Question 1

How do I setup and use the Outlook plugin?

Accepted Answer

Installing the Microsoft Outlook plug-in

The DealRoom Add-In for Outlook helps you move conversations along by bringing context from an email

To Download the plugin, follow these steps:

In Outlook, click Home > Get Add-ins on the ribbon.

On the Add-Ins for Outlook page, browse for the add-in “DealRoom” by typing it into the Search box.

Click the Add button to begin the installation of the plug-in into Outlook.

How the DealRoom Add-In works:

Open any email and click on the DealRoom icon on the right-hand side of your inbox.
Choose a deal and contacts you’d like to associate the email with.
Email attachments will be brought over with the email and accessible in DealRoom

This is what the email will look like in DealRoom on the deal card

When this add-in is used, it can send data over the Internet. This add-in can read or modify the contents of any item in your mailbox, and

Question 2

How do I set permissions?

Accepted Answer

Admins have the ability to set permissions for other users in the room. Admins have access to everything in the room.

Permissions are set per group and all members in the same group will have the same permissions. Members can only be in one group per room. If a member has different permissions than all other members in the room, they should be apart of their own group.

To set permissions for users, you must first create a group for them. Go to the Permissions tab and on the left next to Groups, click the + sign to create a new Group.

Once the group is created it will show up on the left hand side. Select this group to set it's permissions. Then, use the File Permissions, Request Permissions and Other Permissions to set what this group is able to see and access inside the room.

File Permissions will allow this group to access folders and files in the Data Room. There are four levels of access: View (allows viewing with a watermark), Download (allows downloading with a watermark), Download Original (allows downloading without a watermark in native format) and Edit (allows for uploading documents). Click the corresponding icon on the right for the level of access you would like to give this group to each folder and/or file. Hit Save when finished.

Question 3

How do I delete or close a room?

Accepted Answer

You have to be an Administrator role in order to delete or close a room.

Go to Settings (gear icon)
Scroll down until you see the options to Close Room or Delete Room.

|| Close Room restricts access from all users but the data is still active. A pipeline admin can reopen this room from the pipeline view at any time.

|| **Delete Room **will permanently delete all the data in the room, and access is no long available. The deal card will still remain in the pipeline.

Question 4

How do I track if a user downloaded or viewed a document?

Accepted Answer

One can track views, downloads, edits, and etc. if they have the permission or privilege to see the Reports tab in a Room.

Reports Tab

Once inside Reports, click on Audit Log.

One can filter the Activities through this dropdown:

The user also has the option to export it to an Excel file:

The file export follows the filter set by the user

Question 5

How do I set due dates and assign users to requests?

Accepted Answer

If a request already exists:

Click on the request you want to assign a user to.
Once opened, look to the right side and look for "Assignees".
Click the plus icon to open the modal.
Once the modal shows up, you will see the list of people you can assign into the request. (If you do not see the person you wish to assign the request to, that means you do not have the user privilege for your account to do so. Please ask your administrator or send us a message if you believe this should not be the case.)

Assigning a single user

5.1 In the search bar, type the name of the assignee. Click on the name once found. 5.2 Scroll down the list of names until you find the assignee and click on their name.

Assigning multiple users

5.3 Repeat 5.1 or 5.2 until the names of the assignees have a check mark next to them.

Click save.
The modal should close and you should see the assginee's name under the Assignee tab.

Question 6

How do I upload documents? Can I upload them to a request right away?

Accepted Answer

There are two ways to upload documents to DealRoom. You can upload directly to a Request and choose the folder it will be placed in in the Data Room tab, or you can upload directly to the Data Room tab and link to a request at a later time

Uploading to a Request

Click on an existing request.
Inside the request, look for the upload text.

You can either drag the file into the dropoff box or click on upload file.

Once you've uploaded your document, you can see them attached to your request right away along with the index number of where this file is physically located in the Data Room

Uploading to the Data Room

Click the upload button or drag and drop the files or folders you can to upload to the main window on the screen

The system will ask you to confirm the folder you want to upload this document to and if you would like to attach it to an existing request from the Requests tab at this time as well

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