V-Rooms™ Administrator Guide
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Last Revised – 10/12/2012
Administrator Guide
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Copyright © 2006-2012 Due Diligence Online, LLC All rights reserved.
Due Diligence Online, LLC
3501 Sycamore School Rd.
Suite 125-127
Fort Worth, TX 76133
E-Mail: support@v-rooms.com
Phone: 888-316-2048
Website: http://www.v-rooms.com
Customer Support
Phone Customer Support is available 24x7x365/366. Email to Customer Support is available 8am ET – 5pm
PT. For further details regarding your support arrangement, refer to your Service Level Agreement, or contact
our Client Care Team.
Trademarks
"V-Rooms™" and the V-Rooms™ logo are registered trademarks of Due Diligence Online, LLC. All other
trademarks used in this information are the properties of their respective owners.
“Windows 7”, “Windows 2007”, “Windows 2000”, “Windows XP”, “Windows Vista”, “Windows 2003” and
"Windows Internet Explorer" are registered trademarks of Microsoft Corporation.
“Safari” and “iPad” are registered trademarks of Apple Inc.
“Firefox” is a registered trademark of Mozilla Corporation.
Warranty
Due Diligence Online, LLC makes no warranties, express or implied. Every attempt has been made to ensure
that the information contained in this manual is correct as at the time it was written. This document might have
been updated since it was printed. For the most recent edition of the document, refer to the online help.
Due Diligence Online, LLC is not responsible for any errors or omissions.
Due Diligence Online, LLC is not liable for any special, consequential, or other damages for any reason.
Last Revised: 06/14/2012
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Table of Contents Customer Support .......................................................................................................................................... 2 Trademarks .................................................................................................................................................... 2 Warranty ......................................................................................................................................................... 2 Preface ............................................................................................................................................................... 5 System Requirements .................................................................................................................................... 5 Prerequisite Knowledge ................................................................................................................................. 5 Conventions ................................................................................................................................................... 6 Contacting Support ......................................................................................................................................... 6 Getting Started .................................................................................................................................................... 7 Accessing V-Rooms™ ................................................................................................................................. 7 Administrative Interface Navigation ................................................................................................................ 8 Key Points to Remember as You Get Started ................................................................................................ 8 Group Management .......................................................................................................................................... 11 Group Listing ................................................................................................................................................ 11 Maintaining Your Group ............................................................................................................................... 11 Creating a New V-Room™ ........................................................................................................................... 13 Room Management .......................................................................................................................................... 15 Room Listing ................................................................................................................................................ 15 Maintaining a V-Room™ .............................................................................................................................. 15 Deleting a V-Room™ ................................................................................................................................... 17 Creating a Room Report .............................................................................................................................. 17 Archiving a V-Room™ .................................................................................................................................. 17 Maintaining the Dynamic Confidential Watermark ....................................................................................... 18 Maintaining Projects ..................................................................................................................................... 18 Home Page Management ................................................................................................................................. 20 Home Page Summary .................................................................................................................................. 20 Edit Home Page Settings ............................................................................................................................. 21 Edit Announcements .................................................................................................................................... 21 Edit Calendar ................................................................................................................................................ 23 Edit Links ...................................................................................................................................................... 24 Edit General Info .......................................................................................................................................... 25 Personnel Listing .......................................................................................................................................... 25 Folder Management .......................................................................................................................................... 26 Folder Listing ................................................................................................................................................ 26 Creating a Folder .......................................................................................................................................... 26 Maintaining A Folder .................................................................................................................................... 28 Deleting Folders ........................................................................................................................................... 29 File Management .............................................................................................................................................. 30 File Listing .................................................................................................................................................... 30 Uploading a Single File or Creating a Link to an External File/Webpage ..................................................... 31 Batch Uploading Files .................................................................................................................................. 33 Maintaining or Replacing a Single File ......................................................................................................... 34 Moving Files 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Updating Files .............................................................................................................................................. 36 Deleting Files ................................................................................................................................................ 37 Using VOLT (V-Rooms™ Optimized Loading Tool) ..................................................................................... 38 Admin Search ................................................................................................................................................... 42 Admin Search File Listing ............................................................................................................................. 42 User Management ............................................................................................................................................ 43 User Listing .................................................................................................................................................. 43 Creating a Single New User ......................................................................................................................... 43 Batch Creating Users ................................................................................................................................... 47 Maintaining an Existing User ........................................................................................................................ 51 Batch Maintaining Users .............................................................................................................................. 53 Creating a User Export Report ..................................................................................................................... 54 Deleting Users .............................................................................................................................................. 55 Generating a Communication Report ........................................................................................................... 55 Permissions ...................................................................................................................................................... 57 Permission Listing ........................................................................................................................................ 57 Creating a Permission Policy ....................................................................................................................... 57 Maintain a Permission Policy ....................................................................................................................... 58 Delete a Permission Policy ........................................................................................................................... 58 Administrative Reports ...................................................................................................................................... 59 Files Clicked Report ..................................................................................................................................... 59 Weekly Automated Files Clicked Reports .................................................................................................... 60 File History Report ........................................................................................................................................ 60 Login History Report ..................................................................................................................................... 62 User Machine Report ................................................................................................................................... 63 User Interface ................................................................................................................................................... 64 Accessing V-Rooms™ ............................................................................................................................... 64 Switching Rooms .......................................................................................................................................... 65 User Navigation ............................................................................................................................................ 66 Home Tab ..................................................................................................................................................... 68 Documents Tab ............................................................................................................................................ 69 User with Document Upload Capabilities ..................................................................................................... 70 Search Tab ................................................................................................................................................... 71 User Reporting Tab ...................................................................................................................................... 72 My Account Information ................................................................................................................................ 73 Instant Email Notifications ............................................................................................................................ 75 Appendix ........................................................................................................................................................... 76 1. Sample Text for Acknowledgement Page ................................................................................................ 77 2. Using “Rules” to Route Email Alerts to a Separate Outlook Email Folder ................................................ 78 3. Suggested Document File-Naming Convention for Revisions/Modifications ........................................... 79 4. V-Room™ Archival Procedures ............................................................................................................... 80 5. Adding a V-Rooms™ Login Frame to Your Website ............................................................................ 81 6. V-Rooms™ Password Management Functionality and Strong Password Policies ................................. 82 V-Rooms ™ powered by Due Diligence Online, LLC
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Preface
Thank you for selecting V-Rooms™ as your solution provider.
This guide provides information on how to configure your V-Room™. It is intended for
V-Rooms™ Administrators.
In this chapter
System Requirements .................................................................................................. 5
Prerequisite Knowledge ............................................................................................... 5
Conventions ................................................................................................................. 6
Contacting Support ...................................................................................................... 6
System Requirements
Your PC should meet the following minimum system requirements to run V-Rooms™:
• Intel® Pentium® processor or equivalent (Intel® Pentium® III recommended)
• Microsoft® Windows XP® or Microsoft® Windows 7®.
• Microsoft Internet Explorer 8.0. or higher
IMPORTANT: Other Internet browsers (like Mozilla Firefox, Apple Safari and Google Chrome) and lower versions
of Microsoft Internet Explorer are not supported at this time, but have been successfully used by many of our
customers.
•
•
1,024x768 screen resolution or higher recommended
High-speed Internet connection (corporate network, DSL, or cable)
Prerequisite Knowledge
People who use V-Rooms™ should have knowledge in the following areas:
• Browsing for and attaching documents
• Internet Explorer and General Browser Navigation
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Conventions
This documentation uses the following font formatting conventions:
Bold
• Labels (such as File)
• Column headings in a table
• Sections in the Administrator Guide
• Menu and link references (such as GROUPS)
• Keywords and parameters in text
Italic
• Menu paths
• Citations (titles of books, diskettes, and CDs)
• Terms defined in text
• Variables and values that you must provide
Monospace
• Examples and code examples
• File names, programming keywords and other elements that are difficult to distinguish from
surrounding text
• Message text and prompts addressed to you
• Text that you must type
CAPITALS
• Menu and link references (such as GROUPS)
• Names of keys on the keyboard.
For example, SHIFT, CTRL or ALT, KEY+KEY
• Key combinations for which the user must press and hold down one key and then press another, for
example, CTRL+P or ALT+F4.
• Key and mouse combinations for which the user must press and hold down a key, then click the
mouse, for example SHIFT+click or CTRL+click.
Contacting Support
Below is the contact information for V-Rooms™.
Phone Phone Support is available 24x7x365/366. To reach phone support, call (888) 316-2048 (North America) or
(404) 348-4701 (International). If your call is answered by the automated attendant, follow the prompts to
leave a voice mail message. We will respond to your message promptly.
E-­‐mail Email to Customer Support is available 8am ET – 5pm PT at support@v-rooms.com. Use this address for
general inquiries and non-urgent matters.
Feedback We hope that you will contact us with your feedback. It helps us improve the product for you. Email your
comments to us at feedback@v-rooms.com.
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Getting Started
In this chapter
Accessing V-Rooms™ ................................................................................................ 7
Administrator Navigation .............................................................................................. 8
Key Points to Remember ............................................................................................. 8
Accessing V-Rooms ™
In order to access your V-Rooms™ navigate to the login page (URL) you have been provided or to our
standard login page at:
http://www.dataroomlogin.com
On your login page, enter the V-Rooms™ Administrator username and password that has been provided to
you.
Note: V-Rooms™ also offers the ability for you to add this V-Rooms™ login frame on your website. If you are
interested in making changes to your website to do this, see Appendix 5.
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Administrative Interface Navigation
Underneath the Navigational Tabs at the top, you will see the Administrator Sub-Menu.
Click on each sub menu link in order to gain access to the different areas of Virtual Room Administration. Drop
down the menu under the “Welcome” button to click on “Sign Out” to return to your Internet Browser and to
properly close the Virtual Room.
Key Points to Remember as You Get Started
System In-Activity Timeout
For security reason, if no movement (keystrokes, mouse movements, etc.) are made within your Virtual
Room within a 15 minute period, the program will “time out”, and you must “re-login” to your Virtual Room.
Error Handling
If you encounter an error in our system that is unanticipated, you will receive the following error message
screen:
As the message indicates, if the error was presented at login, first try the steps outlined. If any problem
persists, contact our Customer Support Team for assistance.
Group Administrator vs. Room Administrator
Group Administrators have the ability to set-up additional Virtual Rooms to the limit that has been
authorized. Room Administrators will be established by the Group Administrator for each new Virtual
Room and can be given appropriate and differing permissions.
For instructions on how to set up a new room, see the Create Room sub-section under the Groups
section of this Administrator Guide.
For instructions on how to set up Room Administrators accounts and grant authorities, see Create User
sub-section under the Users section of the Administrator Guide.
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Security Access Levels and Security Sections
The information in your Virtual Room may be arranged in security levels and security sections.
Security levels of 1-9 are available, with Level 1 being information which is available to the largest group of
users. Users with a Level 1 clearance will only be able to access Level 1 files. Users with a Level 2
clearance will be able to access Level 1 and Level 2 files, and so forth. Level 9 users will have access to
all files including the Automated Files Clicked Report. Therefore, it is HIGHLY recommend that you
reserve Level 9 users for individuals that would have access to ALL information in the room.
Security sections provide further segregation of user access. Users that are assigned a security section(s)
(i.e. “LEGAL”) will have access to documents with a “blank” security section and access to documents with
their assigned security section(s) within accessible security levels.
When a new user is created, the Security Level and Section(s) for that user are established. Likewise,
when a file is uploaded, the Security Level and Section(s) for that file are selected. Security Levels and
Sections for both users and files may be changed at any time.
Group and Room Branding
The header and footer sections of the V-Rooms™ User Interface can be customized to include a Group
Brand (your company’s logo, your company’s color scheme and company name) and a Room Brand (your
client’s logo). Group Branding is a premium feature that may not be available with all data rooms. If Group
Branding controls are not presented within Maintain Group, please contact our Client Care Team to
discuss.
Group branding is controlled by the Group Administrator and will be reflected in all of the data rooms within
the group. Room branding can be controlled by the Group Administrator or by a Room Administrator with
Room Management authority and will be reflected on only that specific data room within the group.
For instructions on how to set up Group Branding, see the Maintain Group sub-section under the Groups
section of this Administrator Guide.
For instructions on how to set up Room Branding, see the Maintain Room sub-section under the Rooms
section of this Administrator Guide.
Folder and File Naming
The Folder and File name fields within the V-Rooms™ application are not restrictive in length to allow for
greatest flexibility. However, the length should be taken into consideration if an archive of the data room
will be desired at the end of the transaction or project. Windows is limited in the path length for folder/file
names to 255 characters. The depth of your folder structure should influence the length of your folder
names and file names.
Following is an example of a 200 character Folder and File path. From this example, you can see that
descriptive folder and file names can be used without having to exceed the Windows Operating System
255 character limitation.
Due Diligence Material/Corporate Financials/2008 Audit Information/Audit Papers for Texas
Companies- Tarrant County/Sample Company/2008 Audit Working Papers of Accounts
Receivables-01-13-2009.rev2.pdf
Additionally, for a data room to archive, file and folder names should not contain the following characters:
/ \ : * ? “ < > | [ ] { } which are not allowed by Microsoft or are restricted for system security purposes.
