Data room permissions and states
Understand library scope, space collaborator roles, share visibility, link security, and file-request access.
Data rooms applies organization access to the content library and explicit record-level roles to spaces. Public share and upload links use separate visitor checks.
Library scope
| Scope | Library access |
|---|---|
| Team folders | Organization teammates can access content stored in the team library. |
| Personal folders | Only the owner can access content stored in the personal library. |
| Shared file or space | Access follows the specific share link and its security settings, not the source folder label alone. |
Moving a folder between team and personal scope changes teammate access and can invalidate active links. Data rooms asks for confirmation before removing team access.
Space roles
| Role | Space access |
|---|---|
| Owner | Full access. The owner is protected from removal or self-demotion. |
| Full-access | Browse and edit content; create and administer share links and groups; manage collaborators, permissions, access requests, analytics, and engagement. |
| Editor | Browse and edit space content, including uploads, folders, sections, and ordering. Creating links or groups, adding collaborators, and opening the administrative space routes remain restricted. |
| Viewer | Browse and preview the space. Editing controls are unavailable. |
Any valid collaborator role can open the space and preview routes. The administrative routes for Permissions, Access requests, Collaborators, and Engagement require Full-access or ownership.
Space and content visibility
A new space has no share links and is not externally shareable. Visible to others remains unavailable until a link exists.
Two layers determine public visibility:
- the space or content share status must be active;
- the particular share link must be Visible.
Turning the space status to No makes the space unavailable outside the organization without deleting its links. Turning one link’s Visible state off hides only that link.
Share-link controls
A new link is active and visible unless the operator changes it. Optional controls include:
- password protection;
- an NDA or other agreement;
- download permission;
- expiration date and time;
- visitor welcome message and display name.
Group links can require email verification and can auto-approve access requests. An individual link cannot enable Auto approve.
Deleting a link ends that sharing path. A fund-linked share link cannot be deleted from the ordinary space action.
File-request access
A file request can be active until its optional expiry. When Require authentication via login is enabled, an unauthenticated visitor is redirected to sign in. Without that requirement, the visitor must still submit Name and Email before uploading.
Each public upload accepts at most 20 entries, applies the Data room file-type and size rules, and stores successful files in the request’s chosen folder. An expired or unknown slug resolves to File request page not available.