How do I set permissions?

Managing user permissions in your data room is essential for keeping information secure and workflows running smoothly. Users are organized into groups, and permissions are applied at the group level, so everyone in a group has the same access. Permissions control what actions users can take in the room, such as viewing files, editing documents, creating requests, or accessing specific data. By managing these settings carefully, you can ensure the right people have the right access while keeping sensitive information protected.

In this article, we’ll cover how to:

• Create a group
• Set Data Room permissions
• Adjust Upload Dates
• Setting New Folder Access Permissions
• Setting “See Other Groups” permission
• Set AI Analysis permissions
• Adjust group visibility
• Set Admin access
• Add users to a group

Creating a New Group

Only an Admin has the permission to add users to a room or create a new group. Groups help organize users and control their access to features and data within the project.

To create a new group:

1. Go to the Permissions tab.
2. Click the plus [ + ] icon next to Permissions Group in the left-hand panel.
3. Enter the name for the new group in the text field that appears.
4. Click Create.

Once a group is created, you can manage its permissions and users. Use the Data Room, AI Analysis, Group Visibility, and Admin Access tabs to control what the group can see and do within the room. The group will also appear in the left sidebar under Permissions Groups for easy access.

Setting Data Room Permissions

Data room permissions define what users in a group can do with folders and files. This includes actions like viewing, downloading (with or without watermarks), and editing files.

To set folder and file access for a group:

1. Go to the Data Room tab.
2. Scroll to the Set folder access for this group section.
3. For each folder or file, select the appropriate access level:

• • Hide – Users cannot see the folder/file
  • View – Users can view files only
  • Download watermarked PDF – Users can download a watermarked version
  • Download original file – Users can download the original file
  • Edit – Full access to upload, download, and edit files

4. Click Save Changes at the top right to apply the permissions to the group.

Adjust Upload Date Settings

You can control how upload dates appear in the Data Room.

To adjust upload date settings for a group:

1. Go to the Data Room tab.
2. Scroll to the Hide Original Upload Dates section.
3. Enable or disable Upload Date Replacement:

• • Check Replace upload dates with the date(s) when access was first given to show access dates instead of original upload dates.
  • Uncheck the box to display the original upload dates.

4. Click Save Changes at the top right to apply the settings to the group.

Setting New Folder Access Permissions

Control how users in a group are granted access to new folders created in the Data Room.

To set new folder access:

1. Go to the Data Room tab.
2. Scroll to the New Folder Access section.
3. Choose one of the following options:

• • Inherit access from parent folder
  • No access – if the group should not access nested documents or files
  • Deny access completely

4. Click Save Changes at the top right to apply the settings to the group.

Setting AI Analysis Permissions

Control whether a group can use FirmRoom’s AI features, including analyzing documents, generating summaries, and viewing AI-generated summaries from other users.

To manage AI Analysis access:

1. Go to the AI Analysis tab.
2. Check Allow users to analyze documents throughout the Data Room… to grant access, or uncheck it to revoke access.
3. Click Save Changes at the top right to apply the permissions to the group.

Setting Group Visibility Permissions

Manage how users within a group see and interact with each other. Options include hiding users from each other, allowing users to view each other, or allowing them to invite new users.

To set group visibility:

1. Go to the Group Visibility tab.
2. In the Group Users Visibility section, select the desired option:

• • Hide users from each other
  • Allow users to view each other
  • Allow users to view each other and invite new users

3. Click Save Changes at the top right to apply the settings to the group.

Setting “See Other Groups” permission

Control which other groups' users are visible to the users of a specific group. This setting can help manage interactions and information sharing between different teams within the project.

1. Navigate to the Group visibility tab.
2. Scroll down to the See Other Groups section.
3. Check the boxes next to the groups that you want the current group's users to be able to see.
4. Click the Save changes button at the top right corner of the page. This will apply the selected "See Other Groups" settings to the chosen group.

Setting Admin Access Permissions

Grant or revoke administrative privileges for a group. Admins have full control within a room, including managing the room, handling requests, managing the Data Room, inviting external users, and controlling permissions.

To manage admin access:

1. Go to the Admin Access tab.
2. Check the box to grant admin privileges or uncheck it to revoke access for the group.
3. Click Save Changes at the top right to apply the settings.

Adding users to a group

After setting permissions, you can add new users to a specific group within a room by inviting them via email.

To manage existing users:

• Search for users: Use the search bar to find specific users in the group.
• View user details: Click a user’s name to see their information, including name, email, phone number, and company.

To invite new users:

1. Click Invite User.
2. Fill in the user information in the drawer that appears:

• • Emails: Enter the email addresses of the users you want to invite. You can also add users from other rooms using Add from other room.
  • Permission group: Select the group to assign the new users.
  • Message (optional): Include an optional message for the invitees.

3. Click Invite User to send the invitations.

If you have questions or need support, reach out to our team via the in-platform chat or email us at support@firmroom.com. We're here to help!

Relevant Articles

• How do I grant someone admin acccess?
• How do I add members?
• How do I remove a user?
• The person I invited didn't receive their invitation. What do I do?

Updated on: 06/10/2025