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Document Search Capability
Search Capability in V-Rooms™ allows users to search for specific content in the data room documents.
Search Capability is a premium feature that may not be available with all data rooms. If Search controls
are not present within Maintain Room, please contact our Client Care Team to discuss.
Search Capability once turned on at the Room Level can be made available to individual users in User
Management. The search function in V-Rooms will search multiple components. These searchable
components are: the text of pdf documents, the data room file names, the uploaded file names, the file
descriptions, and any additional file fields in use.
Document Scanning Tips
Prior to scanning ALL of your documents into a pdf file format try scanning and uploading a few
documents. Then enter the program as a standard user and view those documents. Sometimes, certain
document features, set at the time of scanning, may complicate the correct viewing of the documents in
the Virtual Room.
For search capabilities to be most effective, pdf documents must be scanned as OCR documents.
Uploading and downloading speed is dependent upon the type and speed of your internet connection. File
sizes of 20Mb or larger require a high-speed internet connection.
Document Digital Rights Management (DRM)
DRM Capabilities in V-Rooms™ allow administrators to control the printing and saving of documents
within the data room. DRM Capabilities are a premium feature that may not be available with all data
rooms. If Permission Management is not present in Group Administration, please contact our Client Care
Team to discuss.
For instructions on how to set up permissions for DRM, see the Permission Policy section of this
Administrator Guide. To assign a permission policy to a user, see the Create User sub-section of the User
Management section of this Administrator Guide. To assign permission overrides to a document, see the
File Upload sub-section of the File Management section of this Administrator Guide.
Group Users
As a Group Administrator you are also able to establish Group Users, who will have access to all of the
Virtual Rooms in your Group using a single username and password. To set up a Group User, merely
leave the Virtual Room field blank when setting up a User. By default, that User will then have the ability to
switch to any Virtual Rooms within a Group.
Email Alerts
When new files are added to a Folder, an Email Alert may be instantly issued to the users from the room
administrator of that Virtual Room. This is an optional feature that is controlled by the Administrator on the
User Management screen. See the User Setup Section for instructions on how to turn this feature on for a
user. See the Appendix for instructions on how to set up a “Rule” in Outlook.
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Group Management
In this chapter
Group Listing .............................................................................................................. 11
Maintain Your Group .................................................................................................. 11
Creating a New V-Room™ ........................................................................................ 13
Group Listing
To navigate to the Group Listing, click on the GROUPS link from the ADMIN Tab.
Available administrative options on the GROUPS link are listed down the left hand side. Note: Only Group
Administrators will see the Groups link on the Navigation Bar, and therefore have access to the Group
Management Options.
The Group Listing will display the Group ID, Group Name, Primary Group Contact Name, Contact Email, and
Room Limit. A Room Limit of 0 actually indicates unlimited rooms.
Double click on the Group’s Name or click Maintain Group to manage the Group’s information.
Maintaining Your Group
In Maintain Group, the following information can be updated:
•
Group Contact Information – Group Name, Contact Name, and Contact Email Address
The Group Contact Information does not display anywhere on the User Interface. It is used by
V-Rooms™ as the primary contact information for the Group.
•
Group Branding Components – Group Branding is a premium feature that may not be available with
all data rooms. If Group Branding controls are not shown on this screen, please contact our Client
Care Team to discuss. Brand Name, Background Color, Text Color, and Group Logo are
the Group Branding features within V-Rooms™ that allow you to customize specific aspects of the
user interface screen in order to provide a look that is consistent with your company’s brand.
Note: Either Brand Name or Group Logo will appear in the top right corner of the banner, but not both.
To display the Brand Name, do not upload a Group Logo.
If you leave the branding fields blank, the V-Rooms™ application will use our default text and colors.
The Brand Name will be V-Rooms™, the background color will be a dark blue and the text color will
be white.
•
Delete Key – If the Delete Key is specified, this key will be required for all administrative deletes
(Room, Folder, File, and User). This is a safeguard against unauthorized and accidental deletions.
•
Logout URL - This is where you can designate a Logout URL for your users. This field must contain a
valid website address. When a logout URL is designated, users and administrators within this group
will be directed to this URL upon logging out of the system. This is also the URL that will be used as a
default in User Login Email Notifications.
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•
Time Zone – The Time Zone field controls the date and time stamp on the User Interface screens.
The Time Zone selected at the Group level will be the default time zone for all rooms within the group.
Time Zone can also be selected at the Room level.
•
Password Management - Group Administrators have the ability to customize a password policy for
the users of their Group. This password policy can be established and maintained within Group
Management. As a Group Administrator, simply click “Maintain Group” to view and update your
group’s password complexity requirements, change requirements and expiration requirements. The
options available are summarized below and are detailed in Appendix 7. The default value for each of
these fields will not require any change for current users. As an administrator, you simply turn on
and/or set the ones you want to use.
Note: Password Management is a premium feature that may not be available with all data rooms. If
Password Management controls are not shown on your Group Maintenance screen, please contact
our Client Care Team to discuss.
•
Password Complexity Requirements –Password Minimum and Maximum Length, Upper and
Lower Case Requirement, Number and Special Character Requirement, whether or not the
password can contain the username, and the requirement for a security question are all part of the
Password Complexity Requirements within V-Rooms™.
•
Password Change Requirements – The number of times a day a user is allowed to change their
own password and the number of previous passwords a user cannot reuse are all part of the
Password Change Requirements within V-Rooms™.
•
Password Expiration Requirements – The number of consecutive failed login attempts before a
user account is locked is part of the Password Expiration Requirements within V-Rooms™.
When Maintain Group is selected, the Group Management screen below will appear.
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Creating a New V-Room™
From the GROUPS link, click on the Create Room option to create a new V-Room™. The Room
Management screen below will appear.
In Create Room, the following information can be specified:
• Room Name
• Copy Folders From – Select another room from your group if you want to copy the folder structure from
that existing room, or leave this blank to create a room with no starting folder structure.
• Copy Files From Selected Folder? – Check this box if you also want to copy the files from the folders
that you are copying the folder structure from.
• Search Capabilities – Click the Yes button if you want to turn on Search Capabilities for this data room.
You will also need to turn search on for the appropriate individual users in the room (see User
Management).
• DRM – Click the Yes button if you want to enable DRM for this room
• PDF Restrictions – Click the Yes button if you want to enable PDF Restrictions for this room. Note that
PDF Restrictions and DRM cannot be selected at the same time. If this option is selected, DRM will
automatically be turned off.
Note: DRM and PDF Restrictions are features that may not be available with all data rooms. If DRM and
PDF Restrictions are not shown on your Group Maintenance screen, please contact our Client Care Team
to discuss.
•
•
•
•
Show All/Empty Folders in User Interface – Check this box if you want all folders to display to the users
regardless of whether or not the folder contains a document that they can access. When this is selected,
some folders will appear to be empty for some users.
Time Zone – The Time Zone field controls the date and time stamp on the User Interface screens. Use
the pull-down menu to select the time zone for this data room.
Room Logo - Browse and select a logo (must be in .gif, .jpeg or .bmp format) to upload a logo.
Acknowledgment Page Text - Type or paste the text that will be featured on the Acknowledgement Page
Screen in the User Interface. If you do not yet have this information, check the box “Allow Saving with
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•
Blank Text” so the room can be saved without any Acknowledgment Page Text. This can be updated later
from the ROOMS link.
Additional Document Fields - Designate which (if any) of the additional document fields you wish to have
available for storage of additional document related information. These fields, when used will be
searchable.
o Type a Field Name for the additional document fields you wish to use.
o Specify the Data Type (Date or Text) for the document field. The data type will control what type of
data can be entered into the field.
o Indicate whether or not the additional document field is available on the User-Document Upload
Screen. In a future enhancement, this will also control whether or not these fields are available for user
reporting.
Please note: Until a field name is specified for a document field, it will not appear in the File Information
Window to be populated.
Click “Save” to create the new V-Room™.
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Room Management
In this chapter
Room Listing .............................................................................................................. 15
Maintaining a V-Room™ ........................................................................................... 15
Deleting a V-Room™ ................................................................................................ 17
Creating a Room Report ............................................................................................ 17
Archiving a V-Room™ ............................................................................................... 17
Maintaining Projects ................................................................................................... 18
Maintaining Dynamic Watermark ............................................................................... 18
Room Listing
To navigate to the Room Listing, click on the ROOMS link from the ADMIN Tab.
Available administrative options on the ROOMS link are listed down the left hand side. Note: Only Group
Administrators and Room Administrators with Room Management Permissions will see the ROOMS link on the
Navigation Bar, and therefore have access to the Room Management Options.
The Room Listing will display for each room the Group ID, Group Name, Room ID, Room Name, Total
Storage, Files Count, Users Counts, Room Start Date, and whether or not Search capability is turned on.
Maintaining a V-Room™
From the ROOMS link, click on the Maintain Room option or double-click on the Room’s Name to maintain
room’s information. In Maintain Room, the following information can be updated:
• Room Name
• Search Capabilities – Click the Yes button if you want to turn on Search Capabilities for this data room.
You will also need to turn search on for the appropriate individual users in the room (see User
Management).
• DRM – Click the Yes button if you want to enable DRM for this room
• PDF Restrictions – Click the Yes button if you want to enable PDF Restrictions for this room. Note that
PDF Restrictions and DRM cannot be selected at the same time. If this option is selected, DRM will
automatically be turned off.
• Show All/Empty Folders in User Interface – Check this box if you want all folders to display to the users
regardless of whether or not the folder contains a document that they can access. When this is selected,
some folders will appear to be empty for some users.
• Time Zone – The Time Zone field controls the date and time stamp on the User Interface screens. Use
the pull-down menu to select the time zone for this data room.
• Room Logo - Browse and select a logo (must be in .gif, .jpeg or .bmp format) to upload a logo.
• Additional Document Fields - Designate which (if any) of the additional document fields you wish to have
available for storage of additional document related information. These fields, when used will be
searchable.
o Type a Field Name for the additional document fields you wish to use.
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Specify the Data Type (Date or Text) for the document field. The data type will control what type of
data can be entered into the field.
o Indicate whether or not the additional document field is available on the User-Document Upload
Screen. In a future enhancement, this will also control whether or not these fields are available for user
reporting.
Please note: Until a field name is specified for a document field, it will not appear in the File Information
Window to be populated.
Acknowledgment Page Text - Type or paste the text that will be featured on the Acknowledgement Page
Screen in the User Interface. Checking the box “Allow Saving with Blank Text” will allow the room to be
saved without any Acknowledgment Page Text.
Note: Our standard Acknowledgement Page text is included in the Appendix to this guide. You may copy
and paste text into this text box, or you may type the text you wish to include and format using the
formatting tool bar.
o
•
Click “Save” to save any changes to the V-Room™.
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Deleting a V-Room™
To delete a V-Room™, select the Room Name from the Room Listing on the ROOMS link and then click on
the Delete Room option on the left-hand side.
If a Delete Key is required, the window below will be presented. Type in the Delete Key provided and click OK.
Note: Only the Group’s Administrator can provide the Delete Key required to perform administrative deletes.
Creating a Room Report
To create a room report, from the Room Listing on the ROOMS link click on the Room Report option on the
left-hand side.
When the File Download Window is presented, you can choose
whether to open or to save the Room Report Excel file that has
been created.
The Room Report that is created will contain the Group ID,
Group Name, Room ID, Room Name, Total Storage, Number of
Files, Number of Users, Start Date, Search Capabilities, Show
All/Empty Folders, whether or not a Room Logo has been
uploaded, and the name and type of each Additional Document
Field designated for a room.
Archiving a V-Room™
Group and Room Administrators with Room Management Permission have the ability to create a full backup of
a V-Room™ – an “archive”.
To create an archive of a room, select the Room Name from the Room Listing on the ROOMS link and then
click on the Archive Room option on the left-hand side.
A zipped file containing a copy of all files and folders in the
data room will be created. Once the archive is created,
click “Download Archive” to save the file.
When the window is displayed to open or save the file, click
“Save” and then choose a location for your archive.
Note: It is also recommended that you create an export of your
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Files Clicked Report, Files History Report, and Users to save with the archive.
See our recommended V-Rooms™ Archival Procedures in the Appendix.
Maintaining the Dynamic Confidential Watermark
From the ROOMS link, select a room in the Room Listing and click on the Maintain Watermark option to
customize the dynamic confidential watermark for pdf files in the selected data room.
In Maintain Watermark, the following information can be updated:
•
•
•
•
•
•
•
•
•
•
•
Position - The watermark can appear diagonally across the page or in one of the margins.
Font Face - Indicate whether or not a solid or outlined font should be used.
Color - Select the desired color of the watermark (red, blue or black)
Show Confidential - Indicate whether or not to include the word “Confidential” within the watermark
Show Username - Select whether or not to include the users Username within the watermark
Show Date - Select whether or not to include the date within the watermark
Show Time - Select whether or not to include the time within the watermark
Show IP Address - Select whether or not to include the IP address within the watermark
Show Full Name - Indicate whether or not the users full name will be displayed
Show Custom Text - Allows the Administrator to include any custom text not included in the other options
Transparency - Select the transparency of the watermark. Note: 0% is solid (no transparency)
Click “Preview” to see an example of what your watermark will look like.
