Data Room Set Up

Before you can set up your data room within the Document Vault Systems, you must first register and select the package you wish to purchase. See Pricing Plans.

You will then be asked to give the data room a name. This will typically be the name of your project, for example “project green”. Once your data room goes live, you will be able to access your data room directly through its own link, for example https://projectgreen.documentvault.uk.

If you have ordered a package which allows for branding, you will then be able to add your logo and customise the colour scheme to be used in the data room so that it matches your corporate branding.

You will also be able to customise the standard terms for data room use +/- confidentiality agreement, so that all users of the data room are bound by your terms.

Having completed the initial set up, you will be able to follow these steps to add your documents and invite users to the data room.

Adding Documents To Your Data Room

It is not necessary to prepare a manual index of the documents prior to upload, although you may prefer to do this.

The first step is to organise your documents on your local computer prior to adding them to the data room. This means setting up the folder structure and placing the documents within this structure. It is helpful to agree the naming conventions at this stage so that each document is named consistently, particularly with regard to the way dates are displayed.

If scanning your documents, it is recommended that you scan to “searchable PDF”, so that each scanned document contains the embedded search text as well as the scanned image. This will facilitate document search once the documents have been added to the data room.

Once you have done this, you can add these documents to the data room by uploading the files directly to the data room. You will then be asked to confirm the details of the documents to be uploaded, set permissions and complete the import.

Inviting Users To Your Dataroom

We recommend that all users of the Data Room are required to register, agreeing to your Confidentiality Agreement before being given access to the Data Room.

To achieve this we will provide you with a website address to send people to, together with a Pincode which when entered will take them to your Confidentiality Agreement. On agreeing to your terms, they will then be assigned to an initial user group, assigned a username and password and given a link to your Data Room URL.

Log in details will be sent via email.

For further information about any of our services, call us on 0808 221 0440 for a quick discussion or complete our online form to Request a Quotation.