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Brainloop Secure Dataroom Version 8.30 User Manual

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1. Note Installation is different for Internet Explorer and Firefox If you use both browsers you must install the certificate separately for each Generate and install the certificate as follows 2 3 4 Generate or Upload an Existing Certificate Install for Internet Explorer Install for Firefox Test To generate a Dataroom certificate for your profile 1 10 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed Under Member Account select the Certificate area in the Please select drop down list Click Y to show the content in this area If you see No certificate set here you have not entered any certificates Click Generate Certificate The Generate or Assign Certificate dialog window is displayed Click Assign ext to upload an existing certificate and select the respective certificate in the new window Click Generate Certificate again to generate a certificate The Generate and Set Up Certificate PIN Entry Required dialog window opens Depending on your settings you receive a PIN by SMS or e mail The validity period of the PIN is shown Enter the PIN and click Next The Generate and Set Up New Certificate Download Certificate dialog window opens Please note down the password that is shown after Password You need it to install your certificate locally in the next step Click Next to start the certificate file download The
2. To delete a single link k In the Dataroom Explorer select the folder containing the link you want to delete 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed w Select Modify gt Delete gt A Confirm the security prompt with OK The link is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple links 1 Inthe Dataroom Explorer select the folder containing the links you want to delete 2 Click Select Multiple Items 3 Select the links you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The links are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 179 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 Manage My User Profile You should enter all your contact data in your user profile Profile and Settings dialog window to be able to make full use of all Dataroom communication options For an explanation of the most important profile settings see My Profile Most Important Settings on page 46 12 1 Member Account Under Member Account you have the following options to manage your profile e Add or Change Mobile Phone Number on page 47 e Change Username on page 19
3. contain consecutive periods e g Hem doch and must not end with a period e g Hem 1 Also filenames should not be longer than 100 characters since this may cause problems with some browsers and WebDAV clients 3 13 Contact Support If you have any questions or need help please contact Brainloop Support To open our online support form click here http www brainloop com en services support support html To display a list of the Support phone numbers click Support in the top right corner of the Dataroom dialog window The Support dialog window will appear with their contact information Click on the e mail address to write an e mail with your local e mail client e g Outlook Page 62 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 14 Manage Recycle Bin Documents that you delete are moved to the recycle bin If you have deleted a document unintentionally you can restore it from the recycle bin If you want to remove an item from the Dataroom completely before the defined default retention period of the recycle bin expires you can delete it irrevocably from the recycle bin 3 14 1 Delete Items from the Recycle Bin Dataroom Center Managers and Dataroom Managers can control and monitor which user groups and users are allowed to remove items permanently from the Recycle Bin To permanently delete items from the Recycle Bin you have the following three options e Delete an individ
4. 10 1 Change the Watchlist Settings Note Notifications regarding Tasks and Q amp A statuses are independent of your Watchlist settings To change your Watchlist settings Select the Watchlist tab 2 Click the My Notification Settings link The My Notification Settings dialog window is displayed 3 Specify this information Global Settings area Settings that apply to all your Datarooms Tip Disable the options in the Global Settings area if you are out of the office for an extended period of time If the options are disabled no Watchlist notifications are sent independent of the settings for the individual Datarooms If you re enable the checkboxes once you are back all options for your individual Datarooms are reactivated Please note that notifications for Tasks and Q amp A statuses are not deactivated by this so that you will still receive these e mails o Instant Notifications If this option is enabled under E a notification is sent to you by e mail when an item on your Watchlist is changed If this option is enabled under d a notification is sent to you by SMS when an item on your Watchlist is changed o E mail Digests If this option is enabled a digest of changes to items on the Watchlist is sent to you by e mail Settings for this Dataroom area Settings that apply to the current Dataroom o Notify me about my own actions If this option is enabled you receive notifications when you have made changes to it
5. 5 Click Save An e mail invitation is sent to the selected participants For details on how to reply to this invitation see Reply to an Invitation to an Event in a Dataroom on page 202 Once all participants have replied to the event invitation the organizer gets a corresponding notification e mail 13 1 3 3 Create Events for Structured Tasks You can create events for your structured tasks to create reminders for example For this the Add Event action is available in the Properties screen of a structured task To add an event for a structured task ae es Open the Messages view Open your Inbox and select the structured task from the list At the top right corner select Properties Select Organize gt Add Event The Create Change Event dialog window is prefilled with the most important task information The name of the event which is the name of the task The description of the event which is the description of the task The end date of the event which is the task s due date The start date of event which is the task s due date minus one hour If applicable enter further data Click Save The structured task is now shown as an event in the Dataroom calendar Page 201 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 1 4 Reply to an Invitation to an Event in a Dataroom To reply to an invitation to an event in a Dataroom 1 2 In the e mail invitation you receive in yo
6. 7 8 Move Document Collections You can move one or multiple document collections to a different folder Alternatively you can also move document collections in Windows Explorer see Use the WebDAV Interface on page 43 Note You can move document collections only within the same Dataroom You can copy document collectuions into another Dataroom see Copy Documents to a Different Dataroom on page 120 or create a link to a document collection in a different Dataroom see Create Link to External URL on page 175 Page 144 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To move a single document collection In the Dataroom Explorer select the folder containing the document collection you want to move Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Move The Move Name dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple document collections oe e KM za In the Dataroom Explorer select the folder containing the document collections you want to move Click Select Multiple Items Select the document collections you want to move In the drop d
7. 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Edit The Edit Milestone dialog window is displayed You see a list of the items it contains 4 Select Add Content The Add Content to Milestone dialog window is displayed 5 Inthe Select Content field enter the first letters of the item name or folder name that contains the items Alternatively click i in the Browse amp Select dialog window and mark the respective item 6 In the Insert after drop down list select the desired position Click OK Click OK The item reference is now contained in the milestone You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 2 2 Change Linked Item Versions in Milestones To change the linked version of an item contained in a milestone In the Dataroom Explorer open the Tasks folder Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Edit Milestone dialog window is displayed You see a list of the items it contains Select a linked item in the list Open the Latest version drop down list and select the version you want Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window The versions of the linked items are displayed in the milestone s Properties To update all document references to
8. Brainloop Secure Dataroom Version 8 30 User Manual 6 Toremove recipients from the list move the mouse over the recipient and click Delete 3 3 My Profile Most Important Settings We recommend you to enter all your contact data in your User Profile to make full use of all Dataroom communication options Therefore update your contact details and your mobile phone numbers as necessary For further settings see Manage My User Profile on page 180 3 3 1 Add or Change Contact Details To make use of all Dataroom communication options you should enter all your contact data in your user profile Your username is identical to your e mail address and is therefore stored automatically when you register Also we recommend you to enter your current mobile phone number so that PINs and messages can be sent to you there see Add or Change Mobile Phone Number on page 47 You can decide which of the contact details stored for you in the Dataroom are to be visible to other Dataroom members see Protect Privacy on page 194 To add or change your contact details 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed 2 Open the Contact Details tab The following areas are displayed in the Contact Details tab Address and Personal Details Signature Phone Numbers Instant Messengers 3 Scroll down the list of features until you see the desired section or open the Show me
9. Page 99 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To download a document in its original format 1 Inthe folder list click the name of the document A dialog window is displayed in the browser 2 Select one of the following options Open The document is opened in the corresponding MS Office application e g Word and is not saved automatically Save The document is saved locally on your computer in the predefined folder e g Downloads Gave as A dialog window is displayed where you can select the destination on your local computer Note Alternatively you can also download and save documents in Windows Explorer see Use the WebDAV Interface on page 43 To download multiple original documents compressed in a Zip file 1 2 3 4 5 In the Dataroom Explorer select the folder containing the desired documents Click Select Multiple Items Select the documents you want to download In the drop down list select Zip Items Click Apply The Download Zip File dialog window is displayed Note A warning is displayed if you do not have the necessary download permissions for all of the documents you want to download in a Zip file 6 Click Original 7 Click the Download the Zip file link A dialog window is displayed in the browser 8 Select one of the following options Open The document is opened in the corresponding MS Office application e g Word and is not s
10. The Change Owner dialog window is displayed To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click 5 and select an owner in the Browse amp Select dialog Click OK The owner of the saved search is changed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Click Close 4 6 5 Adda Description to a Saved Search You can add a description to a saved search which is then displayed in the header of the search results list This description is also considered when you perform a full text search To add a description to a saved search 1 2 In the Dataroom Explorer select the saved search to which you want to add a description Select Modify gt Add Description The Description dialog window is displayed Enter the new description maximum 3 000 characters in the Description field Click Save The new description is displayed Page 73 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 6 6 Change a Description of a Saved Search To change the description of a saved search i 2 In the Dataroom Explorer select the saved search for which you want to change the description Select Modify gt Change Description The Description dialog window is displayed Enter the new description maximum 3 000 characters in the Description field Click Save The new desc
11. To change the reference date 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties If the required information is not visible under Configuration click in this area 4 Click Change next to Reference Date for Time constrained Access A dialog window is displayed 5 Next to Reference Date click on the date and select a new reference date in the calendar 6 Click OK in the calendar 7 Click OK The reference date is changed 7 7 4 Change Automatic Versioning for Document Collections You can decide whether document versioning is performed automatically or manually each time you save a document If you do not change the version setting for a document it inherits the setting of the folder that it is stored in Note To make a document available in Brainmark format the content has to be frozen first To simplify the creation of Brainmark documents and to allow immediate opening of document collections in Brainmark format it is recommended to enable the Autoversioning option To enable the autoversioning setting 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties If the settings in the Configuration area are hidden click next to Configuration 4 Use the Autoversioning option to define whether you want the d
12. To remove an Acting on Behalf Rule 2 3 4 5 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Member Account tab scroll down until you see the Acting on Behalf Rules area To remove a representative click 2 inthe corresponding line Confirm the security prompt with OK Page 197 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 Communicate and Organize You can communicate with others and organize your projects using a Brainloop Secure Dataroom You can access items sent to you by e mail directly via the link in the e mail 13 1 Work with the Dataroom Calendar If your Dataroom Manager has enabled this option you can use a calendar in the Dataroom and create events You can access your calendar events from the Calendar or the Messages views The calendar shows events and where applicable votes tasks and structured tasks The calendar can be opened in list weekly or monthly views Each event added to the calendar must have a name start date time end date time and a managing group whose members will be able to modify the event Events may also include a location description participants and be linked to one or more Dataroom items Unless marked as private events are visible to all non participating users in the Dataroom who can see the event organizer who is always a participant of the event as well Howeve
13. brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 4 2 Create Document Collections with the Select Multiple Items Option To create a preallocated document collection using the Select Multiple Items option of the Folders view 1 Ole Gi In the Dataroom Explorer select the folder that contains the documents you want to add to the document collection Click Select Multiple Items Select the documents and folders you want to add to the document collection In the drop down list select Create Document Collection Click Apply The Create Document Collection dialog window is displayed The previously selected documents are already added Specify this information Location Contains the current path of the document collection Click VU to change the storage location Security Category Security category assigned to the document collection Reference Date If time constrained access is enabled in your Dataroom you can select a reference date Name Name of the document collection Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Wem doc and must not end with a period e g Hem 1 Description Custom description of the document collection maximum 3 000 characters task The description is displayed in the Details View The description can be used to find items using the full text se
14. drop down list and select the desired section Tip Click K i to close the displays in these sections Click a to open the display again 4 Specify this information Change Details Click this link and enter or change your personal data details in the Change Details dialog window Change Signature Click this link and enter or change your signature in the Change Signature dialog window Page 46 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 Manage Telephone Numbers Click this link and enter or change your private and business phone and fax numbers in the Manage Telephone Numbers dialog window For details on how to enter or change your mobile phone number see Add or Change Mobile Phone Number on page 47 Manage Instant Messenger Accounts Click this link and enter or change your instant messenger address details in the Manage Instant Messenger Accounts dialog window Click OK 3 3 2 Add or Change Mobile Phone Number The mobile phone number is required in your user profile so that PINS and messages can be sent to your mobile phone To add or change your mobile phone number 1 a fF oO Dh 10 11 12 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed Open the Member Account tab Scroll down the list of features until you see Mobile Phone Click Add or Change In the Add or Change Mobil
15. having access to the old phone you can define a security question and answer To add a security question and answer 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed 2 Open the Member Account tab 3 Scroll down the list of features until you see the Security Question option in the Authentication Methods section 4 Click Configure Enter the one time PIN you received by SMS or by e mail to authenticate yourself 6 Next open the Security Question drop down list and select one of the following questions Best Friend from Childhood What is your childhood best friend s last name Grandmother s Maiden Name What is your grandmother s maiden name First Date of Parents In which city or town did your parents meet each other Last Name of Phone a Friend Lifeline What is the last name of the person you would select as Phone a Friend lifeline in a TV quiz show Favorite Job What career would you have chosen if you had not chosen your current job Enter your own Type a user defined security question in the Your Question field Important note Make sure your secret question and answer are easy for you to remember but difficult for others to guess 7 Type your answer in the Answer field Note The security answer is not case sensitive 8 Click OK You can now use your security question and answer to change or delete your mobile phone number Note If you canno
16. my brainloop net dmo dmo aspx intObjectID 123456 Tip To prevent typing errors we recommend you open the external link in a second browser dialog window and copy it from the browser address field into the External URL field 4 Click OK The link is displayed in the Folders view 11 3 Send Link Securely Links can only be sent to Dataroom members but not to external users Once you have sent a Dataroom item securely you and the recipients receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Dataroom members in the Messages view Page 175 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To send a link to a Dataroom member In the Dataroom Explorer open the folder containing the link you want to send Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Send Securely The Send Name Securely dialog window is displayed Specify this information Security Level Links can only be sent with Maximum Dataroom members security Only Dataroom members can see the link Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on pa
17. If you create another copy of Cover letter docx in the same folder the copied document is Page 119 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual named Cover letter 3 docx If you create a copy of Cover letter 2 docx in the same folder the copied document is named Cover letter 2 2 docx To copy multiple documents a FON In the Dataroom Explorer select on the folder that contains the documents you want to copy Click Select Multiple Items Select the respective documents In the drop down list select the Copy Items option Click Apply The Copy dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click VG in the Browse amp Select dialog window and mark the respective item Select one of the following options Copy all versions and attributes All versions permissions attributes security categories and date properties of the documents are copied Copy current version only Only the current versions of the documents are copied Advanced copy You can decide individually if versions permissions attributes security categories and date properties of the items are copied o Copy all versions All versions of the items are copied o Copy attributes All attributes of the items are copied o Copy creation and modification dates The creation date and the last modified date
18. Related Messages on page 84 Send Securely direct action by default Add Folder on page 77 direct action by default History on page 123 Ask a Question on page 231 not Add Document on page 95 not available available in Discussion and Task in Discussion and Task folders direct folders action by default Download as Zip on page 84 Add Vote on page 213 not available in Add Document Collection on page 134 Discussion and Task folders not available in Discussion and Task folders Open in Windows not available in Add Link on page 174 not available in Add Description Change Description on Discussion and Task folders Discussion and Task folders page 92 Open as Link in the Web Browser not Add Discussion on page 205 only Rename on page 92 available in Discussion and Task available in Discussion folders direct folders action by default Folder Index on page 56 Add Task on page 235 only available in Copy on page 80 not available in Task folders direct action by default Discussion and or folders Properties Add Milestone on page 220 only Move on page 79 not available in available in Discussion folders Discussion and SH folders Change Security Category on page 91 Delete on page 93 not available in not available in Discussion and Task Discussion and Task folders folders Add to Favorites Remove from Favorites on page 59 Page 83 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Note
19. Reporting Open the Please Select drop down list and select the Member Statistics from the list You can specify the following filter criteria Period The information of the last ten days is shown by default Page 32 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Dataroom or Dataroom Center If a user has the required permissions for both the Dataroom Administration and Dataroom Center Administration they can also call the statistics for the entire Dataroom Center 4 Click Go to generate the report in your web browser The following information is provided for each Dataroom item Name of the item version date of change performed action details related to the action date of the action user who performed the action 6 Click Export to Excel to export the report to Microsoft Excel 2 2 3 13 Activity Report With the Activity Report you can perform detailed analysis on all actions on Dataroom items performed by users and user groups within the specified period To call the Activity Report 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt Reporting 2 Open the Please Select drop down list and select the Activity Report from the list 3 You can specify the following filter criteria Period The information of the last ten days is shown by default Category Select a categ
20. To rename a document in the browser 1 Move the mouse over the name of a document and click Details to the right of the document s name The Details view is displayed 2 Select Modify gt Rename The Rename Dataroom Item dialog window is displayed 3 Inthe Name field enter a new name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Also filenames should not be longer than 100 characters since this may cause problems with some browsers and WebDAV clients 4 lf the corresponding option is enabled in your user profile you can change the file extension in order to change the File Type see Display File Extensions on page 189 Note The file extension e g doc or xls must be kept so that the document type is still recognized 5 Click OK The document is displayed with the new name You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 15 Set Attributes You can set attributes for a Dataroom item by activating or selecting them Attributes are defined by your Dataroom Manager To set attributes In the Dataroom Explorer open the folder containing the item to which you want to assign attributes 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displaye
21. With this option further action related details from the History and the IP address of the user are shown 4 Click Go to generate the report in your web browser The following information is provided for each Dataroom item Name of the item version date of change performed action details related to the action date of the action user who performed the action The following filter criteria are available 6 Click Export to Excel to export the report to Microsoft Excel 2 2 3 14 Membership Report The Membership Report shows which users belongs to which group and when they were last logged in To call the Membership report 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt Reporting 2 Open the Please Select drop down list and select the Membership Report from the list 3 You can specify the following filter criteria Dataroom Name Shows which users belong to which group in the selected Dataroom For all Datarooms in the Dataroom Center Depending on a user s permissions the report can also be called for all Datarooms in the Dataroom Center For this Dataroom Center only Depending on a user s permissions the report can be called for the groups in the Dataroom Center For this Dataroom Center and all its Datarooms Depending on a user s permissions the report can be called for all Datarooms in the Dataroom Center and the Dataroom Cente
22. You can also apply actions to multiple items using the Select Multiple Items option 5 7 Show Messages Related to Folders You can view messages that are related to the selected folder A related message is created for the following actions e Ask A Question on page 231 e Add Vote on page 213 e Send Securely e Create Events on page 200 To display messages related to a folder e Select View gt Related Messages The Messages View is displayed All messages related to the selected folder are displayed 5 8 Download Folders as a Zip File You can download hierarchically structured multi level folders including their contents in a Dataroom folder as a Zip file either in their original formats or in Brainmark format depending on your download permissions To download a folder as a Zip file 1 Inthe Dataroom Explorer select the folder that contains the documents to be zipped and downloaded 2 Select View gt Download as Zip The Download Zip File dialog window is displayed Note This option is only available if you have either the Download Original Document or the Download Brainmark Document permission 3 Select your preferred download format if you have the corresponding permissions Original Select this option if you want to add the documents in their original formats to the Zip file Brainmark Select this option if you want to add the documents in Brainmark format to the Zip file The Zip file is created 4
23. You can delete web folders with the format ID 182230 on my domain xyz DAV These are the result of downloading an item from the Dataroom Open Temporary Web Folders As an alternative to the path described above you can also open a web folder in Windows Explorer from the browser This method only works when using the Internet Explorer see WebDAV Requirements on page 41 To open a web folder in Windows Explorer from the browser 1 Open the Dataroom in Internet Explorer 2 Inthe Dataroom Explorer select the required folder 3 Select View gt Open in Windows Page 42 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Windows Explorer opens with a view of the folder In the folder bar you see an additional folder with the ID 182230 on my domain xyz DAV format You can delete this again after using it and open the web folder you want via the Dataroom web folder 2 4 4 Open a Folder in Windows You can open a Dataroom folder directly in Windows To do so you need a functioning WebDAV interface see WebDAV Requirements on page 41 To open a folder in Windows e Select View gt Open in Windows The folder is opened in Windows Explorer You can view and modify the folder contents if you have the necessary permissions For further information see What is WebDAV on page 39 2 4 5 Open a Folder as a Link in the Web Browser You can open a Dataroom folder directly in Windows using a persistent l
24. not end with a period e g Item Description Describe what is to be voted on maximum 3 000 characters The text can be viewed in the All Messages mailbox Your text will also be visible to authorized users in Watchlist and Dataroom digests and in any other Dataroom function that displays history information Due Date Select a date until which the contributing Dataroom members can submit their votes The vote organizer can close the vote at any time regardless of the due date specified Link To To link the vote to a Dataroom item enter the first letters of the item name Then click on the item you want in the autocompletion results Show Individual Votes Define which of the participating voters can see the names of the other voters and the vote s status o To vote organizer only Only the organizer of the vote can see the vote s status and the names of other voters at any time during the vote To all at any time during the vote o To all after vote outcome is decided All participating voters can see the vote s status and the names of other voters as soon as the outcome of the vote has been decided Page 213 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual O To all at any time during the vote All participating voters can see the vote s status and the names of other voters at any time during the vote Result Generation You can decide whether the vote result will be generated automatically or
25. permissions is also required to lock and unlock configured criteria To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 If you do not see this option please ask your Dataroom Manager for further assistance To change a saved search 1 Inthe Dataroom Explorer select the saved search you want to change 2 Select Edit In the Edit Saved Search dialog the search criteria are displayed 3 Click Change Criteria The Additional Search Criteria dialog is displayed 4 Change the criteria For further information on search criteria see Define Search Criteria on page 67 Click OK The search criteria are changed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 To see the search results click Go Page 72 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 6 4 Change the Owner of a Saved Search If you are the owner of a saved search you can specify a new owner for the saved search Note The owner of an item always has all permissions for the item even if the groups to which the owner belongs have not collectively been granted all permissions To change the owner of a search l 2 In the Dataroom Explorer select the saved search whose owner you want to change Click Permissions The Show Member Permissions dialog window is displayed Click Change Owner
26. 1 2 8 Log into a Dataroom as a Representative If another Dataroom member has named you as their representative you can decide on the new page whether to log in with your own username or with the name of the Dataroom member you are representing Select the desired option in the drop down list and click OK For more information see Acting on Behalf Rules on page 194 2 1 2 9 Log into a Dataroom using Windows Explorer If you have not yet logged in to the Dataroom using your web browser you can log in directly using your Windows Explorer Note The login method using Windows Explorer does not work for Datarooms protected by SMS PIN or certificate e g smart card 1 Open Windows Explorer and click on the network folder of the Dataroom Center that your Dataroom belongs to 2 Enter your username i e your e mail address and your password 3 Click OK Note If you want to use the Dataroom in the web browser in parallel you must also log in there 2 1 3 Log out of a Dataroom You should always log out using the Logout link after you have finished your work in the Dataroom or when you leave your PC unsupervised for some time This ensures that nobody can have unauthorized access to your Dataroom and its contents This applies in particular when you use the WebDAV interface Please be especially vigilant when working on a public PC In such cases always double check that you have logged out and deleted all of the files list
27. 2 Select the discussion you want to move The discussion is opened in the Messages view 3 Select Modify gt Move The Move Name dialog window is displayed 4 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 5 Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple discussions 1 Inthe Dataroom Explorer open the Discussions folder 2 Click Select Multiple Items Page 207 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 Select the discussions you want to move In the selection list select the Move Items option Click Apply The Move Selected Items dialog window is displayed 6 To select a target folder enter the first letters in the Target Folder field and click the desired folder 7 Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 2 5 Change Discussion Owner If you are the owner of a discussion you can transfer the ownership of this discussion to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom me
28. 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 9 Upload Folders and Documents as a Zip File 85 5 10 Change Folder Properties ccccceseceeeenceceeeceeeaeeeeaaeeeeeeeceaeeeeaaesaacesaeeeseaeeesaaeseeaeeseeeeesaeseeaaesseneesseesaas 86 5 10 1 Change Folder Autoversioning Setting cc cccceeceeseeceeeeeceeeeeeaeeeeeeeceaeeesaaesesaaeseeeeeseaeeesaeeneaeeeeaes 87 5 10 2 Change Folder Encryption Setting cccccceccecceceeeeeeceeeeeeeneeeceaeeeeaaeseeeeesaeeesaaesseneeseeeescaeeeeaeeeenees 87 5 10 3 Change Folder Retention Period 88 5 10 4 Change Folder Reference Date cceccceceeeeeeeeeeeneeceeeeeceaeeeeaaeseaeeceaeeeeaaeseeaaessaeeeseaeeesaesteneeeeaes 89 5 10 5 Change Naming Convention 89 5 11 Change Folder Owner ccccceccceceeeceeeceeeeececeeeeeeaaeseeaae canes ceaeeeeaaesaaaeesaeeeceaesseaaeseaeeseeeesaeeseaaessaaeeseeeesaas 90 5 12 Change Security Category for Folders sseesseesseesssesseessrestntssnnstnnnsnnstnnssnnstnnnnnssnnssnnnstnnsrnasnnnnnnnnnnn nnna 91 5 13 Add or Change Folder Description cccceeecceeeceeeeeeeeceeeeaeeeeeeeesaeeesaaeeseaeeseaeeesaaeeesaaeseeeeeseaeeesaeeseneeeeaes 92 514 Ronane Foldon S regen k egdeeek eege ER diced eege geed 92 5 19 Delete Folderg 2e ugetERdR EEEEENENRdEEEE EEN SERA ARENS ENEE SEENEN REESEN dd 93 5 16 Display Item History for Folde AA 93 6 Work with DOCUMENTS ss gegebeesttee coeeietes cata Leeecvie E E