Click “Save” to save changes to the watermark customization.
Maintaining Projects
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From the ROOMS link, select a room in the Room Listing and click on the Maintain Projects option to manage
the projects in the selected data room.
Projects can be used to sub-divide personnel associated with the data room. The list of projects created in this
screen are available for selection in User Management and will display on the Home Page if active for the data
room and assigned to a user in User Management. Projects are not mandatory, and if not specified, all
personnel flagged for listing on the Home Page will simply appear alphabetically without project designations.
The Maintain Project screen is divided into two parts: the top half is the current project listing and the bottom
half is available for adding and updating projects.
To add a new project, simply type the following information into the bottom half of the screen:
•
•
•
Project Name – The name of the project, department, or classification of relevant personnel associated
with the data room.
Is Active – This checkmark simply indicates whether or not a project is available for selection in User
Management / Personnel section.
Order – In order to control the sort order of the projects in the top half of the screen, populate this field with
a number that will place the project appropriately in the list. Note: After a project is added, the order
numbers are reset.
Click “Add” to add the new project to the project listing in the top half of the screen.
Click “Clear to clear out any fields on the bottom half of the screen without saving.
To maintain an existing project, double click it in the project listing and the project information will be displayed
in the lower half of the screen for update.
To delete an existing project, select it in the project listing (click once) and click the Delete Selected button
above the listing. The project will be removed from the listing.
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Home Page Management
In this chapter
Home Page Summary ................................................................................................ 20
Edit Home Page Settings ........................................................................................... 21
Edit Announcements .................................................................................................. 21
Edit Calendar ............................................................................................................. 23
Edit Links ................................................................................................................... 24
Edit General Info ........................................................................................................ 25
Personnel Listing ....................................................................................................... 25
Home Page Summary
To navigate to the administrative view of the Home Page, click on the SETTINGS drop down menu from the
ADMIN Tab and select Home Page Settings.
If a room has not already been selected, then select a Room from the drop-down menu in the Navigation Bar
at the top right. If only one Room exists in your group, that room will be automatically selected for you.
Available administrative options on the HOME PAGE link are listed down the left hand side. Note: Only Group
Administrators and Room Administrators with Home Page Management Permissions will see the HOME PAGE
link on the Navigation Bar, and therefore have access to the Home Page Management Options.
The HOME PAGE can provide (if activated for a data room) a central communication point. Information on the
Home Page is divided into sections for Announcements, Calendar, Links General Info and Data Room (or
Project) Personnel.
The Home Page Summary is an administrative representation of the Home Page for the selected room. To
activate or change any of the information presented use the menu options down the left side.
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Edit Home Page Settings
From the HOME PAGE link, click on the Edit Home Page Settings option to activate a Home Page for a data
room and to customize the information to be included.
The following screen will be displayed:
Use the provided radio buttons to turn on/off the entire home page (from User visibility), and to turn on/off the
various sections on the home page. The fields on this screen are defined below:
•
•
•
•
•
Home Page Section - This is the systems name for the home page section.
Available to Users - If set to “On”, the section is available on the Home Page User Interface Screen.
Note: Sections that are turned “Off” will still display on the Home Page Summary.
Section Name - This is the customizable name for each home page section that will display above the
home page section on the Summary and User Interface Home Page Screen.
Column - This is the column of the home page that this section will appear in. Note: This is not
changeable and is displayed for information purposes only.
st
Row Sequence - The row sequence controls whether or not a section is presented at the top (1 ) or
nd
bottom (2 ) of the designated column on the Summary and User Interface Home Page Screen.
Click “Save” to save changes to the Home Page Settings.
Edit Announcements
From the HOME PAGE link, click on the Edit Announcements option to add, update or delete
announcements from the data rooms home page.
The Announcements screen is divided into two parts: the top half is the current announcement listing and the
bottom half is available for adding and updating announcements.
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To add a new announcement, simply type the following information into the bottom half of the screen:
•
•
•
•
•
Subject - The subject of the announcement.
Details - Any additional details about the announcement to be provided. Note: Details are provided as
mouse trails when the mouse hovers over the announcement on the Home Page Summary or User
Interface Home Page screen.
Date - This is the date that is displayed next to the announcement and controls the sorting order for
announcements.
Available Date - Announcements will not display in the announcement list on the Home Page prior to the
“Available Date”.
Remove Date - Announcements will not display in the announcement list on the Home Page after the
“Remove Date” has passed.
Click “Add” to add the new announcement to the announcement listing in the top half of the screen.
Click “Clear” to clear out any fields on the bottom half of the screen without saving.
To maintain an existing announcement, double click it in the announcement listing and the announcement
information will be displayed in the lower half of the screen for update.
To delete an existing announcement, select it in the announcement listing (click once) and click the Delete
Selected button above the listing. The announcement will be removed from the listing.
In order to filter the announcements presented, specify one or more of the following dates and click “Refresh”:
•
•
Start Date: Input the Start Date of the date range desired
End Date: Input the End Date of the date range desired
To exit the Announcement Maintenance screen, simply click on another administrative Option or Tab.
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Edit Calendar
From the HOME PAGE link, click on the Edit Calendar option to add, update or delete calendar events from
the data rooms home page calendar.
The Calendar screen is divided into two parts: the left half is the current calendar and the right half is available
for adding, updating and deleting calendar events.
To add a new event to the calendar, simply type the following information into the right half of the screen. Only
the fields in bold are required. You can also double click on a date on the calendar to pre-populate the Start
and End Dates with that date.
•
•
•
•
•
•
•
Subject - The subject of the calendar event.
Category – Several color coded categories are available for your usage.
Location – The location of the event.
Start Date and Time - This is the start date and time for the event. Note: The time zone for the calendar
is listed below the calendar. This is based on the time zone for the data room.
End Date and Time - This is the end date and time for the event.
All Day Event – If this box is checked, the event start and end times are defaulted to 12:00am and the
event appears on the calendar for the whole day.
Event Details - Any additional details about the event to be provided. Note: This is our standard html text
editor, so links can also be included.
Click “Save” to add the new event to the calendar.
Event information is provided as a mouse trail when the mouse hovers over the calendar event on the Home
Page Summary or User Interface Home Page screen.
Click “Reset” to clear out any event fields without saving.
To maintain an existing event, double click the event on the calendar and the event information will be
displayed for update. Make any desired changes and click “Update”.
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To delete an existing event, double click the event on the calendar and the event will be displayed on the left.
Click the “Delete” option that is presented above the event fields to remove it from the calendar.
The calendar will scroll to the previous and next month by clicking the navigation bars next to the calendar
month.
The calendar can also be displayed in “Full Screen Mode” by clicking the link above the calendar.
Edit Links
From the HOME PAGE link, click on the Edit Links option to add, update or delete links from the data room’s
home page.
The Edit Links screen is divided into two parts: the top half is the current link listing and the bottom half is
available for adding and updating links.
To add a new link, simply type the following information into the bottom half of the screen:
•
•
•
Link Name – The name of the link to be displayed.
URL – The full website address (including http://) of the website that will be navigated to when the link
name is clicked on.
Order – In order to control the sort order of the links in the top half of the screen, populate this field with a
number that will place the project appropriately in the list. Note: After a link is added, the order numbers
are reset.
Click “Add” to add the new link to the link listing.
Click “Clear to clear out any fields on the bottom half of the screen without saving.
To maintain an existing link, double click it in the link listing and the link information will be displayed in the
lower half of the screen for update.
To delete an existing link, select it in the link listing (click once) and click the Delete Selected button above the
listing. The link will be removed from the listing.
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Edit General Info
From the HOME PAGE link, click on the Edit General Info option to add, update or delete information from the
General Info section of the data rooms home page.
The General Info screen above is displayed.
Type or paste the text that will be featured in the General Info Section of the Home Page into the html text
editor. Use the controls to format the text appropriately.
Click “Save” to update the General Info section on the Home Page Summary and User Interface Home
Screen.
Personnel Listing
The Personnel section is displayed on the Home Page, but the personnel included in the listing are not
maintained from the Home Page.
Personnel are maintained through User Management. See that section for a full discussion on enabling
personnel and the Personnel Section of User Creation and Maintenance.
Additionally, if personnel are to appear as part of a project or classification, projects are created in Room
Management, and users are linked to projects within User Management in the Personnel Section of User
Creation and Maintenance.
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Folder Management
In this chapter
Folder Listing ............................................................................................................. 26
Creating a Folder ....................................................................................................... 26
Maintaining a Folder .................................................................................................. 28
Deleting a Folder ........................................................................................................ 29
Folder Listing
To navigate to the Folder Listing, click on the FOLDERS link from the ADMIN Tab and select a Room from the
drop-down menu in the Navigation Bar at the top right. If only one Room exists in your group, that room will be
automatically selected for you.
Available administrative options on the FOLDERS link are listed down the left hand side. Note: Only Group
Administrators and Room Administrators with Folder Management Permissions will see the FOLDERS link on
the Navigation Bar, and therefore have access to the Folder Management Options.
The Folder Listing will display a collapsible treed view of the Folder Structure for the selected V-Room™.
Folders are sorted in alpha-numeric order. Use the drop-down menu in the Navigation Bar at the top right to
see the Folder Listing for another V-Room™ within the Group. Note: Only Group Administrators have the
capability to switch rooms.
Creating a Folder
Group or Room Administrators with Folder Management Permission can individually create folders for a
V-Room™. Alternatively, our VOLT application can be used to create the entire Folder Structure for a
V-Room™. See the VOLT Chapter of this Administrative Guide for more information about how to create a
folder structure an upload files using VOLT.
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From the FOLDERS link, click on the Create Folder option to create a new folder in the designated
V-Room™. The Folder Information screen below will appear.
Folder Naming
The Folder and File name fields within the V-Rooms™ application are not restrictive in length to allow for
greatest flexibility. However, the length should be taken into consideration if an archive of the data room
will be desired at the end of the transaction or project. Windows is limited in the path length for folder/file
names to 255 characters. The depth of your folder structure should influence the length of your folder
names and file names.
Following is an example of a 200 character Folder and File path. From this example, you can see that
descriptive folder and file names can be used without having to exceed the Windows Operating System
255 character limitation.
Due Diligence Material/Corporate Financials/2008 Audit Information/Audit Papers for Texas
Companies- Tarrant County/Sample Company/2008 Audit Working Papers of Accounts
Receivables-01-13-2009.rev2.pdf
Additionally, for a data room to archive, file and folder names should not contain the following characters: / \ : *
? “ < > | which are not allowed by Microsoft.
In the Create Folder option, you are able to specify the following information:
• Folder Name
• Select a “Parent Folder Name” from the drop down list (if the new folder is a sub-folder)
• Type or paste a “Folder Description”
Note: By default a folder description is required, so in order to leave the folder description blank, check the
“Allow Saving with Blank Text” box.
Click on the “Save” Button to create your new folder.
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Hints on setting up Folders:
• Take a few moments to write down how you want to arrange the information.
• Folders are sorted in alpha-numeric order.
• Although you may enter any text in the Folder Description field, it is a good idea to end the description
with these instructions for the user: “Please click on one of the Files below or one of the Folders to the
left:”
• At the Room Level, if the indicator “Show All/Empty Folders” has been left unchecked, folders will only
display to end users if the folder contains at least one document that the user has access to (within
security level and security section). Otherwise that folder name will not display on the user screen.
This can be very helpful – when owner and draft level documents need to be stored. Just use a
separate folder to hold those documents.
Maintaining A Folder
To maintain an existing folder in the designated V-Room™, click on the Folder’s Name and then click on the
Maintain Folder option. The Folder Information screen below will appear.
In Maintain Folder, you are able to change the following information for an existing folder:
• Folder Name
• Select or change a “Parent Folder Name” from the drop down list.
• Type or paste a “Folder Description”
Note: By default a folder description is required, so in order to leave the folder description blank, check the
“Allow Saving with Blank Text” box.
Click on the “Save” Button to save your folder changes.
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Deleting Folders
To delete a folder and its contents from a V-Room™, select the Folder Name from the Folder Listing on the
FOLDERS link and then click on the Delete Folder option on the left-hand side.
If a Delete Key is required, the window below will be presented. Type in the Delete Key provided and click OK.
Note: Only the Group’s Administrator can provide the System Key required to perform administrative deletes.
Note: Be very careful of this feature, deleting a folder will delete all of a folder’s sub-folders and related files.
Note: The Report Folder’s name can be changed, but it cannot be deleted. It is used by the system for storage
of the Weekly Automated Files Clicked Reports, and is therefore unable to be deleted.
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File Management
In this chapter
File Listing .................................................................................................................. 30
Uploading a Single File .............................................................................................. 31
Batch Uploading Files ................................................................................................ 33
Maintaining or Replacing a Single File ....................................................................... 34
Moving a File(s) ......................................................................................................... 35
Updating File(s) .......................................................................................................... 36
Deleting File(s) ........................................................................................................... 37
Using VOLT (V-Rooms™ Optimized Loading Tool) .................................................. 38
File Listing
To navigate to the File Listing, click on the FILES link from the ADMIN Tab and select a Room from the dropdown menu in the Navigation Bar at the top right. If only one Room exists in your group, that room will be
automatically selected for you.
