By default, employees cannot log into data room software. If you want employees to be able to work in the system, they must be granted access. In this article, we will provide a guide on how to do it.
Virtual data room for efficient document management
Virtual data room is a solution for small and medium-sized businesses that allows, quickly and without the cost of IT infrastructure and implementation, to organize and launch an electronic archive of documents in a company.
The capabilities of the data room document management system include the input, accounting, and storage of incoming and outgoing documents, collective work on documents, their coordination, approval, and execution – the systems traditionally have the functionality of setting tasks for employees based on processed documents.
The main task of the data room is the organization of a full cycle of work with company documentation in electronic form. To do this, the system can record documents, set tasks, set up business processes to fulfill the regulations for working with documentation that is specific to a particular company.
Development or familiarization with documents, execution, and control of results, transfer of documents to the archive, and their extraction from the archive – all this in a particular organization is carried out according to an established scenario that is unique for this company. The document management program allows you to configure yourself so that documents automatically move according to this scenario, which is called a business process. This is helped by standard processes built into the system, as well as a graphical business process designer that allows you to customize scenarios for working with documents without the involvement of programming tools.
Access control function in the data room: how does it work?
For organizing secure deal workflow, a data room uses strong security settings like encryption, digital watermarking, two-factor authentication, and access data control. Let`s analyze the last one.
Virtual data room (VDR) provides flexible and diverse access control mechanisms in the electronic archive, both at the level of discretionary and mandatory security. Access to documents or folders can be granted to different users, groups, and roles. Of particular note is the so-called role-based security, in which access to electronic archive documents can be determined depending on their content. An electronic archive can contain both external and internal documents, so it needs a reliable protection system at various levels of management.
According to https://datarooms.fr/ data room has a wide range of access rights settings. This is implemented using so-called “data room roles”. Each role has its own list of entities and rights to them. And for each entity, you can set access rights for any action, for example, reading or editing. It is even possible to adjust access rights for each stage of the VDR Deal or lead. Created data room roles can be linked to users, user groups, employees, and departments.
There are the main data room roles:
- Administrator – he gets unlimited access to counterparty cards, deals.
- Manager
- User.
Access rights in VDR can be set by portal administrators. You can do this in the section “System settings” → “VDR” → “General settings” → “Users and roles”.
In the main settings of the VDR module, you can additionally block access for employees to view other people’s transactions. In this case, they will see only their deals and deals that are not assigned to anyone.
In the counterparty card, which is assigned to another manager, employees cannot change the personal data of the person in charge. They also do not see invoices issued for clients, created deals, projects, tasks, etc., if he does not have access to this.