As soon as your project is created, you need to set it up for secure access by involved parties.
General setup
Project settings are located in the Settings menu in the left panel.
Here, you can check and update the following settings:
General: edit the project name, administrator’s contact details, disable or enable automatic document indexing, and view the storage location of your project.
Branding: upload a logo, change theme color and login page background to reflect your company’s brand.
Labels: add and adjust existing label groups and their values. Labeling helps to organize your documents across different folders in the project.
Terms of use: create terms for participants to accept before accessing your project.
Watermarks: decide when to display watermarks; edit watermarks color, opacity, position, and details included.
Security: provide support access if needed; strengthen security by enabling 2-step verification and email verification, restrict access by email domains and IP addresses.
💡 With the Enterprise subscription, corporate account owners and managers can define default settings for all newly created projects. This ensures alignment with company policies and faster project setup.
Populating the project
Next, define the documents that need to be added and participants to be involved in your project.
Uploading documents
You can get started with the project documents in one of the following ways:
Upload documents from your computer or from the external storage (for example, SharePoint or OneDrive).
Import folder structure to be populated with documents later by you or other participants.
Managing documents
If any changes are required to already uploaded documents, you can easily:
Copy and move documents within a project or to another project.
Delete files and folders.
Rename single or multiple documents using the bulk rename feature.
Inviting participants and assigning permissions
After setting up the project and uploading all required files and folders, the next step is to configure participant access by creating user groups and allocating permissions accordingly.
In the Participants tab, you can:
Add another administrator to help you manage the project.
Create user groups and:
Set up granular document permissions consisting of 8 levels: No access, Fence, View, Encrypted, PDF, Original, Upload, and Manage.
Define project access and other security settings.
Add participants to groups during or after creation.
Import participants in bulk via Excel or invite one by one to previously created groups.
Sharing documents
You can share your project documents with both invited participants and external parties as needed.
Permissions for project participants
Designated permissions page is aimed to share documents inside the project only with invited participants. You can set permissions during the group creation and manage them at any time in Permissions.
File link for external participants
In the Documents tab, you can share a link to a file for instant access by the specified parties outside the project. It does not require invitation and registration, but you can still keep your data secure by revoking access and tracking activity in the audit trail.
💡 This feature is available with Business and Enterprise subscription.
Tracking activity
All project activity can be tracked with the help of comprehensive Reports, including document access, user sign-ins, project settings changes, and action by action tracking if needed. Additionally, you can opt to get different email notifications to stay up-to-date and subscribe to available reports.
Available reports
Activity log: get detailed info on project activity, including tracking individual user actions such as file access, duration of file viewing, permission change, and any other events.
Engagement matrix: track how users interact with files and folders in the project, including actions such as viewing, downloading, and printing documents.
Data storage: see the largest files and folders, usage trends, export all of them to Excel, and make relevant financial and cost efficiency decisions.
Subscriptions: stay updated even when not using the platform – subscribe to any of the available reports to receive vital project updates through email at a selected frequency.
Notifications
In the personal settings under the settings menu, you can set the following notifications:
Uploaded and deleted documents
Uploaded and deleted documents by me
Data storage reached the limit
New Q&A activity
Maintaining the project
Project dashboard
Project administrators can get a quick overview of the whole project by leveraging real-time insights, statistics, and charts: Activity, Q&A, and Documents.
Q&A
Once participants are added, you can set up the Q&A section for secure communication without leaving the project. Since the different teams need to be up and running as soon as the project starts, a proper Q&A tool is crucial to prevent data breaches and ensure efficient communication.
Recycle bin
Administrators can manage deleted contents in the Recycle bin available on the left navigation panel. It offers sorting capabilities, and the ability to either restore or permanently delete documents as needed.
Project archiving
At any stage of your deal, you can order USB drives with your project contents.
Once your project is finalized or is approaching the end, you can close it or schedule a closure for a specific date and time.
💡 Make sure you have a backup of your project contents before closure, as administrators also lose access to the project once it's closed.