Available administrative options on the FILES link are listed down the left hand side. Note: Only Group
Administrators and Room Administrators with File Management Permissions will see the FILES link on the
Navigation Bar, and therefore have access to the File Management Options.
The File Listing will initially display as a collapsed treed view of the Folder Structure for the selected
V-Room™. Use the drop-down menu in the Navigation Bar at the top right to see the Folder Listing for
another V-Room™ within the Group. Note: Only Group Administrators have the capability to switch rooms.
To see the files in a folder, click the plus sign (+) to the left of the folder’s name. Alternatively, click the
“expand all / collapse all” option at the top of the screen to expand or collapse all of the folders at once.
Once a folder(s) is expanded, the Security Level, Security Section(s), Permission Overrides, Watermark
Indicator and File Size are displayed for the file(s) in the expanded folder(s).
To select a folder, click the Folder’s Name, the selected folder will be highlighted in blue.
To select a file click the box to the left of the file’s name. A check mark () will appear inside the box when a
file is selected. Alternatively, click the “select all / select none” option at the top of the screen to select all of
the files in all of the folders at once.
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Uploading a Single File or Creating a Link to an External File/Webpage
Group or Room Administrators with File Management Permission can upload files to a V-Room™ or create
links within the data room to files stored external to the V-Rooms™ system using the Upload File or Batch
Upload Files options on the FILES link. Alternatively, our VOLT application can be used to upload files in bulk
to a V-Room™. See the VOLT Chapter of this Administrative Guide for more information about how to upload
file using VOLT.
To upload a single new file or to create a link to a single external file/webpage, select a folder and then click on
the Upload File option. The File Upload screen below will appear.
File Naming
The Folder and File name fields within the V-Rooms™ application are not restrictive in length to allow for
greatest flexibility. However, the length should be taken into consideration if an archive of the data room
will be desired at the end of the transaction or project. Windows is limited in the path length for folder/file
names to 255 characters. The depth of your folder structure should influence the length of your folder
names and file names.
Following is an example of a 200 character Folder and File path. From this example, you can see that
descriptive folder and file names can be used without having to exceed the Windows Operating System
255 character limitation.
Due Diligence Material/Corporate Financials/2008 Audit Information/Audit Papers for Texas
Companies- Tarrant County/Sample Company/2008 Audit Working Papers of Accounts
Receivables-01-13-2009.rev2.pdf
Additionally, for a data room to archive, file and folder names should not contain the following characters:
/ \ : * ? “ < > | which are not allowed by Microsoft.
In the Upload File screen, specify the following information:
•
•
•
•
File Name: Type the File Name in the input box. Note: File Names cannot contain certain “illegal”
characters like slashes (/ or \). If you leave the File Name blank, it will default in with the same as the
selected file from your local computer.
Security Level: Select a Security Level between 1 and 9.
Security Section(s): (optional) Type the desired security section(s) or leave blank – not case sensitive.
Separate multiple security sections with a comma or semi-colon. Note: When a security section is
specified, only users authorized to that security section will have access. Files with a blank security
section will be available to all users at the appropriate security level.
Upload File: Click on the Browse button and navigate to the file on your computer that you want to upload.
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•
•
•
•
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•
Include Watermark: If checked a Dynamic Confidential Watermark will appear on the document. Note:
This applies to .pdf files only.
File Type: (optional) Select a type of file, i.e. Document, Audio, Photo, or Video.
Link File: (optional) Specify an external URL to create a link to that page/document within the data room.
Uploaded File Name: This field stores the original name of the file as it was uploaded, regardless of the
Name specified in the File Name field.
File Description: (optional) This text will appear as a mouse trail in the User Interface Search window
when the cursor is moved on top of the file name. The text in this field is also searchable if search
capabilities are turned on for the room and the user.
Additional Document Fields: (optional) This area contains up to six additional fields for storing file related
information. In order for these fields to appear, they must be first defined on the Room Management
window. The text in this field is searchable if search capabilities are turned on for the room and the user.
DRM Permission Overrides: (optional, only displays if DRM is selected) This field defaults to “No”.
Change this field value to “Yes” and specify the appropriate overrides below in order to override the DRM
Permissions for individual files. Permission Overrides can only be applied to pdf documents. The DRM
options are shown in the screen below.
Open (optional) If overriding permissions, change this field to Yes if File Open is being overridden and if
desired specify the number of times and accessed files can be opened (counted as attempts to open the
document).
Print (optional) If overriding permissions, change this field to Yes if File Print is being overridden and if
desired specify the number of times and accessed files can be printed (counted as attempts to print the
document).
Save (optional) If overriding permissions, change this field to Yes if File Save is being overridden and
prevented.
Expiration (optional) If overriding permissions, optionally specify the number of days or a specific date
when access to this document will expire.
PDF Restriction Overrides: (optional, only displays if PDF Restrictions are selected) This field defaults to
“No”. Change this field value to “Yes” to enable additional PDF Restriction options below.
Disable Printing: (optional) Change this field to “Yes” to disable printing of PDF documents.
Note: Field Names are in bold text for required fields.
Click on the “Upload” Button to upload the new file.
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Batch Uploading Files
Group or Room Administrators with File Management Permission can upload files to a V-Room™ using the
Upload File or Batch Upload Files options on the FILES link. Alternatively, our VOLT application can be
used to upload files in bulk to a V-Room™. See the VOLT Chapter of this Administrative Guide for more
information about how to upload file using VOLT.
With the Batch Upload Files option, up to 10 files may be uploaded at a time to a single folder.
To upload files in Batch, select a folder and then click on the Batch Upload Files option. The following Batch
Upload screen will appear.
In the Batch Upload Files screen, specify the following information:
• Default for ALL files: Defaults for Security Level and Security Section(s) can be specified at the top of the
screen. These defaults will be used for any files being uploaded in this batch unless they are individually
overridden at the file level in the expandable area.
o Security Level: Select a Security Level between 1 and 9.
o Security Section(s): (optional) Type the desired security section(s) or leave blank – not case
sensitive. Separate multiple security sections with a comma or semi-colon. Note: When a
security section is specified, only users authorized to that security section will have access.
Files with a blank security section will be available to all users at the appropriate security level.
• Upload File: Browse and select each file for upload. Note: If all files to be uploaded are in the same folder
on the local PC, this will go very quickly.
There are additional fields in the expandable area for each file. Click the plus sign (+) to the right of the
Browse Button to see these additional fields.
• File Name: Type the File Name in the input box. Note: File Names cannot contain certain “illegal”
characters like slashes (/ or \). If you leave the File Name blank, it will default in with the same as the
selected file from your local computer.
• Security Level: (optional) If this is left blank in the expandable area, the Security Level in the “Default for
ALL files section” will be used.
• Include Watermark: If checked (default) a Dynamic Confidential Watermark will appear on the document.
The position, font style and color of the watermark are set at the room level and are defined within Room
Management. Note: Only .pdf files will display the dynamic watermark.
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•
•
File Description: (optional) This text will appear as a mouse trail in the User Interface Search window
when the cursor is moved on top of the file name. The text in this field is also searchable if search
capabilities are turned on for the room and the user.
Security Section(s): (optional) If this is left blank in the expandable area, the Security Section(s) in the
“Default for ALL files section” will be used. Security Section(s) specified in the expandable area will be
used instead of Security Section(s) in the “Default for ALL files section”
Click on the “Upload” Button and the files will be uploaded.
Maintaining or Replacing a Single File
To maintain the information for a single file or to replace the file, click the checkbox to the left of the file name
and then click on the Maintain File option. The file maintenance screen below will appear.
In the Maintain File screen, you can change any of the following information:
• File Name: Type the File Name in the input box. Note: File Names cannot contain certain “illegal”
characters like slashes (/ or \). If you leave the File Name blank, it will default in with the same as the
selected file from your local computer.
• Security Level: Select a Security Level between 1 and 9.
• Security Section(s): (optional) Type the desired security section(s) or leave blank – not case sensitive.
Separate multiple security sections with a comma or semi-colon. Note: When a security section is
specified, only users authorized to that security section will have access. Files with a blank security
section will be available to all users at the appropriate security level.
• Upload File: Click on the Browse button and navigate to the file on your computer that you want to upload.
• Include Watermark: If checked a Dynamic Confidential Watermark will appear on the document. Note:
This applies to .pdf files only.
• File Type: (optional) Select a type of file, i.e. Document, Audio, Photo, or Video.
• Link File: (optional) Specify an external URL to create a link to that page/document within the data room.
• Uploaded File Name: This field stores the original name of the file as it was uploaded, regardless of the
Name specified in the File Name field and is not changeable.
• File Description: (optional) This text will appear as a mouse trail in the User Interface Search window
when the cursor is moved on top of the file name. The text in this field is also searchable if search
capabilities are turned on for the room and the user.
• Additional Document Fields: (optional) This area contains up to six additional fields for storing file related
information. In order for these fields to appear, they must be first defined on the Room Management
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•
•
•
•
•
•
•
window. The text in this field is also searchable if search capabilities are turned on for the room and the
user.
Permission Overrides: (optional) This field defaults to “No”. Change this field value to “Yes” and specify
the appropriate overrides below in order to override the DRM Permissions for individual files. Permission
Overrides can only be applied to pdf documents.
Open (optional) If overriding permissions, change this field to Yes if File Open is being overridden and if
desired specify the number of times and accessed files can be opened (counted as attempts to open the
document).
Print (optional) If overriding permissions, change this field to Yes if File Print is being overridden and if
desired specify the number of times and accessed files can be printed (counted as attempts to print the
document).
Save (optional) If overriding permissions, change this field to Yes if File Save is being overridden and
prevented.
Expiration (optional) If overriding permissions, optionally specify the number of days or a specific date
when access to this document will expire.
PDF Restriction Overrides: (optional) This field defaults to “No”. Change this field value to “Yes” to
enable additional PDF Restriction options below.
Disable Printing: (optional) Change this field to “Yes” to disable printing of PDF documents.
Click on the “Preview File” link to open the document. Note: This will register as a File Click on the Admin
Reports.
Click on the “Update” Button to save any changes.
Moving Files
To move one or more files from one folder to another, click the checkbox to the left of the file name(s) to be
moved and then click on the Move File(s) option. The move file screen below will appear.
In the Move File screen, specify the Destination Folder to move the files to. Note the files to be moved
(selected on the previous screen) are listed at the bottom of this window.
Files will be moved deleted from the existing folder and added to the new folder. All security levels and
security sections will remain the same as the files are moved.
Click on the “Move” Button to complete the move process, or click “Cancel: to return to the File Listing without
moving the files.
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Updating Files
To update file information for one or more files from within one or multiple folders, click the checkbox to the left
of the file name(s) to be updated and then click the Update File(s) option. The Mass File Update screen
below will appear.
In the Mass File Update screen, you can change the following information for all files selected to be updated:
• Security Level: Select a Security Level between 1 and 9. Any security level specified will override the
existing security level for selected files.
• Include Watermark: Select “Include Watermark” to turn the watermark on for all selected files, or select
“No Watermark” to turn the watermark off for all selected files. Selecting “No Change” will leave the
current watermark settings intact for all selected files. Note: This applies to .pdf files only.
• Security Section(s): Type the desired security section(s) or leave blank – not case sensitive. Separate
multiple security sections with a comma or semi-colon. Any security section(s) specified will override the
existing security section(s) for selected files. Selecting “No Change” will leave the current security sections
intact for all selected files. Note: When a security section is specified, only users authorized to that security
section will have access. Files with a blank security section will be available to all users at the appropriate
security level.
• File Description: This text will appear as a mouse trail in the User Interface Search window when the
cursor is moved on top of the file name. The text in this field is also searchable if search capabilities are
turned on for the room and the user. Any File Description specified will override the existing File
Description for selected files.
• Additional Document Fields: This area contains up to six additional fields for storing file related
information. In order for these fields to appear, they must be first defined on the Room Management
window. The text in this field is also searchable if search capabilities are turned on for the room and the
user. Any values specified in the Additional Document Fields will override the existing Additional
Document Field values for selected files.
• Permission Overrides: Change this field value to “Yes” and specify the appropriate overrides below in
order to override the DRM Permissions for selected files. Selecting “No Change” will leave the current
permission override settings intact for all selected files. Permission Overrides can only be applied to pdf
documents.
• Open (optional) If overriding permissions, change this field to Yes if File Open is being overridden and if
desired specify the number of times and accessed files can be opened (counted as attempts to open the
document).
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•
•
•
Print (optional) If overriding permissions, change this field to Yes if File Print is being overridden and if
desired specify the number of times and accessed files can be printed (counted as attempts to print the
document).
Save (optional) If overriding permissions, change this field to Yes if File Save is being overridden and
prevented.
Expiration (optional) If overriding permissions, optionally specify the number of days or a specific date
when access to this document will expire.
PDF Restriction Overrides: (optional) This field defaults to “No”. Change this field value to “Yes” to
enable additional PDF Restriction options below.
Disable Printing: (optional) Change this field to “Yes” to disable printing of PDF documents.
Click the “Save” Button to save any changes, or click “Cancel” to exit without making any file updates.
Deleting Files
To delete a file(s) from a V-Room™, click the checkbox to the left of the file name(s) and then click on the
Delete File(s) option.
If a Delete Key is required, the window below will be presented. Type in the Delete Key provided and click OK.