29. Add Server side Annotations permission assigned To join a document review Log in to your Dataroom 2 Open the Messages view and select Inbox 3 Select the Shared Review message in the list A page containing the name of the review and the document is displayed 4 Click Review to comment on the document in Adobe Reader If you join a review for the first time you must identify yourself in Adobe Reader This information is stored in Adobe Reader see Comment on a Brainmark Document in Adobe Reader for the first time on page 155 6 Once you have entered your details the Welcome to Shared Review dialog window is displayed 7 If necessary check your Reviewer Profile 8 Click OK The Brainmark document is displayed in Adobe Reader The Comment tab with the available Annotation tools is opened by default in the top right corner 9 Inthe Brainmark document scroll to the position where you want to add your comments 10 Click the desired Annotation tool with your mouse and enter sticky notes free text or highlight the text in the desired position for example see Commenting and Markup Tools Page 160 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Important note If you use an Adobe Reader annotation tool that is not supported by Brainloop Secure Dataroom your comments will be displayed in Adobe Reader however they will be deleted after you click Publish Comments 11 Click Publish
30. Click Accept You will now be taken into the Dataroom 3 11 Create New Articles If you have Dataroom Manager permissions you will see the option New Article in the Dataroom s Info view You can use this to inform other Dataroom members centrally about important information and changes using announcements You can also hide announcements for the Dataroom members To create a new announcement 1 Click New Article The Create Edit Article dialog window is displayed For Valid From select a date from which the announcement is to be visible Today s date is selected by default The following is optional For Valid Until select a date until which the announcement is to be visible Check Allow Feedback if you want to give your Dataroom members the option of sending feedback to you by e mail Enter the e mail address to which this feedback should be sent in the Send feedback to field Select the language of the article In the Subject field enter a name for your announcement The name will be displayed in the header of the dialog window for the announcement In the Content field enter the content of your announcement You can use the Text Editor to change the font highlight text or insert a horizontal line or a link Page 61 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Note If you are preparing the text of your article in a separate document it is recommended that you only use plain text or
31. Click OK The saved searches are displayed in the target folder in the Dataroom Explorer You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 4 8 Change Security Category of Items in a Saved Search You can change the security category for folders documents and document collections in a saved search Note If no security category is selected for an item the permissions that a Dataroom member has for the respective folder apply as access permissions To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 To change the security category of items in a saved search In the Dataroom Explorer select the saved search whose security category you want to change Click Select Multiple Items Select the folders documents or document collections whose security category you want to change In the drop down list select the Change Security Category option or 2 Se ir ss Click Apply The Security Category dialog window is displayed D In the Security Category drop down list select the desired security category 7 If you want the security category to be applied to all items contained in a folder enable the Apply to Existing Subitems option 8 Click Save 9 Confirm that you want to apply the selected security category to the displayed items You see a confirmation in the Messages pop up window at the bottom
32. Comments Your annotations are saved securely to the corresponding Dataroom s database Adobe Reader displays a corresponding message 12 To close the document click x You do not need to click Save Note In a shared document review all the people involved can only open the commented Brainmark document from their Inboxes or from All Messages in the Messages view A shared commented Brainmark document cannot be opened and further commented through the normal Open Brainmark action Page 161 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 9 Work with Naming Conventions Indexing Note This option is only available if naming conventions have been defined for your Dataroom Please ask your Dataroom Manager for the naming conventions that are available for your Dataroom Naming conventions can be used to automatically assign index numbers to folders subfolders and documents as well as to define patterns and rules for assigning names to items The following properties and information can be assigned to folders and documents e Index number with a predefined number of digits before the item name e Hierarchical index number with a predefined number of digits before the item name The index number is a combination of the index of folders and superordinate folders e Maximum number of characters e Uppercase or lowercase letters e Use of numbers or letters e Date and time e Name of the s
33. Details view is displayed 2 Click Overall Status This option is by default a direct action in the header of the Details View 3 Select the required status from the Status drop down list 4 Confirm the security prompt with OK 13 7 2 3 Change Your Structured Task Status As the owner you can change the overall status of a structured task as long as all Dataroom members involved with the task have not completed their part and therefore have not changed their contribution status If several Dataroom members are involved in a task and they have completed their part of the task change the contribution status of the structured task You change the contribution status by selecting one of the answer options specified by the Dataroom Manager and therefore complete your part of the structured task If all Dataroom members involved have completed their part of the task the overall status of the task changes automatically Note Once a structured task changes to an approved or rejected status its status can no longer be changed Page 238 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To change the contribution status of a structured task a4 Select the Messages view N In the Inbox select the desired task The message s Details view is displayed You see the answer options 3 Click Change Task Status The Confirm Status Change dialog window is displayed gt A Select one of the answer
34. Explorer tree offers these functions e Once you have logged in to a Dataroom for the first time the tree is open by default and is docked i e it stays open until you close it again This tree mode is indicated through the E pin icon in the upper right corner of the tree e You can now collapse the tree by clicking E The tree is collapsed to the left and is docked and all elements in the Dataroom window are shifted to the left too e To re open the tree you can now select whether to open it permanently by clicking D or to expand it temporarily while you select a Dataroom item for example by clicking H The tree is collapsed again immediately after the selection of an item 2 2 2 1 Dataroom Explorer The Dataroom Explorer provides you with a structured tree based view of the Dataroom items that are grouped into various folders Here you can navigate to all Dataroom items that you are allowed to view e Click OU or D to open this view and navigate the Dataroom using this tree Click e to minimize this view e To open folders that contain subfolders click the icon in front of the relevant folder e When you click a folder in the Dataroom Explorer the contents of this folder will be displayed to the right see Folders View on page 28 Page 25 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual e You can also use the Dataroom Explorer to open Tasks Projects Discussions and the Recycle Bin see Manage R
35. Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 5 Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple links In the Dataroom Explorer select the folder containing the links you want to move Click Select Multiple Items Select the links you want to move In the drop down list select the Move items option Oi Poe iS Click Apply The Move Selected Items dialog window is displayed 6 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge in the Browse amp Select dialog window and mark the respective item 7 Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 11 5 Change Link Owner If you are the owner of a link you can transfer the ownership of this link to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change th
36. Links You can create links to items in the Dataroom or to external URLs You can access items in another Dataroom or refer to any external web pages via external URLs If you use links there is no need to store copies of the same items at different locations As a result you have a clear overview of the versions of an item 11 1 Create Link to Dataroom Item A link is stored in a folder To create a link you need the Create Subitem permission for the folder To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 You can create links to the following Dataroom items e Documents e Document collections e Folders To create a link to a Dataroom item 1 Inthe Dataroom Explorer select the folder in which you want to store the link The Folders view is opened 2 Select Organize gt Add Link The Add Link dialog window is displayed 3 Specify this information Name Enter the name of the link Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Wem Link To Open the drop down list and select Link To gt A Dataroom Item Dataroom Item To select the item you want enter the item name s first letters in the field Then select the desired folder You see the path of the selected ite
37. Next to the field Last Dataroom Visit click Send Invitation E mail This e mail contains a link to the registration page for not yet registered users or a link to the Dataroom for already registered users In the Business Card dialog window click Close to return to the dialog window with the members 4 Select another member whose details you want to display or click Close Page 52 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 5 2 Invite Users Depending on your permissions you can invite new members into the Dataroom either to any group or only to groups that you belong to via the Invite link You can send members an invitation by e mail You can also prepare invitation e mails and send them later or resend invitation e mails to members who have not yet registered Depending on your Dataroom s configuration settings these three options are available to invite new users into your Dataroom e Invite Users without additional Authentication e Invite Users per PIN Authentication e Invite Users per Client Certificate Authentication 3 5 3 Invite Users Without Additional Authentication You can invite users by e mail without additional authentication required With this invitation type you can invite several users at the same time To use this invitation type the Secure Invitation E mail option must be enabled in the Dataroom s security settings see Define Security Functions on page Fehler Textmar
38. Open the Select an action drop down list and select Destroy Items Click Apply NO a PF ro Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 3 14 1 3 Delete All Items from the Recycle Bin To delete all Items from the Recycle Bin In the Dataroom Explorer select Recycle Bin In the header click Empty Recycle Bin Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 3 14 2 Restore Items from Recycle Bin Documents that you delete are moved to the recycle bin If you have deleted a document unintentionally you can restore it from the recycle bin If you want to restore several items at once you can either restore each item to its original location or you can restore all items to the same new destination folder You cannot select different new destination folders for each item 3 14 2 1 Restore Individual Items from the Recycle Bin To restore an item from the Recycle Bin 1 Inthe Dataroom Explorer select Recycle Bin The list contains all items that were deleted today by default 2 Click the calendar icons and select another period Confirm with OK Page 64 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual All items that werde deleted within the selected period are displayed 3 Move the mouse over the name of the item and click Details to
39. To change the retention period for a folder In the Dataroom Explorer or in the Folders tab select the folder you want to change the retention period for 2 Select View gt Properties 3 Ifthe required information is not visible under Configuration click in this area If no retention period has been defined No Retention Period is displayed 4 Click Change to change the retention period The Change Retention Period dialog window is displayed 5 Inthe Retention field enter the number of days after which an object will be deleted if no relevant actions have been made with the object during the defined period The retention period you have set is applied automatically to all documents added to the folder 6 Select Apply to existing subitems to apply the new retention period to all the subfolders 7 Click OK The retention period is displayed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 8 Select View gt View Contents to return to the Folders view Page 88 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 10 4 Change Folder Reference Date You can change the reference date for time constrained access to a folder if the time constrained access functionality is activated for your Dataroom To change the reference date 1 e ono a Move the mouse over the name of the item and click Details to the right of the item s name The Details view is d
40. a document so that it can be edited by other Dataroom members To check in a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Page 109 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Click Modify gt Check In The Check In Document Document Name dialog window is displayed If you want to change the description of the document change the text in the Description field If you want to create a new version of the document during check in enable the Create New Version option Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window oa fF ON The document is available again for editing by other Dataroom members 6 7 7 Update Existing Documents If you do not only want to edit a document but also replace its entire content you can use the Update option to replace the document with a local version To replace a document with an updated version 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select the direct action Update The Update File document name dialog window is displayed 3 Click Select File A dialog window for selecting the file is displayed 4 Select the file you want to upload Click Upload The Update Existing Document dialog window is displayed 6 You can change the f
41. a double arrow Click on the divider line keep the mouse button pressed and drag the mouse left or right to the desired column width 2 3 2 5 Sort the Column Content 1 To sort the content of a column differently e g items displayed according to change date click on the column name in the header line If the items were first displayed in the order of last to oldest change date they will now be displayed in the order of oldest to last change date You see an arrow beside the column name indicating if the sort order is ascending arrow pointing upwards or descending arrow pointing downwards Click again on the column name to reverse the order The arrow will now point in the other direction 2 4 Work with WebDAV With WebDAV you can access Dataroom folders and files the same way you access files saved on your hard disk or on the company network see What is WebDAV on page 39 To do this you require a Windows operating system and Internet Explorer see WebDAV Requirements on page 41 If you meet the respective requirements you can use the WebDAV interface see Use the WebDAV Interface on page 43 Note Please note that while working with WebDAV the path can not exceed 100 characters File and folder names with special characters will extend the path length significantly Every special character adds three characters to the path and every space adds six characters to the path Page 39 of 250 brai
42. a plain text editor like Notepad Rich text formatting is not supported when you copy and paste your text into the Info Portal article and can lead to unexpected or lost formatting It is therefore recommended to paste plain text into your announcement and then format it using the Info Portal Editor 7 Fora Referenced Document select a document from the Dataroom that contains the conditions as an option You can either start typing the name of the document in the autocomplete input field or you can click on the icon to the right of this field to open the Browse amp Select dialog window and select the document from a tree 8 Click Save to create the announcement You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Additionally this announcement should now appear as the first article in the header area of your Info view To hide an announcement 1 Inthe header area of the Info view click gt gt to the right of an announcement area until the announcement you want to hide is displayed Click Hide for All Confirm the prompt with OK The item is no longer visible to Dataroom members on their Info view Dataroom Managers will still be able to see the article in the Info Portal Administration however the article cannot be made visible again 3 12 Forbidden Characters Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only
43. about the selected item yet you see input fields to write your question 5 Enter your question in the Question input field 6 The following fields are optional Describe your question more precisely in the Description input field maximum 3 000 characters You can display a frequently asked question with an answer for all users of the Dataroom Proceed as follows o Activate Mark as public o Enter the corresponding answer in the Your Answer field o If required select an item that the question and answer refer to Enter the first letters of the item name to do this Then click on the item you want in the dialog window 7 All members of the Dataroom who can see the related item will receive an e mail with the question and answer texts as well as a link to the item Page 231 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 8 Click Submit when you are done 9 You see aconfirmation in the Messages pop up window at the bottom of the Dataroom window You can also find your question in the Messages view in your Outbox 10 As soon as your question is answered you will receive a message in your Inbox If a question is made public by an Expert or Gatekeeper the question and answer will be displayed in All Messages You can also use the Dataroom search feature to find Q amp A items see Search and Find 13 6 2 Forward a Question to an Expert or Gatekeeper Depending on how the Q amp A workflow is configured i
44. actions related to Dataroom access and logout and PIN authentication of users in chronological order 4 Click Go to generate the report in your web browser The following information is provided for each action Name of the action related details user who has performed the action date and the IP address from which the action has been performed 6 Click Export to Excel to export the report to Microsoft Excel 2 2 3 11 History Statistics The History Statistics show which actions have been performed in the specified period and how often To call the History Statistics 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt Reporting 2 Open the Please Select drop down list and select the History Statistics from the list 3 You can specify the following filter criteria Period The information of the last ten days is shown by default 4 Click Go to generate the report in your web browser You see the actions performed in the selected period and how often they were performed 6 Click Export to Excel to export the report to Microsoft Excel 2 2 3 12 Member Statistics The Member Statistics show the number of Dataroom accesses for the specified period To call the Member Statistics report 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt
45. against changes but not the document properties and attributes New versions of the document can be created and the new file can be edited Freeze Version If you want to protect the document content and the document properties and attributes against changes but want to allow new versions of the document to be created and the new file to be edited Deep Freeze Item If you want to protect the document content and the document properties and attributes against changes and also want to prevent new versions of the document from being created Note Deep freezing is an irreversible action After deep freezing this item it will no longer be possible to modify its content or properties 7 If you want to change the description of the document change the text in the Description field maximum 3 000 characters 8 Click OK The documents are frozen You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 9 Create New Version of a Document You can create a new version of a document manually even if autoversioning is enabled see Change Document Autoversioning Setting on page 142 Note When you create a new version of a document the previous version is frozen see Freeze Documents on page 111 Page 112 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To create a new version manually 1 Move the mouse over the name of the item and click Details to the right of
46. and to enable QR Code Authentication 1 a fF oh G i 10 11 12 13 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Member Account tab navigate to the Account Login Authentication Methods section Click Change next to Mobile Phone Enter the one time PIN sent to your mobile phone Click Next The dialog window Add or Change Mobile Phone Number is displayed From the Validation Mode drop down list select QR Code Click Next A dialog window containing a QR code is displayed Start the Brainloop QR Code Scanner app on your smartphone In the app enter your access code and tap Login If the scanner does not start automatically tap the Scan option in the app Scan the QR code displayed A message informing you that your device was registered is displayed on your smartphone Tap OK to close the message Click Close Now are you ready to use a QR code as a two factor authentication method Page 51 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 5 See and Invite Users Depending on your permissions you can see the data of other users and invite new users into the Dataroom e See Users on page 52 e Invite Users on page 53 3 5 1 See Users You can see the details for other Dataroom users depending on your permissions To view the data of other users 1 Click the corresponding details of Dataroom membe
47. are not marked as private are also visible to other Dataroom members in All Messages To send an e mail Open the Messages view 2 Select Send Message The Send Message dialog window is displayed 3 Specify this information Recipients Select the Dataroom member to send the e mail to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Tip Click the CC option that is displayed when moving the mouse over a recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Subject Enter an e mail subject Message Enter a message text maximum 3 000 characters 4 Click Send 13 3 2 Send SMS You can send a message to individual users user groups or all users of the Dataroom by SMS To be able to receive an SMS the users must have entered their mobile phone number in their user profile and it must be made visible for other users Unlike e mails SMS
48. be frozen first To simplify the creation of Brainmark documents it is recommended to enable the Autoversioning option Please note that this option requires storage space as each version is created as its own document file To enable the autoversioning setting 1 Move the mouse over the name of a document and click Details to the right of the document s name The Details view is displayed 2 Select View gt Properties If the settings in the Configuration area are hidden click net to Configuration Use the Autoversioning option to define whether you want the document to be versioned manually or automatically Autoversioning enabled A new version of the edited document is created automatically each time a document is modified and saved or a new document is uploaded Autoversioning disabled manual versioning Versioning has to be performed manually see Create New Version on page 112 5 Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 Select View gt Details to return to the document s Details view 6 4 Download Documents Depending on your document permissions and the properties of a document there are several ways to download a document 6 4 1 Download Original Documents You can download one document or multiple documents in their original formats to read them or to save or edit them locally depending on your permissions
49. browser opens a window for downloading a file Save the file Read below how you install the certificate with Internet Explorer or Firefox Click Save and install the certificate on your local computer as described in the next steps for Internet Explorer and Firefox Page 182 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To install the certificate for Internet Explorer Click Open in the following dialog window The Windows certificate import wizard opens Click Next Check the proposed certificate file The file name of the certificate shows the generation date and time and has the pfx extension e g 2007_11_5 10 44 25 6HSAEY pfx Click Next Enter the password for installation The following is optional Enable high security for the private key if you want to use the certificate to log in to the Dataroom as well Note You are not recommended to use the certificate to log in to the Dataroom It is more secure to authenticate yourself by means of SMS PIN The settings for login security are made by your Dataroom Manager Mark keys as exportable if you want to install the certificate on another PC as well Click Next Leave the settings for certificate storage as proposed Only change the settings if you know exactly what you are doing Click Next Check your settings and click Finish and confirm the subsequent message with Yes The certificate is now installed for Internet Explorer The next ste
50. can configure the columns and information shown in the list see Customize List View on page 37 Click Next gt gt to display further entries Page 56 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The following options are available in the Folder Index Click an item name in the index to directly navigate to this item in the window or tab that you were working in The selected item s Details view is displayed see Details View You can search the currently displayed items of the index using the search function of your browser You invoke the search function of your browser using the shortcut key Ctrl F You can export the index to Excel Click the CC icon in the top part of the Folder Index If your Dataroom Manager has configured Excel templates for your Dataroom you will be able to select one of these templates for formatting your index in Excel You will also have the option of downloading the index without a template Confirm the security prompt with OK Note If your Dataroom Manager has not provided any Excel templates exporting the Folder Index to Excel without a template will result in an Excel file with the raw data that is void of text or cell formatting For example in the raw data the folder and document names are all left aligned in the Name column making it impossible to determine the folder hierarchy without looking at the Path column By using an Excel template it is possible to
51. certificate s name and click A Confirm the security prompt with OK To remove a locally installed certificate e In Internet Explorer a Select the menu option Tools gt Internet Options b Switch to the Content tab c Click Certificates d Select the desired certificate and click Remove e Confirm the prompt by clicking Yes e In the Firefox browser a Select the menu options Tools gt Settings gt Advanced b Click Show Certificates on the Encryption tab c Select Your Certificates d Select the certificate you want and click Delete e Confirm the security prompt with OK Page 185 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 5 Configure IRM IRM Information Rights Management is a document protection method It comprises a multi level system of rights that for example allows authorized persons to open IRM protected documents but not to print or save them This allows you to protect both Microsoft Office documents and Adobe PDF documents in the Dataroom Microsoft Rights Management Services RMS and Adobe LiveCycle Rights Management LC RM are used for this The access rights are stored together with the document so that they apply at all times even outside Datarooms You need an IRM user account to access an IRM protected document and client software for Microsoft Office documents If you open an IRM protected document in a Dataroom before you have prepared your profile yo
52. collections you can select completion attributes in a milestone Completion attributes are used to define which attribute must be set for all documents and document collections in the milestone so that the milestone is reached see Set Attributes on page 117 To change the completion attributes of a milestone 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Edit The Edit Milestone dialog window is displayed 4 Open the drop down list next to Document Completion Attribute and select the completion attribute you want Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 2 8 Add or Change Milestone Description You can add a description to an item so that you can quickly see its content and its benefits You see the description in the link s Details view and in the header of its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 To add a description to a milestone or change an existing one 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Add Description or Change Description Alternatively you can click on the existing desc
53. communication between Dataroom users o Configuration Changes All actions related to changes made to the configuration of Dataroom templates Dataroom Center Dataroom default notifications etc o Member Management All actions related to changes made to Dataroom user groups and Dataroom users such as creating and removing groups renaming groups inviting users adding users to groups and removing them from these o Organizational Changes All actions related to changes made to the following items Dataroom archive rename change description change Dataroom type Dataroom archives create authorize delete failed Dataroom backup upload and status successful and failed Dataroom restore started restored restored from backup Dataroom templates create change item attributes add change delete Dataroom items destroy move rename publish settings add remove publish descriptions copying items copied from to and document completion statuses incl completed by linked items Page 31 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o Security and Policies All actions related to changes made to permissions security categories trusted devices settings login security and login settings retention naming conventions structured tasks owners encryption unsuccessful certificate or PIN authentication use of specific conditions of use or the Info Portal o Access All
54. contains field at the bottom of the dialog window Important note File extensions e g doc are also recognized as an item name not as an item type Read Status Enable this option to search for read or unread items Select one of the following options from the Read Status drop down list o Only unread items o Only read items Status Enable this option to search for items with specific statuses For versioned items i e documents and document collections this criterion will be mapped to the item s version status Versioned items that are In Progress are either manually versioned with version status In Progress or autoversioned with the status Content Frozen All other versioned items would be considered Completed For collaborative items i e mails Q amp As votes tasks milestones and discussions this criterion is mapped to the item s overall status Select one of the following options from the Status drop down list o Any Status to search for items with any status o Completed to search for items that are not versioned and that are completed or closed and to search for collaboration items that are completed o In Progress to search for items that are in progress Date Enable this option to search for items that match certain time criteria Select one of the following options from the Add a date criterion drop down list o Last Modified in the last n days or in a user defined date range Enter the number of days or the From D
55. dialog window is displayed 2 Specify this information Recipients Enter the e mail address of the new user The e mail address is required to send the user a PIN for authentication if they do not have a mobile phone Mobile Phone Click the icon to the right of the input field A list of valid country codes is displayed Tip Type a country code in the first field A list of matching country codes is displayed Select a country code from the list and click OK Next enter the area code and local number according to your local regulations area code with our without leading zero Note The following characters are allowed for the area code and local number 0123456789 Page 54 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Group Open the drop down list and select the group into which the new user is to be accepted Preferred Language Select the preferred language for the invitation e mail to the new users Note Users can then also change the preferred language themselves Send invitation e mail Leave this option enabled if you want to send the invitation e mail directly after you have entered all necessary data Disable this option if you do not want to send the user an invitation e mail yet At first you can only create the invitation and send the e mail later To do this change to the user s business card The invitation e mail includes a personal link via which the new user can register If the use
56. doing so the commented document is made available to the selected reviewers Reviewers can comment on the Brainmark document in Adobe Reader To share your private comments 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Send Securely The Send Name Securely dialog window is displayed 3 From the Security Level drop down list select Maximum Dataroom members If you do not want the send operation to be visible to other Dataroom members activate Private message visible only to sender and recipients 5 Inthe Recipients field enter the Dataroom Members you want to invite to the review To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog 6 From the Document Review drop down list select Share existing private review 7 Specify this information Page 158 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Review until Date when the review will be closed After this date reviewers can no longer publish their comments Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters Remind me on You recei
57. following View Tabs are available depending on your permissions and on your Dataroom s configuration settings e Info e Folders e Messages e Calendar e Watchlist e Dataroom Reports e Dataroom Administration available for Dataroom Managers only e Drop down selector containing the Dataroom Center Administration option available for Dataroom Center Managers only Note The View Tab that is opened by default when you logged into a Dataroom depends on the Entry Page set by the Dataroom Center Manager or set by you in your Profile see Configure your Default Dataroom Entry Page on page 190 2 2 3 1 Info View The Info View provides you with a quick overview of all the latest activities performed in the Dataroom up to 30 days previously If your last visit was less than 30 days ago then next to Recent Activities you can select if you want to display the activity in the last 30 days or since your last visit In the Info View up to ten of the most recent activities that have occurred in your Dataroom during the selected time period are displayed If more than ten activities were performed in this period you can page to the next ten activities by clicking the gt Older activity link Click gt Newer activity at the bottom of the work area to scroll back to the previously displayed activities You can also change the view to predefine the view of displayed data an create new Articles for the Info Portal if you
