Run Data room workflows

These workflows create an internal space, give it a controlled link, and collect requested files without exposing the content library.

Before you begin

You need organization access and approved publishable content. Creating share links or groups and adding collaborators requires Full-access or ownership of the space. Decide the recipient, allowed downloads, security controls, expiry, and cleanup date before you create a public URL.

Create and fill a space

1. Open Spaces, then My spaces.
2. Select Create space. This immediately creates an Untitled space and opens it.
3. Edit Space title, enter the approved name, and select Save.
4. Optionally add Subtitle and a space image.
5. Use Organize → Create folder or Create section to define the structure.
6. Use Add content → Upload, Add from content library, or Create file request.
7. Select Preview and inspect the space as assembled.

Space success check

The named space appears under My spaces. Its rows and preview contain only the intended content, in the intended order, and no sharing link exists until one is deliberately created.

Create a controlled share link

1. Open the space and select Share.
2. Under Share with a link, select Create link.
3. In Create a new link, add the approved company or client name.
4. Under Manage file access, optionally enable Add password protection or Require visitors to sign an NDA or other agreement.
5. Under Add extra security settings, decide whether to enable Allow downloads and Set an expiration date.
6. Under Customize link, optionally enable Set welcome message for visitors or Set welcome display name.
7. Select Create link.
8. In Share links for SPACE, confirm its Type, Visible state, and URL before copying it.
9. Send the URL only through the approved channel to the intended recipient.

Use Share with a group when Data rooms should manage an invited audience and Share with teammates when another organization member should help operate the space. Group links add Auto approve and Verify email addresses controls that do not apply to an individual direct link.

Share-link success check

Data rooms reports Created the share link. The link appears in the space’s share list, and the space-level status says it is active before a recipient test begins. A dedicated recipient persona must still verify the external authentication and content result.

The screenshot below shows the approved My spaces starting surface, visibility state, and native Share control. It does not show or expose a created link.

Create a file request

1. Open Content, select the destination folder, then select Request files.
2. Enter Account name (not visible to visitors).
3. Enter Request title (Visible to viewers).
4. Optionally enter Message (Optional, visible to viewers).
5. Under Folder for uploaded files, confirm or change the destination.
6. Optionally enable Expires and choose the date.
7. Enable Require authentication via login when the recipient must sign in.
8. Select Create file request.
9. Copy the generated request link and send it through the approved channel.

Choosing a Team folders destination makes received content available to teammates. A Personal folders destination keeps it available only to the creator in the content library.

File-request success check

The request appears under File requests with the intended title and destination. The generated link opens the correct request boundary; do not upload a test file with a real counterparty identity unless that mutation has been approved.

Troubleshooting

If Create link or collaborator controls are unavailable, confirm Full-access or ownership. If a space cannot be made visible, create at least one share link first. If Create file request is disabled, provide the account name, request title, and destination folder.

Use Troubleshoot Data rooms for upload, visibility, and expired-link recovery.

Related pages

• Organize Data room content
• Data room permissions and states
• Troubleshoot Data rooms