Note: Only the Group’s Administrator can provide the System Key required to perform administrative deletes.
Note: Deleted files CANNOT be restored, so delete carefully. An alternative may be to put the files to be
deleted at a higher security level so they will not display to end-users and/or to move them to a different folder.
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Using VOLT (V-Rooms™ Optimized Loading Tool)
The V-RoomsTM Optimized Loading Tool (VOLT) is a PC based application that allows for quick selection of
folders and/or documents for upload into a V-Room™. VOLT will work like a wizard with step-by-step
instructions for folder/document selection and upload.
Installing VOLT
To install VOLT on your local PC, select the Start VOLT option on the FILES link. If you have previously
installed VOLT, the application will automatically start. If you have not previously installed VOLT, this will
begin the installation process.
On the File Download Window - click “Run” when prompted.
If you get a Security Warning message that the publisher
cannot be verified, go ahead and click Run.
This will install VOLT on your local PC and put a link for VOLT on your desktop.
Running VOLT
Once VOLT is installed, it can be
launched from the Start VOLT
option on the FILES link or from
the shortcut placed on your
desktop.
After VOLT is started, the screens
are presented as steps. You must
be connected to the internet to
run VOLT.
Follow the instructions on each
screen to upload your folder
and/or documents.
In Step 1 you must type in the
User Name and Password of a
Room Administrator account for
the room that you are uploading
to. Note: This MUST be a Room
Administrator and not a Group
Administrator.
Click the Next Button to proceed to Step 2.
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Step 2: Choose your upload
method. You can either upload
entire folders and the
documents contained within
those folders to your V-Room™,
or you can upload selected
documents to an existing folder.
The first option will also create
folders in the V-Room™ and
allow files from different folders
to be uploaded simultaneously.
This is the best option when
uploading the entire folder
structure for the first time.
The second option will allow you
to select documents from a
single folder on your pc to
upload to a designated folder in
the data room.
Click the Next Button to proceed
to Step 3.
Step 3: Depending on which upload method you choose, the screen you see in Step 3 will be slightly different.
If you selected the first upload method, Step 3 will present the screen below. In the top half of the screen,
follow the instructions to select the folders to be uploaded to the V-Room™.
You can double-click on folder
names to navigate to subfolders. You can also use the
Browse button on the righthand side of the screen to
navigate to the desired
folder(s).
Once the desired list of folders
is displayed, you can use
Shift+Click and Ctrl+Click to
select multiple folders and the
documents within for upload.
In the middle section, chose
whether or not to ignore
duplicate files or to upload
duplicate files. If duplicates
are to be uploaded, they will be
uploaded as separate copies.
Just below the dotted line,
select where the folders and
documents will be uploaded to.
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If you selected the second upload method in Step 2, Step 3 will present a slightly different screen that allows
you to select specific files for upload.
From either screen, click the Next Button to proceed to Step 4.
Step 4: Specify the properties
for the files being uploaded.
The Security Level is the only
mandator selection. Security
Section(s), a File Description,
whether or not to Include a
Watermark on pdf files, and
any Additional Document
Fields can be optionally
specified.
Click the UPLOAD Button to
begin the upload process.
The status of the current
upload will be displayed on
the next screen.
The progress bar, time
elapsed and time remaining
are collectively a pretty good
indicator of the time that the
upload will take.
The Documents processed will let you
know if any documents have been
skipped or have failed to upload.
When the upload completes, a session
log is generated and can be viewed by
clicking on the link in the final screen.
The session log is also saved to your local
PC in a folder called “Volt Logs” in your
My Documents folder.
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Below is a sample of a session log that is created in VOLT.
After reviewing the session log, click the New Upload Button to begin another upload, or click the Close
Button to end the VOLT application.
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Admin Search
In this chapter
Admin Search File Listing .......................................................................................... 42
Admin Search File Listing
To navigate to the Admin Search File Listing, click on the ADMIN SEARCH link from the ADMIN Tab and
select a Room from the drop-down menu in the Navigation Bar at the top right. If only one Room exists in your
group, that room will be automatically selected for you.
Available administrative options on the ADMIN SEARCH link are listed down the left hand side. Note: Only
Group Administrators and Room Administrators with File Management Permissions will see the ADMIN
SEARCH link on the Navigation Bar, and therefore have access to the ADMIN SEARCH Options.
The Admin Search Screen initially displays no files. Only after typing in a search string and clicking “GO” will
the screen populate. In addition to searching the File Name, the “Search folder names” box can be checked to
also search for the specified search string in the Folder name.
The resulting File Listing will display files that meet the search criteria. The File Listing will include the File
Name, Folder Path, Security Level, Security Section, Permission Overrides and Watermark indicator for the
identified files.
Once the Admin Search File Listing contains a list of files, the standard File Management Options of “Maintain
File”, “Move File(s)”, “Update File(s)”, and “Delete File(s)” can be performed. To review the details of these
options, please see the File Management section of this Administrative Guide.
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User Management
In this chapter
User Listing ................................................................................................................ 43
Creating a Single New User ....................................................................................... 43
Batch Creating New Users ......................................................................................... 47
Maintaining an Existing User ..................................................................................... 51
Batch Maintaining Users ............................................................................................ 53
Creating a User Export Report ................................................................................... 54
Deleting Users ........................................................................................................... 55
Generating a Communication Report ........................................................................ 55
User Listing
To navigate to the User Listing, click on the USERS link from the ADMIN Tab.
Available administrative options on the USERS link are listed down the left hand side. Note: Only Group
Administrators and Room Administrators with User Management Permissions will see the USERS link on the
Navigation Bar, and therefore have access to the User Management Options.
The User Listing will display for each user the User Name, Representative, Given Name, User Type, Active
Status, Security Level, Security Section(s), Group Name, Room ID, Room Name, Email Notification Status,
and whether or not Search capability is turned on for that user.
The Search Function at the top will also search the User Name, Given Name, and Representative fields for the
specified search value. The drop down selection menu in the Navigation Bar at the top right will allow a Group
Administrator to limit their view to only a single room instead of All Rooms in the Group.
Creating a Single New User
Group or Room Administrators with User Management Permission can create users in a V-Room™ using the
Create User or Batch Create User(s) options on the USERS link.
To create a single new user account, click the Create User option on the left menu. The following New User
screen will appear.
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In the Create User screen, the following information can be specified. Only fields in Bold on the screen are
required.
•
•
Group: This defaults in with the group name for this group.
Virtual Room: From the drop down list, select the Room that this user will have access to. If no room is
specified, the user will have access to all rooms (i.e. a Group User). Note: Only Group Administrators are
able to change the associated Virtual Room for a user account.
Login Information
• User Name: Enter a combination of letters and/or numbers in upper or lower case (not case sensitive).
Hint: The user’s email address is often an excellent choice for their username. However, usernames are
unique to the V-Rooms system, not a single group/room. If an error message is received when creating a
user that the User Name is already in use, simply assign a different user name to the account.
Note: The User Name field should not include titles (i.e. Mr., Dr., Mrs., etc.) or middle initials followed by
punctuation. If the User Name field contains a period (.) or a comma (,) followed by a space, the user will
not be able to receive Instant Email Notifications.
• Name: The actual given name of the User.
• Password: Enter a maximum of 15 characters (letters and numbers in lower case. This field is case
sensitive). Note: This field will display as dots(•) when typed. This is because this field is encrypted. We
recommend using strong passwords which should include capital and lower case letters, numbers, and
special characters.
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•
•
•
•
•
•
•
Allow Password Reset: If a user is to be allowed to manage their own password, then leave this set to
“Yes”. Users are then required on initial login or after any administrative password reset to change their
password. Additionally, include a valid email address in the contact information for the user so they will be
able to request password reminders from the system.
Active: This field indicates whether or not the user account is active. A “No” flag will prevent the user from
being able to log into the system. An “Inactive” User will receive the following message when they try to
login.
Inactive After: A routine runs twice daily to change users from an Active=”Yes” status to an Active=”No”
status. A date in this field that is prior to the current date will cause this user’s Active status to be changed
from Yes to No when this routine runs.
Email Notification: Select “Instantly” if you wish for the user to receive an Email Alert when a new file is
posted or a file is updated in the virtual room the user is assigned to. The user will only receive email
alerts for files that they have access to (based on the user’s Security Access Level and Security Section).
Email Alerts will be sent to users from the Room Administrator’s email address.
If a user is a Group User (Room Name is blank – user has access to all rooms in the group), they will
receive instant email notifications for document additions and replacements in all rooms in the group.
Note: If more than one Room Administrator username exists for a room, then the system will send Email
Alerts from the Room Administrator account that was created first. If no Room Administrator exists for a
room, then the Email Alerts will be sent from our support@v-rooms.com email address.
Security Level: Select a Security Level of 1-9 for the user. Room and Group Administrators must be set
up at level 9.
Note: Level 9 is the highest. Level 9 users will have access to all files in the data room including the new
Automated Files Clicked Report. Therefore, it is HIGHLY recommend that you reserve Level 9 users for
individuals that would have ALL access to deal / project related information.
Security Section(s): (optional) Type the desired security section(s) for the user or leave blank – not case
sensitive. Separate multiple security sections with a comma or semi-colon. Note: When a security
section(s) is specified, this user will be authorized to files in that security section(s) and will also continue
to have access to files with a “blank” security section. If a user needs to have access to multiple security
sections, list all authorized security sections separated by a comma (,) or a semi-colon (;). If a user needs
to have access to all documents regardless of their security section, then specify “ALLSECTIONS” as the
security section. Appropriate security level access will still apply. Group and Room Administrators should
be placed in “ALLSECTIONS” when they are set up.
Representative: Optional, but can be used to categorize users and is used in User Search.
Security Question and Answer: Password Management is a premium feature that may not be available
with all data rooms. The security question and answer will only display on this screen and for users if
Password Management is turned on for the Group and if the Password Complexity Requirements are set
to require a Security Question and Answer. The user will establish their security question and answer
upon initial login and will be required to provide their security answer at each following login. The
information is provided here so administrators can assist them with logging into their data room.
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•
User Type: Four types of users are available:
o “Group Administrator” for full administrative capability of specified group.
o “Room Administrator” for administrative capability of the specified virtual room.
o
“User” for viewing only access to specified virtual group / room.
o “User-Document” for viewing access to specified virtual group / room along with document
upload capabilities from the User Interface utilizing the “Upload File to this Folder” button.
•
Room Administrator Permissions: If the User Type specified is “Room Administrator”, then the
permissions that the Room Administrator is to have must be designated in this menu. Use Shift+Click and
Ctrl+Click to select multiple permissions.
Permission Policy: If you have Digital Rights Management (Permissions) turned on for your data room,
you will need to assign a permission policy to each user. The default policy is unrestricted unless you
specify another policy. You can view the different permission policies under the Permissions link.
User Reporting: To allow users the ability to create reports on the User Interface, set this to “Yes”. The
user will them have an additional tab on their screen called User Reports.
Personnel: If your group has the home page feature, you will also have the ability to add users as
personnel on the home page. By setting this field to yes, the Personnel Section will display on the Create
User Screen allowing additional settings to be defined (see Personnel Section below). Starred information
on this screen will display in the Personnel Section of the Home Page. You can view this on the Home
Tab.
Search: Check “Yes” to turn on search capabilities for this user. Note: Search Capabilities must be turned
on for the room before they can be turned on for a user.
Locked: If a user account is locked due to excessive login attempts, this field will be set to “Yes” and a
message will display next to it. Only the system can lock accounts. Administrators can then unlock an
account at their discretion by setting this field to “No”.
•
•
•
•
•
Contact Information
• Email Address: Enter the user’s email address. Note: This is the address that instant Email Alerts, Login
Information Emails, and Password Reset Requests are sent to.
• Additional Contact Fields: The additional contact fields are here for your use and can be updated by your
user. Simply mark “Yes” to “Allow the user to Manage Contact Information on the My Account Tab”.
Miscellaneous Information
• Blank 1 and Blank 2: The additional miscellaneous fields are there for your use. They are not required,
and do not appear anywhere else in the system except the User Export Report.
Personnel Section
This section will only display if you have set the personnel field (see above) to Yes.
• Personnel Image – Use this field to upload a profile picture for the user. This will display on the personnel
section of the Home Page.
• Projects – Select one or more projects from the projects list to assign the user to. Projects are created
and maintained under Room Management. If a user is not assigned to a project, they will show up under a
general listing of personnel on the homepage.
Email Information
• Send User Login: This field indicates whether or not an email containing their login information should be
sent to the user after the account is created.
• Send From: This is the email account that the login information email will be sent from. This defaults to
“no-reply@v-rooms.com”, but may be changed to another valid email address.
Note: some email servers are very tight on possible SPAM emails. An email that is sent from a domain
using an alternative email address may be rejected by the receiving email server. If this should happen,
try resending the email with the Maintain User option and use the v-rooms email account to send the email
from. This may produce better results.
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•
•
•
•
Subject: This is the subject of the login information email. This defaults to “Login Information for
V-Room™ Access”, but may be changed.
Message: This is the message of the login information email. The default text for the message may be
changed, replaced or appended.
Data Room: This will default from the room selected at the top of the screen. If a group user is being
created, no Room will be specified.