58. following member and enter the name of the Dataroom user into the below field Alternatively you can select The active member to search for items modified by yourself Security Category Enable this option to search for items with specific security categories Select a security category from the Security Category drop down list Collaborator Enable this option to search for collaboration items e g tasks that are affiliated with a specific Dataroom member or have a specific status e g Completed Open the Add a collaborator criterion drop down list at the bottom of the dialog window and select one of these options o Collaborator to search for collaboration items of a specific Dataroom user Select The following member and enter the name of the Dataroom user in the below field Alternatively you can select The active member to search for your own collaboration items Page 69 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o Collaborator Status to search for collaboration items with a specific status e g Action required Open the drop down list and select Any Status Action Required or Completed See also Change Your Task Status on page 237 5 Click Apply amp Close 6 Disable the Search in current versions only option if you also want to search in older versions Note To remove search criteria move the cursor to the respective criterion and click a 7 Click Go The search results are displaye
59. for Folder You can view the history of folders In the item history you see which user performed an action on the folder and when You can also filter the history by categories To display the history for a folder In the Dataroom Explorer select the desired folder 2 Select View gt History In the History Details dialog window you see the history for the folder 3 To display details for an action click the action name Page 93 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The details of the action are displayed in a separate window To filter the history In the drop down list select the action category by which you want to filter the history The following categories are available Changes to content and items O O O items were added to the folder items in the folder were deleted items in the folder were moved Communication O O items in the folder were sent securely questions regarding the folder were asked Organizational actions O O O O the folder description was changed the folder was renamed the folder was copied the folder was moved Security and policies O O the folder s permissions were changed a security category was assigned to the folder the security category of the folder was changed the security category of the folder was removed the retention period of items in the folder was changed the retention period of ite
60. half of the collaborators must submit a vote in order to determine if the automatic result is Approved or Rejected If you set a due date and this is not reached by this date then the automatic result is Undecided If no due date is set then as long as this is not reached no automatic result will be triggered Approval Votes Needed You can specify the minimum of collaborators who must submit approval votes in order for the vote result to be considered Approved The percentage reflects this ratio of approval votes of collaborators This percentage is set to 50 by default Then exactly half of the collaborators must vote to approve in order for the automatic result to be Approved Manual The organizer must close the vote manually and set the status accordingly This type of result generation is useful if votes from different collaborators are weighted differently Collaborators To select a Dataroom member who should take part in the vote enter the first letters of the username in the Collaborators field Tip Click 5 to display all Dataroom Groups and Members in the Browse amp Select window 5 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window The new vote is shown in the Folders view Page 214 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 4 2 Submit Vote With individual voting you receive an e mail with a prompt to submit your vot
61. has been changed To configure notifications for event and status changes 1 2 Open the Calendar view Click an event The Create Change Event dialog window is displayed Page 204 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 At the top right corner click Notify me 4 Inthe Item Notification Settings dialog window make the following settings Select the options for notification by e mail if you want to be notified when changes are made to an event and or to its status Select the options for notification by SMS if you want to be notified when changes are made to an event and or to its status Click the Default button to apply the default notification settings to this event 5 Click OK 13 2 Discussions You can use the Discussions option to ask other Dataroom members questions to answer the questions of other Dataroom members and to hold discussions 13 2 1 Create Discussions You can create discussions for a folder document or document collection either in the Discussions folder or in the Folders view To create a discussion 1 Inthe Dataroom Explorer open the Discussions folder or in the Folders view select an item for which you want to create a discussion and open its Details view 2 Inthe Discussions view select Add Discussion in the Details view select Organize gt Add Discussion The Add Discussion dialog window is displayed 3 Specify this information Subject E
62. items currently available in this folder At the same time the system checks if the items comply with the naming Page 89 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual convention If this option is disabled the naming convention is only applied to items that are newly created in this folder Note If items do not comply with the naming convention items are not renamed by enabling this option However if the Adjust names if applicable option is enabled items not compliant with the naming convention are renamed so that they are compliant Adjust names if applicable If this option is enabled items not compliant with the naming convention are renamed so that they are compliant 5 11 Change Folder Owner If you are the owner of a folder you can transfer the ownership of this folder to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a folder 1 Inthe Dataroom Explorer select the folder whose owner you want to change 2 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed Select Change Owner To select an owner enter
63. message A password reset link has been sent to lt your e mail address gt Please check your e mails and click on the link to continue resetting your password Go to your e mail Inbox and open the Password Reset Requested e mail sent to you Click the Password Reset link The Reset Password dialog is displayed Enter the one time PIN sent to you to authenticate yourself Next enter your new password and repeat it Click Continue If you are a member in only one Dataroom you will be taken directly into your Dataroom Otherwise you will be taken to the Dataroom Selector on page 57 which lists all the Datarooms that you have been invited to Click a Dataroom to access it Additionally a confirmation e mail is sent to you 2 2 The Dataroom Window and its Areas The Dataroom window has the following distinct areas Header Logo Navigation area the View tabs with their Work areas Footer and the Messages pop up window For more information on these areas please refer to the help topics listed below 2 2 1 Header In the left part of the Dataroom window s Header you find the following information and actions The name of the user currently logged in Clicking the username opens the Profile and Settings dialog window The Logout link to log out of the Dataroom The name of the Dataroom Clicking the drop down selector icon D to the left of the Dataroom name opens a drop down list that contains the Dataroom Selector an
64. of all activities in this Dataroom that are visible to you To request an instant digest of changes to items on your Watchlist 1 Select the Watchlist tab 2 Select Digest The Select Digest dialog window is displayed In the Digest Type drop down list select Watchlist Next to Start Date select the date from which changes to items on the Watchlist are taken into account 5 Next to End Date select the date up to which changes to items on the Watchlist are taken into account Tip If you want to have a digest of the changes for one day only enter the desired date in both input fields 6 Click OK Page 172 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The digest is displayed in a new browser tab To request an instant digest of all activities in this Dataroom that are visible to you 1 Select the Watchlist tab 2 Select Digest The Select Digest dialog window is displayed In the Digest Type drop down list select Dataroom Next to Start Date select the date from which activities in this Dataroom are taken into account Next to End Date select the date up to which activities in this Dataroom are taken into account Tip If you want to have a digest of the activities for one day only enter the desired date in both input fields 6 Click OK The digest is displayed in a new browser tab Page 173 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 11 Create and Manage
65. of its subfolders in the Dataroom Explorer The items are displayed in the Folders view 2 Click the direct action Create Task The Create Task in folder name dialog window is displayed 3 Specify this information Name Custom name of the task Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Description Custom description of the task The description is displayed in the Details View The description can be used to find items using the full text search maximum 3 000 characters see The Dataroom s Search Function on page 66 Due Date Specify when a task has to be completed If a task has not been completed by the due date the contributors and you are reminded by e mail and the due date is displayed red in the task s display You can also select the end time in the drop down lists for hours and minutes Add Collaborators Dataroom members that should contribute to the task The task is listed in the Messages view in the recipient s Inbox The recipient also receives an e mail with the message and a link to the task To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Place Results In Via the results input field you ca
66. of the Dataroom window 4 9 Delete Saved Search You can delete one or more saved searches To delete a saved search 1 Inthe Dataroom Explorer select the search you want to delete 2 Select Modify gt Delete 3 Confirm the security prompt with OK Page 75 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The saved search is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple saved searches 1 Inthe Dataroom Explorer select the folder that contains the searches you want 2 Click Select Multiple Items 3 Select the saved searches you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The saved searches are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note Items can be restored from the Recycle Bin see Manage Recycle Bin on page 63 4 10 Send Saved Search to Dataroom Members To send a saved search to Dataroom members 1 Inthe Dataroom Explorer select the search you want to send to a Dataroom member 2 Click Send Securely The Send search name Securely dialog window is displayed 3 Specify this information Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible for other Datar
67. recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters Remind Me On You receive a notification by e mail if one or more recipients have not yet downloaded the item by the selected reminder date Click Send The link to the document collection is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 Modify Document Collections You can edit a document collection if you have the necessary permissions Note To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 If you do not see this option please ask your Dataroom Manager for further assistance Page 134 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 6 1 Add Documents to an Existing Document Collection You can add a document or all documents contained in a folder to an existing document collection To add documents to an existing document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is d
68. the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog The change is automatically inherited by all documents that are created in the folder 5 Activate Apply to existing subitems so that all existing subitems in the folder inherit this change 6 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 Click Close to return to the folder list Page 90 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 12 Change Security Category for Folders You can change the security category of one or multiple folders For further information on security categories see Define Security Category on page Fehler Textmarke nicht definiert Note If no security category is selected for an item the permissions that a Dataroom member has for the respective folder apply as access permissions To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 To change the security category for a single folder In the Dataroom Explorer select the folder whose security category you want to change 2 Select Organize gt Change Security Category The Security Category dialog window is displayed In
69. the newest versions In the Dataroom Explorer open the Tasks folder Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit Page 222 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Edit Milestone dialog window is displayed You see a list of the items it contains Select Update linked versions Confirm that you want to update the item references to the newest versions The references contained in the milestone are now linked to the newest versions Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window The versions of the linked items are displayed in the milestone s Properties 13 5 2 3 Remove Item Reference from Milestones To remove an item reference from a milestone 1 In the Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Edit The Edit Milestone dialog window is displayed You see a list of the items it contains 4 Move the mouse over the name af an item in the list and select Remove The item is removed from the list 5 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 2 4 Rename Milestones To rename a milestone 2 In the Dataroom Explorer open the Tasks folder M
70. the web browser The Profile and Settings dialog window is displayed Open the Member Account tab Scroll down the list of features until you see Mobile Phone Click 2 In the Remove Mobile Phone Number dialog window click I cannot enter the PIN Your security question is displayed Enter the correct answer in the input field below the security question Click Remove 3 3 6 Change Regional Settings Page 49 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual You can select your preferred language date and time format and time zone in your user rofile If you do not make any settings the settings of your browser are applied automatically with the registration It may be useful to change your settings if for example you communicate in a Dataroom with members in a different time zone and you want to change the time zone accordingly To set your preferred language data and time format and time zone 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Show me drop down list select the Regional area Specify this information Select your preferred language Select the date format Select the time format Select the time zone Choose Auto detect if you want to automatically apply the time zone configured in your browser 3 3 7 Change Password To change your password 1 Click your username in the
71. this field is case sensitive i e use the correct spelling in terms of capital and small letters Name mandatory Enter your name We recommend that you enter the username that is displayed in your Dataroom Title optional Enter your title or leave this field empty Organization Name optional Enter the name of your company or leave this field empty 7 Click OK Page 155 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 11 The Welcome to Shared Review window is displayed If necessary select your Reviewer Profile Click OK The Brainmark document is displayed in Adobe Reader The Comment tab with the available Annotation tools is opened by default In the Brainmark document scroll to the position where you want to add your comments Click the desired Annotation tool with your mouse and enter sticky notes free text or highlight the text in the desired position for example see Commenting and Markup Tools Important note If you use an Adobe Reader annotation tool that is not supported by Brainloop Secure Dataroom your comments will be displayed in Adobe Reader however they will be deleted after you click Publish Comments 12 13 Once you have finished adding your annotations click Publish Comments Your annotations are saved securely to the corresponding Dataroom Adobe Reader displays a corresponding message To close the document click x You do not need
72. time click the P 4 icon 3 2 Select Recipients Recipients are both Dataroom members to whom you send items e g documents as well as those with whom you collaborate e g on tasks or votes You can find and select recipients using two methods e Typing in the member s name or username into the autocomplete input field e Manually select members from a list of all Dataroom members 3 2 1 Select Recipients Using Autocompletion The Recipients or Collaborators field is an autocompletion input field i e the system shows you suggestions that match the text you have typed To select recipients by typing in characters and selecting the correct match when it appears in the list 1 Inthe Recipients or Collaborators input field enter at least two contiguous characters of a username or e mail address Parts of the e mail address are also sufficient Page 44 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Example If you want to enter Dataroom member Monica Taylor whose e mail address is mtaylor top123 com as the recipient type in the following character combinations Monica Taylor Monica Taylor mtaylor top123 com mtaylor top123 com Monica Taylor Monica Taylor mtaylor top123 com mtaylor top123 com mtaylor top123 com mtaylor top123 com Monica Taylor mtaylor top123 com mtaylor top123 com Monica Taylor Monica Taylor mtaylor top123 com mtaylor top123 com The Dataroom members whose usernames or e mail add
73. to click Save 8 2 3 Comment on a Brainmark Document in Adobe Reader To make private comments in a Brainmark document Move the mouse over the name of a document and click Details to the right of the document s name Click Open Brainmark or select View gt Open Brainmark Adobe Reader is opened and the Welcome to Shared Review window is displayed If necessary select your Reviewer Profile Click OK The Brainmark document is displayed in Adobe Reader The Comment tab with the available Annotation tools is opened by default In the Brainmark document scroll to the position where you want to add your comments Click the desired Annotation tool with your mouse and enter sticky notes free text or highlight the text in the desired position for example see Commenting and Markup Tools Important note If you use an Adobe Reader annotation tool that is not supported by Brainloop Secure Dataroom your comments will be displayed in Adobe Reader however they will be deleted after you click Publish Comments 7 Once you have finished adding your annotations click Publish Comments Page 156 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Your annotations are saved securely to the corresponding Dataroom Adobe Reader displays a corresponding message 8 Toclose the document click x You do not need to click Save 8 2 4 Open a Brainmark Document with your Private Comments To open a docu
74. versions of any non frozen documents will be overwritten If the folder is autoversioned then the documents will be updated with a new version Page 85 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 Note If a folder is uploaded and documents could not be extracted and uploaded due to lacking permissions a message is displayed and an Excel file with further details can be downloaded If documents are contained in the Zip file that were changed by another user in the meantime a dialog window is displayed and you can decide whether to overwrite or skip these documents Depending on the option you select the Add New Document or Extract Zip File dialog window is displayed Depending on the dialog window that is displayed you can change the following settings Filename Name of the document Freeze Content If this option is enabled the document is protected against changes see Freeze Documents to Protect Against Changes on page 111 Attributes If attributes are defined for this Dataroom select the desired attributes Security Category Security category for this Dataroom Description Custom description of the document maximum 3 000 characters Click OK You see the uploaded documents and folders in the Folders view Their version numbers are displayed in the Details View of the document Note If you upload the Zip file using WebDAV the file is automatically saved in its entir
75. views is displayed Dialog window for opening the Brainmark document or saving it on your computer Display of the Brainmark document in the Secure Document Viewer see View Brainmark Versions in the Secure Document Viewer on page 102 7 3 3 Whatis a Brainmark version The Brainmark version of a document or a document collection is a frozen version with a unique ID known as a Brainmark ID which contains additional protection measures The Brainmark version can contain a dynamically generated watermark containing the username of the Dataroom member who downloaded it as a cover sheet Depending on the Dataroom settings a Brainmark version is e a PDF document with Brainmark that you can save and print e arestricted PDF document with a Print option and depending on Dataroom settings with additional Rights Management protection e a protected version displayed in the Secure Document Viewer in a secure browser window that cannot be saved or printed Note You need the Download Brainmark Document permission to download a Brainmark version of a document or a document collection Page 129 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 3 4 Open Brainmark Version in the Secure Document Viewer In the Secure Document Viewer you can display individual pages of a Brainmark document or a Brainmark document collection as images Important Note If a document collection contains a documen
76. which group and the user s last login Permission View Shows which user has which permissions Q amp A Report Shows the Q amp A process status Activity Report Shows who performed specific actions at a specific time or in a specific period The report can be displayed for individual users or for groups Licensing Report Shows the changes made to the licensed units in a Dataroom Center in chronological order This also includes information on Datarooms that have been copied from a Dataroom Center 2 2 3 10 History The History shows all user and system actions performed in Dataroom Administration in chronological order To call the History 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt Reporting Open the Please Select drop down list and select the History from the list You can specify the following filter criteria Period The information of the last ten days is shown by default Category Select a category see below By default all categories are considered Note The offered categories are similar to the categories that are available in the Item History the Activity Report and the Watchlist o Content and Item Changes All actions related to changes made to any Dataroom item add create modify delete and changes made to items uploaded and created through API and WebDAV o Communication All actions related to the
77. window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple tasks ON On IN e In the Dataroom Explorer open the Tasks folder Click Select Multiple Items Select the tasks you want to move In the drop down list select the Move items option Click Apply The Move Selected Items dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click LU and select the target folder in the Browse amp Select dialog Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 246 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 7 9 Delete Tasks You can delete one or multiple tasks To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 To delete one task 1 Open the Messages view 2 Select the task you want to delete 3 Select Propertie
78. your username in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Show me drop down list select Preferences Enable the Encrypt all e mails sent to me with my certificate option E mails that are sent to you via the Dataroom are encrypted with your certificate 4 Click Close 12 7 5 Substitute Subject of Encrypted E Mails You can specify to have the subject of encrypted e mails replaced by a neutral text this neutral text saying that the original subject was removed for security reasons Note This option is only available if a certificate is selected in your User Profile In addition e mail encyrption must be enabled see Activate E mail Encryption on page 191 To enable that the subject text in encrypted e mails is replaced by a neutral text 1 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Show me drop down list select Preferences Enable the Substitute subject of all encrypted e mails sent to me option The subject text in all encrypted e mails sent to you is now replaced by a neutral text 4 Click Close 12 7 6 Hide Warning Message After Automatic User Logout You can specify that the warning message that is normally displayed when you were logged out automatically of your last Dataroom session is hidden by default Page 191 of 250 brainloop Brainloop Secure Datar
79. 00 characters Click Send The link to the vote is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 4 4 Change Vote Due Date To change the due date of a vote 1 2 In the Dataroom Explorer select the folder containing the vote you want to change Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Change Due Date Click and select a new due date Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 4 5 Add or Change Vote Description You can add a description to an item so that you can quickly see its content and its benefits You see the description in the link s Details view and in the header of its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 Page 216 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To add a description to a vote or change an existing one In the Dataroom Explorer select the folder containing the vote you want to change 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Add Description or Change Description Alternatively you can click on the existing description in the Details view The
80. 1 9 Export Events eeng ee ee eee 204 13 1 10 Configure Notifications for Event and Status Changes 204 D322 EISE EE eebe 205 13 2 1 Cr ate DISCUSSIONS 23 2 c ccse ieetedes coveces ested dees ecusnen fh ege Eege desaeeeten daaidaevaeeteaediale dee NEE 205 13 2 2 Se At METTEG 206 13 2 3 Send DISCUSSIONS Leute zet eeesgeutvugetdEEeReee KEREN ddan eh aadeueseenecntvbendene vie ENEE hen 206 13 2 4 Move DISCUSSIONS E 207 13 2 5 Change Discussion Owner cence ceaeeeeaaesteaeeseaeeeseaeeesaaeseeneeseaeeesaeeseaaeseneees 208 13 2 6 Rename NIT le IC 209 13 2 7 Close and Re Open Discussions sense caaeeseaaeseeeeeseaeeesaeeseaaeeenees 209 13 2 8 Delete DISCUSSIONS gedeeft EEN AEN ENEE 210 13 3 Messages o sc c ead eeteee eins ties i ieee deli ewides edie leeet eiedleeens eens sldebesdideviens aneidliean inal 211 13 3 1 S6nd EM eege Ee eee ets ni ede nae eee 211 133 2 SONG SMS gis sccac hs ences age aaaea aeaa ae Ra Eeer NaRa aaas 211 13 3 3 Telephone Skype and Instant Messenger 212 13 4 NOUS E A E A E E Pena sigeckaunta Penida E E A E 212 13 4 1 EEN 213 13 42 SUDMIt Vote ee EEN eee ee edn eed nde 215 13 43 Send Votes Sec urgly suraia EE dd Eed DEENEN eaa adiada SaNa 215 13 4 4 Change Vote Due Date 00 0 ceecceccccccceeeencececeeeeeeeteaaeseeneeceaeeeeaaesdaeeseaeeesaaeseeaaesdeneeseeeesaeeseaaeesanees 216 13 4 5 Add or Change Vote Description 216 1346 Change Vote TE 217 134 7 ClOSE TT 217 13 4 8 Move e 218 13 4 9 Ne 219 139 Oe TE
81. 2 e Change Password on page 50 e Privacy Settings on page 194 e Manage Certificate on page 181 e Acting on Behalf Rules on page 194 12 2 Contact Details You can manage your contact details in the Contact Details tab The following areas are available to you e Address and Personal Data see Add or Change Contact Details on page 46 e Signature e Phone Numbers e Instant Messengers 12 3 Settings In the Settings tab the following options for managing your profile are available e Display Favorites and Recently Viewed Items Cross Dataroom on page 188 e Change Number of Recently Viewed Items on page 188 e Define Recently Viewed Item Types on page 189 e Display File Extensions on page 189 e Activate E mail Encryption on page 191 Page 180 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual e Change Regional Settings on page 49 e Check Local WebDAV Version on page 50 e Set IRM User Account on page 186 e Disable IRM Use on page 187 The following areas are available to you e Favorites amp Recently Viewed e Preferences e Regional Settings e WebDAV Access e Information Rights Management Open the areas via the drop down list Click KR to show the content in these areas 12 4 Manage Certificate Brainloop Secure Dataroom uses digital certificates for authentication with the use of rights management for advanced document protection and for encrypting e mail texts Your Dataroom Manager can de
82. 220 13 5 1 Greate Milestones isorinis knrn niaaa aai ai anaana niaaa aai 220 13 5 2 Edit MIIGStONGS ass a n a a a a E a E E blac daneceteaedlith ah 221 13 5 2 1 Add Item Reference to Milestones ceceeeceeeeseeceeeeeeeeeeeeeeeeeeeeeaeeeseeaaeeeseeaaeeeeeeseneeseeseeeeees 222 Page 12 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 5 2 2 Change Linked Item Versions in Milestones seesseesseesseeeseesseene tsen nssr rstnnssnnssnnsnnnssrnssnnsenn 222 13 5 2 3 Remove Hem Reference from Milestones A 223 13 5 2 4 Rename MileStones ebe ege ue eebe EE eege CoRe beer 223 13 5 2 5 Change Milestone Owner nenuntun nunnnnsen nnen n enn 224 13 5 2 6 Change Milestone Due Date cccccccccceseeeeeecce cee eeeeaeeeeaaeeeeeeceaeeeeaaesseaeeseaeeeseaeeseaaeeeeneessaes 224 13 5 2 7 Change Milestone Completion Attributes ccccccceeeeeececeeeeeseeeeeaaeceeaeeseneeeseaeeeseaeeneneessaes 225 13 5 2 8 Add or Change Milestone Description 225 13 5 2 9 Change Milestone Status cccccccceceeeeeeeeeeeeeeeceeeeesaaeeeeaaeseeeecaeeesaaeseeaeeseeeeseaeessiaeeseneeseaes 226 1B3 5 2 10 Set AttiDUTES osiinsa anaana aaa i aea a EE ees eg EEGEN tase 226 13 5 3 Send Milestones Securely nnt 226 13 5 4 Close and Re Open Milestones cccccceccceeeeeceeeeeeeeeeceaeeeeaaeseeaeeceaeeeseaeseeaaeseeneeseaeeesaeeseaaeesenees 227 13 5 5 Move Muleerones sc oEEEN ENNEN EEEEENE NENNEN EENS AEAEE AEE ATENEA 228 1
83. 3 5 6 Delete MIlGStOMeS nna KENE EEEEEEERKENEKEEEEENEEEEEEENEESS EEEEEEEEENEEEEEENEEEE KEEN KENNEN 229 13 6 Questions amp Answers Q SA 230 13 6 1 ASK A QUOSUONN NEEN 231 13 6 2 Forward a Question to an Expert or Gatekeeper ceccccceeeeeceeceeeeeeeeeeeeeaeeeeaeeseneeeseaeessaeeneneeeeaes 232 19 6 3 ANSWEMa QUESTION sisinta ea iaaa eaaa aaa eit leaned dda ee Eege 233 13 6 4 Release Answer to Inquirer ececcceceeeeeeeeeeeneee erence eesaaeeeeesaaeeeeesaaeeeeesaeeeeeseeeeeeseneaeeeseneaeeesnnaees 233 Wel KC 234 13 7 1 Create a Tak rignir otiia aoaaa aaa See sade ve die ZE EES EE vele 235 19 7 2 Complete LaekeSedeteg deere teg edede e sea Wadeaddevaaneti EE deed added EENS ddodai dadai diaais 237 13 7 2 1 Change delen 237 13 7 2 2 Change the Overall Status Of a Task ccccccecsceceeeceseeeeeeeeeceeeeecaeeesaaeseeaeeseeeeseaeeesaeeseneeesaes 238 13 7 2 3 Change Your Structured Task Status 0 ccccccccecesececeeeeeeeeeeeeeeeceeeeeaaeeeeaeeseeeeeseaeesseaeeneaeeesaes 238 13 7 3 Str ct red TaSkS EE 239 13 7 4 Create Events for Structured Tasks sseesseeseesseessrnsrresrnssrnssinstrnnsrnssrnnstnasrnnsrnnsnnnsnnnnnnn nnna nn nne 241 13 7 5 Send Tasks SOCUel y 7 eedut Zeie cadence edhecahesgesecewsanc ceded eetveededhdca aieiaa naa aas 241 13 7 6 Change Task Properties cinss secs geleet eege eier eege ee gege aaa edeeg eege 242 13 7 6 1 SEENEN 242 Page 13 of 250 brainloop Brainloop Secure Dataroo
84. 53 812 Recommended Web Browsers ticcviccndieicnt eerie ieee een diene 154 8 2 Adding Private Comments to Brainmark Documents 154 8 2 1 Commenting and Markup Tools available in Brainmark Documents sssssesseesseeeeesesesereererrrereeee 154 8 2 2 Comment on a Brainmark Document in Adobe Reader for the first me 155 8 2 3 Comment on a Brainmark Document in Adobe Header 156 8 2 4 Open a Brainmark Document with your Private Comments sssssseesseesseesesesiesissrirsrinsrnnnrnnnrennennnee 157 8 3 Start Reviews for Brainmark Documents nnna 157 8 3 1 Invite Dataroom Members to Join a Review of an Uncommented Brainmark Document 157 8 3 2 Share Private Comments in a Brainmark Document with Others cccceseeeeeeeeeeeeeeseeeeeeaeeeeeeeees 158 8 3 3 Invite Dataroom Members to Join an Existing Shared Review cccccccsseeeeeeeceeeeeseeeeeeeeeeeeeeeees 159 8 3 4 Join a Review of a Brainmark Document 160 9 Work with Naming Conventions ndeving nnn nnnnnnnn nann 162 9 1 Apply a Naming Convention Index to an Existing Folder Gtructure nne 162 9 2 Add a new Dataroom Folder with a Naming Convention entiorced 163 9 3 Add a new Document with a Naming Convention entiorce 164 9 4 Rename a Dataroom Item with a Naming Convention enforced ccccccceceeeeeeeeeseeeeeseeeeeeeeeeeeeeeas 166 10 Monitor Changes with the Watchlist 0 ccc ceceeceeeeeeeeeeeeeeeeeeceaeeeeeaeeeeaae sense eeaeeesaaeseeaeeseneeeseaeeesaeenenee
85. Alternatively you can click 5 and select an owner in the Browse amp Select dialog 5 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 Click Close to return to the Details view 6 13 Add or Change Document Description You can add a description to an item so that you can quickly see its content and its benefits You see the description in the link s Details view and in the header of its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 To add a description to a document or change an existing one 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Add Description or Change Description Alternatively you can click on the existing description in the Details view The Description dialog window is displayed 3 Enter the new description in the Description text box maximum 3 000 characters Page 116 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 Click Save The new description is displayed in the Details view 6 14 Rename Documents You can rename documents in the browser Alternatively you can also rename documents in Windows Explorer see Use the WebDAV Interface on page 43
86. Change the Column Order 38 2 3 2 4 Adjust the Column Wd 39 2 3 2 5 Sort the Column Content 39 2 4 Work with NN eieiei EE eE EEN 39 24 1 Whatis Ee ET 40 24 2 WebDAV e TEE 41 243 Use the WebDAV Interface serrie ENEE SEENEN Ea ANNEANNE ENE ENAERE 42 2 4 4 Open a Folder in Windows A 43 2 4 5 Open a Folder as a Link in the Web Browser ccssceceeeeeceeeeeeeaeeeeneeeeeeeeseaeeecaaeseeeeeseaeeesaeeneaeeeeaes 43 3 General Work Steps eege eege lec keashsdeecegddesapsati nested daarna idinadaan NEEN deeg 44 3 1 Select a Date vareceervcdanc nni gia eaaa aaa ees Eed AR aa RAE E a Eeer 44 3 2 SElect RECIPENt Siati aa e dest aae eaaa ae a foetal ha ada aa aa taaa aaea aa een 44 3 2 1 Select Recipients Using Autocompletion ceccccceeeeeeeeeeeeeee cee eeeeaeeeeneeseaeeesaaeeeeaaeseeeeeseaeeesaeeseaeeseaes 44 3 2 2 Select Recipients from the List of All Dataroom Members 45 3 3 My Profile Most Important Settings cccceccceeeeeeceneeeeeeeceeeeeeeaeeeeaaeeeeaeeceaeeesaaeeesaaeseeeeeseaeeesnaeeseeeeeaes 46 3 3 1 Add or Change Contact Details 46 3 3 2 Add or Change Mobile Phone Number sssessessesssessisssississisststtnnttintttuttnnntnnnntnntnnnnnntnnsnnnnnnnnnn nnn 47 3 3 3 Add Sec rit QUESTION decutccccntevs sects eaeeadiva eeceiaceeedievastenesteneadeneaabet as nevedenes cade aa E aE E Ea ERE 48 Page 3 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 3 4 Change Mobile Phone Number using the Secur
