Understanding the Permission Matrix in DealRoom

DealRoom's permission matrix provides a powerful and intuitive way to manage access to requests and your data room across different user groups. This article will guide you through the key features and functionalities of the permission matrix, enabling you to effectively control access and maintain data security.

Accessing the Permission Matrix

Navigate to the Permissions tab within your DealRoom project.

On the left sidebar, select All groups.

All groups: This interface allows you to view and modify permissions for all groups simultaneously in a matrix format.

Choose either the Requests or Data Room tab.

Requests Permission Matrix

The Requests permission matrix displays a list of worklists (tasks, requests, or items) and the access granted to each user group.

Key Features:

Search Functionality: Use the search bar to find specific worklists.



New Worklist Creation: The "New worklist +" button allows for creating new worklists.



Worklist Hierarchy: The matrix allows for managing permissions at both parent and sub-item levels.



Access Control: Checkboxes within the grid indicate whether a specific permission group has access to a particular worklist.



Parent Item Checkboxes: A checked box for a parent worklist item grants access to all sub-items.



Minus Sign (-): A minus sign indicates that a group has access to some, but not all, sub-items.

How to Modify Request Access:

Locate the Worklist: Use the search bar if needed to find the specific worklist.



Identify the Group: Find the column header corresponding to the user group you want to modify permissions for.



Grant/Revoke Access:

Full Access: Click the checkbox at the parent level to grant the group access to the entire worklist.



Partial Access: Expand the worklist to reveal sub-items. Click the checkboxes next to individual sub-items to grant access to specific items.



Save Changes: Click the "Save changes" button in the upper right corner.

Data Room Permission Matrix

The Data Room permission matrix displays a list of folders, subfolders and files in your Data Room, along with the access levels granted to each user group.

Key Features:

Show/Hide Access Levels: Simplify or expand the view by toggling "Show access levels" to display or hide the detailed access level options.



Folder Hierarchy: The matrix reflects the folder structure, allowing you to manage permissions at both the parent folder, subfolder and file levels.



Search Functionality: Use the search bar to quickly find specific folders.



Access Levels: The matrix provides granular control with the following access levels:
View: Allows users to view files within the folder.
Download watermarked PDF: Allows users to download watermarked PDF versions of files.
Download original file: Allows users to download the original, unwatermarked files.
Edit (Full access): Allows users to move, upload, overwrite, delete, edit index, and rename files and folders.

Toggle Permissions: Click the icons corresponding to each access level to toggle them on or off for specific groups.



Conflict Indicators: If a subfolder has conflicting permissions compared to its parent, a conflict indicator will appear.

How to Modify Data Room Access:

Locate the File/Folder: Use the search bar if needed to find the specific file/folder.



Identify the Group: Find the column header corresponding to the user group you want to modify permissions for.



Set Access Levels: Click the icons (eye, download, pencil) to toggle the desired access levels on or off for the group. A blue icon indicates the permission is granted.



Manage Subfolders: If needed, expand the folder to reveal subfolders and set their access levels individually.

Save Changes: Click the "Save changes" button in the upper right corner.

Managing Permissions

Bulk Editing: When viewing "All groups," you can modify permissions for multiple groups simultaneously.
Granular Control: When viewing a specific group, you can focus on fine-tuning its permissions.
Saving Changes: Remember to click the "Save changes" button in the upper right corner to apply your modifications.

Benefits of the Permission Matrix

Bulk Permission Management: Streamlines mass editing across user groups.
Centralized Control: Offers a single point for managing all access permissions.
Strengthened Security: Enforces precise access control, safeguarding sensitive data.
Operational Efficiency: Simplifies and accelerates permission adjustments.
Collaborative Enablement: Fosters secure team collaboration through granular access.

Troubleshooting

Permission Conflicts: Use the conflict indicators (in Data Room) to identify and resolve permission conflicts.
Access Issues: If users are unable to access specific folders or worklists, verify their group permissions in the matrix.

The permission matrix is a vital tool for managing access and maintaining data security in DealRoom. By understanding its features and functionalities, you can ensure that your projects are organized and secure.

Updated on: 13/03/2025