Creating a Secure Data Room Share

ℹ️ What is a Secure Data Room?

A data room is a secure way to share contracts and related documents for a specific property with external parties.

Instead of downloading files and manually sending them through email or file-sharing tools, you can create a share link. Anyone with that link can open an interactive web page that shows the selected contracts and allows them to download the files.

Data rooms are commonly used when:

• Transferring a property to a new owner or manager
• Sharing contract information during due diligence
• Providing organized access to vendor agreements and related documents

Each data room is tied to one property and can contain one or more contracts.

➕ Creating a Data Room Share

Administrator users can follow these steps to create a share link.

1. Open the property

Navigate to the property whose contracts you want to share.

2. Select the contracts

From the Contracts list, select one or more contracts you want to include in the data room. Use filters to drill down to the types of documents you wish to share.

All files attached to the selected contracts (such as amendments or schedules) will automatically be included.

3. Create the share

Choose Create Share.

You will be asked to set:

• Expiration date – when the link will stop working

4. Copy the share link

After creating the share, a public link will be generated.

Copy this link and send it to the recipient.

⬇️ Viewing & Downloading from a Data Room

When someone opens the share link, they will see a secure data room page in their browser.

The page displays:

• Your company branding
• The property name
• A list of shared contracts
• Basic contract details such as vendor name, contract dates, tasks, clauses, and the summary
• The files attached to each contract

Browsing files

• Expand a contract to see its files.
• Some files may be previewed directly in the browser (only PDFs and images are supported).

Downloading files

Visitors can:

• Download individual files
• Download individual contracts (which may have more than one file)
• Download all contracts and files at once

The Download All option generates a ZIP file containing:

• All contract documents organized into folders
• A metadata file with contract information

Please note that depending on your share size, creating the ZIP file may take a few moments to process and download.

🗑️ Managing & Deleting Data Room Shares

Administrator users can manage data room links from the property.

Viewing active shares

On the property page, click the Manage Shares button on the All Contracts tab to see:

• Active share links
• Creation date
• Expiration date

Copying a link

Use Copy Link to resend the share to another recipient.

Deleting a share

If you no longer want the data room to be accessible:

1. Locate the share in the list
2. Select Delete

Deleting a share immediately disables the link, and anyone with the old link will no longer be able to access the data room.