How to set Folder or Item Permissions

1. Select Folders tab
   

2. To set permissions for a folder, select the folder. On the right hand side there is an Organize drop-down list. Select the Permissions options.
   

3. To set permissions for an item, click the item so that the item is highlighted. Then on the right hand side of the document select the Details link to bring up the Details view for the document. In the Organize drop-down menu select the Permissions option.
   

4. A popup titled Data Room Member Permissions will appear in the application. 
   

5. Hit the Change Permissions button.
   

6. A popup titled Change Permissions will appear in the application. If the group you wish to edit is already in the list, skip to step 12. 
   
7. If the group you wish to edit is not on the list, select the Add a Group icon. This icon is to the right of the text box and looks like to people icons stacked on top of each other with a plus button. 
   

8. The next popup to appear in the application is the Add Members and Groups. Type in the group you wish to set permissions for or you can select the Browse & Select icon next to the text box. It is a person icon with a plus button.
   

9. The next pop up is titled Browse & Select. It is a list of security group names and members of the Data Room will be present. Scroll through the list and check the boxes of the group(s) you wish to set the security permissions for the item/folder. 
   
10. Click the Ok button.
    

11. Confirm that the group(s) appears on the Add Members and Groups popup then click the Apply button
    
12. In the Change Permissions pop up you should now see the group(s) you wish to set permissions for. You must select/highlight the group you wish to set permissions for or you could be editing other groups permissions by accident.
    

1. Apply to Existing subitems – This option only appears on folders, not items. Not recommended to use
   
2. Check boxes next to permissions:
   

1. View Item - This allows a user group to see the item. Without this permission the user knows nothing about the existence of the item. View is not the same as download. A user can see that there is an item in the Data Room but cannot open, look at or read the contents of the item. Download Brainmark or Original Document will give the user access.
   
2. Download Brainmark Document - This allows a user group to download Brainmark versions, i.e. the protected version of the document or a document collection. It is up to the Data Room Administrator to decide exactly how these Brainmark versions are protected.
   
3. Download Original Document - Allows a user group to download the original document, e.g. a Word file, or the document's print version, i.e. a PDF version, without Brainmark.
   
4. Create Subitem - Allows a user group the ability to create a subitem of the item. Users need this permission to store documents in a folder, create communication items, a link to a folder, or save a search.
   
5. Answer Questions - Allows a group to act as a Q&A expert. It is best to create an Expert user group that is the only one to have this permission.
   
6. Modify Item - Allows a user group to modify the item's properties and content. Users with this permission can see voting results, regardless of whether the vote is public or secret.
   
7. Manage Versioning - Allows a user group to use the versioning of documents and to therefore freeze and create new versions.
   
8. Delete Item - Allows a user group to throw the item into the recycle bin.
   
9. Change Permissions - This allows a user group to modify the permissions of other users and their own permissions for the item.
   

13. Ok Button > Close Button
    

Looking for links within our online help guide?

Change Permissions for an Item

Item-Related Permissions

Create a New Folder

File Types for Brainmark Conversion

Contact Support