87. Description dialog window is displayed 4 Enter the new description in the Description text box maximum 3 000 characters Click Save The new description is displayed in the Details view 13 4 6 Change Vote Owner If you are the organizer of a vote you can transfer the ownership of this vote to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a vote 1 Inthe Dataroom Explorer select the folder containing the vote you want to change 2 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed Select Change Owner To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog 5 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 Click Close to return to the Details view 13 4 7 Close Votes As the organizer of a vote you can close a vote before the due date is reached and also befo
88. Details view is displayed Select Edit The Modify Document Collection dialog window is displayed In the section concerned click the Move drop down list and select the desired position The section is shown in the selected position Click Save The section is in the selected position You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 6 Move Documents in a Document Collection You can move a document to a different position within a section or to a different section To move a document within the document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Select the document you want to move The context menu for this document is displayed In the Move Document drop down list select the desired position To Another Section The document is moved to the end of the selected section Within this Section The document is moved to the position before or after the selected document The new position is determined as follows Page 137 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 o To move the document further down in this section click on the document after which you want to insert it o To move the document further up in this section click on the document before which you want to inse
89. ES Gace REE ee tes tae eee 95 6 1 Open the Document s Details View 95 6 1 1 Options in the Details View of a Document 95 6 2 Show Messages Related to Documents 96 6 3 Change Document Properties cccceecseeeenceceeeeeeeaeeeeeeeeeeeeeceaeeeeaaeseaeesaeeecaaesdeaaeseeeesaesseaaeseeaeesseesaas 97 6 3 1 Change Retention Periods for Documents and Document Collections cceceeeeeesteeeeeesteeeeeeaaes 97 6 3 2 Change Document Encryption Geng 98 6 3 3 Change Document Reference Date osssessesseeeeeeseeseestesteetstntetnttnntttntttnnttnntnnetnnetn ntn nsennnennsenn enn 98 6 3 4 Change Document Autoversioning Zetting 99 6 4 Download Documenta edit base ieetesdegi e ee Kieeddt eg ecigeek geed geen idee ege taveendldavilestianedeld axtlevantaelibers 99 6 4 1 Download Original Documents 99 6 4 2 Download Multiple Documents as a Zip File 0 0 2 ee eeceeeeeeeneeeeeeaeeeeeeaaeeeseeaaeeeeeeaaeeeeeeaaeeeeeeaeeeeeeaaes 100 6 4 3 Download Documents with Brainmark A 101 6 4 4 Whatis a Brainmark Version cccccceeceeeeeeeeeeeeeeeaeeeeeeeecaaeeesaaeeeeeeeseeeeeseaeeeeaaeseeaeeseeeeescaeeseaeeseneeee 102 6 4 5 Open Brainmark Version in the Secure Document Viewer 102 6 4 6 File Types for Brainmark Comverslon cee eeeaaeeeeaeeeeeeecaaeeesaaeeeeneeseeeeeseaeeeeaeeseneeee 103 Page 6 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 5 Upload a single Document to the Dataroom ee ceecceeeeeeeee
90. Inthe Zip Download dialog window click on the Download the Zip file link to initiate the download If files could not be included in the Zip file a corresponding message is displayed in the open dialog window and the Click here for more information link is available Click on this link to open an Excel report that contains information regarding the failed Zip download 6 From the Windows menu that is displayed select whether you want to open or save the Zip file Page 84 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 9 Upload Folders and Documents as a Zip File To upload a folder including its subfolders and contents or a large number of documents in a single operation you can compress them into a Zip file and then upload it to the Dataroom Even empty folders contained in the Zip file are created in the Dataroom Note If a zipped folder is uploaded that contains documents that are identical with the documents already present in the Dataroom these files are not replaced Already existing documents with the same name for which the user does not have any permissions are not replaced either To upload a Zip file In your local drive select the folder and documents you want to compress 2 Right click on one of the selected documents and select Send To gt Compressed zipped Folder in the context menu The Zip file with the documents is created on your local drive 3 Inthe Dataroom Explorer se
91. OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple documents In the Dataroom Explorer select the folder containing the documents you want to move Click Select Multiple Items Select the documents you want to move In the selection list select the Move Items option oP ON Sa Click Apply The Move Selected Items dialog window is displayed 6 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog Page 118 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 17 Copy Documents within the same Dataroom You can copy one or multiple documents to a different folder within the same Dataroom Alternatively you can copy documents in the Windows Explorer see Use the WebDAV Interface on page 43 To copy one document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Copy The Copy document name dialog window is displayed Make sure that the current Dataroom is selected in the Destination Data
92. Status Status of the document collection e g Frozen e Attribute Attributes that are set for the document collection If you have the necessary permissions you can click one of the attributes to change its value Page 127 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual e Name of the security category If a security category is assigned to the document collection the name of the security category is displayed If you have the necessary permissions you can click the name of the security category to change or remove it 7 3 Download Document Collections There are several ways of downloading or reading document collections depending on your permissions and on the properties of the document collection Document collections can be viewed in the Secure Document Viewer or downloaded as a Zip file containing the original documents or as a Brainmark version in PDF format Important Note Document collections may contain individual documents for which some users do not have the necessary permissions In this case the document collection cannot be opened with the Secure Document Viewer Document collections can only be downloaded in part i e excluding these documents if Adobe Life Cycle Management is enabled in your Dataroom Please contact your Dataroom Manager for further information 7 3 1 Download Document Collections as ZIP File You can download a document collection as a ZIP file All documents contai
93. You can search for part of a word or a whole word To search for a word that may have several endings use the asterisk wildcard e g admin You can also use the Boolean operators OR AND and NOT on page 67 Please observe that you may only use the English operators which must be entered in capital letters The full text search also uses word stemming To perform a search for an item with the full text search and the item properties 1 Enter the search term in the search field using the above mentioned search methods 2 Click Go All items which contain the search term are displayed Documents including the search term in the content and other items containing the search term are displayed You can use search criteria to refine the search and you can save the search Page 66 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 2 1 Search with Boolean Operators To search for items with one of multiple search terms 1 Enter the search terms Add OR between the search terms for example jazz OR blues 2 Click Go All items which contain at least one of the search terms are displayed Documents including at least one of the search term in the content and other items containing at least on of the search term are displayed For example this search finds documents that contain either jazz or blues or both To search for items with search terms that belong together 1 Enter the search terms Add AND between th
94. a notification is sent to you by e mail when the permissions or the security category for an item on your Watchlist have been changed If this option is enabled under anotification is sent to you by SMS when the permissions or the security category for an item on your Watchlist have been changed e Organizing If this option is enabled under a notification is sent to you by e mail when one of the following actions is performed on an item on your Watchlist Ask a Question Add Vote If this option is enabled under a notification is sent to you by SMS when one of the following actions is performed on an item on your Watchlist Ask a Question Add Vote Content Subitem Changes If this option is enabled under a notification is sent to you by e mail when one of the following actions is performed on an item on your Watchlist Edit Move Delete If this option is enabled under g a notification is sent to you by SMS when one of the following actions is performed on an item on your Watchlist Edit Move Delete Versioning If this option is enabled under E a notification is sent to you by e mail when one of the following actions is performed on an item on your Watchlist Freeze Create New Version Change Description Set Attributes Check Out Check In Change Autoversioning Change Reference Date If this option is enabled under g a notification is sent to you by SMS when one of the following actions is perform
95. a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog 6 From the Document Review drop down list select Invite to Name of Review 7 Specify this information Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Page 159 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Message Enter a message text maximum 3 000 characters Remind me on You receive a notification by e mail if not all recipients have downloaded the item by this date 8 Click Send The invitation to the review is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note In a shared document review all the people involved can only open the commented Brainmark document from their Inboxes or from All Messages in the Messages view A shared commented Brainmark document cannot be opened and further commented through the normal Open Brainmark action 8 3 4 Join a Review of a Brainmark Document When you are invited to join a review of a Brainmark document and if you have the necessary permissions you can add your own comments to a document review Note You may only comment on documents if your user group has the
96. a reference date 4 Click OK The folder is displayed in the folders list You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Once the folder has been created you can assign or change the permissions See Change Permissions for an Item on page 58 Tip Alternatively you can also create folders in Windows Explorer see Use the WebDAV Interface on page 43 5 2 Send Folders Securely Folders can only be sent to Dataroom members but not to external users When a folder is sent a time limited link to the folder is sent and not the folder itself To send folders to Dataroom members securely In the Dataroom Explorer select the folder to send to Dataroom members 2 Select Send Securely The Send Name Securely dialog window is displayed 3 Specify this information Security Level Folders can only be sent with Maximum Dataroom members security Only Dataroom members can see the folder Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member to send the folder to To select a recipient enter the first letters of the userna
97. alog window is displayed 2 Specify this information Recipients Enter the e mail address of the new user The e mail address is required to send the user a PIN for authentication if they do not have a mobile phone Certificate Click Browse and navigate to the appropriate certificate Select the certificate and click Open The public key of the certificate is now uploaded The user must then log on by entering the certificate s corresponding private key Page 55 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Group Open the drop down list and select the group into which the new user is to be accepted Preferred Language Select the preferred language for the invitation e mail to the new users Note Users can then also change the preferred language themselves Send invitation e mail Leave this option enabled if you want to send the invitation e mail directly after you have entered all necessary data Disable this option if you do not want to send the user an invitation e mail yet At first you can only create the invitation and send the e mail later To do this change to the user s business card The invitation e mail includes a personal link via which the new user can register If the user is invited but has not received an e mail yet the Dataroom s user already sees in the list of their Datarooms if they are logged in on the system Reminder Date Use this option to receive a reminder e mail contain
98. an upload multiple documents via a Zip file see Upload Multiple Documents as a Zip File on page 85 Alternatively you can upload documents in Windows Explorer see Use the WebDAV Interface on page 43 Note The document inherits the permissions versioning and encryption settings of the folder that you store it in To upload a single document to the Dataroom In the Dataroom Explorer select the folder in which you want to store the document 2 Click Add Document The Add Document dialog window is displayed 3 Click Select File A dialog window for selecting the file is displayed 4 Select the file you want to upload Click Upload The Add Document dialog window is displayed 6 You can change the following settings Page 103 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Filename Name of the document Freeze Content If this option is enabled the document is protected against changes see Freeze Documents to Protect Against Changes on page 111 Attributes If attributes are defined for this Dataroom select the desired attributes Security Category Security category for this Dataroom Reference Date If time constrained access is enabled in your Dataroom you can select a reference date see Select Date on page 44 Description Custom description of the document maximum 3 000 characters The description is displayed in the Details View The description can be used t
99. and attributes All versions permissions attributes security categories and date properties of the items are copied Copy current version only Only the current versions of the items are copied Older versions are not copied Advanced copy You can decide individually if versions permissions attributes security categories and date properties of the items are copied o Copy all versions All versions of the items are copied o Copy attributes All attributes of the items are copied o Copy creation and modification dates The creation date and the last modified date of the items are copied o Copy permissions The permissions of the items are copied o Copy Security Category The Security Categories of the items are copied 8 Click OK The document collections are copied to the target folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 11 Delete Document Collections You can delete one or multiple document collections Alternatively you can also delete document collections in Windows Explorer see Use the WebDAV Interface on page 43 To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 Page 148 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To delete one document collection a4 In the Dataroom Explorer
100. anges to the current Dataroom The following settings are available Watchlist If this option is enabled you receive a regular digest of changes to items on your Watchlist by e mail according to the settings for this option see Request Regular Digests on page 171 Dataroom If this option is enabled you receive a regular digest of changes to items in the current Dataroom according to the settings for this option see Request Regular Digests on page 171 Set as Dataroom default Select this option to apply your notification settings to all members who are newly invited to this Dataroom Note This option is only available if you belong to the group of Dataroom Managers for this Dataroom Click OK The notification settings are changed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 10 2 Add Items to the Watchlist You can add one or multiple documents to the Watchlist To be notified by SMS your Dataroom Manager must allow SMS use for notifications To add an item to the Watchlist 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Click Organize gt Notify me The Item Notification Settings dialog window is displayed Specify this information Page 168 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual e Security and Policies If this option is enabled under L
101. arch see The Dataroom s Search Function on page 66 Contents gt Add section Adds a new section see Change Sections Sections are a structuring aid and are used in the table of contents of the Brainmark version Section gt Add content Adds a document or all documents of a folder to the document collection see Add documents to a document collection on page 134 Click Save The document collection is created You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 4 3 Create a Document Collection via the Search Function To create a document collection via the search function 1 Perform a search The following options are available for the search Search for the name of an item see Search for an Item Name on page 66 Full text search see Perform a Full text Search on page 66 Page 132 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual a fF oh Perform a saved search again see Perform Saved Search on page 71 The list of search results is displayed Click Select Multiple Items Select the documents you want to add to the document collection In the drop down list select Create Document Collection Click Apply The Create Document Collection dialog window is displayed The documents you selected earlier have already been added Specify this information Location Contains the current path of the document collection Click Us to change the sto
102. are copied o Copy permissions The permissions of the items copied o Copy Security Category The Security Categories of the items copied Click OK The documents are copied to the target folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Tip When you copy a large number of items select Hide Process in the progress bar dialog to have the operation run in the background This way you can continue working in the Dataroom while copying is taking place When the operation has completed you will be notified by e mail Page 120 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 18 Copy Documents to a different Dataroom You can copy one or multiple documents to a different Dataroom To copy one document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Click Modify gt Copy The Copy document name dialog window is displayed In the Destination Dataroom drop down list select the Dataroom containing the the target folder To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click CG and select the target folder in the Browse amp Select dialog Select one of the following options Copy current version only Only the current versions of the documents are copied Older versions are not copied Copy all ve
103. are not listed in the mailboxes in the Messages view Page 211 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To send an SMS Open the Messages view 2 Select Send SMS The Send SMS dialog window is displayed 3 Specify this information Recipients Select the Dataroom member to send the text message to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Message Enter a message text Allowed SMS characters are A Z A O B 0 9 l 2 7 IV DR and 4 Click Send SMS 13 3 3 Telephone Skype and Instant Messenger In addition to e mail address and mobile phone number users are able to store further telephone numbers and various Instant Messenger IDs or Skype IDs in their personal profile They can then contact other users outside the Dataroom via these channels 13 4 Votes Depending on the Dataroom settings and your permissions you can hold a vote on a document a document collection or a folder To create a vote for an item you need the Create Subitem permission for this item Brainloop Secure Dataroom supports you with individual voting in particular With individual voting contributing Dataroom members receive an e mail or a notification in their Inbox with a prompt to submit their vote Voting is completed when all collaborating Dataroom memb
104. ate and To date for a period within which an item was modified Additionally define whether the time criterion applies to the last modification date of the content or to the last modification date of the properties o Added in the last n days or in a user defined date range Enter the number of days or the From Date and To date for a period within which an item was added o Due Date in the last or next n days or in a user defined date range Enter the number of days or the From Date and To date for a period within which an item e g a task or an event becomes was due o Retention expires in the next n days or in a user defined date range Enter the number of days or the From Date and To date for a period after which retention of an item expires o Start Date in last or next n days or in a user defined date range Enter the number of days or the From Date and To date for a period within which an item e g a ask is was started Naming Convention Enable this option to search for items that match or do not match a naming convention Select one of the following options from the Naming Convention drop down list Page 68 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o Passed for items that fulfill the Naming Conventions o Failed for items that don t fulfill the Naming Conventions Attribute Enable this option to search for items with specific attributes assigned These attributes are defined by a Dataroom Manager f
105. ate links between the arrow buttons to open a date picker Here you can select any other time frame 13 1 2 Calendar Filter Functions To filter data in the calendar 1 2 3 Open the Calendar view At the top right corner click Change View In the Change View dialog window make the following settings v Enable this option to show tasks Tasks Disable this option to hide tasks dE Milestones Enable this option to show milestones Disable this option to hide milestones 7 Enable this option to show votes Votes Disable this option to hide votes Ee Enable this option to show events Events Disable this option to hide events My Events Enable this option to show only events where you are the organizer or to which you have been invited Disable this option to show your events and events of all Dataroom users who belong to groups of which you are also a member 13 1 3 Create Events The way of creating events depends on whether predefined event types with default values and attachment types exist or not Page 199 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 1 3 1 Create Events without Templates To create an event that is not based on an event template defined by your Dataroom Manager 1 Open the Calendar view 2 At the top right corner click Create Event The Create Change Event dialog window is displayed 3 Specify this informa
106. ation options that make sense for structured tasks include for example release processes Your Dataroom Manager might possibly create a structured task with the name Release Document and define Released as a positive answer and Not Released as a negative answer Page 239 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To check if a structured task can be created for a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Ifthe option Organize gt Structured Task Name is available in the document s Details view e g Release Document you can create a structured task for the document 3 You need the permission to change versioning to be able to create structured tasks for a document that is not frozen yet as the document will be frozen To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 To create a structured task for a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Organize gt Structured Task Name from the Details view 3 Confirm the prompt with OK If the document is already frozen the prompt doesn t apply 4 The Start Process Structured Task 1 dialog window is displayed 5 The Name input field is already filled You have the
107. ation settings are applied to the items You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 10 3 Remove Items from the Watchlist You can remove one or multiple items that you no longer want to monitor from the Watchlist To remove one item from the Watchlist 1 2 Select the Watchlist tab Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Organize gt Notify Me The Item Notification Settings dialog window is displayed Select Clear All All options of the notification settings are disabled The item is no longer on your Watchlist You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To remove multiple items from the Watchlist 1 oe om ro bh Select the Watchlist tab The Watchlist is displayed Click Select Multiple Items Select the respective items In the drop down list select Remove Items Click Apply Confirm the security prompt with OK All options of the notification settings are disabled The items are no longer on your Watchlist You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 170 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 4 Request Regular Digests You can request regular digests of changes to items on your Watchlist or of all Dataroom activities that are vis
108. aved automatically Gave The document is saved locally on your computer in the predefined folder e g Downloads Gave as A dialog window is displayed where you can select the destination on your local computer 6 4 2 Download Multiple Documents as a Zip File You can download multiple documents in a Dataroom folder as a Zip file either in their original formats or in Brainmark format to your computer Tip You can also Zip and download whole folders including their contents and subfolders For further information see Download Folders as a Zip File on page 84 Page 100 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To download multiple documents as a Zip file a FON In the Dataroom Explorer select the folder that contains the documents to be zipped and downloaded Click Select Multiple Items Select the documents and folders you want to compress to a Zip file and download In the drop down list select the Zip Items option Click Apply The Download Zip File dialog window is displayed Note The Zip Items option is only available if you have either the Download Original Document or the Download Brainmark Document permission for at least one of the selected documents Select your preferred download format if you have the corresponding permissions Original Select this option if you want to add the documents in their original formats to the Zip file Brainmark Select thi
109. ay as when you upload an image The new image that you upload automatically replaces the old image The following instructions apply to Windows applications To upload an image 1 Click your username in the top left corner of your Dataroom browser 2 The Profile and Settings dialog window is displayed 3 You see your name and a placeholder for an image in the header Click on the placeholder 4 The dialog Change My Profile Picture is displayed 5 Click Browse A Windows Explorer window opens Navigate to the folder with the image you want Select the image file you want and click Open at the bottom right in the Windows Explorer dialog window The name of the picture is displayed Click Upload to upload the image Click Close You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Your image D ON o has been uploaded to your profile To delete an image Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed 2 3 You see your name and beside it your image in the header Click the image 4 You see your image on the new page 5 Click Remove Page 193 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 Click Close 7 You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Instead of your image you see a placeholder for an image 12 10 Protect Privac
110. ayed in the Folders view 4 Click Add Document Click Select File A dialog window for selecting the file is displayed 6 Select the file you want to upload and click Open Page 104 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 Click Upload The Add Zip File dialog window is displayed Select one of the following Zip Options Upload as Zip file without extracting The Zip file is uploaded and is shown as a single document in the Dataroom folder None of the files within the Zip are extracted Extract and create new versions of existing documents The documents and folders in the Zip file are extracted and represented in the Dataroom folder as single documents and with the exact folder structure Note You can select this option only if the Dataroom folder has autoversioning enabled or if you have permission to create new versions for the folder If the folder is manually versioned and already contains documents with the same names these documents are frozen and updated with a new version If the folder is autoversioned then the documents will be updated with a new version Extract and overwrite latest version where possible The documents and folders in the Zip file are extracted and represented in the Dataroom folder as single documents and with the exact folder structure Note If the folder is manually versioned and contains documents with the same names then the current versions of any non frozen
111. ble depending on the Dataroom configuration e g login using a certificate or smartcard 2 1 2 Log into the Dataroom The Dataroom can be protected with the following authentication options e Standard login security username and password You can login with you username your e mail address and password e SMS PIN authentication You can authenticate by entering a one time PIN sent to your mobile phone For users without a registered mobile phone the PIN can be sent by e mail This has to be enabled for the Dataroom Ask your Dataroom Manager for further information If a Dataroom is PIN protected you can also authenticate with a QR code e Certificate authentication You can authenticate with a certificate see Manage Certificate on page 181 Page 18 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 1 2 1 Log into a Dataroom without two factor Authentication To log into a Dataroom without additional authentication 1 2 Open Brainloop Secure Dataroom in your web browser or click the link in the invitation e mail Enter your username your e mail address and password Note If you enter an incorrect password three times in a row your access is locked for 15 minutes If you have forgotten your password you can reset it see Reset Your Password on page 23 Enable the Remember my username option so that your e mail address is already entered in the Username field the next time you log in Clic
112. brainloop Brainloop Secure Dataroom Version 8 30 User Manual Copyright Brainloop AG 2004 2014 All rights reserved All trademarks referred to in this document are the property of their respective owners brainloop Brainloop Secure Dataroom Version 8 30 User Manual Contents T INTPOGUCHION E 15 1 1 Target Group and Document Structure cccccececeeeceeeeeeeeceeeeecaeeeeaaeeeeaeeceaeeessaeeesaaeseeeeeseaeeesaeeseeeseenees 16 1 2 Notational Conventions ccccceececeeeeeeeeeeeaee cence caaeeecaaessaaeesaaeeecaaeceaaesaeeeceaeeeeaaesaeesneeeesaeeeeaaeeseeeesaees 16 1 3 Open the Online Hel piss 33eg efeeeideedEeAER NEEN EEEEE dechpasaedsadsaudebavacete ced idestivaneleadadtdesatiaddeaneeneses 16 2 Getting started with Brainloop Secure DataroOm cccccccceeceeeeeceeeeeceeeeeaaeeeeneeseeeeecaaeeesaaeseeeeeseeeesaeeeeaaeseenees 17 2 1 Register and Log Into a DatarOO ml EE 17 2 1 1 Prerequisites for Logging into a Dataroom 18 2k22 LOQ into the Darome iereeredeee eer de ege Eege Eed deeg deed satin dene e 18 2 1 2 1 Log into a Dataroom without two factor Authentication 2 0 0 ccceeeeeeeeeeeneeeeeeeeeeeeeenaeeeeeenaeeeeeeea 19 2 1 2 2 Log into a Dataroom with a PIN AA 19 2 1 2 3 Log into a Dataroom by Scanning a QR Code 20 2 1 2 7 Log into a Dataroom with a Certificate ec ecceceeeceeeeeeeeeeeeaeeeeeeeseeeeecaaeeeeaaeseeeeeseaeeesaeeseaeeeeaes 21 2 1 2 8 Log into a Dataroom as a Hepresentaiive cecececeee
113. ck Go to generate the report in your web browser The following information is provided for each question Text of the question date the question was asked status name of inquirer group the inquirer belongs to date of last change currently responsible user and their group Q amp A ID detailed text of the question last answer and path Page 35 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 To open a question click on the question in the report provided it has not been answered yet and you have the permission to reserve the answer for yourself If the question has already been answered you can click Release A copy of the question and answer is created which is visible for all users 7 Click Export to Excel to export the report to Microsoft Excel 2 2 3 17 Export Reports and Statistics to Microsoft Excel To export reports and statistics to Microsoft Excel 1 Call the report or the statistics you want to export in the web browser 2 Click the Excel to Excel button above the report or the statistics The Content Exported to Excel dialog window is displayed If you have created precisely one template this is accessed 3 If you have created several templates for a report type select the template you want in the Select Template for Export dialog window For further information on templates see Configure Excel Export Templates on page Fehler Textmarke nicht definiert Click OK 4 Click on the Dow
114. ck OK The notification settings are changed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 171 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 5 Switch off Regular Digests You can switch off the regular digests of changes to items on your Watchlist or of all activities in this Dataroom that are visible to you To switch off the regular digests for changes to items on your Watchlist k Select the Watchlist tab 2 Select My Notification Settings The My Notification Settings dialog window is displayed 3 Inthe E mail Digests area disable the Watchlist option 4 Click OK You will no longer receive any regular digests for changes to items on your Watchlist You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To switch off the regular digests for changes to all activities in this Dataroom that are visible to you a4 Select the Watchlist tab 2 Select My Notification Settings The My Notification Settings dialog window is displayed 3 Inthe E mail Digests area disable the Dataroom option 4 Click OK You will no longer receive any regular digests for all activities in this Dataroom that are visible to you You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 10 6 Instant Digests You can request an instant digest of changes to items on your Watchlist or
115. ck Reply or move the cursor to one of the previous entries for which you want to answer and then click Reply with Comment 4 Inthe Reply discussion name dialog window you see the Comment text box with the question or the previous entry for which you want to answer Enter your comment in the text box 5 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window The newest entry is shown on top of the list of entries by default 13 2 3 Send Discussions Securely Discussions can only be sent to Dataroom members but not to external users When a discussion is sent a time limited link to the discussion is sent and not the discussion itself Once you have sent a Dataroom item securely you and the recipients receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Dataroom members in the Messages view To send a discussion to a Dataroom member 1 Inthe Dataroom Explorer open the Discussions folder 2 Click the discussion you want to send to a Dataroom member The discussion is opened in the Messages view 3 Select Send Securely The Send Name Securely dialog window is displayed 4 Specify this information Page 206 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Security Level Discussions can only be sent with Maximum Dataroom members security Only Dataroom membe
116. confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple folders In the Dataroom Explorer select the folder containing the folders you want to move Click Select Multiple Items Select the folders you want to move In the drop down list select the Move items option Ol 2 OL o e Click Apply The Move Selected Items dialog window is displayed 6 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 7 Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 79 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 4 Copy Folders within the same Dataroom You can copy one or multiple folders and subfolders and their contents to another folder located in the same Dataroom Alternatively you can copy folders in the Windows Explorer see Use the WebDAV Interface on page 43 To copy one single folder 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Copy The Copy folder name dialog window is displayed Make sure that the current Dataroom is selected in the Destination Dataroom drop down list To selec
117. contain important notes for example to identify actions that could cause data losses 1 3 Open the Online Help The online help is a context sensitive help in some areas of Brainloop Secure Dataroom which means that it displays the corresponding help topic To open the online help e Click Help at the top right of the page e Click the Help icon in a dialog window if available The online help is opened in a new browser window Page 16 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 Getting started with Brainloop Secure Dataroom This section provides some basic information on how to register with a Dataroom in Brainloop Secure Dataroom for the first time on how to navigate in the application as well as on how to perform some general work steps in your Dataroom 2 1 Register and Log into a Dataroom Before you can enter a Dataroom for the first time you must be invited by a Dataroom member and then register with Brainloop Secure Dataroom The invitation to your Dataroom is generally sent to you by e mail The e mail includes an explanation of the registration process and a link to the registration page To register and log in to your Dataroom 1 Click on the link in the e mail or open the URL provided in a browser The registration page opens in the browser Tip You can also open the login page of the Dataroom for the initial registration and start the process here by clicking the Regi
118. corresponding rights on your PC for the installation Contact your IT support if you cannot install the component on your PC e The Web Folder Component is a Microsoft security update 2 632 e 4c04 9382 987622ed1d64 ow A g g bf N O http www microsoft com downloads details aspx FamilylD 17c 2 4 3 Use the WebDAV Interface After you have successfully tested the WebDAV interface to the Dataroom in your user profile Profile and Settings dialog window see WebDAV Requirements on page 41 you will see a web folder in your Windows Explorer under My Network Places that represents the Dataroom Center and a subfolder in it representing your Dataroom To open the Dataroom folder in Windows Explorer 1 Open Windows Explorer e g by right clicking bottom left in your Windows start menu on Start and selecting Explorer 2 Ifthe dialog window does not display a folder structure in the left side click in the toolbar on Folder 3 Open Local Machine gt E Web Folder Alternatively you can also open the a My Network Places folder 4 You will see the entry for the web folder of your Dataroom Center e g fa my domain xyz DAV Tip You can work within folders representing a Dataroom or Dataroom folder just as you do when working with other Windows folders Depending on your Dataroom permissions you may see folders navigate amongst them view their content open documents edit documents etc Note for Windows XP users only
119. ction When a document is added to a document collection it is always the latest document version that is linked to the document collection This link remains unchanged if a new version is created of a document You can update the version of a document linked to the document collection Note If the document collection is frozen you cannot change the linked document version Page 139 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To change the version of a document linked to the document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Next to the document whose version you want to change click Version Number The document s context menu is displayed In the Version Number drop down list select the desired document version Click Save The selected version of the document is linked to the document collection You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 11 Update All Document Versions in a Document Collection When a document is added to a document collection it is always the latest document version that is linked to the document collection This link remains unchanged if a new version is created of a document You can update all document links so that the document collectio
120. d 4 4 Save a Search You can save the selected search criteria to perform a saved search quickly again Note Any Dataroom member who has the View Item permission for the search can see and execute the saved search in the Dataroom The search results will also only contain items for which that member has the View Item permission To save a search to a Dataroom folder you need the Create Subitem permission for the folder To check your permissions open the Details view and select Organize gt Permissions See also Change Permissions for an Item on page 58 To save a search Define your search criteria 2 Click Save The Save Search dialog window is displayed 3 Specify this information Name User defined name for the search This field is required Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Wem D Create In Folder Accept the suggested folder or click a and select another folder from the tree Description User defined description for the search Execute this search immediately when it is viewed Enable this option to have the search executed immediately after it is opened Leave this option disabled to have the search executed after having opened the search and click Go Za Lock Search Criteria Enable this lock for specific search criter
121. d Click OK Click Close 12 7 Set Preferences In the Preferences area of your user profile you can customize the following settings Show file extensions Configure a default Dataroom entry page Change the default view to a view optimized for mobile devices Activate e mail encryption Substitute the subject of encrypted e mails by a neutral text Redirect e mail links to an easily accessible website 12 7 1 Show File Extensions You can specify whether files in the Dataroom are shown with or without file extensions such as docx or xlsx By default file extensions are hidden To show file extensions 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Show me drop down list select Preferences Enable the Show file extensions option Extensions of all files in the Dataroom are shown Click Close Page 189 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 7 2 Configure Default Entry Page You can configure which page is to be opened when you first enter the Dataroom Note You may only configure your personal Dataroom entry page unless your Dataroom Manager has configured a default setting for the Dataroom entry page in the Dataroom for all users To configure your default Dataroom entry page 1 Click your username in the top left corner of the web browser The Profile and Settings dialog windo
122. d In the Name field enter the desired name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Click OK The new section is displayed The section is automatically added after the last section You can change the position of the section see Move Sections in a Document Collection on page 137 Click Save The new section is created You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 9 Delete Sections from a Document Collection To delete a section from a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed In the section you want to delete click Delete Note If you delete a section the documents contained in this section are deleted from the document collection too You cannot undo deleting the section Confirm the security prompt with OK The deleted section is no longer displayed Click Save The section is deleted and the documents contained in it are removed from the document collection You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 10 Change the Version of one Document in a Document Colle
123. d 3 Select Modify gt Set Attributes Page 117 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Set Attributes dialog window is displayed 4 Assign attributes to an item by activating or deactivating the corresponding options or by selecting a value in the drop down list respectively 5 Click Save The attributes are set for the item You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 16 Move Documents You can move one or multiple documents into a different folder Alternatively you can also move documents in Windows Explorer see Use the WebDAV Interface on page 43 Note You can move documents only within the same Dataroom You can however copy documents into another Dataroom see Copy Documents to a Different Dataroom on page 120 or create a link to a document in a different Dataroom see Create Link to External URL on page 175 To move a single document In the Dataroom Explorer select the folder containing the document you want to move 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Move The Move Name dialog window is displayed 4 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 5 Click
124. d a section header was changed document was added an event with the document collection attached to it was added Communication O O O O document collection was sent securely questions regarding the document collection were asked a task regarding the document collection was added a discussion regarding the document collection was added Organizational actions O O O O description of document collection was changed attributes were changed document collection was renamed document collection was copied document collection was moved Security and policies O O the document collection s permissions were changed a security category was assigned to the document collection the security category of the document collection was changed the security category of the document collection was removed the retention period of the document collection was changed the reference date of the document collection was changed Versioning O O O O O changes were made to the autoversioning option of the document a version of a document collection was deleted the version was frozen a new version was created The document collection was downloaded Page 146 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 10 Copy Document Collections You can copy one or multiple document collections to a different folder located in the same Dataroom Note If you want to copy document co
125. d Documents with Brainmark on page 101 Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the person to send the document to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select an owner in the Browse amp Select dialog Tip Click the CC option that is displayed when moving the mouse over a recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters Link Valid Until This option is displayed if you are sending the document to externals The document can be downloaded until the selected date Remind Me On You receive a notification by e mail if one or more recipients have not yet downloaded the item by the selected reminder date 4 Click Send If a dialog window is displayed asking you for the permission to freeze the document click OK The link to the document is sen
126. d up to eight favorite Datarooms if available The name of the Dataroom Manager or one of the Dataroom Managers Click on the Manager link if available to open the Members in Group DR_ADMINS dialog The number of members in the given Dataroom i e the members you are permitted to see Click on the Members link to open the Members of lt Dataroom gt dialog Here you can also see which groups in the Dataroom you belong to The Invite link Please note that you can only invite other members if you have the required permission Page 24 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual In the right part of the Dataroom window s Header you find the following information and actions e The Help link to open the online help e The Support link to display the contact information e The Dataroom s search function In the bottom middle of the Header you will find the View tabs to access the different views You can switch between the different views by clicking a tab For details about the individual views refer to View Tabs on page 26 2 2 2 Navigation Area The Navigation Area in the left part of the Dataroom window comprises the Dataroom Explorer tree Favorites and Recently Viewed items The Dataroom Explorer tree can be collapsed expanded and docked With these view modes you can save space in the Dataroom window and can focus on the items displayed in the work area for example The Dataroom
127. der inherits its permissions and security settings from the parent folder These settings define the visibility of the folder and its contents If you are unsure if the given settings are suited for the new folder please ask your Dataroom Manager To create a new folder 1 Inthe Dataroom Explorer select the folder in which to create the new folder 2 Select Add Folder The Add Folder In folder name dialog window is displayed 3 Specify this information Name Custom name of the folder Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Wem Description Custom description of the folder maximum 3 000 characters The description is displayed in the Details View The description can be used to find items using the full text search Page 77 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Security Category Security category for this folder see Change Security Settings for Folders on page 91 Retention Period Defines the time period between the last modification of the folder and the automatic deletion of the folder If the value is 0 the folder is not automatically deleted The setting is only visible if the parent folder has a retention period defined Reference Date If time constrained access is enabled in your Dataroom you can select
128. der with a Naming Convention enforced When you add a new folder in a Dataroom folder for which a naming convention is enforced the name of the new folder must comply with the active naming convention Note The naming convention that is described here as an example produces a hierarchical index In this example the naming convention Hierarchy is applied If necessary ask your Dataroom Manager for the naming conventions that are available in your Dataroom The other naming conventions are applied accordingly Page 163 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To add a new Dataroom folder with a naming convention enforced In the Dataroom Explorer select the folder to which you want to add a new folder 2 Select Add Folder The Add Folder in Folder Name dialog window is displayed 3 Specify this information Name Predefined name of the folder according to the naming convention Index The index number is provided by the naming convention You can edit the index number according to the naming convention Name Custom folder name In this field you can change the name of the folder Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Item Tip Move the mouse over to display the maximum number of characters all
129. displayed Select Organize gt Change Due Date If a due date is not yet available select the direct action Due on and select Click here to select a due date You can also select the end time in the drop down lists for hours and minutes Click to delete a due date The change is shown in the Details view next to Due Date You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 7 6 4 Change Task Result Link You can change the Results item of a task The Results item is the item in which the results of the task are to be visible This can for example be a folder in which the Dataroom members that are involved with the task are to store their results documents To change the results of a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select the View gt Properties 3 Inthe Related Dataroom Items area of the Properties view click Change Results Location The Change Results Location dialog is displayed 4 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click and select the target folder in the Browse amp Select dialog 5 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 7 6 5 Add or Change Task Description You can add a description to an item so that you can quickly see
130. documents included in it are frozen You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 13 Freeze Document Collections To protect a document collection against changes you can freeze the current version of this document collection You can also freeze the current versions of multiple documents at the same time via the Select Multiple Items option If autoversioning is enabled for a document the content of the latest version is always frozen automatically The document can nevertheless be edited directly as a new version is created automatically see Edit a Document Directly on page 106 A document collection has to be frozen so that it can be downloaded either as a ZIP file or as a Brainmark version see Download Document Collections on page 128 To freeze document collections you need the Manage Versioning permission Note When a document collection is frozen all items contained in it that are In Progress are also frozen To freeze a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Freeze The Freeze Name dialog window is displayed 3 In the drop down list you have the choice of the following levels of freezing Freeze Content The contents of the document collection and its structure are protected against changes but not the properties and attributes o
131. documents will be overwritten If the folder is autoversioned then the documents will be updated with a new version Note If a folder is uploaded and documents could not be extracted and uploaded due to lacking permissions a message is displayed and an Excel file with further details can be downloaded If documents are contained in the Zip file that were changed by another user in the meantime a dialog window is displayed and you can decide whether to overwrite or skip these documents Depending on the option you select the Add New Document or Extract Zip File dialog window is displayed Depending on the dialog window that is displayed you can change the following settings Filename Name of the document Freeze Content If this option is enabled the document is protected against changes see Freeze Documents to Protect Against Changes on page 111 Attributes If attributes are defined for this Dataroom select the desired attributes Security Category Security category for this Dataroom Description Custom description of the document maximum 3 000 characters Click OK You see the uploaded documents and folders in the Folders view Their version numbers are displayed in the Details View of the document Note If you upload the Zip file using WebDAV the file is automatically saved in its entirety and is not unzipped see Use the WebDAV Interface on page 43 Page 105 of 250 brainloop Brainloop Secu
132. e To submit your vote 1 Click on the link in your e mail Log in to your Dataroom Alternatively you can open the vote in your Inbox in the Messages view You see the vote in your Inbox If applicable you see the actions and names of items that are linked to the vote Note If an item is linked to the vote look at it before you submit your vote To do this click Open The document or document collection download will start 4 Click Place my Vote In the Confirm Your Vote dialog window open the Your Vote drop down list and select one of these options Approve Reject Abstain Note If you do not select any of the options your status will remain Action Required 6 If you vote with Reject or Abstain you can give a reason for your decision in the Add Comment text box as an option 7 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window After all votes have been submitted or after the voting due date has been reached the vote organizer receives an e mail with the current voting results 13 4 3 Send Votes Securely Votes can only be sent to Dataroom members but not to external users When a vote is sent a time limited link to the vote is sent and not the vote itself Once you have sent a Dataroom item securely you and the recipients receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Da
133. e Dataroom Enter the PIN Click Login You will be taken directly into your Dataroom Page 19 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 1 2 3 Log into a Dataroom by Scanning a QR Code With the Brainloop QR Code Scanner you can authenticate against PIN protected Datarooms by scanning a QR code generated during the login process The Brainloop QR Code Scanner app is available both for iOS iPhone and iPad and for Android The app is protected by an access code to be entered whenever you start the app Note You can only use the QR code authentication method for Datarooms with the SMS PIN authentication option enabled 2 1 2 4 Requirements for using QR Codes You need the following in order to use QR codes as a two factor authentication method e A smartphone with a fast autofocus camera running on iOS 6 1 or newer or on Android 4 0 or newer e The Brainloop QR Code Scanner app installed on your smartphone e A data connection e g WLAN or mobile between your smartphone and Brainloop Secure Dataroom version 8 30 and newer e The Login Security in your Dataroom configured to using SMS PIN authentication e Your smartphone registered with Brainloop Secure Dataroom and the Validation Mode in your user profile set to QR Code 2 1 2 5 Register Your Smartphone and Enable QR Code Authentication To register your smartphone and to enable QR Code Authentication 1 Click your username
134. e Dataroom window 9 The question will no longer be displayed in your Inbox but instead in your Outbox If you click on the question in your Outbox you will see both the question and answer texts the last modified date and the Dataroom members who have modified the answer text 13 7 Tasks You can assign tasks to Dataroom members General tasks that do not refer to any specific document are stored in the Tasks folder or in one of its subfolders Note The folder for general tasks is called Tasks by default You can however also rename the folder like all other folders You can also create tasks for a specific document Another type of tasks are the structured tasks To use these you need specific templates created by the Dataroom Manager Page 234 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual re A task with the In Progress status is indicated by this icon iy A task with the Complete status is indicated by this icon g A task with the Declined status is indicated by this icon 13 7 1 Create a Task You can create General tasks that do not refer to any specific document are stored in the Tasks folder or in one of its subfolders You can also create tasks for a specific document Note The folder for general tasks is called Tasks by default The folder in your Dataroom may possibly have a different name To create a task for a tasks folder 1 Click the Tasks folder or one
135. e Information Rights Management area Click RI to show the content in this area Tip If you see the Deactivate IRM action your profile is already activated for IRM use Otherwise click Activate IRM You are now taken through a series of dialogs First the IRM Configuration Required dialog window is displayed Click Start to begin the configuration If you have not yet stored a certificate in your user profile the Certificate Required dialog opens Click Continue to continue as described in Generate and Install Certificate Locally on page 182 After you have successfully verified the certificate the Register certificate in profile this certificate will be used for IRM dialog is opened Click Next If Microsoft RMS is used in your Dataroom the Download and run RMS Helper dialog opens If only Adobe LC RM is used in your Dataroom proceed with step 18 Click Next A window for downloading the RMS Helper opens The RMS checks the requirements for using Microsoft RMS on your computer Confirm the RMS Helper execution The BL RMS Helper window opens Click Start RMS Activation The RMS Helper now executes some steps until the RMS Registration DONE confirmation is shown Click Quit and return to the browser to the Download and Run RMS Helper dialog The IRM Configuration Complete dialog opens Click Close You are now registered for IRM use You can now open IRM protected documents Before opening an IRM protected document you mu
136. e Phone Number dialog window enter the PIN you received by SMS or by e mail to authenticate yourself Click Next Click 5 A list of valid country codes is displayed Select a country code from the list and click OK Tip Type a country code in the first field A list of matching country codes is displayed Enter the area code and local number according to your local regulations i e area code with our without leading zero The following characters are allowed when entering the area code and local number 0123456789 Click Next Confirm the entered number by entering the PIN you received by SMS or by e mail Click Finish 13 As an option you can define a security question and answer to change or delete your mobile phone number To define a security question now confirm the question Set Security Question with OK To define a security question later confirm the question Set Security Question with Cancel see Add Security Question on page 48 Important note If you cannot receive SMS PINs anymore and forgot the answer to your security question please contact Brainloop Support Page 47 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 3 3 Add Security Question If you log into your Dataroom with password and SMS PIN authentication and either have lost your mobile phone or have a new phone number you can no longer receive SMS PINs To change the mobile phone number without
137. e displayed on the Info view You should change your contribution task as soon as you have completed a task e See Change Your Task Status on page 237 e See Change Your Structured Task Status on page 238 13 7 2 1 Change Your Task Status To change the task status from the Details View 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Click the Task Status The Change Task Status dialog is displayed 3 Select one of the following options from the Status drop down list Done Select Done if you have completed the task Not done Select Not Done if you do not want to accept the task or cannot complete it 4 Inthe Comment input field you can provide the task organizer with additional details about what you did or why you are declining the task 5 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note If you want to change your status on the task again open the task in your Inbox again and change the status If you do not see options for changing your status then the overall status of the task has already been changed to a final status To change the task status from the Messages View 1 Click the link in your e mail Alternatively select the Messages view and select Inbox 2 Log into your Dataroom The task is displayed in the Messages View 3 Click Change Task Status The Change Ta
138. e document is protected against changes see Freeze Documents to Protect Against Changes on page 111 Attributes If attributes are defined for this Dataroom select the desired attributes Security Category Security category for this document Reference Date If time constrained access is enabled in your Dataroom you can select a reference date Description Custom description of the document maximum 3 000 characters The description is displayed in the Details View The description can be used to find items using the full text search see The Dataroom s Search Function on page 66 Note If a document with the same name and the same file extension e g doc already exists in the folder you can also overwrite the existing document provided you have the necessary permissions 7 Click OK You see the uploaded document in the Folders View Its version number is displayed in the Details View of the document You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 165 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 9 4 Rename a Dataroom Item with a Naming Convention enforced When you rename an item in your Dataroom and a naming convention is enforced the new name of the item must comply with the active naming convention Note The naming convention that is described here as an example produces a hierarchical index In this example the naming convention Hie
139. e on all e mails sent to the member from this Dataroom Your representative receives a copy of all Dataroom e mails sent to you by other users The representative also receives a copy of notification e mails on the Watchlist E mails needed for authentication in the Dataroom are not copied to your representative Send all correspondence only to the delegate All Dataroom e mails addressed to you are sent only to your representative but not to yourself This does not apply for e mails that are used for your authentication in the Dataroom These e mails are sent only to yourself 10 Select the groups whose permissions will be granted to the delegate when s he is acting on your behalf 11 Click OK 12 You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 196 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 11 3 Confirm Acting on Behalf Rule The Dataroom Manager defines the Acting on Behalf Rule To confirm an Acting on Behalf Rule that has been defined by a Dataroom Manager 1 a fF ON The Dataroom member to be represented receives an e mail with a description of the rules and a link to an activation form Click the link in the e mail or open the URL provided in a browser Log in to your Dataroom Accept the Acting on Behalf Rule You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 12 11 4 Remove Acting on Behalf Rule
140. e owner of a link 1 Inthe Dataroom Explorer select the folder containing the link you want to change 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed 4 Select Change Owner Page 177 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Click Close to return to the Details view 11 6 Rename Links To rename a link 1 2 3 4 In the Dataroom Explorer select the folder containing the link you want to rename Move the mouse over the name of a folder and click Details to the right of the folder s name The Details view is displayed Select Modify gt Rename The Rename Dataroom Item dialog window is displayed In the Name field enter a new name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end wit
141. e search terms for example jazz AND blues 2 Click Go All items which contain both search terms are displayed Documents including both search terms in the content and other items containing both search terms are displayed For example this search finds documents that contain jazz and blues To search for items that contain one search term but not the other 1 Enter the search terms Add NOT between the search terms for example jazz NOT blues 2 Click Go All items which contain the first search term but not the second search term are displayed Documents exclusively including the first search term in the content and other items exclusively including the first search term are displayed For example this search finds documents that contain jazz and not blues 4 3 Define Search Criteria To specify additional search criteria in your search 1 Click Go next to the search field in the header The search settings are displayed 2 Click Item Type The Additional Search Criteria dialog window is displayed Enable or disable the item types you want to search for in the bottom part of the dialog window Enable or disable further search criteria in the top part of the dialog window Item Name Enable this option to search for items whose names contain a specific text Page 67 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Enter either the complete text or only a part of it with the wildcard into the Item Name
142. ect actions e g Send Securely on page 133 Page 126 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual View drop down menu e Related Messages e Download as Zip on page 128 only if not available as a direct action e History on page 145 e Properties on page 140 Organize drop down menu e Send Securely on page 133 only if not available as a direct action e Ask A Question on page 231 e Add Vote on page 213 e Add Task on page 235 e Add Discussion on page 205 e Change Security Category on page 115 e Permissions on page 58 e Notify Me on page 168 e Add to Favorites Remove Favorite on page 59 e Alphabetical list of Event Types on page 200 for this document collection e Alphabetical list of Structured Tasks on page 239 for this document collection e Alphabetical list of Publishing Rules that may be set see Publish Document Collections on page 149 Modify drop down menu e Create New Version on page 152 e Freeze on page 150 e Copy on page 147 e Move on page 144 e Delete on page 148 Further information and functions e gt Thumbnail lf you have the necessary permissions you can click the thumbnail to download the document collection in Brainmark format e Name of the document collection If you have the necessary permissions you can click the name of the document collection to download it in as a Zip file e Last Modified Date when the document collection was last modified e
143. ecure Dataroom Version 8 30 User Manual To close a milestone you need Modify Item and Manage Versioning permissions for all documents and document collections in the milestone as well as Modify Item permission for all tasks in the milestone To check your permissions open the Details view and select Organize gt Permissions See also Change Permissions for an Item on page 58 To close a milestone In the Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Close The Close Milestone dialog window is displayed You see the Description text box and the list of tasks that will be closed If applicable change the description of the milestone 4 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To re open a milestone 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Click Modify gt Reopen 4 Confirm that you want to re open the milestone The milestone can then be edited again and all tasks contained in it can also be edited again Linked documents and document collections will remain frozen and can be edited using the New Version option You see a confirmation in the Messages pop up window at the bottom of the Dataroom windo
144. ecycle Bin on page 63 2 2 2 2 Favorites List In the Favorites list just below the Dataroom Explorer you see your favorite items The list is only shown if you have added at least one item to your Favorites To open and access the items in the Favorites list click Favorites To minimize this list click a Favorites To open an item in this list click the item To add items to the Favorites list see Manage Favorites on page 59 Tip In your Profile on page 189 you can define which item types and up to how many items are displayed Here you can also choose to use the lists across Datarooms instead of per Dataroom Move the mouse over an item name in one of these lists to display the item path and the name of the Dataroom where this item is located 2 2 2 3 Recently Viewed Items In the Recently Viewed list just below the Favorites list you see items that you have recently accessed Click ES to open and access the items in this list Click al to minimize this list Tip In your Profile on page 189 you can define which item types are displayed and up to how many items are displayed Here you can also choose to use the lists across Datarooms instead of per Dataroom Move the mouse over an item name in one of these lists to display the item path and the name of the Dataroom where this item is located Page 26 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 2 3 View Tabs The