Login Url: This is the login link that will be provided in the login information email. This defaults to the
Logout URL specified for your Group, but may be changed.
Preview Email Link: This link will allow you to preview the email that is about to be sent out.
Click on the “Save” Button to create the new user.
Batch Creating Users
Group or Rom Administrators with User Management Permission can create users in a V-Room™ using the
Create User or Batch Create User(s) options on the USERS link.
To create multiple user accounts at once, click the Batch Create User(s) option on the left menu. The User
Creation screen shown below will appear.
In the Batch Create User(s) screen, the following information can be specified. Only fields in Bold on the
screen are required.
Group: This defaults in with the group name for this group.
• Virtual Room: From the drop down list, select the Room that these users will have access to. If no room
is specified, these users will have access to all rooms (i.e. a Group User). Note: Only Group
Administrators are able to change the associated Virtual Room for a user account.
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Accounts to Batch Create Section
User Name, Given Name, Email – the first box allows you to manually enter or paste in new user account
information. The required format is - username, given name, email. Each user account must be on a separate
line. To import a excel listing of users, please follow the guidelines below.
Importing a List of Users from a Spreadsheet - Column A should contain the usernames, Column B should
contain the given names, and Column C should contain a valid email address for each user. Save this as a
CSV File. Close and reopen the saved CSV file with Notepad (Accessory Program in Windows). In the
Notepad view, each user will appear on a separate line with the values separated by commas. Select All
(Ctrl+A) the text, and Copy (Ctrl+C) it. Then paste this into your batch user creation box (Ctrl+V).
•
•
•
User Name: Enter a combination of letters and/or numbers in upper or lower case (not case sensitive).
Hint: The user’s email address is often an excellent choice for their username. However, usernames are
unique to the V-Rooms system, not a single group/room. If an error message is received when creating a
user that the User Name is already in use, simply assign a different user name to the account.
Note: The User Name field should not include titles (i.e. Mr., Dr., Mrs., etc.) or middle initials followed by
punctuation. If the User Name field contains a period (.) or a comma (,) followed by a space, the user will
not be able to receive Instant Email Notifications.
Name: The actual given name of the User.
Email Address: Enter the user’s email address. If their address is unknown, a “dummy” address (i.e.
JDoe@abc.com) can be used. Note: This is the address that instant Email Alerts are sent to as well as
login information notifications and any forgotten password requests.
Login Information Section
• Password: Enter a maximum of 15 characters (letters and numbers in lower case. This field is case
sensitive). Note: This field will display as dots(•) when typed. This is because this field is encrypted. We
recommend using strong passwords which should include capital and lower case letters, numbers, and
special characters.
• Allow Password Reset: If a user is to be allowed to manage their own password, then leave this set to
“Yes”. Users are then required on initial login or after any administrative password reset to change their
password. Additionally, include a valid email address in the contact information for the user so they will be
able to request password reminders from the system.
• Active: This field indicates whether or not the user account is active. A “No” flag will prevent the user from
being able to log into the system. An “Inactive” User will receive the following message when they try to
login.
•
Inactive After: A routine runs twice daily to change users from an Active=”Yes” status to an Active=”No”
status. A date in this field that is prior to the current date will cause this user’s Active status to be changed
from Yes to No when this routine runs.
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•
•
•
•
•
•
•
•
Email Notification: Select “Instantly” if you wish for the user to receive an Email Alert when a new file is
posted or a file is updated in the virtual room the user is assigned to. The user will only receive email
alerts for files that they have access to (based on the user’s Security Access Level and Security Section).
Email Alerts will be sent to users from the Room Administrator’s email address.
If a user is a Group User (Room Name is blank – user has access to all rooms in the group), they will
receive instant email notifications for document additions and replacements in all rooms in the group.
Note: If more than one Room Administrator username exists for a room, then the system will send Email
Alerts from the Room Administrator account that was created first. If no Room Administrator exists for a
room, then the Email Alerts will be sent from our support@v-rooms.com email address.
Security Level: Select a Security Level of 1-9 for the user. Room and Group Administrators must be set
up at level 9.
Note: Level 9 is the highest. Level 9 users will have access to all files in the data room including the new
Automated Files Clicked Report. Therefore, it is HIGHLY recommend that you reserve Level 9 users for
individuals that would have ALL access to deal / project related information.
Security Section(s): (optional) Type the desired security section(s) for the user or leave blank – not case
sensitive. Separate multiple security sections with a comma or semi-colon. Note: When a security
section(s) is specified, this user will be authorized to files in that security section(s) and will also continue
to have access to files with a “blank” security section. If a user needs to have access to multiple security
sections, list all authorized security sections separated by a comma (,) or a semi-colon (;). If a user needs
to have access to all documents regardless of their security section, then specify “ALLSECTIONS” as the
security section. Appropriate security level access will still apply. Group and Room Administrators should
be placed in “ALLSECTIONS” when they are set up.
Representative: Optional, but can be used to categorize users and is used in User Search.
Security Question and Answer: Password Management is a premium feature that may not be available
with all data rooms. The security question and answer will only display on this screen and for users if
Password Management is turned on for the Group and if the Password Complexity Requirements are set
to require a Security Question and Answer. The user will establish their security question and answer
upon initial login and will be required to provide their security answer at each following login. The
information is provided here so administrators can assist them with logging into their data room.
User Type: Four types of users are available:
o “Group Administrator” for full administrative capability of specified group.
o “Room Administrator” for administrative capability of the specified virtual room.
o
“User” for viewing only access to specified virtual group / room.
o “User-Document” for viewing access to specified virtual group / room along with document
upload capabilities from the User Interface utilizing the “Upload File to this Folder” button.
Room Administrator Permissions: If the User Type specified is “Room Administrator”, then the
permissions that the Room Administrator is to have must be designated in this menu. Use Shift+Click and
Ctrl+Click to select multiple permissions.
Permission Policy: If you have Digital Rights Management (Permissions) turned on for your data room,
you can assign a permission policy for all users. The default selection is “No Changes” unless you specify
another policy. You can view the different permission policies under the Permissions link.
Search: Check “Yes” to turn on search capabilities for this user. Note: Search Capabilities must be turned
on for the room before they can be turned on for a user.
Contact Information and Address Information
• Email Address: Enter the user’s email address. Note: This is the address that instant Email Alerts, Login
Information Emails, and Password Reset Requests are sent to.
• Additional Contact Fields: The additional contact fields are here for your use and can be updated by your
user. Simply mark “Yes” to “Allow the user to Manage Contact Information on the My Account Tab”.
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Miscellaneous Information
• Blank 1 and Blank 2: The additional miscellaneous fields are there for your use. They are not required,
and do not appear anywhere else in the system except the User Export Report.
Email Information
• Send Users Login: This field indicates whether or not an email containing their login information should
be sent to the users after the accounts are created.
• Send From: This is the email account that the login information email will be sent from. This defaults to
“no-reply@v-rooms.com”, but may be changed to another valid email address.
Note: some email servers are very tight on possible SPAM emails. An email that is sent from a domain
using an alternative email address may be rejected by the receiving email server. If this should happen,
try resending the email with the Maintain User option and use the v-rooms email account to send the email
from. This may produce better results.
• Subject: This is the subject of the login information email. This defaults to “Login Information for
V-Room™ Access”, but may be changed.
• Message: This is the message of the login information email. The default text for the message may be
changed, replaced or appended.
• Data Room: This will default from the room selected at the top of the screen. If a group user is being
created, no room will be specified.
• Login Url: This is the login link that will be provided in the login information email. This field will default to
the Logout URL specified for your Group, but may be changed.
• Preview Email Link: This link will allow you to preview the email that is about to be sent out.
Click on the “Save” Button to create the new user accounts.
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Maintaining an Existing User
To maintain an existing user in the designated V-Room™, click on the User’s Name and then click on the
Maintain User option. The Maintain User screen below will appear.
In the Maintain User screen, the following information is presented. Most fields can also be updated. See the
Create User section for a full description of any field.
•
Group Name – This is display only.
Login Information
• User Name
• Name
• Password
• Allow Password Reset
• Active
• Inactive After Date
• Email Notification
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Virtual Room Name
•
•
•
•
•
Security Level
Security Section(s)
Representative
Security Question
Security Answer
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•
•
•
User Type
Room Administrator Permissions
Permission Policy
•
•
User Reporting
Personnel
•
•
Search
Locked: If a user account is locked due to
excessive login attempts, this field will be set to
“Yes” and a message will display next to it.
Only the system can lock accounts.
Administrators can then unlock an account at
their discretion by setting this field to “No”.
•
•
Last Modified (Display only)
Last Modified By (Display only)
•
•
•
Message
Data Room
Login Url
Contact Information
• Email Address
• Additional Contact Fields
• Allow User to Manage contact info on My Account Tab.
Miscellaneous Information
• Blank 1 and Blank 2
• Date Created (Display only)
Personnel Section
• Profile Picture
• Project Assignment
Email Information
• Send User Login
• Send From
• Subject
• Preview Email Link: This link will allow you to
preview the email that is about to be sent out.
Permissible Machines Information
Note: This section will only appear if DRM is turned on for the Group and Active for the room that the user is
assigned to.
• Active (checkbox indicating whether or not this machine (PC) can is authorized to access documents for
the user account being maintained)
• Machine ID – this is a value that is captured from the PC when it accesses documents on the system
through DRM.
• Last Modified – This is the date of the most recent user management activity for the machine under this
user account. (i.e. date the machine first accessed information from the system, date the machine for this
user was made in-active, date the machine for this user was reactivated, etc.)
Click on the “Save” Button to save any changes.
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Batch Maintaining Users
To update user information for one or more users, select the users (Ctrl+Click) to be updated and then click
the Batch Maintain User(s) option. The screen below will appear.
In the Maintain User screen, the following information is presented. Most fields can also be updated. See the
Create User section for a full description of any field.
•
Group Name – This is display only.
•
Virtual Room Name
Accounts to Batch Maintain Section
This will show the usernames that have been selected for batch update, but is not maintainable.
Login Information
• Password
• Allow Password Reset
• Active
• Inactive After Date
• Email Notification
• Security Level
• Security Section(s)
• Representative
• Security Question
Security Answer
•
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•
•
•
•
•
User Type
Room Administrator Permissions
User Reporting
Search
Permission Policy
Locked: If a user account is locked due to
excessive login attempts, this field will be set to
“Yes” and a message will display next to it.
Only the system can lock accounts.
Administrators can then unlock an account at
their discretion by setting this field to “No”.
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Contact Information
• Additional Contact Fields
• Allow User to Manage contact info on My Account Tab
Miscellaneous Information
• Blank 1 and Blank 2
Email Information
• Send User Login
• Send From
• Preview Email Link: This link will allow you to preview the email that is about to be sent out
• Subject
• Message
• Data Room
• Login Url
Creating a User Export Report
To create a user export report, from the User Listing on the USERS link click on the User Export Report
option on the left-hand side.
When the File Download Window is presented, you can choose
whether to open or to save the User Export Excel file that has
been created.
The User Export Report that is created will contain the User
Name, Representative, Full Name, Company Name, Phone
Number, Email, Address Fields, City, State, Zip Code, User
Type, Security Level, Security Section(s), Domain Name, Group
ID, Group Name, Virtual Room ID, Room Name, Blank 1, Blank
2, Date Created, Date Last Modified, Search Flag, Active Flag,
InActive After Date, and Allow Password Reset Flag.
This report will not contain user passwords.
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Deleting Users
To delete a user from your V-Room™, select the user name line on the User Management screen and click
the “Delete Selected Users” button.
If a Delete Key has been required at the Group Management window, the following message will be displayed.
If you do not have access to this information, please contact your Group Administrator.
Generating a Communication Report
To see the Communication Report for the Group/Room, from the User Listing on the USERS link click on the
Communication Report option on the left-hand side.
On the “Communication Report” screen you will be able to review the emails that have been sent to Users by
the system for Login Information, Forgotten Password reminders, and Instant Email Notifications. Use the
Start and End Date Fields to further expand or narrow your view of information.
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The Communication Report contains the following information. Note: Some of this information is only
presented in the exported version of the report
•
•
•
•
•
•
•
•
To – This is the email address that the communication was sent to.
From – This is the email address that the communication was sent from.
Date Sent – This is the date that the communication was initially sent.
Requested by Username – This is either the user that sent the login email from the system, or the
user that requested the password reminder email.
Subject – This is the subject line of the email communication. The subject will say “Login Information
for Virtual Data Room Access” for Login Information and Password Reminder emails. The subject will
say “Virtual Room Update” for Instant Email Notifications.
Virtual Room Name and Room ID – The Room of the user for which the communication was sent.
Group Name and Group ID – The Group of the user for which the communication was sent.
Message – This is the message text of the email communication.
Once the data is in a Microsoft Excel spreadsheet, it may be sorted and arranged in a variety of tabular and
graphical reports. Note, that any information input into the Excel file may not be “imported” back into the Virtual
Room program.
When the File Download Window is presented, you can choose whether to open or to save the Communication
Report Excel file that has been created.
This report or messages within the report will not contain user passwords.
