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Template. You can change anything about this app by describing it in its build chat. See App templates.
Share files with exactly the clients or companies who should see them. Each client sees only what’s been shared with them, you can set access to expire or revoke it at any time, and every upload, share, view, and download is recorded with who did it and when. Category: Knowledge base · Used by: your team and your clients · Works with: CRM

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Features

  • Files shared one by one with a client, a whole company, or any mix of both
  • Optional access expiry on each share, and a message for the recipient
  • Revoke access instantly. The file disappears from the client’s portal and its history is kept
  • Reshare a revoked or expired file in one click
  • Folders to organize files, such as Financials, Legal, or Cap Table
  • Versions: replace a file and everyone sees the new version, with earlier versions kept on the file
  • A Recent activity log of every upload, share, reshare, revoke, archive, replacement, move, view, and download
  • Share statuses: Active, Expiring soon, Expired, Revoked, and Archived
  • Upload access, so chosen clients or companies can send files into the data room
  • Shares and activity for each client and company on their CRM page

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How to use it

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For your team

  1. Open the app and click Share files.
  2. Under Recipients, search for and pick one or more clients or companies. Sharing with a company lets everyone at that company see the file.
  3. Under Files, click Upload files, or Upload folder to keep a folder’s structure as folders. Each file can be up to 100 MB.
  4. Give each file a Title, and optionally a description with context for your team.
  5. Optionally set Access expires (optional) and add a Message (optional) for the recipient.
  6. Click Share file. Recipients are notified right away.
The Shares tab lists every share with its recipient, file, status, who shared it, and when. Counts at the top show Active shares and Revoked shares. Search file titles, and use Filters to narrow by recipient, status, or Shared date. A share is marked Expiring soon when its access ends within seven days.
  1. Select one or more shares in the Shares tab, or open a file to see its recipients.
  2. Click Revoke access, then confirm with Revoke access. The recipient loses access immediately, and the share history is kept.
  3. To give access back to a revoked or expired share, click Reshare. The recipient is notified again.
Open a file to see its details, versions, recipients, and Activity.
  • Click Replace file to upload a new version. The new version is the one everyone views and downloads, and earlier versions stay listed under Version.
  • Pick a Folder to move the file. You can also select shares in the Shares tab and move their files to a folder in bulk.
  • Choose Archive file to hide it from clients in their portal. Shares and activity are kept, and you can choose Unarchive file at any time. Archived files can’t be reshared until they’re unarchived.
The Recent activity tab shows every upload, share, reshare, revoke, archive, replacement, move, view, and download, with who did it and when. Each file and each client’s CRM page has its own activity list.
Click Folders in the app’s actions menu to add, rename, reorder, or delete folders. Deleting a folder doesn’t delete its files. They move to No folder, and their shares aren’t affected.
  1. Choose Upload access from the app’s actions menu.
  2. Pick a client or a company, and choose the folder their uploads land in, or name a new one.
  3. Click Grant.
Uploads are visible to your team and to the client or company who uploaded them only. Remove someone’s upload access from the same page.

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For your clients

Clients see their Shared files, grouped into files Shared with you and files shared with their company, and organized by folder. They can search, read the message you added, and click Preview or Download on any file.
If you’ve given them upload access, clients see Upload files. Their files go to the folder you chose and are shared back with them only.
Clients only see files shared with them or with the company they’re currently viewing. Revoked and expired shares and archived files never appear in their portal. Team members with limited client access only see shares and activity for the clients and companies they can access.

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Notifications

  • When you share or reshare a file, the client, or every client at the shared company, gets an email and an in-product notification.
  • When a client uploads a file, team members who can access that client are notified in-product and by email. This is on by default.
  • When a client views or downloads a file, team members who can access that client can get an in-product notification. This is off by default, and each team member can turn it on in their notification preferences.
To change who’s notified or what the messages say, see Configuring notifications.

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Set it up

1

Add the template

Click Add App in the Dashboard sidebar. Find Data room under Start from a template, or scroll down to Browse all apps and pick the Knowledge base filter.
2

Try it as your team

The app lands in your sidebar as a draft. Create a folder, then share a test file with your test client.
3

Check the client side

In the builder’s Client view, pick your test client, then preview and download the file. Back on your team’s side, check that the view and download show up under Recent activity.
4

Publish it

Publish the app with visibility set to Hidden from all people, or on plans with custom visibility, limited to your test client. Sign in as your test client to try it in the real client experience, then make it visible to the clients who should use it. See Launching apps.

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Change it with the app builder

This app is a template, so you can change anything about it by describing what you want.
1

Open the build chat

Open Data room from your Dashboard sidebar, click its name at the top, then click Switch to builder.
2

Describe the change

Write what you want the way you’d ask a teammate. Say who it’s for and where it shows up, such as your team’s shares list or the client’s file list.
3

Check the preview

The app builder makes the change and updates the preview. Switch between Team view and Client view to check both sides, and pick a client to see it as them.
4

Publish

Click Publish when you’re happy. Until you do, your clients keep seeing the last published version.
Changes people often make to this template:
  • “Add a watermark with the client’s name and the date to file previews”
  • “Email the client three days before their access to a file expires”
  • “Mark a share as Expiring soon 14 days before it ends instead of seven”
  • “Let clients download a whole folder at once”
  • “Ask clients to accept an NDA before they can open any file”
  • “Email me when a client downloads a file, not just an in-product notification”
See Iterating on apps for how to describe changes well and how to go back to an earlier version. To rename the app, or change who can see it and how it notifies people, click its name at the top and choose Rename app or Manage app.

Helpdesk

Branded guides and resources for clients

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View this template on assembly.com