📋 SecuRooms: Create data rooms, upload files, and assign access rights

Use SecuRooms to easily and securely store, share, and collaborate on files from anywhere. SecuRooms is a browser-based application; installing a client or app is not necessary.

Create a data room

To create a data room, first navigate to "SecuRooms", then to "Create data room".

Name your data room accordingly and click on "Create".

Create folders and upload files

Create a new folder, upload files, or drag and drop them into the data room.

Existing folder structures can also be uploaded into the data room.

You can view the progress of the upload by clicking on the cloud icon in the top right corner. Here you will also be notified if an upload fails.

Additionally, newly uploaded documents in a data room are marked with a green dot.

Preview function

You do not need to download a document to view it. 

Click on the document name or the three dots and then "View file" to open the document directly in your browser.

Important: Files can only be viewed via the browser preview function if the data room is not end-to-end encrypted.

Currently, you can view the following file types in the browser:

doc, docx, fdf, jpg, jpeg, pdf, png, ppt, pptx, xls, xlsx

Share a SecuRoom or subfolder

To share your data rooms and subfolders with other people, click on "Invite". The dialog is titled "Invite to" followed by the name of the data room or folder you are sharing.

Enter the email address or username of the person and press Enter. Then select the role to be assigned to them for the data room or subfolder under "Access role". Each role in the dropdown comes with a short description of what it allows.

You can share a data room or subfolder with multiple people at once. The only requirement is that all persons receive the same role for the data room/subfolder.

This now also applies to end-to-end encrypted data rooms: individual subfolders can be shared with their own access rights as well, just like in non-encrypted data rooms.

The icon next to the address tells you the state of the entry:

• Registered user – the person already has an account and gets access immediately.
• Not yet registered – the person receives an invitation to sign up.
• Invalid email address – the entry is highlighted in red. Correct the address before you share.

If your organisation has disabled self-registration, inviting an unknown address shows the message "Self-registration disabled – Only existing users can be invited to this data room."

Access roles

Viewer without download

• View files in the preview

Viewer

• View files in the preview
• Download files

Editor

• All viewer rights
• Upload files
• Delete files
• Move files
• Create folders
• Delete folders

Owner

• All editor rights
• Delete data rooms
• Change access roles for people at the data room and folder level
• Remove people from the data room

When sharing, please note access inheritance, i.e., if you assign a user the "Viewer" role for the "FTAPI Onboarding" data room, they will also receive that right for all subfolders and files within that data room.

Manage access

The "Manage access" dialog shows who can access the data room or folder. You open it with the "Manage access" button in the invite dialog. Alongside individual people, it can also list entire user groups.

• Invited groups appear as their own rows at the top of the list, above the individually invited people.
• Expand a group row to see the members of that group.
• Use the "User / Group" column to sort the list. Groups stay at the top and are sorted within their own section.
• The "Access" column shows whether access was granted directly or inherited, the "Role" column the corresponding access role.
• Search matches both group names and the names of individual members.

Only administrators can invite groups to a data room. As the owner of a data room you can see invited groups and their members, change a group's role and revoke a group's access. Adding a new group requires the System Administration role.

On a phone

On small screens the access overview shows the same information as a list. Groups appear above the individual people here too, and you can tap a group to reveal its members.

Leaving a data room

If you have access to a data room because you are a member of an invited group, the "Leave data room" action is not shown. Access is controlled through your group membership. Contact your administrator if you want to be removed from the data room.

Once you are no longer in any group that has access to this data room, "Leave data room" becomes available again.

Manage documents and folders

You can perform various actions using the three dots behind every document and folder.

The same applies to the data room. Click on the three dots in the menu bar here as well to perform one of the actions.

Search function in SecuRooms

You will find the global search bar in the upper area of SecuRooms. 

Enter the name of a document, folder, or data room here, and the search bar will scan all data rooms you have access to.

In the results list, you have the option to either preview the document or click "Go to content" to navigate to the corresponding SecuRoom and subfolder.

Related articles

❓ SecuRooms: Overview of access roles and permissions

📋 SecuRooms: Special features of the sharing process for E2E-encrypted data rooms

📋 SecuRooms: Invite and manage user groups in data rooms