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Permissions
In this chapter
Permission Listing ...................................................................................................... 57
Creating a Permission Policy ..................................................................................... 57
Maintain a Permission Policy ..................................................................................... 58
Delete a Permission Policy ........................................................................................ 58
Permission Listing
To navigate to the Permission Policy Listing, click on the SETTINGS drop down menu from the ADMIN Tab
and select Permission Settings. Note: This option on the drop down menu will only display if your V-Rooms™
package includes Digital Rights Management (Document Controls).
Be sure to have a Room Selected from the drop down menu on the right.
Note: Digital Rights Management is only available for PDF documents.
Creating a Permission Policy
To create a new Permission Policy, click on Create Policy. You will be redirected to the screen shown at the
bottom of this section. Your group and room will already be selected for you. The following options are
available if you selected the “DRM” option under Room Management.
Permission Policy Field - In this field enter the policy name. New Permission Policies will be available for
selection as a Permission Policy in User Management.
Permission Definitions:
• Open - allows an accessed file to be opened after it is saved to the user's computer. Additionally, the
number of times a document can be opened by each user after it is accessed can also be specified.
• Print - allows an accessed file to be printed after it is opened on the user's computer. Additionally, the
number of times a document can be printed by each user after it is accessed can also be specified.
Note: If printing is set to Yes, then screen capture is also available, and if printing is set to No, then screen
capture is not available either.
• Save - allows an accessed file to be saved after it is opened on the user's computer.
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•
Permission expiration - indicates the number of days, weeks, months, or years after a file is accessed
before access is terminated.
The Permission Definitions are also listed at the bottom of the screen.
If the room has “PDF Restrictions” enabled instead of “DRM”, the following options will be available to you
instead of those listed above.
Permission Policy Field - In this field enter the policy name. New Permission Policies will be available for
selection as a Permission Policy in User Management.
Permission Definitions:
• Disable Printing: (optional) Change this field to “Yes” to disable printing of PDF documents.
Maintain a Permission Policy
To maintain a custom Permission Policy, highlight the policy you wish to edit and click Maintain Policy.
Note: Default Permission Policies cannot be edited.
The same screen above will be presented.
Delete a Permission Policy
To delete a custom Permission Policy, highlight the policy you wish to edit and click Delete Policy.
Note: Default Permission Policies cannot be deleted.
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Administrative Reports
In this chapter
Files Clicked Report ................................................................................................... 59
Weekly Automated Files Clicked Report .................................................................... 60
File History Report ..................................................................................................... 60
Login History Report .................................................................................................. 62
User Machine Report ................................................................................................. 63
Files Clicked Report
To navigate to the Files Clicked Report, click on the ADMIN REPORTS drop down menu from the ADMIN Tab
and select “Files Clicked Report.”
Note: Only Group Administrators and Room Administrators with Admin Reporting permissions will be able to
see the ADMIN REPORTS drop down menu.
In order to filter the information presented in the “Files Clicked Report”, specify the following:
•
•
•
•
•
•
Group: This will default to your Group
Room: Group Administrators may select any room within their group, or view information for all of their
rooms simultaneously. For Room Administrators this will default to your room.
Start Date: Input the Start Date of the date range desired
End Date: Input the End Date of the date range desired
Refresh: Click this button and the screen will refresh with new content
Export to Excel: Click this button and the data will be exported to Microsoft Excel
The Exported Files Clicked Report will contain the following information. Note: Some of this information is only
presented in the exported report.
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•
•
•
Header – Includes the V-Rooms™ brand name, the Date/Time Stamp of when the report ran and the
Date Range that was used to create the report.
User Information – Includes the User Name, Representative, Name, Company, User Security Level,
and User Security Section
File Information – For the files accessed this includes the File Name Room ID, Room Name, Folder
Name, File Security Level and File Security Section
Access Information - For the files accessed this includes Date and Time accessed and the IP
address of the computer that accessed the data.
Weekly Automated Files Clicked Reports
An automated Files Clicked Report for each room is generated weekly (2:00am EST each Monday) and is
placed in a Reports folder within each V-Room™ at a security level of 9.
Each report is generated with a Report Date Range of the last 30 days. For example, the report that would run
on Monday April 3, 2008 would have a data range of 3/3/2008 – 4/2/2008.
File History Report
To navigate to the File History Report, click on the ADMIN REPORTS drop down menu from the ADMIN Tab
and select “File History Report.”
Note: Only Group Administrators and Room Administrators with Admin Reporting permissions will be able to
see the ADMIN REPORTS drop down menu.
From the “File History Report” screen you will be able to create a list of existing files in your V-Room™ as well
as gather information concerning when the Files were created, modified or deleted. In order to filter the
information presented, specify the following:
•
•
Group: This will default to your Group
Room: Group Administrators may select any room within their group, or view information for all of their
rooms simultaneously. For Room Administrators this will default to your room.
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•
•
•
Start Date: Input the Start Date of the date range desired
End Date: Input the End Date of the date range desired
Refresh: Click this button and the screen will refresh with new content
Export to Excel: Click this button and the data will be exported to Microsoft Excel
The report contains the following information. Note: Some of this information is only presented in the exported
report.
•
•
•
•
Header – Includes the V-Rooms™ brand name, the Date/Time Stamp of when the report ran and the
Date Range that was used to create the report.
File Information – For the files that have been uploaded to the room this includes the File Name
Room ID, Room Name, Folder Name, Parent Folder Name, File Security Level and File Security
Section, and any of the six additional fields that have been used and populated.
User Information – The exported version of the File History Report will show who (username only)
last uploaded, changed, or deleted the file.
Access Information - For the uploaded, modified and/or deleted files this includes the Date and Time
the file was uploaded, the Date and Time the file was last modified, and (when applicable) the Date
and Time the file was deleted.
Once the data is in a Microsoft Excel spreadsheet, it may be sorted and arranged in a variety of tabular and
graphical reports. Note, that any information input into the Excel file may not be “imported” back into the Virtual
Room program.
Hint: This report is able to provide information to users relative to when Files are added, modified or deleted in
your Virtual Room. You could use this information to generate emails to users about new information posted
to the Virtual Room.
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Login History Report
To navigate to the Login History Report, click on the ADMIN REPORTS drop down menu from the ADMIN Tab
and select “Login History Report.”
Note: Only Group Administrators and Room Administrators with Admin Reporting permissions will be able to
see the ADMIN REPORTS drop down menu.
From the “Login History Report” screen you will be able to create a list of all users that have accessed your
V-Room™. In order to filter the information presented, specify the following:
•
•
•
•
•
•
Group: This will default to your Group
Room: Group Administrators may select any room within their group, or view information for all of their
rooms simultaneously. For Room Administrators this will default to your room.
Start Date: Input the Start Date of the date range desired
End Date: Input the End Date of the date range desired
Refresh: Click this button and the screen will refresh with new content
Export to Excel: Click this button and the data will be exported to Microsoft Excel
The report contains the following information. Note: Some of this information is only presented in the exported
report.
•
•
•
Header – Includes the V-Rooms™ brand name, the Date/Time Stamp of when the report ran and the
Date Range that was used to create the report.
User Information – Includes the User Name, Name, User Type, Security Level, Representative,
Company, Virtual Room ID, and Virtual Room Name. The exported version of this report will also show
the Group ID and Group Name.
Access Information - Includes the Date, Time and IP Address for each user login.
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User Machine Report
To navigate to the User Machine Report, click on the ADMIN REPORTS drop down menu from the ADMIN
Tab and select “User Machine Report.”
Note: Only Group Administrators and Room Administrators with Admin Reporting permissions will be able to
see the ADMIN REPORTS drop down menu.
From the “User Machine Report” screen you will be able to create a list of all user machines (PCs) that have
access through DRM to documents within the V-Room™. In order to filter the information presented, specify
the following:
•
•
•
•
•
•
Group: This will default to your Group
Room: Group Administrators may select any room within their group, or view information for all of their
rooms simultaneously. For Room Administrators this will default to your room.
Start Date: Input the Start Date of the date range desired
End Date: Input the End Date of the date range desired
Refresh: Click this button and the screen will refresh with new content
Export to Excel: Click this button and the data will be exported to Microsoft Excel
The report contains the following information. Note: Some of this information is only presented in the exported
report.
• Header – Includes the V-Rooms™ brand name, the Date/Time Stamp of when the report ran and the
Date Range that was used to create the report.
• User Information – Includes the User Name, Name, Group Name, Room Name, Machine ID, and
Active Flag (whether or not that Machine is now active in User Management for that user).
• Access Information - Includes the Last Modified Date (when the machine was initially made active or
updated in User Management), Usage Count, First Usage Date/Time, and Last Usage Date/Time.
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User Interface
Accessing V-Rooms™ .............................................................................................. 64
Switching Rooms ....................................................................................................... 65
User Navigation ......................................................................................................... 66
Home Tab .................................................................................................................. 68
Documents Tab .......................................................................................................... 69
Users with Document Upload Capabilities ................................................................. 70
Search Tab ................................................................................................................ 71
User Reporting Tab .................................................................................................... 72
My Account Tab ......................................................................................................... 73
Instant Email Notifications .......................................................................................... 74
Accessing V-Rooms ™
After keying your username and password into the login screen, the custom “Acceptance Screen” is presented.
If a User account is inactive, the following message will be presented at login.
If a User account has been locked, the following message will be presented at login.
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If a user has forgotten their password, they can click on the “Forgot Password?” link on the login screen and
request a password reminder email. In order to use this feature, the user’s account must “Allow Password
Reset” and a valid email address for the user must be stored in the user account.
The first time a user logs in, or after a new password is emailed to a user, they will be required to change their
password. If Password Management is in use, there may be a variety of password complexity requirements
that are required of the password, and possibly a security question and answer. The following screen will be
displayed allowing the user to set up a new password and a security question and answer.
Switching Rooms
Access to all rooms within a group may be granted by a Group/Room Administrator. If a user has access to all
rooms, to select or change rooms they will need to select a room from the drop down list presented at login.
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User Navigation
After the user has successfully logged into their account, they will be presented with an initial splash screen
containing the Acknowledgement Page Text. By clicking the “Acknowledge and Accept” button at the bottom
of that screen, the user is acknowledging the confidentiality of the information they are accessing.
If Digital Rights Management is turned on for the V-Room™, the users will be presented with a splash screen
where they will need to download the necessary plug-in and the most recent version of adobe reader.
Users have the option to remove this alert and turn off this splash screen once they have downloaded the
necessary tools.
Users can also download the plug-in at any time by clicking on the My Account tab.
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The user is then presented with their initial User Interface screen. The initial User Interface screen for a user
will depend on their User Management settings. If Home Page functionality is turned on, the initial User
Interface screen will be the Home Tab. Otherwise, the initial User Interface screen will be the Documents Tab.
Both of these screens are described in further detail in the sections below.
V-Rooms™ navigation in the User Interface is simple. Below the branded header, the status bar is presented.
The status bar shows the name of the user that is logged in, indicates the date they last accessed the
V-Room™, the time zone designated for this room (the default time zone is eastern time) , and provides a
logout and a help button.
On each screen of the User Interface the “Private Label” Brand for the Room and Group is presented in the
header.
The user may have up to five tabs available to them upon login.
• The Home Tab– This tab will only display if home page has been turned on for this V-Room™
• The Documents Tab – This is the default tab for user access and displays the folder tree and files
available to the user.
• The Search Tab – This tab will only display if search capabilities have been turned on for the accessed
V-Room™ and for the accessing user.
• The User Reporting Tab – This tab will only display if user reporting capabilities have been turned on
for the accessed V-Room™ and for the accessing user.
• The My Account Tab – This tab will display to all users and will allow them to see and update user
account information. If Digital Rights Management (Permissions) is turned on for the V-Room™, the
users can download the software needed to view the PDF documents in the room.
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Home Tab
If Home Page capabilities are turned on for the V-Room™, the users will be first directed to a home landing
page.
On this page the user will see various sections including Links, Personnel, Announcements, General Info and
a Calendar if they have been activated by an administrator.
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Documents Tab
The V-Rooms™ structure is simple with folders on the left and files on the right. The folder and file names
were customized by the data room owner making the data room structure even more intuitive.
Sub-folders are indicated by a plus sign to the left of the folder name. Click on the plus sign next to a folder to
expand it and see the sub-folders.
The folder description under the folder name was also customized by the room owner to provide more
information about the content of the folder or instructions.
Select a folder on the left and double click a file on the right to open the document.
Files of all types can be loaded in V-Rooms™ including Word documents, spreadsheets, PDF files, pictures,
graphics, video, audio, etc. V-Rooms™ can handle large files that are often too big to send in email.
Security levels are assigned to both a user and to a file. Users see folders and files at the same or lower
security level that has been assigned. Example: A user with a security level of 4 can access documents at
security levels 4, 3, 2 and 1.
When a PDF file is accessed, a dynamic confidentiality watermark is emblazoned across the document. The
confidential watermark will display the accessing user’s given name, username, date and time of downloading,
and computer IP address (location from where the document was accessed).
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User with Document Upload Capabilities
Document Upload capabilities may be granted by a Room Administrator to a User to allow for users to upload
documents to the V-Room™. The “Upload File to this Folder” button will open the window below for document
upload.
In the Document Upload window, specify the following information:
• Upload Files: Browse and select each file for upload. Note: If all files to be uploaded are in the same
folder on the local PC, this will go very quickly.