145. ed below see Delete all Information about your Dataroom Visit on page 23 If you just close the browser without logging out the connection remains active for a time period before it is automatically disconnected due to inactivity Page 22 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To log out of a Dataroom 1 Click the Logout link next to your name The Logout dialog window is displayed Define whether you want to clear the Username field on the Login page For a PIN protected Dataroom define whether you want to reset the PIN This is advisable if you share this computer with others As long as there is a connection via the WebDAV interface the PIN always remains active even if you have closed the browser without logging out If however you just close the browser and no such documents are left open WebDAV will close itself after a certain time period of inactivity 4 Click OK Note If you have logged into the Dataroom in the browser but have been inactive in the Dataroom for a long time the Automatic Logout dialog window is displayed It shows how much time remains before you will be automatically logged out If you want to log out immediately click Logout If you want to continue working in the Dataroom click Keep Me Logged In If you have not logged out correctly you will be informed by the system the next time you log in to the Dataroom 2 1 3 1 Delete All Information About Your Dataroo
146. ed on an item on your Watchlist Freeze Create New Version Change Description Set Attributes Check Out Check In Change Autoversioning Change Reference Date Access If this option is enabled under E a notification is sent to you by e mail when an item on your Watchlist has been downloaded If this option is enabled under d a notification is sent to you by SMS when an item on your Watchlist has been downloaded Communication If this option is enabled under H a notification is sent to you by e mail when the item on your Watchlist was sent securely If this option is enabled under a anotification is sent to you by SMS when the item on your Watchlist was sent securely e Default Click this option if you want to use the default notification settings for this item 1 Click OK 2 The notification settings are saved You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To add multiple items to the Watchlist Note If you add multiple items to your Watchlist using the Select Multiple Items option the default notification settings are used 1 Inthe Dataroom Explorer select the folder that contains the items you want Page 169 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual a fF oO DY Click Select Multiple Items Select the items you want to add to the Watchlist In the drop down list select Notify me Click Apply The default notific
147. edia idani aai daai diae 62 3139 Contact SUPPOMT sissantina aaa aa Raa aa aa Aa Raa a a aA 62 3 14 Manage Recycle Bim eyssia ani aA a a a a a A ies ice 63 3 14 1 Delete Items from the Recycle Bim 63 3 14 1 1 Delete Individual Items from the Recycle Bim 63 3 14 1 2 Delete Multiple Items from the Recycle Dim 64 3 14 1 3 Delete All Items from the Recycle Bim 64 3 14 2 Restore Items from Recycle Biisser anina Aaa aa aAA Ea A S E aa 64 3 14 2 1 Restore Individual Items from the Recycle Bin ccececeeeeeeeeeeeeeeeeeeeeeneeeeeseeeeeeeseneaeeeeeenaeees 64 Page 4 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 14 2 2 Restore Multiple Items from the Recycle Bin 0 0 00 ee ccceeeecceeeeeeeeeeeeeeeeeeeeeeeeeeeeseneeeeeseneeeeeeeeeaeess 65 A SOCAL C EE 66 4 1 Search for an Hem name EE 66 4 2 Performa Full text Geerch is cccscascectaccassescesseneaseccesecsenedbesadac device susnetesahesaageveueededunsdeuatseeaed eadadevaededesiveeeers 66 4 2 1 Search with Boolean Operators AA 67 4 3 Detine Search Criteria EE 67 4 4 Savea SCAN EE 70 4 5 Execute a Saved Search AAA 71 4 6 Change Saved Search Properties cccccceececeeeeceeeeeeeaeeeeeeeeeeeeesaaeeeeaaeseeeeeseaeeeeaaesgeaeeseeeeseaeeseaeeeeneeees 71 4 6 1 Execute Search Immecdhatehy AAA 71 46 2 RenaMe Saved Search sissioni aa oaea Ea Eesen EES 72 4 6 3 Change Saved Search Crttera nesr nesr reer nsetnsstnsstnsstnsstnnstenstensrensrnnstnnntnntnn
148. editing If another user locked the document that you unlocked this user is informed by e mail that the lock has been removed 6 7 3 Edita Document Offline You can edit a Microsoft Office document offline by downloading it from the Dataroom editing it on your local computer and uploading it to the Dataroom To prevent other users from editing the same document in parallel check the document out Note Checking out a document is not compulsory it is only recommended see Reserve Documents for Editing on page 109 To edit a document offline 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Check Out Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 4 Inthe Details view click the thumbnail of the document Page 107 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Click Save as A dialog window for selecting the destination is displayed Select a destination for the document and click Save Edit the document in your MS Office application Save the document in your MS Office application The updated document is saved in the Dataroom Note If autoversioning is enabled a new version is created and the new content is saved in this new version If autoversioning is not enabled the content of the document is ov
149. eeee deeg e 180 E E E 180 124 Manage enge 181 12 4 1 Generate Certificate and Install Locally 000 2 ec cc ceceeeeececeeeeeceeeeeeaeeeeeeeseaeeesaaeeeeaeeseeeeesnaeeeseaeeneeeeees 182 12 4 2 Download Certificate Again 184 12 4 3 Remove en iiitr Medes deca vati ne sdted saekgugsa Tenses aaeanoa iaaa dhina ideda iniiae 185 UC Seele e UC HE 186 12 5 1 ls EC 186 12 5 2 Set Up IRM User ACCOUN siris tenis Eed dated cette deities abet Eed 186 12 5 3 NEIE 187 12 6 Define Settings for Favorites and Recently Viewed IteMS cccccceeceeeeeeeeeeeeeeeeeeseeseeeeeseeeesaeeseneeeeaes 188 12 6 1 Display Favorites and Recently Viewed Items Across Datarooms cceeeeseeeeeeeeteeeeeeneteeeenaes 188 12 6 2 Change Number of Recently Viewed Items ntn nntnnntnnnnnnsnnnnnnn nnn 188 12 6 3 Define Recently Viewed Item Types ceccecceceeseeeeeeeeeceeeeseeceeeesaeeeeeeneeeeeeeseeseseeneeeeeeenenaeeeenenees 189 Page 10 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 7 Set Preterences i since aaa i ee a SEO 189 12 7 1 SHOW File EXtemSiOmS es et Sgeetgugeeegie eek CAE Seedek ee CEA eege eset ves eegE eect apd eege eege 189 12 7 2 Configure Default Entry Page 190 12 7 3 Change Default View to Mobile View 190 T1274 Activate E maill Encryption EE 191 12 7 5 Substitute Subject of Encrypted E Mails 0 cccceeeeeeeceeeeeeeeeeeeeeeeeseeeeeseaeeesaaeseeeeeseeeesaeeseaeeeneees 191 12 7 6 Hide Warning Mes
150. elect any items that you do not want to see in the list 3 Click OK 4 Click to close the dialog window 2 3 2 2 Save Column Settings as Default As Dataroom Manager you can save the list configuration settings as the default setting for all new users of a Dataroom or a Dataroom Center These settings will not be applied to existing users in the Dataroom or Dataroom Center 1 Customize the columns as you wish Click zz to display the Customize Columns dialog Select all columns that you want to see in the list and deselect any items that you do not want to see in the list Click OK In the Administrative Options area of the Customize Columns dialog the following options are available for a fF ON saving the settings as a default depending on your permissions Dataroom default Dataroom Center default System default 6 Click Save 2 3 2 3 Change the Column Order The position of the first two columns i e Item Type icon and Name cannot be changed 1 Inthe selected list click the name of the column that you want to move and keep the mouse button pressed 2 Drag the column to the desired position and release the mouse button The column is now shown in the new position Page 38 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 3 2 4 Adjust the Column Width 1 Move the cursor to the column header area of the list to the right of the column you want to resize The cursor changes to
151. ems on the Watchlist If this option is disabled you do not receive notifications for items you have changed yourself o Instant Notifications If this option is enabled under L a notification is sent to you by e mail when an item on your Watchlist is changed If this option is enabled under d a notification is sent to you by SMS when an item on your Watchlist is changed Page 167 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o Q amp A has been assigned to me If this option is enabled under l a notification is sent to you by e mail when a question has been assigned to you If this option is enabled under d a notification is sent to you by SMS when a question has been assigned to you For further information see Questions amp Answers Q amp A on page 230 o New public Q amp A available If this option is enabled under a notification is sent to you by e mail when a public question has been asked If this option is enabled under anotification is sent to you by SMS when a public question has been asked o Confirmation for Q amp A Question If this option is enabled under t l a notification is sent to you by e mail when you have asked a question yourself If this option is enabled under d a notification is sent to you by SMS when you have asked a question E mail Digests If this option is enabled you receive regular digests about the changes to the items on your Watchlist and or about ch
152. eneeeeeeeaeeeeeeaaeeeeeeaaeeeeesaaeeeseeaaeeeeeeaeeesseaaes 103 6 6 Upload Folders and Documents as a Zip File 104 6 7 e ial el EE 106 6 7 1 Edita Document Dech seet EEEEEEReEEEER geet E eea EE EA ENTE AE ERSE S a 106 BC Mepnsakklrdogk 2es000asgeeegeiue ege EE AS 107 6 7 3 Edita DOCUMENT OMMMGS stesion aaaea aae iaaa tie 107 6 7 4 Reserve Documents for Eqiting ec ccceeecccceeeeceeeeneeceeeeneeceeeeaaeeeeeeasececesaeaeeesneeeeeesneeaeesenneaeeeennaees 109 6 7 5 Undo the Check out for a Document 109 6 7 6 Check ina Document s is aa iaaea ae t EAE aeoaea adaha ee eege Sinaia 109 6 7 7 Update Existing DOCUMENTS isisisi iara iaia a a aiaa 110 6 8 Freeze DOCUMON G ressos sa a S D Edge 111 6 9 Create New Version of a Document 112 6 10 Send Documents SeCurely cccccccessceceeceeceeeeeeaeeeeeeeceeeeeceaeeeeaaeeeaeeceaeeeceaeeeeaaeseeeeeseeeeeeaeseeaaeeseneeseaeess 113 6 11 Change Security Category for Documents 115 6 12 Change Document Ower 116 6 13 Add or Change Document Description 116 6 14 Rename DOCUMEN ssrin Eed Eed Edert 117 615 Set ge 117 6 16 HRC 118 6 17 Copy Documents within the Same Dataroom utuutu nnn nennnnnnnsnnnn nnana 119 6 18 Copy Documents to a different Dataroom utuutu ustnnsnnnnunntnusnnnsnnnnnnn 121 619 Delete DOCUMENTS soisin aasan aa NA AS ARAE A AANE ERE 122 6 20 Publish DOCUMENTS ssstisstiiaa n a a a a a A age ege eebe 123 6 21 Display Item History for Document 123 7 Work with D
153. ermission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 To delete one discussion 1 Inthe Dataroom Explorer open the Discussions folder 2 Select the discussion you want to delete The discussion is opened in the Messages view Gei Select Modify gt Delete gt A Confirm the security prompt with OK The discussion is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple discussions 1 Inthe Dataroom Explorer open the Discussions folder 2 Click Select Multiple Items 3 Select the discussions you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The discussions are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 210 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 3 Messages You can send a message to other Dataroom members directly from the Dataroom You can either send an e mail or a text message SMS 13 3 1 Send E Mail You can send a message to individual users user groups or all users of the Dataroom by e mail An e mail sender can open it in the Outbox in the Messages view Recipients can open the e mail in the Inbox E mails that
154. ers have submitted their votes or when a member with Modify Object permission for vote closes the vote The final result is then shown in the vote s item view If the vote organizer is not the one who closed the vote s he will receive an e mail with the result of the vote The Dataroom members who take part in the vote have the following options when submitting their vote Approve Reject or Abstain Page 212 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual L A vote whose status is Undecided is indicated by this icon Gg A vote whose status is Rejected is indicated by this icon Lei A vote whose status is Approved is indicated by this icon If a contributing Dataroom member does not submit a vote their contribution status with regard to the vote remains Action required 13 4 1 Create Votes Depending on the Dataroom settings you can create a vote relating to a folder a document or a document collection To create a vote 1 Open the Folders view 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Organize gt Add Voie The Add Vote to item name dialog window is displayed 4 Specify this information Name Enter a name for the vote Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must
155. erwritten To update the document in the Dataroom 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed In the Details view click Update The Update File Document Name is displayed Click Select File A dialog window for selecting the file is displayed Select the file you want to upload Click Upload The Update Existing Document dialog window is displayed Depending on the settings of the document you can change the following settings Rename document in the Dataroom If this option is enabled the document is renamed to the new file name Versioning Options Select one or more options o Add As New Version If this option is enabled a new version of the document is created and the previous version is frozen o Freeze Content If this option is enabled the document is protected against changes see Freeze Documents to Protect Against Changes on page 111 The document can be modified if a new document version is created o Check In If this option is enabled the document can be modified again by other users after it has been updated Attributes If attributes are defined for this Dataroom select the desired attributes Security Category Security category for this Dataroom Reference Date If time constrained access is enabled in your Dataroom you can select a reference date Description Custom description of the document maxi
156. ese documents with other Dataroom users for a document review Once a Brainmark document is opened in Adobe Reader the Comment and Annotations panels that contain commenting and markup tools are opened by default You can use the commenting tools to modify the text e g insertions and deletions strikethrough as well as to add notes for the author or other reviewers Important note If you use an Adobe Reader annotation tool that is not supported by Brainloop Secure Dataroom your comments will be displayed in Adobe Reader however they will be deleted after you click Publish Comments 8 1 Prerequisites for the Commenting and Review Feature Dataroom Configuration Settings The following Datatoom configuration settings are required for the commenting and shared reviews feature for Brainmark documents Users who want to comment on documents need the Add Server side Annotations group permission Users who want to share documents for a document review initiators of the review with other Dataroom members must have the permission to see all users they want to invite to the review Users who are invited to join a document review must have the permissions to see each other and to see the initiator of the review Please ask your Dataroom Center Manager or Dataroom Manager for more details 8 1 1 Supported Adobe Reader Versions The commenting and shared review feature is fully compatible with Adobe Reader 9 and XI No
157. essary content in this area Select Display Favorites and Recently Viewed Items Across Datarooms to display items across Datarooms 12 6 2 Change Number of Recently Viewed Items You can select the number of items to be listed in the Recently Viewed Items list To change the number of viewed items listed T 2 Click your username in the top left corner of your Dataroom browser to display the Profile and Settings dialog Select the Settings tab and scroll to the Favorites amp Recently Viewed area If necessary click zi to show the content in this area Select the amount of items you want to see in the Dataroom Explorer in the Max Items In List drop down menu The settings are immediately applied Click Close to close your profile Page 188 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 6 3 Define Recently Viewed Item Types You can specify which item types are to be displayed to you in the Favorites and Recently Viewed Items areas To specify the item types that are displayed in the Recently Viewed Items 1 OP pi Click your username in the top left corner of your Dataroom browser to display the Profile and Settings dialog click K to show the Select the Settings tab and scroll to the Favorites amp Recently Viewed area If necessary content in this area Click the Configure Items link next to Show these Items In the Recently Viewed dialog select the item types to be displaye
158. ety and is not unzipped see Use the WebDAV Interface on page 43 5 10 Change Folder Properties You can view and change folder properties via View gt Properties Changes to the retention period encryption versioning or the reference date for time constrained access can also be applied to all subitems in the folder The following options are available in the Configuration area Display and change retention period see Define Retention Period for Dataroom Items on page Fehler Textmarke nicht definiert Display and change Encryption see also Change Document Encryption Setting on page 98 Change Folder Encryption Setting on page 87 Display and change Autoversioning see also Change Document Autoversioning Setting on page 142 Change Folder Autoversioning Setting on page 99 Display Brainmark version The size of the Brainmark version is displayed Click 3 to delete the Brainmark version It is automatically generated again if a user requests the Brainmark version The following information is shown in the Properties area Date the folder was added to the Dataroom Date and time of last modification and name of user performing the modification Owner Page 86 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Tip Click to show the content in the respective area Click to minimize the respective area 5 10 1 Change Folder Autoversioning Setting You can define for a folder whether docu
159. f its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 To add a description to a folder or change an existing one 1 Open the Folders view 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Add Description or Change Description Alternatively you can click on the existing description in the Details view The Description dialog window is displayed 4 Enter the new description in the Description text box maximum 3 000 characters Click Save The new description is displayed in the Details view 5 14 Rename Folders You can rename folders in the browser Alternatively you can also rename folders in Windows Explorer see Use the WebDAV Interface on page 43 For this open the Documents root folder in Windows Explorer by means of the View gt Open in Windows option To rename a folder in the browser Select the folder you want to rename in the Dataroom Explorer 2 Select Modify gt Rename The Rename Dataroom Item dialog window is displayed 3 Inthe Name field enter a new name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 4 Click OK The folder is displayed with the new na
160. f the document collection It is possible to create new versions of the document collection and edit them Page 150 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 Freeze Version The contents of the document collection and its structure as well as the document collection s properties and attributes are protected against changes It is possible to create new versions of the document collection and edit them Deep Freeze Item The contents of the document collection and its structure as well as the properties and attributes of the document collection are protected against changes It is not possible to create new versions of the document collection and edit them Note Deep freezing is an irreversible action After deep freezing this item it will no longer be possible to modify its content or properties If you want to change the description of the document change the text in the Description field maximum 3 000 characters Click OK The document collection is frozen You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note If Autoversioning is not enabled for the documents contained in the document collection the documents are set to Version frozen when the document collection is frozen To change one of the documents contained in the collection you have to create a new version manually We recommend enabling the Autoversioning option To freeze mult
161. f the question or the last answer 1 2 3 Click Open full view 4 You see the question and the expert s answer 5 The following options are available to you f you want to release and forward the answer to the inquirer click Release Confirm the security prompt with OK The question and the last answer are therefore visible for the inquirer and all users from their group The Q amp A item can no longer be edited Click Answer see Answer Question on page 233 if you want to process the expert s answer You can forward the changed answer to an expert or gatekeeper by selecting the appropriate value for New Status see Forward Question to an Expert or Gatekeeper on page 232 or set it to answered and give it back to the inquirer Note If Four Eyes Review is activated you cannot set the answer you changed to answered and give it back to the inquirer In this case forward the answer to another gatekeeper f you want to forward the expert s answer to another expert or another gatekeeper for checking click Forward see Forward Question to an Expert or Gatekeeper on page 232 6 Optional If you want to copy and edit the question and the answer e g make them anonymous in order to send them to other Dataroom members check Mark as public A public copy of the Q amp A will be created and can be found in the Messages view in your Inbox 7 Click OK 8 You see aconfirmation in the Messages pop up window at the bottom of th
162. field Add Collaborator Alternatively you can click andselecta recipient in the Browse amp Select dialog The new collaborator is displayed in the Collaborators list To remove a Dataroom member from a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Click View gt Properties The Properties view is displayed The Dataroom members involved with the task are listed under Status Information gt Collaborators Move the mouse over the name of the Dataroom Member and click Remove Collaborator Confirm the security prompt with OK The collaborator is no longer displayed in the Collaborators list Page 245 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 7 7 Assign Tasks to a Milestone You can assign tasks to a milestone The tasks are then part of the package that has to be processed to reach the milestone You must edit the milestone in order to assign tasks to it see Edit Milestones 13 7 8 Move Tasks You can move one or more tasks into a different folder You can move tasks only within the subfolders of the Tasks root folder and within a Dataroom To move one single task 1 2 In the Dataroom Explorer open the Tasks folder Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Move The Move Name dialog
163. fine the purpose of the certificates used A digital certificate consists of two parts e a public key e aprivate key The public key is stored in your Dataroom profile It is used to encrypt messages sent to you via the Dataroom To decrypt these messages you need your private key which must be installed on your PC for this purpose Certificates are issued by generally recognized certificate authorities and comply with a standard the X 509 standard in the case of Brainloop Secure Dataroom If you do not have a certificate of this kind you can have one generated and issued by Brainloop for use in the Dataroom Because your private key matches your public key in the Dataroom and identifies you as a member of the Dataroom you can also use the certificate to log in to the Dataroom Note You are not recommended to use the certificate to log in to the Dataroom It is more secure to authenticate yourself by means of SMS PIN The settings for login security are made by your Dataroom Manager Page 181 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 4 1 Generate Certificate and Install Locally If you do not have your own digital certificate yet you can generate and install one Follow these instructions closely Above all do not close the browser dialog window unless instructed to do so A certificate must be installed on the PC on which you want for example to decrypt encrypted messages
164. function with a wide range of filter options e configurable version management e check in and check out which reserves documents for longer editing cycles e document retention periods Page 15 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Brainloop Secure Dataroom supports your project communication with e secure and traceable document delivery e central access to all messages which enables you to see all of your incoming messages and task assignments in the overview and efficiently trace the messages and tasks you distribute e secure sending of structured document collections e tasks and documents that are grouped in milestones with an integrated release process e functions for organizing votes in circulation procedures e explicit functionalities for administering a regulated question and answer process e ad hoc workflows for release processes and publications 1 1 Target Group and Document Structure This documentation is intended for Dataroom users It is assumed that these users have basic knowledge of the Windows operating system applications such as Microsoft Office as well as web based applications 1 2 Notational Conventions The following notational conventions are used in this documentation Sample text Names of files directories as well as elements of the user interface Note or Tip These text boxes identify tips and additional information Warning These text boxes
165. g Note If a destination folder has already been defined by the Dataroom Manager you can neither change the destination Dataroom nor the destination folder 5 If you want to change the description of the published version of the document change the text in the Description field 6 Click Publish The current version of the document is copied to the target folder and is frozen You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 21 Display Item History for Document The history for documents lists which user performed an action on the item and when You can filter the history by categories To display the history for a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Page 123 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 Select View gt History In the History Details dialog window you see the history for the document 3 To display details for an action click the action name The details of the action are displayed in a separate window To filter the history for a document e Inthe drop down list select the action category by which you want to filter the history The following categories are available Changes to content and items o document was created o document was uploaded o an event with the document attached to it was added Communication o d
166. ge 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member to send the link to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Tip Click the CC option that is displayed when moving the mouse over a recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters Click Send The link is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 11 4 Move Links You can move one or more links into a different folder Note You can move links only within the same Dataroom El To move a single link L 2 In the Dataroom Explorer select the folder containing the link you want to move Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Move The Move Name dialog window is displayed Page 176 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 To select a target folder enter the first letters in the Target
167. gnate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed Select Change Owner 4 To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog 5 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 Click Close to return to the Details view 13 7 6 3 Change Task Due Date You can change the due date for an item Note If a task or a milestone has not been completed by the due date the owner is notified by e mail and the due date is displayed red in the item view of the task or milestone Page 243 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To change the due date 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is
168. h a period e g Hem 1 Click OK The link is displayed with the new name You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 11 7 Add or Change Link Description You can add a description to an item so that you can quickly see its content and its benefits You see the description in the link s Details view and in the header of its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 To add a description to a link or change an existing one 1 2 In the Dataroom Explorer select the folder containing the link you want to change Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Add Description or Change Description Alternatively you can click on the existing description in the Details view The Description dialog window is displayed Page 178 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 Enter the new description in the Description text box maximum 3 000 characters 5 Click Save The new description is displayed in the Details view 11 8 Delete Links You can delete one or multiple links To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63
169. half details OF mo P NS Choose the Dataroom member who is to represent you in the Delegate drop down list Note Please note that if a representative has only the See Users from own Group permission assigned they can only see the users that are within the represented user s group to which the acting on behalf rule applies 7 Select the option CC member on all messages sent by delegate if you want to receive a copy of all e mails that your representative sends on your behalf 8 If you want to grant your representative access to your collaboration items activate the See Private Collaboration Items option 9 Select one of the following options Do not forward correspondence to delegate Your representative Delegate does not receive any Dataroom e mails that are sent to you CC delegate on all e mails sent to the member from this Dataroom Your representative receives a copy of all Dataroom e mails sent to you by other users The representative also receives a copy of notification e mails on the Watchlist E mails needed for authentication in the Dataroom are not copied to your representative Send all correspondence only to the delegate All Dataroom e mails addressed to you are sent only to your representative but not to yourself This does not apply for e mails that are used for your authentication in the Dataroom These e mails are sent only to yourself 10 Select the groups whose permissions will be granted to the delegate w
170. have the sufficient permissions Note You can also see which Dataroom member performed the corresponding activities if you have sufficient permission to see this member in the Dataroom Each activity is described in a single sentence that may contain links to the respective Dataroom item You can click on these links to navigate to the item Page 27 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 2 3 2 Articles in the Info View If your Dataroom Manager has created one or more articles the latest article is displayed in the header of this view You also see how many articles there are altogether and click gt gt to view older announcements Click More to see the full view of announcements in the Article Full View dialog window Depending on the Dataroom s settings you can also send feedback to the author or authors here 2 2 3 3 Options in the Info View The following options are available in the Info View depending on your permissions and the Dataroom s configuration settings e Change View to predefine the view of displayed data by selecting filter and display options Select the desired activities filter Show All activities Activities of other users or My activities Select the desired Object Types Documents Messages Events and or Other e g activity related to tasks or to new members who enter the Dataroom for the first time e New Article to create a new Info Portal art
171. he Messages pop up window at the bottom of the Dataroom window 13 7 6 Change Task Properties You can only change the properties of a task as long as the task has not been completed With structured tasks you can only change the Dataroom members that are involved with the task You can modify the following properties e Name e Owner e Due date e Linked item e Description e The Dataroom members involved with the task 13 7 6 1 Rename Tasks To rename a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Rename The Rename Dataroom Item dialog window is displayed 3 Inthe Name field enter a new name Page 242 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 4 Click OK The task s new name is displayed in the header of the All Messages view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 7 6 2 Change Task Owner If you are the owner of a task you can transfer the ownership of this task to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can desi
172. he only way to edit non Office documents e g CAD drawings is to download them edit them locally using the appropriate application and then upload them again see also Download Original on page 99 and or Upload Documents on page 103 Use the Check Out and Check In functions to prevent parallel editing by other Dataroom members see Reserve Documents for Editing on page 109 Page 106 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 7 2 Manual Unlock When you edit a document directly in the Dataroom the document is locked for other Dataroom members You can remove this lock manually This may be necessary after your computer crashed or your network was interrupted The lock only relates to the editing of Office documents in the Dataroom and should not be confused with the check out of documents see Reserve Documents for Editing on page 109 Warning Before you remove a lock that you did not set yourself you should ensure that the document is no longer being edited When you remove a lock all unsaved data is lost To manually remove a lock 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties In the drop down list select Unlock Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window The document is released for
173. he original location has not been deleted a new folder Start typing the folder name until it appears in the list Select the folder from the list s CES a Alternatively click in the Browse amp Select dialog window and mark the respective item Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 65 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 Search The search function allows you to perform a targeted search for items and actions in the Dataroom You can refine a search by defining search criteria You can save your result list and the filter settings and you can execute the saved search again The search results can be downloaded as a Excel file 4 1 Search for an Item name To search for an item name 1 Enter the first letters of your search term in the search field All items containing the entered letters are shown below the search field 2 Click the name of the searched item The item is displayed If the object you searched for is a folder the items that are contained in the folder are displayed If the item you searched for is not a folder the level the item is in is displayed and the item you are searching for is marked 4 2 Perform a Full text Search If the full text search is enabled in your Dataroom you can also search for text within documents The full text search supports the languages English German and French
