Sharing Documents with Individual Clients

Modified on Mon, 29 Jun at 8:52 PM

The VDR (Virtual Data Room) lets you control precisely which clients can access documents within an opportunity. Using custom folders and root-level file uploads, you can release content to individual clients or groups of investor accounts — and optionally require them to sign a document, such as an NDA, before access is granted.

The Documents Tab

Open an opportunity and click the Documents tab. The document library is divided into folders. Some are system folders created automatically by the platform; others are custom folders created by your team.

System Folders vs Custom Folders

The ⋯ menu on the right of any folder row shows what actions are available, and this is where system and custom folders differ.

System folders offer only Download As Zip and Move to Folder. Their visibility is fixed by the platform and cannot be changed.

The ⋯ menu on a system folder — no Manage Visibility option — System folders do not include a Manage Visibility option. The ⓘ tooltip on the folder name describes the fixed access rule.

Custom folders include Manage Visibility in their ⋯ menu, giving you full control over which clients can see the folder and everything inside it. All documents placed inside a custom folder will be visible to exactly the clients defined in that folder's visibility settings.

The ⋯ menu on a custom folder — Manage Visibility is available — Custom folders include **Manage Visibility**. Use this to release the folder's contents to a specific individual or group of investor accounts.

Adding a Custom Folder

Click Add Folder in the top-right of the Documents tab.
Enter a name in the Folder Name field.
Click Add Folder to confirm.

The Add a new folder dialog — The new folder appears in the list immediately without an ⓘ icon, confirming it is a custom folder with configurable visibility.

Uploading Documents

Click Upload Documents in the top-right corner and select the files you want to add. Files are virus-scanned automatically on upload.

The document list after a file has been uploaded to the root — A file uploaded to the root of the VDR appears in the document list alongside folders and has its own Manage Visibility controls.

Where you upload a file determines how its visibility works:

Root level — the file sits directly in the VDR, not inside any folder. It has its own Manage Visibility controls and can be released to individual clients or groups independently.
Inside a custom folder — the file inherits the folder's visibility settings. All clients granted access to the folder can see every document inside it. Files within a folder cannot have their visibility managed individually.

Note: Private folders and their contents are visible to all internal users who have access to the Manage Opportunity view. Visibility settings apply to client-facing access only.

Managing Visibility

The Manage Visibility panel works the same way for both custom folders and root-level files. To open it, click the ⋯ menu on the folder or file row and select Manage Visibility.

The panel shows the current visibility setting. When set to Private, only clients you explicitly select can see the content.

Step 1 — Select clients

Click the Share With tab. Search for or scroll to the clients you want to grant access to and select their checkboxes, then click Set up Visibility.

The Share With tab with multiple clients selected — Select one or more clients from the list. You can search by name or scroll. Click **Set up Visibility** when your selection is complete.

Step 2 — Set conditional visibility (optional)

Before confirming, you are presented with a Setting conditional visibility screen. This lets you upload a document — such as an NDA — that the selected clients must sign before they are granted access to the content. Upload the document to the drop zone, or click Skip Conditions to grant access without any prerequisite.

The conditional visibility screen with a file upload area and Skip Conditions button — Uploading a document here makes signing it a prerequisite for access. If no document is uploaded and you click **Skip Conditions**, clients are granted unconditional access immediately.

Step 3 — Confirm

A summary screen lists the clients who will be granted access. Review and click Confirm to apply.

The confirmation screen listing clients to be granted access — Click **Confirm** to finalise, or **Cancel** to go back.

Once confirmed, the Current Access tab updates to show each client with a Granted status. To revoke all access at any time, click Remove Visibility at the bottom of the panel.

The Current Access tab showing clients with Granted status — The Current Access tab shows who currently has access. **Remove Visibility** revokes all client access in a single action.

Tip: The same Manage Visibility panel applies whether you're working with a custom folder or a root-level file — open the ⋯ menu on either and follow the same steps.