• Security Level: Select a Security Level from the drop down list.
• File Name: Type the File Name in the input box. Note: File Names cannot contain certain “illegal”
characters.
• File Type: (optional) Select a type for the File(i.e. Document, Audio, Photo, Video)
• Include Watermark: If checked, the Dynamic Confidential Watermark will appear on pdf files only.
• File Description: This text will appear as a mouse trail in the User Interface Search window when the
cursor is moved on top of the file name. The text in this field is also searchable if search capabilities are
turned on for the room and the user. Any File Description specified will override the existing File
Description for selected files.
Note: Only the Group Administrator or a Room Administrator with File Management permissions has the ability
to delete documents from the room.
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Search Tab
To search the files in the V-Room™ for specific content, use V-Rooms™ Search Capability. Click on the
Search Tab in the User Interface to navigate to the search screen.
The search function in V-Rooms™ will search multiple components. These searchable components are:
• the text of the documents
• the room file name
• the uploaded file name
• the file description
• the additional file fields that are being used
Type in the content words and “phrases” that are to be searched for:
• Separate the words with spaces, no commas, semi-colons or other punctuation is necessary to
separate the words.
• Enclosing groups of words in “quotation marks” will search for the exact phrase within the searchable
components.
• Unless enclosed in quotations, a hyphen is a minus sign telling the search to exclude that word. For
example, the search string below would find all files containing the word document that did not contain
the word watermark.
document -watermark
Partial word searches can be accomplished by placing an asterisk after the part of the word to be
searched for. For example, the search string below would find all files containing the partial words
water, waters, watermark, watermarked, watermarking, watermarks and any other forms that began
with the letters “water”.
water*
Note: This will only work when searching for words that start with specified
characters, not to search for words that end with specified characters.
• When searching for dates, if the date has been included in one of the additional fields, then search for
it in “mm/dd/yyyy” format. Dates within documents can be in a multitude of formats, so multiple
searches may be necessary.
After the search contents are typed in, the search will return the documents that contain all of the words
and “phrases” in the search. The File Name can be clicked on to open the file directly from the Search
screen.
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User Reporting Tab
If User Reporting capabilities are turned on for the V-Room™, users will have the User Reporting Tab at the
top of the screen.
This screen presents the user with a File Listing Report which contains a sortable and exportable list of files
that are available to the user. The columns in the report include the File Path, File Name, Security Level of the
file, Date the file was updated, date the file was last accessed by the user, and any of the additional document
fields for the V-Room™ that have been made available to users.
In order to filter the information presented, specify the following:
•
•
•
Last Updated Start Date: Input the Start Date of the date range desired
End Date: Input the End Date of the date range desired
Refresh: Click this button and the screen will refresh with new content
In order to export the information from the report, click the Export to Excel button.
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My Account Information
To access your Account Information, select the drop down menu next to “Welcome: <Your Name>” and click
on “My Account Information”.
From the “My Account” screen Users and Administrators can change their password, their Security Question (if
required by the V-Room™ they are using), and their personal contact information (if turned on by the
Administrator for the V-Room™ they are using). If Digital Rights Management is turned on for the V-Room™
the Administrators and Users can also download the necessary plug-in needed in order to view the PDFs.
Change Password
To change your password, type in your old password and then type in your new password. Retype your new
password before clicking “Save”. The password strength indicator will change from Weak to Good to Strong
as capital letters, numbers and special characters are added to your password.
Change Question and Answer
If the V-Room™ you are using requires a Security Question and Answer, you can update your Security
Question and Answer on this page.
If Digital Rights Management (Permissions) is turned on for the data room, users will need the most recent
version of Adobe Reader and they will need to download a plug-in in order to view PDF documents. If you do
not have the most recent version of Adobe Reader, they will need to click on the Get Adobe Reader icon. The
user will also need to download the FileOpen plug-in by clicking on the Get FileOpen Plug-In icon. Once they
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have downloaded the plug-in they can then test to make sure if downloaded properly by clicking on the
FileOpen Test.
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Instant Email Notifications
Users of V-Rooms™ can receive instant email notification
when documents are added or replaced.
These email notifications are sent automatically by the
system from the Room Administrator, so spam filters are
less likely to disregard these important updates.
This automatic alert feature provides simultaneous
notification to all users of new information.
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Appendix
1. Sample Text for Acknowledgement Page
2. Using “Rules” to Route Email Alerts to a separate Outlook Email Folder
3. Suggested Document File-Naming Convention for Revisions/Modifications
4. V-Room™ Archival Procedures
5. Adding a V-Rooms™ Login Frame to Your Website
6. V-Rooms™ Password Management Functionality and Strong Password Policies
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1. Sample Text for Acknowledgement Page
Standard Text
Below is the standard text we use for the Acknowledgement Page of a V-Room™. Don’t forget to replace the
links with a valid email address and website. You may copy and paste information directly from this page into
the text box. Slight spacing and margin adjustments may be needed.
For questions concerning information in this V-Room™ please contact:
Main Contact
Chief Financial Officer
XYZ, Incorporated
Phone: 770-338-9900 Email: maincontact@xyzinc.com
By clicking "ACCEPT" at the bottom of this page you acknowledge and agree that certain of the
information contained in this virtual room may constitute material, non-public and confidential
information. As a result, by entering this virtual room, you agree that you will not distribute or
reproduce this information or divulge any of its contents to unauthorized parties.
If you do not agree to the foregoing restrictions, merely click the “DECLINE” button and you will be
returned to the entry screen.
THANK YOU
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2. Using “Rules” to Route Email Alerts to a Separate Outlook Email Folder
Microsoft Outlook has the capability to recognize incoming emails and route them to a specific folder, rather
than having all incoming emails accumulate just in the Inbox.
First of all, create a new folder in your Inbox entitled “Virtual Room Update”.
Outlook Rules and Alerts
Click on the “Tools” menu icon, and then click on “Rules and Alerts”. The following box will appear. Click on
New Rule and follow the instructions.
Follow the instructions to set-up a New Rule.
Apply this rule after the message arrives with “Virtual Room Update” in the subject line.
Then move the message to the “Virtual Room Update” folder that you established earlier.
You must click on the “Apply” button for the Rule to take effect.
The user will then have all Email Alerts accumulate in this one folder for his review at the appropriate time.
Emails will not inundate the Inbox folder.
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3. Suggested Document File-Naming Convention for Revisions/Modifications
Revision control, also known as version control, is the management of multiple revisions of the same file or
document. It is most commonly used in financial and legal applications to manage the ongoing development of
digital documents like contracts and agreements that may be revised and edited by a team of people.
Changes to these documents are identified by including, within the file name, the date and time associated
with when the revision to the document was made.
For instance, the File Name:
Term.Sheet.11-01-06.01-26pPT
Indicates that the revision was made to the Term Sheet on November 1, 2006 at
1:26pm Pacific Time.
Term.Sheet.12-07-06.11-36aET
Indicates that a subsequent revision was made to the Term Sheet on December 7,
2006 at 11:36am Eastern Time.
Note that as documents are uploaded to the V-Room™, the “upload” date and time are also recorded and
displayed next to the File Name for easy reference.
The V-Room™ will maintain a history of the document/file revisions and copies of all revised documents/files.
Documents/Files with an earlier date and time should be considered obsolete. For reference purposes, one will
be able to view those obsolete files in the folder until they are removed by the Room Administrator.
It is very important to note that only the V-Room™ Administrator, at his/her discretion, is able to
remove obsolete documents/files from the V-Room™ Folder.
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4. V-Room™ Archival Procedures
A complete archive of a data room should include a backup of the folders and files, a listing of all users, a copy
of the Files Clicked Report and a copy of the Files History Report. The following steps will guide you through
the process of creating this complete archive.
1. Archive the Room
a. On the Room Listing in the ROOMS tab, select the room you wish to archive.
b. On the ROOMS link, click on the Archive Room option.
c. You will see a progress window as the
archive is prepared. Note: Popup Blocker must be
turned OFF for the archive to work.
d. Once the archive is ready, you can then click on the
Download Archive link to save the archive to your local
computer.
e. In the File Download window, be sure to click “Save”.
f. In the “Save As” window choose a location on your
local computer for your archive and click Save.
g. Once the download is complete, you can “Close”
Informational window and the “Virtual Room Archive”
(click the red X)
The folders and files are now downloaded as a zip
file to your local computer.
2. Export the User List to Excel.
a. On the USERS link, click on the User Export option.
b.
Save the exported file with your Room Archive
File.
3. Export the Communication Report to Excel.
a. On the USERS link, click on the Communication
Report option and complete the following steps:
i.
Specify a Start Date - Input the Start Date of the date range desired (Note: The start date of
your project or earlier is recommended for this archival report)
ii.
Specify an End Date - Input the End Date of the date range desired (Note: The end date of
your project or today’s date is recommended for this archival report)
iii.
Click the “Refresh” button to generate the report
iv.
Click the “Export to Excel” button to export the report to Excel.
v.
Save the exported report with your Room Archive File.
4. Export the Files History, Files Clicked, Login History and User Machine Reports.
a. On the ADMIN REPORTS link, click on each of the report options
and complete the following steps:
i.
Specify a Start Date - Input the Start Date of the date range desired (Note: The start date of
your project or earlier is recommended for this archival report)
ii.
Specify an End Date - Input the End Date of the date range desired (Note: The end date of
your project or today’s date is recommended for this archival report)
iii.
Click the “Refresh” button to generate the report
iv.
Click the “Export to Excel” button to export the report to Excel.
v.
Save the exported report with your Room Archive File.
vi.
Repeat the steps above for all four admin reports.
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5. Adding a V-Rooms ™ Login Frame to Your Website
Login access to V-Rooms™ can now be provided from your website. You can embed a login frame into your
website by including specific HTML code on your web page. This will insert a small box into your website
(called an iFrame) which will display login information to V-Rooms™.
Note: This change requires some knowledge of HTML.
To access the most up to date html code and recommended iFrame size, please visit our support page at
http://www.v-rooms.com/support360/#loginframe
Your imbedded iFrame will look like this inside your website:
If you need any assistance with this, we recommend that you consult your web designer / administrator. Our
support team is happy to assist, but would need to speak directly with someone in charge of maintaining your
website.
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6. V-Rooms™ Password Management Functionality and Strong Password Policies
In the V-Rooms™ system, Group Administrators have the ability to customize a password policy for the users
of their Group. This password policy can be established and maintained within Group Management. As a
Group Administrator, simply click “Maintain Group” to view and update your group’s password complexity
requirements, change requirements and expiration requirements. The options available are detailed below.
The default value for each of these fields will not require any change for current users. As an administrator,
you simply turn on and/or set the ones you want to use.
Note: Password Management is a premium feature that may not be available with all data rooms. If Password
Management controls are not shown on your Group Maintenance screen, please contact our Client Care Team
to discuss.
•
Password Complexity Requirements
o Password Minimum Length – The default is 0, and blank or 0 will set no limit for minimum number of
characters in a user’s password. A strong password policy would set a minimum password length of 7
characters.
o Password Maximum Length – The default is 0, and blank or 0 will set no limit for maximum number
of characters in a user’s password. Please note that some Operating Systems will not support
passwords longer than 14 characters.
o Upper Case Letter Required – The default is “No”. Change this to “Yes” to require an upper case
letter in a user’s password. A strong password policy would require a user’s password to contain an
upper case letter.
o Lower Case Letter Required – The default is “No”. Change this to “Yes” to require a lower case letter
in a user’s password. A strong password policy would require a user’s password to contain a lower
case letter.
o Number Required – The default is “No”. Change this to “Yes” to require a number in a user’s
password. A strong password policy would require a user’s password to contain at least one number.
o Special Character Required – The default is “No”. Change this to “Yes” to require a special character
in a user’s password. A strong password policy would require a user’s password to contain at least
one special character.
o Password can contain Username – The default is “Yes”, but if changed to “No”, then the password
cannot contain the username as part of the password. A strong password policy would not allow a
user’s password to contain their username.
o Require a security question at login – The default is “No”. Change this to “Yes” to require a security
question at login. When a security question is required, the user will be asked to set up their security
question and answer the next time they login. On each subsequent login, after the user enters their
password the user will be prompted to answer their security question before being allowed access to
the system. This is also known as 2-factor authentication.
•
Password Change Requirements
o Number of times a day a user can change their own password – The default is 0, and blank or 0 will
set no limit on the number of times a day a user could change their own password. Best practices for
strong password policies vary regarding a recommended setting here, so we suggest a value no
greater than 4 for a strong password policy.
o Number of previous passwords a user cannot reuse – The default is 0, and blank or 0 will set no limit
on the number of previous passwords a user is allowed to reuse. Best practices for strong password
policies vary regarding a recommended length for password history, so we suggest a value of at least
4 for a strong password policy. This would mean that a user would not be able to reuse any of their 4
previous passwords when changing their password.
•
Password Expiration Requirements
o Number of consecutive failed login attempts before a user account is locked password – The default is
0, and blank or 0 will set no limit on the number of consecutive failed login attempts. A strong
password policy would limit the number of failed login attempts to 4 before locking the account.
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In Group Management the following Password Management options are presented on the Group Maintenance
screen:
The values we have specified above reflect our recommendations for a strong Password Policy.
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