174. he right of the item s name The Details view is displayed Click Delete Confirm the security prompt with OK The vote is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple votes In the Dataroom Explorer select the folder containing the votes you want to delete Click Select Multiple Items Select the votes you want to delete In the drop down list select the Delete Items option Click Apply Confirm the security prompt with OK The votes are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 219 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 5 Milestones Milestones are formal project review points that mark the transition of a project from one phase to another You can set milestones for your projects e g a milestone Hold kick off meeting A milestone can also represent a date at which a sepcific event takes place e g 2010 12 07 Kick Off Meeting The following items can be included in a milestone e Documents e Document collections e Tasks a A milestone whose status is In Progress is indicated by this icon 2 A milestone whose status is Complete is indicated by this icon 13 5 1 Create Milestones You can only create milestones in the Tasks folder or in one of its subfolders To create a milestone 1 Inthe Dataroo
175. heck your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 You should be very cautious in granted permissions For easier maintenance it is recommended that you grant permissions to Dataroom groups and not individual users If you need assistance with this process please contact your Dataroom Manager To change the permissions for an item 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Organize gt See Permissions The Show Member Permissions dialog window is displayed The users are displayed in groups and then in alphabetical order You can also opt not to show the users in groups To do this uncheck Show Users in Groups Select the user group or Dataroom member whose permissions you want to see As an option start typing the group or member s name in the textbox Only the matching groups and or users will be displayed Click 3 to clear this textbox On the right side of this dialog window you will see a list of permissions Permissions that have already been granted to the selected group user are identified by a checkmark to their left Click Modify Permissions In the Modify Member Permissions dialog window you will see a similar layout however a checkbox will now be visible to the left of each permission The list of groups on the left are those that ha
176. hen s he is acting on your behalf Page 195 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 11 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 12 11 2 Change Acting on Behalf Rule To change an Acting on Behalf Rule Ke He IN e Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Member Account tab scroll down until you see the Acting on Behalf Rules area To modify the rules for representatives click Change in the corresponding line In the Change Acting on Behalf Rule dialog window you can redefine the rules Choose the Dataroom member who is to represent you in the Delegate drop down list Note Please note that if a representative has only the See Users from own Group permission assigned they can only see the users that are within the represented user s group to which the acting on behalf rule applies Select the option CC member on all messages sent by delegate if you want to receive a copy of all e mails that your representative sends on your behalf If you want to grant your representative access to your collaboration items activate the See Private Collaboration Items option Select one of the following options Do not forward correspondence to delegate Your representative Delegate does not receive any Dataroom e mails that are sent to you CC delegat
177. hen working with Milestones users can set Completion Attributes In this case the completion attributes are used to define which attribute must be set for all documents and document collections contained in the milestone so that the milestone is reached and is therefore complete Example Your Dataroom Manager has defined the To be checked and Released attributes for documents You create a Release Checked Documents milestone You include all documents that are to be checked in the milestone If you want that the milestone is be reached when the Released attribute is set for all documents included select Released as Document Completion Attribute When the desired attribute is set for all milestone documents and all tasks in the milestone have been set to the Complete status your milestone is automatically set to the Complete status R Reference Date The reference date of an item defines together with the Time constrained Access parameter defined in a user s profile whether this user has access to a Dataroom_ item As long as the reference date falls within the defined Time constrained Access period the user may access the item Example The user John Smith has a Time constrained Access period defined in his User Profile which starts on 01 Sept 2014 and ends on 31 Oct 2014 The Dataroom item Document has the reference date 31 Aug 2014 the document Document has the reference date 20 Sept 2014 As the reference date of Document is o
178. ia that may not be modified by members with view only access to the saved search Page 70 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Members with Modify Object permission can change the lock status of any added criteria using the Edit function Criteria that have not been fully configured cannot be locked since they do not affect the search results Content Search Enter a keyword if you generally want to search item contents for that keyword Click OK The saved search is selected in the Dataroom Explorer and displayed in the main content area Click Gi above the results list to export the list to Excel 4 5 Execute a Saved Search To execute a saved search 1 In the Dataroom Explorer select the search you want to execute If the saved search has been configured to execute immediately the search results are immediately displayed If the saved search has been configured to not execute immediately click Go The search is executed Click Gi above the results list to export the list to Excel 4 6 Change Saved Search Properties If you have the required permissions you can modify the properties of a saved search 4 6 1 Execute Search Immediately You can configure that the saved search is executed as soon as you click the search in the Dataroom Explorer To configure a saved search to immediately execute 1 2 In the Dataroom Explorer select the search for which you want to cha
179. ible for you To receive regular notifications about changes to items on your Watchlist iF 2 Select the Watchlist tab Select My Notification Settings The My Notification Settings dialog window is displayed In the Global Settings area select E mail Digests In the E mail Digests area select the Watchlist option The Watchlist E mail Digest Settings dialog window is displayed Select the weekdays on which you want to receive the corresponding digests If you want to receive a digest every month select Monthly Digest To apply your notification settings to all members who are newly invited to this Dataroom click Set as Dataroom default Click OK The notification settings are changed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To receive regular digests about all activities in this Dataroom that are visible to you Select the Watchlist tab Select My Notification Settings The My Notification Settings dialog window is displayed In the Global Settings area select E mail Digests In the E mail Digests area select the Dataroom option The Dataroom E mail Digest Settings dialog window is displayed Select the weekdays on which you want to receive the corresponding digests If you want to receive a digest every month select Monthly Digest To apply your notification settings to all members who are newly invited to this Dataroom click Set as Dataroom default Cli
180. icle Note This link is only visible to Dataroom Managers and Dataroom Center Managers e View drop down menu with the Folder Index option see Use the Folder Index on page 56 2 2 3 4 Folders View The Folders View displays all folders contained in the Documents root folder The folder path shows the location of the displayed folder in the folder structure f e Documents gt 05_ PDFs In the Folders View header you will find up to three direct actions depending on your permissions These direct actions represent the most important actions in this view for example Send Securely Add Folder and Add Document Note If an action is set as a direct action it is not displayed in one of the drop down menus again Below the direct actions you find the View Organize and Modify drop down menus Which drop down menu is displayed and which options it contains depends on your permissions and your Dataroom s configuration settings For further information see Work with Folders on page 77 Page 28 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 2 3 5 Messages View The Messages View combines the individual links to the Inbox and Outbox and All Messages in one view The three lists and the Change View filter help you to maintain an overview of your own outgoing and incoming messages and items Here you can also send messages and text messages SMS to other Dataroom members For further informatio
181. in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Member Account tab navigate to the Account Login Authentication Methods section Click Change next to Mobile Phone Enter the one time PIN sent to your mobile phone Click Next The dialog window Add or Change Mobile Phone Number is displayed St gt E N G i From the Validation Mode drop down list select QR Code Click Next A dialog window containing a QR code is displayed 8 Start the Brainloop QR Code Scanner app on your smartphone Page 20 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 11 12 13 In the app enter your access code and tap Login If the scanner does not start automatically tap the Scan option in the app Scan the QR code displayed A message informing you that your device was registered is displayed on your smartphone Tap OK to close the message Click Close Now are you ready to use a QR code as a two factor authentication method 2 1 2 6 Log into a Dataroom with a QR Code To log in to a PIN protected Dataroom with a QR code i 2 ON OO Open Brainloop Secure Dataroom in your web browser or click the link in the e mail Enter your username your e mail address and password Note If you enter an incorrect password three times in a row your access is locked for 15 minutes If you have forgotten your password you can reset it see Reset Y
182. in their profile that is visible to all members see Send SMS on page 211 e Send Message to send a message to other Dataroom members see Send E Mail on page 211 e Change View to predefine the view of displayed data using filter and display options Please note that those options depend on whether you are in Inbox Outbox or in All Messages Lists can be filtered based on the status so that all messages only pending or only completed items are shown Lists can also be called for a time period from to fields Page 29 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual You can also enter a search term in the Containing field above the list of items Only messages that contain this term in one of the following fields will be displayed Sender Recipients Subject Message text and Names of linked items 2 2 3 7 Calendar View If your Dataroom Manager has enabled this option you can use a calendar in the Dataroom and create events You can access your calendar events from the Calendar or the Messages views For further information see Work with the Dataroom Calendar on page 198 2 2 3 8 Watchlist View The Watchlist provides you with a quick overview of all monitored items that have been changed In the Watchlist View Header there are two direct actions e Select Digest to select an instant digest of changes to items on the Watchlist or of the Dataroom and e My Notification Settings to make cross item n
183. ined retention period is displayed If no retention period has been defined No Retention Period is shown 4 Click Change The Change Retention Period dialog window is displayed 5 Inthe Retention Period field enter the number of days after which the item will be deleted if no relevant actions have been made on the document or document collection 6 Click OK 7 The retention period is displayed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To return to the Details view of the selected item select View gt Details Page 97 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 3 2 Change Document Encryption Setting If the encryption properties in your Dataroom are not predefined you can decide whether to save a document with or without encryption If you do not change the encryption setting for a document it inherits the setting of the folder that it is stored in To change the encryption setting 1 Move the mouse over the name of a document and click Details to the right of the document s name The Details view is displayed Select View gt Properties If the settings in the Configuration area are hidden click S i next to Configuration Use the Encryption option to define whether you want the document to be encrypted Encryption Enable the Encryption option if you want the contents of the document to be saved with encryption No Encryp
184. ing conventions that are available in your Dataroom The other naming conventions are applied accordingly Page 164 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To upload a new document to the Dataroom with a naming convention enforced In the Dataroom Explorer select the folder to which you want to add the document 2 Select Add Document The Add Document dialog window displayed 3 Click Select File A dialog window for selecting the file is displayed Select the file you want to upload Click Upload The Add Document dialog window is displayed 6 Specify this information Name Predefined name of the document according to the naming convention Index The index number is provided by the naming convention You can edit the index number according to the naming convention Name Custom folder name In this field you can change the name of the document Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Item Tip Move the mouse over OO to display the maximum number of characters allowed Please keep in mind that the index numbers and the separator are included in the maximum number of characters If the entered name exceeds the maximum number of characters it will be truncated Freeze Content If this option is enabled th
185. ing information whether the invited user has logged on to the Dataroom or not To do so click the No date selected link to open a date picker Select the desired reminder date and click OK Invitation Text This field is only active if the Send invitation e mail option is enabled Enter a message text maximum 3 000 characters 3 Click Invite to send or to save the invitation The Failed Invitations dialog window shows whether and why sending of an invitation has failed 3 6 Use the Folder Index You can display an index for the entire Dataroom or for one folder The Folder Index lists all subitems of a Dataroom or a folder It gives you a quick overview of the structure and all items contained in the Dataroom or in a folder and its subfolders To open the index for the Dataroom 1 Select View gt Folder Index in the Dataroom Header The Folder Index is displayed according to your browser setting in a new dialog window or a new tab You see a list of the items contained in the Dataroom You can configure the columns and information shown in the list see Customize List View on page 37 Click Next gt gt to display further entries To open the index for a folder 1 Inthe Dataroom Explorer select he folder you want 2 Inthe Header of the Folders View select View gt Folder Index The Folder Index is displayed according to your browser setting in a new dialog window or a new tab You see a list of the items in the folder You
186. ing options or by selecting a value in the drop down list respectively 5 Click Save The attributes are set for the item You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 3 Send Milestones Securely Milestones can only be sent to Dataroom members but not to external users When a milestone is sent a time limited link to the milestone is sent and not the milestone itself Page 226 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Once you have sent a Dataroom item securely you and the recipients receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Dataroom members in the Messages view To send a milestone securely to a Dataroom member 1 Inthe Dataroom Explorer open the Tasks folder Select the milestone you want to send Select Send Securely The Send Name Securely dialog window is displayed 4 Specify this information Security Level Milestones can only be sent with Maximum Dataroom members security Only Dataroom members can see the milestone Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is o
187. ink To do so you need a functioning WebDAV interface see WebDAV Requirements on page 41 To open a folder as a link 1 Select View gt Open as Link in the Web Browser The folder is opened in Windows Explorer You can view and edit the folder contents if you have the necessary permissions For further information see What is WebDAV on page 39 A new tab is opened in the browser 2 Click Yes to close the tab in the browser Page 43 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 General Work Steps The General Work Steps section provides an overview over the work steps you can perform in Brainloop Secure Dataroom and which are not linked with a specific item type such as folder document or task 3 1 Select a Date For some Dataroom items e g tasks events and votes you can define a due date or a reminder date 1 Click the A calendar is displayed with the current date selected 2 Click the desired date To scroll a month forward or back use the lt lt and gt gt arrows to the left and right of the month name ai icon or open the Change drop down menu and select the Change Due Date option As an option enter a time for the date above the drop down lists below the input field Select the hour in the left drop down list and the minutes in the right 5 Click OK The calendar is closed and the date and time are entered in the corresponding input field 6 Toclear the date and
188. ion 6 4 5 Open Brainmark Version in the Secure Document Viewer In the Secure Document Viewer you can display individual pages of a Brainmark document or a Brainmark document collection as images Important Note If a document collection contains a document you are not allowed to view the document collection cannot be opened using the Secure Document Viewer To navigate the Brainmark version e To advance to the next page click a2 e Togo back to the previous page click G amp D To rotate the page view e To rotate the page clockwise 90 degrees click wel e To rotate the page counterclockwise 90 degrees click G amp D Page 102 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To change the zoom e To zoom into the page click Zoom in e To zoom out of the page click Zoom out To hide or show the thumbnail view e To hide the thumbnail view click Hide e To show the thumbnail view again click Show 6 4 6 File Types for Brainmark Conversion The following file types can be converted into Brainmark format e Word documents doc dot docx docm e Excel files vs xlt xlsx xlsm e PowerPoint files opt pps Dot pptx pptm e PDF files pdf e Text files txt e Image files mm tif jpg jpeg gif bmp png 6 5 Upload a single Document to the Dataroom You can upload single or multiple new documents to a selected folder in your Dataroom You c
189. ion in the Messages pop up window at the bottom of the Dataroom window oo 10 The question will no longer be displayed in the Messages view in your Inbox but instead in your Outbox Published questions and answers will be displayed in All Messages 11 The Expert s or Gatekeeper s that you forward the Q amp A to will receive an e mail with the question and see it in the Messages view in their Inbox Page 232 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 6 3 Answer a Question If you have been assigned the expert role for a Dataroom item you can answer questions about this item You see the questions directed at you in the Messages view in your Inbox The inquirer can only see the answer when the Gatekeeper has released it To answer a question Select the Messages view Select Inbox Select the desired question The Details view for the question is displayed Click Answer and enter the answer in the Your Answer field maximum 3 000 characters Oy Qi e 0 N e Optional Select an item that you want to refer to with your answer Enter the first letters of the item name to do this Then click on the item you want in the window 7 Select the new status of the question Assigned to gatekeeper for review Your answer is forwarded to the Gatekeeper Forwarded to another expert Select this option if you want to forward the question to another expert 8 Optional If you want to copy and edi
190. ion section of the Properties set the Add cover pages to documents in Brainmark format option Activate this option to add cover pages to each individual document in the document collection Deactivate this option to deactivate the cover pages for individual documents in the document collection 5 To return to the Details view select View gt Details 7 7 6 Optimize Document Collections for Two Sided Printing For document collections in Brainmark format a cover page is available in the Dataroom if this cover page was set up by your Dataroom Manager If cover pages are activated they are inserted between the individual documents You can define that the cover page is always added on an uneven numbered page Note Please note that cover pages are only added to the individual documents if the Cover Page option is activated either in the Brainmark Options or in the Security Categories For further questions on this topic please contact your Dataroom Manager To optimize a document collection for two page printing 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties If the settings in the Configuration area are hidden click K next to Configuration In the Configuration section select the Optimize Brainmarked format for two sided printing option Page 143 of 250 brainloop Brainloop Secure Dataroom Ver
191. ion via the Internet This allows you to securely work and communicate with parties who don t have access to your company s Intranet e g partners consultants government agencies and clients Brainloop Secure Dataroom offers the highest level of security with e double authentication with time limited PINs which are sent by SMS e aserver using 256 bit encryption and data transfer with 128 bit encryption e document protection that goes beyond the boundaries of the secure Dataroom on the client computer e consistent separation of application and system administration e integrated release processes including second person check principle for security relevant administration functions e revision secure traceability of changes and accesses Brainloop Secure Dataroom supports document management with e structured filing editing and distribution of all kinds of documents e adjustable document tasks which map processes for multi level document approval release and publication e document collections that combine sort and structure several documents with separate version management and different access rights e automatic generation of protected PDF files from PDF Office documents and picture files for write protected access with layout checks where required with additional security options such as print prevention or content exports e seamless integration of Rights Management technologies from Microsoft and Adobe e intelligent search
192. iple document collections 1 Hi gt ON In the Dataroom Explorer select the folder that contains the desired document collection The folder name and the items it contains are displayed in the folder list Click Select Multiple Items Select the document collections you want to freeze In the drop down list select the Freeze Items option Click Apply The Freeze Name dialog window is displayed In the drop down list you have the choice of the following levels of freezing Freeze Content The contents of the document collection and its structure are protected against changes but not the properties and attributes of the document collection It is possible to create new versions of the document collection and edit them Freeze Version The contents of the document collection and its structure as well as the document collection s properties and attributes are protected against changes It is possible to create new versions of the document collection and edit them Deep Freeze Item The contents of the document collection and its structure as well as the properties and attributes of the document collection are protected against changes It is not possible to create new versions of the document collection and edit them Page 151 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Note Deep freezing is an irreversible action After deep freezing this item it will no longer be possible to modify its con
193. iption 141 7 7 3 Change Document Collection Reference Date ccccccccceceeeeeeeeeeeeeeeeeeeaeeeeeaeeeeeeeseeeeesaeeeeaeeneeeeees 141 7 7 4 Change Automatic Versioning for Document Collections cccceeeeceeeeeeeeeeeeeeeeeseeeeeseaeeesaeeeeneeees 142 7 7 5 Configure Cover Pages for Document Collections in Brainmark Fommzat 143 7 7 6 Optimize Document Collections for Two Sided Printing ssessseeseseeerseiesrreiesirerisrrerrnrinsrnrinsrnernsrneres 143 7 7 7 Change Document Collection Owner nnt 144 Page 8 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 8 Move Document Collections ccccccceeeeeeeceeeeeeeaeeeeeee sense ceaeeeeaaeedeeeeseeeeeseaeeseaaeseeeeeseaeessaaeeeeaaeseeeeeenaeess 144 7 9 Display Item History for Document Collection 145 7 10 Copy Document Collections 147 7 141 Delete Document Collections 148 712 Publish Document CollOctiOns sistiese aaa EAR ad teats 149 7 13 Freeze Document Collections ccecccececceeeeeeceecceeeeeeeeeaeeeeaeeeeaeeeceaeeeeaaeseeaeeseaeesseaeseeaaeseeeeseaeeeeaeeseneeee 150 7 14 Create New Version of a Document Collecton 152 8 Comment on Brainmark Documents and Start Document Reviews 153 8 1 Prerequisites for the Commenting and Review Feature 0 ceccescee eee eeeeeeeeeeteeeseetneetnaeenaeeeeeeaeee 153 8 1 1 Supported Adobe Reader Versions c ccccccceceeeeeeeeceeeeeeeeeeeceaeeeeaeeseeeeeaeeeeaaeseeaeeseeeeseaeensaeeseeeeee 1
194. is enabled the naming convention is applied to all folders documents document collections and links in the given folder If this option is disabled the naming convention is only applied to folders contained in this folder Apply to existing subitems If this option is enabled all existing and newly created items in the given folder are checked for their consistency with the naming convention All items that are not consistent with the naming convention are listed in the Naming Convention Errors window If this options is disabled the naming convention is only applied to newly created items Adjust names if applicable If this option is enabled the names of all items in this folder are automatically adjusted according to the naming convention if they are not already consistent with the naming convention If this option is disabled the names are not changed Warning Please use this function with caution The results may not be as desired e g if in the XML file the length of the item name is restricted to a certain number of characters your item names may be truncated Refresh indexes This option is available if the Adjust names if applicable option is enabled If this option is enabled the index numbers are adjusted so that they are consecutive Possible gaps ina sequence of index numbers are corrected immediately 6 Click OK The naming convention is applied to the folder according to the defined settings 9 2 Add anew Dataroom Fol
195. isplayed Click Add Content in the respective section Tip Click to display the available functions and the content of the section Click K i to close the display The Add Content to folder name dialog window is displayed Select an individual document or all documents contained in a folder To select an individual document enter the first letters of the document name or the corresponding folder or path into the Document field and click the desired document Alternatively click in the Browse amp Select dialog window and mark the respective item To select all documents contained in a folder enter the first letters of the name of the corresponding folder or path into the Document field and click the desired folder Alternatively click E in the Browse amp Select dialog window and mark the respective item Documents contained in sub folders are also added to the document collection In the Insert After drop down list select the position where you want to add the new document Insert at the bottom The document is added at the end of a section Insert at the top The document is added at the beginning of a section Document name The document is added after the selected document Click OK In the Modify Document Collection dialog the added documents are displayed Click Save The documents are added to the document collection You see a confirmation in the Messages pop up window at the bottom of the Datar
196. isplayed Select View gt Properties If the required information is not visible under Configuration click in this area Click Change next to Reference Date for Time constrained Access A dialog window is displayed Next to Reference Date click on the date and select a new reference date in the calendar Click OK in the calendar Select Apply to existing subitems to apply the new reference date to all the subfolders Click OK The reference date is changed 5 10 5 Change Naming Convention If one or more naming conventions are defined in your Dataroom you can apply a naming convention to the folder For further information see Work with Naming Conventions Indexing on page 162 To change the naming convention 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select View gt Properties If the required information is not visible under Configuration click in this area Click Change next to Naming Convention A dialog window is displayed Specify this information Naming Convention Select the naming convention to be assigned to this folder Apply to all item types If this option is enabled the naming convention is applied to all item types contained in this folder If this option is disabled the naming convention is only applied to folders Apply to existing subitems If this option is enabled the naming convention is applied to the
197. its content and its benefits You see the description in the link s Details view and in the header of its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 To add a description to a task or change an existing one 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Page 244 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Select Modify gt Add Description or Change Description Alternatively you can click on the existing description in the Details view The Description dialog window is displayed Enter the new description in the Description text box maximum 3 000 characters Click Save The new description is displayed in the Details view 13 7 6 6 Change Contributing Dataroom Members You can change the Dataroom members that are involved with a task To add a Dataroom member to a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Click View gt Properties The Properties view is displayed The Dataroom members involved with the task are listed under Status Information gt Collaborators To add Dataroom members click Add Collaborator To select a new contributer enter the first letters of the user name in the
198. ity Ouestion 48 3 3 5 Delete Mobile Phone Number using the Security QUESTION c cceeeeeeeceeeteeeeeaeeeeneeteeeetaeeeeeeeeeeees 49 3 3 6 Change Regional Gettings netune nn nenn nset nnen 49 ST Chang PassWord ssicc 2esic 5 ceccsnth tales Sovegea arainn eda iaai iseda dida ridai anandia adi 50 3 3 8 Gheck WebDAV Version d eegE Eed eh AEEEeeEEEEegeeEEEEEReSEaedeggEEEEueEe 50 3 4 Register Your Smartphone and Enable QR Code Authentication 0 cccccecceecsseceeessneeeeessneeeeeeseeeenees 51 3 5 see and Invite USers secciones Pee das ite date evi te ae beeen deeded ees 52 B52 See USES eima enaar aia sde deeg edd ege deeg anja enee E 52 E Rn 53 3 5 3 Invite Users Without Additional Authentication c eee eeeenneeeeeeneeeeeeaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaeeeeneaaes 53 3 5 4 Invite Users With Additional PIN Authentication 2 0 0 eeecceeecneeeeeeeneeeeeeaeeeeeeaeeeeeeaaeeeeseaaeeeeeeaeeeeneaaes 54 3 5 5 Invite Users With Client Certificate Authenttcatton 55 3 6 Use the Folder INGex EE 56 3 7 Ee RE Ee eu EE 57 3 8 Change Permissions for an Item cccccccececeeececeeeeecaeeeeaeeceeeeeceaeeeeaaeeeeaeeseaeeecaaesseaaeseeeeescaeeesaeeseaeeseeesaas 58 3 9 Oe Melu 59 S91 Add ege 59 39 2 Remove Favores cenieni A A A E 59 3 10 Read and Manage Articles in the Info Portal 60 3 11 Greate NeW Areler inaa aE aaa aaa aa a aa eege ege ebe dee Zb 61 B 12 Forbidden Gharacterss a 2c siceckseciesesdend leche sen aioa iaiaaeaia ai
199. k Login If you are a member in only one Dataroom you will be taken directly into your Dataroom after logging in Otherwise after logging in you will be taken to the Dataroom Selector on page 57 which lists all the Datarooms that you have been invited to Click a Dataroom to access it 2 1 2 2 Log into a Dataroom with a PIN If your Dataroom is additionally protected by a PIN which you receive by e mail or SMS you have to enter this PIN directly after you logged into this Dataroom To log in to a PIN protected Dataroom 1 2 Open Brainloop Secure Dataroom in your web browser or click the link in the invitation e mail Enter your username your e mail address and password Note If you enter an incorrect password three times in a row your access is locked for 15 minutes If you have forgotten your password you can reset it see Reset Your Password on page 23 Enable the Remember my username option so that your e mail address is entered in the Username field the next time you log in Click Login If you are a member of one Dataroom only a PIN is sent to you by SMS or by e mail If you do not receive a PIN click Resend PIN If you are a member of several Datarooms click the PIN protected Dataroom you want to enter A PIN is sent to you by SMS or by e mail If you do not receive a PIN click Resend PIN Note If you have not yet added your mobile phone number to your profile you are prompted to do so before you can enter th
200. k the Info tab If there are active announcements you will see these in the header of the Info view of the Dataroom or in the header of the Dataroom Selector The last announcement is shown first 1 To display further announcements click beside the announcement s text on gt gt 2 The following is optional Click More to show the announcement in full You see the full text in the Article Full View dialog window Page 60 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Click Provide Feedback if you want to give feedback on an article Enter your feedback in the Send Feedback dialog window Then click Send In the Article Full View dialog window you will also see a Provide Feedback link if the author has enabled feedback If the author has set a link to a document click on the document s name to read it To read and accept the Dataroom Conditions of Use If the Dataroom Manager has added or modified the Dataroom s conditions of use the Special Conditions of Use for This Dataroom dialog window will be displayed 1 If the conditions are not displayed in this window they may be in a document that has been linked here In this case click on the document name to open it The document is opened according to the Dataroom s settings Read the document carefully Save it if required or note the storage location in the Dataroom Select have read and agree to this Dataroom s Conditions of Use
