Articles on: Rooms

Understanding Data Room Access Levels

Access levels are essential for controlling who can view and interact with documents in your DealRoom data room. By assigning specific permissions to each user group, you can ensure that sensitive information is accessible only to the right people.

The four main access levels you can assign to groups are:

Access Levels Explained

View | Users can only view files, which display with a watermark. This level is ideal for groups that need to review documents but don't need to download or print them.

Download (Watermarked PDF) | Users can view, download as a PDF, and print watermarked files. This is useful for groups that need to store or share copies for reference while maintaining protection with the watermark.

Download (Original File) | Users can view, download, and print original, unwatermarked files. This access is typically reserved for key stakeholders or team members who need clean, final versions of documents.

Edit (Full Access) | Users have complete control over files and folders. They can upload, move, overwrite, delete, edit the index, and rename content. This level is usually limited to administrators and trusted team members who actively manage the data room.

Adjusting Your Watermark – easily customize your document watermark settings to control its appearance and visibility. For a step-by-step guide, see our article on What is the difference between static and dynamic watermarking?

How to Set Access Levels

As an admin, you can set permissions for individual users or entire groups.

Navigate to the Permissions tab in your project room.
Select the group you want to manage from the list on the left (e.g., External Legal, Finance).
Under the Data Room tab, check the box next to the access level you want to grant.

When you see an orange box above the parent conditions, it means that permissions for documents in the group vary and are not uniform.

Note on new folders and files: New folders and files can either inherit access from the parent folder, applying the same permissions as the folder above, or deny access completely, blocking the group from viewing any new folders or files added.

Need More Help?

If you have questions about access levels or need assistance with your data room, don't hesitate to contact our support team. We're here to help you get the most out of DealRoom.

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Updated on: 23/09/2025

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