How to Create a new Security Group

REQUIREMENT: To be able to create a new security group, the user creating the security groups must have the correct permissions set and be able to enter the Data Room Administration tab. If you have issues following the steps below because a link or section is missing, please contact your Data Room Administrator for help.

1. Enter the Data Room you wish to create the new Security Group in
   
2. Select the Data Room Administration tab
   
3. Go to Group Management under the section Users and Groups.
   

4. Click the link Add Group. The pop up within the application labeled Add Group will appear. From the options drop down menu, switch from “Copy from existing group” to “Create new group.” Your screen should look like the image below.
   

1. In the pop-up window, labeled “Add Group” are a few options. These options are listed below and what to do with them.
   

1. Name: Enter a name for the group.
   
2. Description: Enter a description for the group if required.
   
3. Make group visible to all members regardless of their permissions: This is a check box. Check it if the group should also be visible to members of user groups that do not have the same permissions. 
   
4. Options: Select Create new group from the drop-down list
   
5. Add view permissions for the Documents, Tasks and Discussions folders: Ensure that this option remains activated so that group members can see the root folders of the Data Room and the Data Room itself.
   

2. Click the Next button
   

3. Still in the pop-up window, labeled “Add Group,” you will be directed to add members to the group. This doesn’t have to happen now and if the people are not already part of the Data Room you will have to invite them in first. The recommendation is to add members to the group after the permissions are all set up. These options are listed below and what to do with them if you wish to add members now.
   

1. If typing the members email/name in - Enter at least two consecutive characters contained in the name or email address. In the selection list that appears, click on the relevant user or group.
   
2. Alternatively, click the list icon next to the text box for Add Member and check the boxes next to relevant users or user groups in the Browse & Select dialog. Click OK.
   

4. Click the Next button
   

5. Still in the pop-up window, labeled “Add Group,” you will be able to set the check boxes for the View/Access permissions
   

1. Access Data Room: Allows a user group to access to the Data Room(not the items or files structure in the Data Room). All user groups must have this permission, otherwise they cannot see or enter the Data Room. 
   
2. See all Users in Own Groups: Allows a user group to see all users of their own group.
   
3. See all Data Room Users: Allows a user group to see all users of the Data Room.
   
4. See History: Allows a user group to see the History for a Data Room item. Groups that must track the changes made to an item should have this permission. If one user is not permitted to see another user, they are not shown the other user's name in the history. They can only see the actions that were performed. Clicking on an action in the History Details opens a dialog box with further details on the action preformed.
   
5. See Permissions: Allows a user group to see the Permissions for the items in the Data Room. User groups cannot change permissions without this permission, even if they have Change Permission permission.
   

6. Click the Next button
   

7. Still in the pop-up window, labeled “Add Group,” you will be able to set the check boxes for the Change permissions
   

1. Invite Users to own Groups: Allows a user group to invite new users to their own group. The new user gains that groups permissions on top of any permissions they already have. You should assign this permission if you would like groups and project teams, for example, to be expandable without any action required on the part of the Data Room Manager/Administrator.
   
2. Invite Users to All Groups: Allows a user group to invite new users or users already logged in to the Data Room to all groups, except DR_ADMINS.
   

Warning: Be very careful when assigning this permission, as it can be used to invite people to the Data Room without the inviting user fully realizing what the new invited user can see and possibly edit.

3. Add Server-side Annotation: Allows a user group to add comments and markups to Brainmark versions of documents. These annotations are stored on the server. This permission is necessary to use the features for shared or private reviews.
   

8. On the same page, you will be able to set the check boxes for the Manage permissions
   

1. Access Data Room Administration: Allows a group access to the Data Room Administration. All administrator functions are accessible, apart from group and permission management.
   
2. See Destroyed item History: Allows a user group to show the history of items that have been deleted and removed from the recycle bin.
   
3. Destroy Data Room: Allows a user group to destroy the Data Room permanently.
   
4. Change Permissions: Allows a group to change Data Room permissions. You also need this permission to define, edit or delete security categories.
   
5. Delete Items permanently from Recycle Bin: Allows a user group to delete items in a Data Room permanently so that they cannot be restored.
   

Warning: These permissions should always only be assigned to the DR_ADMINS group. This should include the Data Room Manager.

6. See Data Room Reports: In order to prevent unauthorized users from viewing the content of Data Room reports, it may be necessary to disable this permission in certain circumstances.
   

9. Click the Next button
   

10. Security Categories: Here you can choose whether to activate Block the Download Brainmark permission or Block the Download Original permission for each security category already created for the Data Room.
    
11. Click the Done button
    

Looking for links within our online help guide?

Create User Groups

Add Users or Subgroup to a Group

Remove Users or Subgroups from a Group

Change General Data Room Permissions