Access overview

See who is a member of the data room and which files and folders each member can access. View the specific access they have (known as effective access) based on group permissions and item-level overrides. You can't grant, remove, or change access from this view.

 

Note

  • Access overview is only available to Data Room Managers of the selected data room.

  • Effective access is the actual permission a person has after all relevant permissions, overrides, inheritance, and other access rules have been applied.

View access by member

  1. In your data room, select Access overview in the navigation bar.

    A dashboard is displayed.

  2. Go to the Members tab.

    The list of members opens. The total number of members and group types for the data room is displayed at the top.

  3. Select the member you want to review.

    Their level of permissions and access is displayed.

    • Permission Their group permission in the data room.

    • Folders The list of folders the member has access to and the type of access. This is where you will see the item level overides.

  4. Select the more options icon > Permissions to view the breakdown of permissions for each file.

View access by file or folder

  1. In your data room, select Access overview in the navigation bar.

    A dashboard is displayed.

  2. Go to the Files & folders tab.

    The list of files open. The total number of folders in the data room is displayed at the top.

  3. Select a folder or file.

The members who have access, and the type of access they have is displayed.

Note

When you select a file with active shared links, indicated by the link icon , the view lists each recipient, their permission level, and the share date.

Export an access report

  1. Go to Export access report.

    A side panel opens.

  2. Select your preferred format, Excel or CSV.

  3. Select Export report.

    The report is saved in the data room in a folder named _ Data Room Management and includes member and folder details, override indicators, and shared-link information.

Note

  • Do not rename or move this folder, all future reports generated in Diligent Data Room are saved here.

  • The access report shows current access only. It does not show access history, including who granted access or when access changed.