Step 1: Access the Rooms Menu

Navigate to the Rooms section in the platform menu.

Click Add New Room to open the new room creation window.

Step 2: Enter Basic Room Details

Fill in the essential details to define the room:

• Name: Enter the name of the room users will see
• Contact Name: Specify the name of the primary contact for this room.
• Contact Email: Provide the contact person's email address.
• Logo: Upload the logo associated room - This may be your company or a client's logo.
• Template option: We have several preconfigured templates, or you could create one during the pre-room configuration. See guide
  https://guide.coollife.io/home/category/guide/section/1502/article/480
• Save

 

 

Step 3: Configure Room Features

Customize the room settings to control file visibility and user access:

• Show All/Empty Folders:

  • Default: Off (Users only see folders containing files they can access).
  • Turn on if users need to upload files into empty folders.

• Download Folder:

  • Determines if users can download an entire folder when they can download files.

• Room Updates:

  • Schedule email notifications for users about new or updated files.
  • Options: Daily or Weekly.

 

Step 4: Adjust Document Viewer Permissions

Control how users interact with documents inside the room:

• Download: Allow or restrict the ability to download files.
• Print: Allow or restrict the ability to print documents.
• Text Selection: Enable or disable text selection for copying and pasting.
• Watermark: Show or hide watermarks on files for added security.
• Show Thumbnails: Display or hide page thumbnails in the document viewer.

 

Step 5: Customize the Disclaimer (Optional)

• Enter a custom disclaimer that users must acknowledge before accessing the data room.
• The suggestion is to use a custom invitation if you use a disclaimer. If a user fails to accept the disclaimer, they will be unable to use the files.

 

 

Step 6: Add Room Instructions (Optional)

• Provide custom instructions that users will see upon entering the room.
• Default message: A welcome to the data room notification.

 

Step 7: Customize the Login Email (Optional)

• The system email provides all necessary information for your User to set credentials by default.
• Modify the login email template sent to invited users. (This will replace the generic message by not overriding necessary links for the user.
• Include relevant login details and any additional instructions.

 

 

Final Step: Save and Review

After configuring all settings, save the room and review its details to ensure it aligns with your security and access needs.

This structured setup ensures a seamless user experience while controlling document security and access permissions.

You may edit any option from the Rooms tab or while in your "Document" tab. There is a link at the top left for "Edit Room."

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