because they determine which documents each user will be able to access, according to the level of security applied to each group. All reviewers must be included in a group to work in a VDR.

The users you are adding appear in the Select User(s) list. The groups that have been created for this VDR are in the Select Group(s) list.

1. Select names in the Select User(s) list and drag them to the groups you want to assign them to, or click the Assign button next to the desired group(s). The New Users column is updated with the number of users added to each group. Clicking a group’s name or the number in its New Users column reveals a list of the group’s new and existing users.

   If the group you want has not yet been created, click + Groups. The Add Group wizard appears, allowing you to create a new group. See Adding a group to a VDR for instructions for using the Add Group wizard. Click Add to add the group. The Add User – Advanced Details wizard reappears, allowing you to continue adding people to groups.

2. Click Next. The Send Alerts view of the Add User – Advanced Details wizard appears.

You can send an optional email message welcoming users to the VDR. If a standard note has been provided for you, it is displayed in the Note box. Users will not receive the welcome message until the VDR is available to them. For example, if the VDR is in the hold phase, reviewers cannot access it. They will receive the welcome message when the VDR phase is changed to open.

1. Review the list of users being added to the VDR. If you do not want a particular user to receive a welcome message, click the user's name to remove it from the send list. By default, you and all new members will receive the message.
2. (Optional.) Make changes to the subject line of the alert or the note by editing the content in the Subject and Note fields.
3. Click Next. The Review view of the Add User wizard appears.

1. Review the list of users  you are adding, along with their roles, alert settings and group assignments. If you need to make changes, click Back.
2. When you are satisfied with your entries, click Add. The users are added to the VDR, and welcome emails are sent to the users who can access the VDR at this time.