201. ke nicht definiert Note Users receive all the permissions of the group that they are assigned to To invite new users without additional authentication 1 Click on the Invite link The Invite to Name of Dataroom dialog window is displayed 2 Specify this information Recipients Enter the e mail address of the new user If you want to invite several users into the same group separate the e mail addresses with a comma a semi colon or a line break Group Open the drop down list and select the group into which the new user is to be accepted Preferred Language Select the preferred language for the invitation e mail to the new users Note Users can then also change the preferred language themselves Send invitation e mail o Leave this option enabled if you want to send the invitation e mail directly after you have entered all necessary data o Disable this option if you do not want to send the user an invitation e mail yet At first you can only create the invitation and send the e mail later To do this change to the user s business card The Page 53 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual invitation e mail includes a personal link via which the new user can register If the user is invited but has not received an e mail yet the Dataroom s user already sees in the list of their Datarooms if they are logged in on the system Reminder Date Use this option to receive a re
202. l Dataroom Groups and Members in the Browse amp Select window Click OK c item Types Select the item types Folders Documents Tasks Saved Searches Document Collections Milestones and Discussions to which the report should be restricted to By default the report is displayed for all item types 4 Click Go to generate the report in your web browser 5 The following information is provided for each Dataroom item Level of the item number of direct subitems path name type owner security category group or user for which the permissions are displayed view download Brainmark download create subitem modify versioning delete change permissions answer question The relevant permissions are marked with an X 6 Click Export to Excel to export the report to Microsoft Excel 2 2 3 16 Q amp A Report The Q amp A Report shows the status of the Q amp A processes To call the Q amp A report 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt Reporting Open the Please Select drop down list and select the Q amp A Report from the list You can specify the following filter criteria Period The information of the last ten days is shown by default Inquirer Select a user or group to which the report should be restricted Tip Click to display all Dataroom Groups and Members in the Browse amp Select window Click OK Cli
203. lect the folder in which you want to store the document The folder name and the items contained in this folder are displayed in the Folders view 4 Click Add Document Click Select File A dialog window for selecting the file is displayed 6 Select the file you want to upload and click Open 7 Click Upload The Add Zip File dialog window is displayed 8 Select one of the following Zip Options Upload as Zip file without extracting The Zip file is uploaded and is shown as a single document in the Dataroom folder None of the files within the Zip are extracted Extract and create new versions of existing documents The documents and folders in the Zip file are extracted and represented in the Dataroom folder as single documents and with the exact folder structure Note You can select this option only if the Dataroom folder has autoversioning enabled or if you have permission to create new versions for the folder If the folder is manually versioned and already contains documents with the same names these documents are frozen and updated with a new version If the folder is autoversioned then the documents will be updated with a new version Extract and overwrite latest version where possible The documents and folders in the Zip file are extracted and represented in the Dataroom folder as single documents and with the exact folder structure Note If the folder is manually versioned and contains documents with the same names then the current
204. llections to a different Dataroom you have to copy the folder containing the document collection as well as the folders containing the documents in the document collection To copy a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Copy The Copy Name dialog window is displayed 3 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click in the Browse amp Select dialog window and mark the respective item 4 Select one of the following options Copy all versions and attributes All versions permissions attributes security categories and date properties of the item are copied Copy current version only Only the current version of the item is copied Older versions are not copied Advanced copy You can decide individually if versions permissions attributes security categories and date properties of the item are copied o Copy all versions All versions of the item are copied o Copy attributes All attributes of the item are copied o Copy creation and modification dates The creation date and the last modified date of the item are copied o Copy permissions The permissions of the item are copied o Copy Security Category The Security Category of the item is copied 5 Click OK The document collection is copied to the targe
205. llowing options are available to you Click Certificate to download the certificate again Click Public Part to download the certificate s public key c If the certificate s validity is just about to expire you have the option of renewing the certificate Click Renew to extend the certificate s validity Page 184 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 8 Install the certificate for every browser that you want to use see Generate Certificate and Install Locally on page 182 12 4 3 Remove Certificate You can remove a certificate in order to replace it with another because your previous certificate is no longer valid You can also remove a certificate if the Dataroom is no longer protected by certificates If you want to fully remove your certificate you must delete it from your Dataroom profile and remove its local installation Note If you remove only your local certificate you can no longer access certificate protected Datarooms You can no longer read e mails sent to you in encrypted form from the Dataroom Also without a certificate you can no longer open IRM protected documents To remove a certificate from your Dataroom profile Click your username in the top left corner of the web browser 2 The Profile and Settings dialog window is displayed 3 Under Member Account select the Certificate area in the drop down list Click i to show the content in this area 4 Move the cursor to the
206. lternatively click in the Browse amp Select dialog window and mark the respective item Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple votes 1 2 In the Dataroom Explorer select the folder containing the votes you want to move Click Select Multiple Items Select the votes you want to move Page 218 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual In the drop down list select the Move items option Click Apply The Move Selected Items dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder a Ce a Alternatively click in the Browse amp Select dialog window and mark the respective item Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 4 9 Delete Votes You can delete one or multiple votes To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 To delete one vote k Fb In the Dataroom Explorer select the folder containing the vote you want to delete Move the mouse over the name of the item and click Details to t
207. m Explorer open the Tasks folder or one of its subfolders 2 Select Organize gt Add Milestone The Add Milestone dialog window is displayed 3 Specify this information Milestone Name Enter the name of the milestone Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Item Due Date Click and select a due date Note If a milestone has not been completed by the due date the owner is notified by e mail Description Enter a description for the milestone maximum 3 000 characters Document Completion Attribute If your Dataroom Manager has defined attributes for documents and document collections you can select Document Completion Attributes in the Documents and Document Collections drop down lists The completion attributes are used to define which attribute must be set for all documents and document collections in the milestone so that the milestone is reached see Set Attributes on page 117 Page 220 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Contents With the milestone you can link to documents document collections and tasks The linked items represent a work package that needs to be completed Linking to documents and document collections is done by means of defined attributes see Set Attributes on page 117 Linking to tasks is d
208. m Member Permissions dialog window is displayed 4 Select Change Owner To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog 6 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 Click Close to return to the Details view 13 5 2 6 Change Milestone Due Date To change the due date of a milestone 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Edit The Edit Milestone dialog window is displayed 4 If no due date has been selected click No date selected To change an existing due date click on the date link next to Due Date Select the new date from the calendar As an option you can define a fixed end time Click OK 5 Click x to delete a due date Page 224 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 Click OK The new due date is displayed in the Details view If a milestone has not been completed by the due date the owner is notified by e mail 13 5 2 7 Change Milestone Completion Attributes If your Dataroom Manager has defined attributes for documents and document
209. m Version 8 30 User Manual 13 7 6 2 Change Task Ower mesinin naa anaana aa aaa aae aaa aa a aiaa aa 243 13 7 6 3 Change Task Due Date cesses eeeneeceaeeeeaaesecaaesaeeeceaeeeeaaesgeaeeseeeeseaeessaaesseneeesaes 243 13 7 6 4 Change Task Result Link 0 0 cccccececceceneeeeeeeeeeeeeceeeeeeaaeeecaeeseaeeeseaeeesaaeseeaeeseeeeeseaeessaeeseneeseaes 244 13 7 6 5 Add or Change Task Description c cccccceeeeseceeee cece eeeeaeeeeaeeseeeesaaeeesaaeseeeeeseeesscaeeteaeeeeaes 244 13 7 6 6 Change Contributing Dataroom Members ssssssessseesseessesssrtssnnsrstnttnuttnnstnnnnnnstnnnnnnnnnnnnns nnn 245 13267 Assign Tasks toa MIlGStone siiani saan a REA aO SE 246 13 7 8 Move TaS EE 246 13 7 9 Pelete TISK e E E a nseet cp taeee uedeneeeas 247 13 7 10 Display Item History for Task eccceceeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeaeeeeeeeaeeeeesaeeeeesaeeeeeseeaeeeeeneeeeeeeeeaeees 247 14 GOSS ANY ig eege Zenter get Gehier end ee eh ekg E ceo tee AE cad cae dg etal 249 Page 14 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 1 Introduction Welcome to Brainloop Secure Dataroom With Brainloop Secure Dataroom you meet important risk management specifications and standard guidelines for handling your confidential documents When managing supervisory board and executive management level communication or in legal and finances departments all sensitive documents are reliably protected both internally and with cross company cooperat
210. m Visit To delete all information about your Dataroom visit from the PC you are working on proceed as described below Deleting all information is highly recommended if this is a public or shared PC e Delete any documents that you have downloaded and saved in local folders e Delete any temporary Internet files refer to the Help section of your Internet browser to learn how to delete these files Note Always log out so that the Dataroom session is ended If you just close the browser without logging out the connection will remain active for a time period before it is automatically disconnected due to inactivity If you have not logged out correctly you will be informed by the system the next time you log in to the Dataroom 2 1 4 Reset Your Password To reset your password you receive an e mail with a link that starts the password reset process You will then have to verify your identity via a one time PIN sent to your mobile phone or by e mail This change prevents an untrusted party from resetting your password by simply gaining access to your mobile phone or e mail account To request a new password 1 Inthe Brainloop Secure Dataroom login window click the forgot my Password link Page 23 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual In the Reset Password window verify your e mail address displayed in the Username e mail address field Click Next Click Close to confirm the
211. m in the Dataroom Item input field Alternatively click Sin the Browse amp Select dialog window and mark the respective item 4 Click OK The link is displayed in the Folders view Page 174 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 11 2 Create Link to External URL A link is stored in a folder To create a link you need Create Subitem permission for the folder To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 Items in another Dataroom and external web pages count external URLs You can create links to the following items in another Dataroom e Documents e Document collections e Folder To create a link to an external URL 1 Inthe Dataroom Explorer select the folder in which you want to store the link The Folders view is opened 2 Select Organize gt Add Link The Add Link dialog window is displayed 3 Specify this information Name Enter the name of the link Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Wem doc and must not end with a period e g Hem 1 Link To Open the drop down list and select Link To gt An external URL External URL Enter the URL Example of the URL for an external webpage http www yourdomain com Example of the URL for a Dataroom item https
212. m the Document Review drop down list select Start a new shared review 7 Specify this information Page 157 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Review until Date when the review will be closed After this date reviewers can no longer publish their comments Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters Remind me on You receive a notification by e mail if not all recipients have downloaded the Brainmark document by this date 8 If you want to change the name of the review that was automatically generated overwrite it in the Name of Review field 9 Click Send The invitation to the review is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note In a shared document review all the people involved can only open the commented Brainmark document from their Inboxes or from All Messages in the Messages view A shared commented Brainmark document cannot be opened and further commented through the normal Open Brainmark action 8 3 2 Share Private Comments in a Brainmark Document with Others You can share your private comments in a Brainmark document with other Dataroom members and ask them to join a review of this document By
213. manually This setting will be recorded in the history details of the vote creation event When the vote result is reached then the name of the last person who acted upon the vote will also be recorded in the history details For manual result generation this would be member who closes the vote Nevertheless the organizer can close the vote manually at any time This may be necessary if for example insufficient votes have been submitted for automatic result generation and no due date has been configured for the vote For automatic result generation this would be the last collaborator to place his her vote O Automatic The result is generated automatically once all contributors have voted or once the due date is reached If the result is triggered by the due date then the status will be as follows Undecided if the of collaborators who have placed their votes is less than the configured Votes Needed Rejected if the required of collaborators voted but the of collaborators who voted to Approve is less than the configured Approval Votes Needed Approved if the required of collaborators voted and the of approval votes needed has been reached Votes Needed You can specify minimum voter participation as a percentage This is the minimum number of votes needed before a convincing result can be determined The percentage reflects this ratio of votes submitted of contributors If this were set to 50 then at
214. mber as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a discussion 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed Select Change Owner To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog 5 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 Click Close to return to the Details view Page 208 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 2 6 Rename Discussions To rename a discussion 1 Inthe Dataroom Explorer open the Discussions folder 2 Select the discussion you want to rename The discussion is opened in the Messages view 3 Select Modify gt Rename The Rename Dataroom Item dialog window is displayed 4 Inthe Name field enter a new name Note The following characters must not be used in the name lt gt 4 Also names must not consist of
215. me You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 92 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 15 Delete Folders You can delete one or multiple folders including all items contained in them Alternatively you can also delete folders in Windows Explorer see Use the WebDAV Interface on page 43 For this open the Documents root folder in Windows Explorer by means of the View gt Open in Windows option To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 To delete one folder 1 Inthe Dataroom Explorer select the folder you want to delete 2 Select Modify gt Delete 3 Confirm the security prompt with OK The folder is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple folders 1 Inthe Dataroom Explorer select the folder containing the folders you want to delete 2 Click Select Multiple Items 3 Select the folders you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The folders are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 5 16 Display Item History
216. me in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters 4 Click Send Page 78 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual A link to the folder is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 5 3 Move Folders You can move one or more folders into a different folder Alternatively you can also move folders in Windows Explorer see Use the WebDAV Interface on page 43 Note You can move folders only within the same Dataroom You can however copy folders into another Dataroom see Copy Folder on page 80 or create a link to a folder in another Dataroom see Create Link to External URL on page 175 To move a single folder In the Dataroom Explorer select the folder you want to move 2 Select Modify gt Move The Move Name dialog window is displayed 3 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click and select the target folder in the Browse amp Select dialog 4 Click OK The destination folder is displayed in the Folders view You see a
217. ment with private comments 1 Move the mouse over the name of a document and click Details to the right of the document s name 2 Click Open Brainmark or select View gt Open Brainmark The document containing your private comments is opened in Adobe Reader 8 3 Start Reviews for Brainmark Documents You can start a review for a Brainmark document by commenting on the document in Brainmark format and sharing it with other Dataroom users for a document review The Brainmark document can be created from a single document or from a document collection 8 3 1 Invite Dataroom Members to Join a Review of an Uncommented Brainmark Document To invite a Dataroom member to join a review on a Brainmark document that does not yet contain any private comments 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Send Securely The Send Name Securely dialog window is displayed From the Security Level drop down list select Maximum Dataroom members If you do not want the send operation to be visible to other Dataroom members activate Private message visible only to sender and recipients 5 Inthe Recipients field enter the Dataroom Members you want to invite to the review To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog 6 Fro
218. ments that have been modified are automatically saved as new document versions or whether new versions of the documents have to be created manually To activate the autoversioning setting 1 Move the mouse over the name of a folder and click Details to the right of the folder s name The Details view is displayed Select View gt Properties If the required information is not visible under Configuration click vin this area With the Autoversioning option you can define if you want to use manual or automatic versioning for the items in this folder Activated A new version is automatically created every time a document is edited and saved or each time a document is updated with a locally modified version Deactivated The folder is manually versioned see Create New Version on page 112 Note Autoversioning requires storage space as each version will be added to the document as a separate file The set properties are automatically inherited by all new items that are stored in the folder Activate Apply to Existing Subitems so that all existing subitems in the folder inherit this setting Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Select View gt View Contents to return to the Folders view 5 10 2 Change Folder Encryption Setting If the encryption properties in your Dataroom are not predefined you can decide for each folder whether t
219. minder e mail containing information whether the invited user has logged on to the Dataroom or not To do so click the No date selected link to open a date picker Select the desired reminder date Click OK Invitation Text This field is only active if the Send invitation e mail option is enabled Enter a message text maximum 3000 characters 3 Click Invite to send or to save the invitation The Failed Invitations dialog shows whether and why sending of an invitation has failed 3 5 4 Invite Users With Additional PIN Authentication You can invite users by e mail and an additional PIN authentication To use this invitation type one of the following options must be enabled in the Dataroom s security settings e Secure Invitation SMS or e Secure Invitation E mail or SMS for users who do not have a mobile phone see Define Security Functions on page Fehler Textmarke nicht definiert For the secure invitation with a mobile phone number an additional PIN is sent to the new user by SMS or by e mail if they want to register With this invitation type you can only invite users individually To have a better overview we recommend that you invite users by group i e write the invitations for users of the same group one after the other Note Users receive all the permissions of the group that they are assigned to To invite new users with additional PIN authentication 1 Click on the Invite link The Invite to Name of Dataroom
220. mouse over the name of a document and click Details to the right of the document s name 2 In the Details view select Organize Remove Favorite Or 3 Move the mouse over the respective document in the Favorites list and click ay 3 10 Read and Manage Articles in the Info Portal If your Dataroom Manager has activated the Info Portal they can inform you and other Dataroom members centrally about important information and changes with announcements You also receive important operating information about the Info Portal from your service provider You must read your service provider s messages as they provide you with important information about maintenance times for example New announcements are automatically displayed to you when you enter the Dataroom for the first time after these have been enabled Thereafter the announcements are displayed to you in the Info View You can leave feedback on some announcements Your feedback is sent by e mail to the author of the article i e the Dataroom Manager or the system administrator Your Dataroom Manager can also create articles or a Dataroom Conditions of Use that each member must read and accept before they enter the Dataroom for the first time To read announcements When entering the Dataroom you are automatically displayed new announcements in a dialog window To read the announcements again later on click Switch Dataroom for system announcements For Dataroom announcements Clic
221. mplate from the list The Create Change Event dialog window is displayed Some fields may be pre filled according to the template selected but can be overwritten Specify this information Event Name Leave the default name for the event as is or overwrite it This field is required Page 200 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Location Leave the default location for the event as is or overwrite it Private Select this option to mark this event as private Then only you and the participants can view this event and its details Description Leave the default description for the event as is or overwrite it Start End Click the Start link and select the start date and start time for the event Click the End link and enter the end date and end time for the event Click OK Participants To invite others to this event enter the e mail address into the field Tip Click to display all Dataroom Groups and Members in the Browse amp Select window You may only invite Dataroom members Managed By Open the drop down list and select a specific user group from the list that later can edit this event Input Field with user defined Label Click UG and select an object you want to attach to this event To add more attachments click this icon and select an object Note For an event based on an event type with one or more specific attachment types defined you may only attach one item per attachment type
222. ms in the folder has expired the naming convention of the folder was changed the reference date of the folder was changed Versioning O changes were made to the autoversioning option of the folder Access Page 94 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 Work with Documents In a Dataroom you can store and edit documents securely and make them available to other users Documents are files of a specific type e g txt doc or docx xls or xlsx pdf xps gif pps or ppsx msg etc To protect documents against changes you can freeze them and generate a Brainmark file Tip Unread documents and document collections are identified by the icon in the Folders view Unread means that you have not yet opened or downloaded the item 6 1 Open the Document s Details View To open the Details view of a document In the Dataroom Explorer select the name of the folder containing the desired document 2 Move the mouse over the name of a document and click Details to the right of the documents name The Details view is displayed 3 Toclose the Details View and return to the folders list click D 6 1 1 Options in the Details View of a Document The following options are available in the Details view of a document to users who have all permissions Three of the most important actions are available as direct actions All other actions are located in the View Organize and M
223. mum 3 000 characters The description is displayed in the Details View The description can be used to find items using the full text search see The Dataroom s Search Function on page 66 Page 108 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 Click OK The document is updated 6 7 4 Reserve Documents for Editing You can check out a document for editing in order to prevent parallel editing by several Dataroom Members To perform a check out 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Check Out Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window You can now download and edit the document see Edit a Document Directly on page 106 6 7 5 Undo the Check out for a Document You can undo a check out to make the document available for editing again Warning When you undo your check out all changes you have made to the document after you checked it out are discarded To undo a check out 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Undo Check Out Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 7 6 Check in a Document You can check in
224. n see Direct Actions and Options in the Messages View Header on page 29 In each area the respective items are shown to you in a list Additional information about each item is also shown in the list e g when the message or item was sent and who the sender or recipients are Clicking on any item in the list will open the item s details Here you see a preview of the message text the status of the message or item the names of collaborators permission dependent and a limited number of options Inbox By default the Messages View displays all items available in the Inbox that have been sent to the user logged in during the last four weeks The number of new messages in the Inbox is displayed at the top of the Messages view By clicking the drop down arrow to the left of Inbox you open a drop down list with actions to switch to the Outbox or to All Messages Messages and collaborative items sent to you are listed here Outbox Messages and collaborative items sent by you are listed here You see which recipients have already reacted and which Dataroom members you should probably remind again All Messages All messages and collaborative items that are visible to you in the Dataroom are listed here 2 2 3 6 Direct Actions and Options in the Messages View Header In the Messages view header you find these direct actions depending on your permissions e Send SMS to send an SMS to another Dataroom member if they have a mobile phone number
225. n call it up quickly Page 17 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 Specify this information You also have to register a mobile phone number in your profile if the Dataroom is protected with an SMS PIN authentication and your mobile number was not already entered by the Dataroom Manager As an option you may set a security question which is used to verify your identity in case you lose your mobile phone After you have registered an SMS containing a PIN is sent to your mobile phone 8 Enter the PIN to access the Dataroom 9 If your Dataroom Manager has activated special terms of use for this Dataroom read them carefully If the conditions are in a linked document click on the link to open the document and read it before you continue 10 Finally select have read and agree to the Terms of Use 11 Click Next 2 1 1 Prerequisites for Logging into a Dataroom To log into a Dataroom you need the following e Your username which is the e mail address that you registered with e Your password the one you provided when you registered e A mobile phone switched on if your Dataroom is protected by SMS PIN Note Always store a valid mobile phone number in your profile so that you are sure to receive the SMS PINs see Add or Change Mobile Phone Number on page 47 e Access to your e mail account if your Dataroom allows you to receive PINs by e mail Note Other login variants are possi
226. n configure the maximum number of items to show in your Favorites list as well as whether the list should be used across Datarooms see Define Settings for Favorites and Recently Displayed Items on page 188 3 9 1 Add Favorites You can add every item to the Favorites list in the left hand area of the Dataroom window To add a Dataroom to your Favorites 1 Click the Dataroom name in the Header of the Dataroom 2 Inthe list of Datarooms move the mouse over the Dataroom s name and select Add Favorite To add a folder to your Favorites 1 Click the desired folder in the Dataroom Folder 2 Inthe header select Organize gt Add to Favorites To add a document to your Favorites 1 Move the mouse over the name of a document and click Details to the right of the document s name 2 Inthe Details view select Organize Add to Favorites 3 9 2 Remove Favorites To remove a Dataroom from your Favorites 1 Click the Dataroom name in the Header of the Dataroom 2 Inthe list of Datarooms move the mouse over the Dataroom s name and select Remove Favorite Page 59 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To remove a folder from your Favorites 1 Click the desired folder in the Dataroom Folder 2 Inthe header select Organize gt Remove Favorite Or 3 Move the mouse over the respective folder in the Favorites list and click ay To remove a document from your Favorites 1 Move the
227. n contains the latest versions of the documents Note If the document collection is frozen this function is not available To update the links to all documents 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Select Update linked versions Click OK Tip If the document collection is not frozen this function is also available in the Details view as the direct action Update Versions The links to all documents are updated You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 7 Change Document Collection Properties In the View gt Properties view you can view and modify a document collection s properties In a document collection s Properties you also have access to the menu items that are available in the Details view Page 140 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 7 1 Rename Document Collections To rename a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Rename The Rename Dataroom Item dialog window is displayed 3 Inthe Name field enter a new name Note The following characters must not be used in the name lt gt 4 Also names must not consis
228. n specify where the result is to be stored This can for example be a folder in which the Dataroom members that are involved with the task are to store the results Page 235 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual documents To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 4 Click OK The new task is displayed in the folder list You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To create a task for a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Organize gt Add Task The Add Task for a Document dialog window is displayed 3 Specify this information Name Custom name of the task Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Description Custom description of the task The description is displayed in the Details View The description can be used to find items using the full text search maximum 3 000 characters see The Dataroom s Search Function on page 66 Due Date Specify when a task has to be completed If a task ha
229. n your Dataroom questions may be automatically forwarded to all Gatekeepers or all relevant Experts in your Dataroom As a Gatekeeper you could answer the question yourself or forward the question to a single expert a group of experts or all experts on the respective item If however questions in your Dataroom are configured to be automatically forwarded to experts then you will only receive the answer when one of the experts has released it to you the Gatekeeper group that you belong to or all Gatekeepers in the Dataroom In this case you will see the Q amp A item in the Messages view in your Inbox After reviewing the question and the answer you can decide to send it back to the Experts or release it to the Inquirer Via the search function or the All Messages mailbox you can get an overview of all open questions and if necessary intervene To forward a question to an Expert or another Gatekeeper 1 Inthe Messages view select Inbox or All Messages and click the question you want The Details view is displayed with the first lines of the question Click Forward The Forward Question dialog window is displayed In the Forward to drop down list select the Gatekeeper or Expert option If you want to forward to a specific Gatekeeper Expert select the respective member NO a fF bh Optional You can also choose to forward to a specific group of Gatekeepers Experts or to all Gatekeepers Experts Click OK 9 You see aconfirmat
230. nanenntnnntnnnenn nnn 72 4 6 4 Change the Owner of a Saved Search ececcceeceeceeeeeeeeeeeeeeeceaeeeeaaeeeeneeseaeeesaeeesaaeseeeeesneeeenaeeseaeeteaes 73 4 6 5 Adda Description to a Saved Search cecececeeeeeeeeeeeeseeeeeeeecaeeeeaaeeeeneeseaeeeceaesseaaeseeeeeseaeeesiaseseaeeseaes 73 4 6 6 Change a Description of a Saved Search ceccceceeeeeeeeceeeeeceeeeeaaeeeeaeeseaeeeceaeeesaaeseeeeeseeessaeeseaeeseaes 74 4 7 Move Saved Search cceccccccceceecceceeceeesaeeeeeaeeeaaeeaaesaaeeaaessaeeeeaaesaaaaessaeeeeaaeseeaaesaeaeseaeeeeaaeseeeeeseaaeenaees 74 4 8 Change Security Category of Items in a Saved Gearch rnnt tnnnnttn nnne tn nnnt nn nnnn ennenen 75 4 9 Delete Saved Search E 75 4 10 Send Saved Search to Dataroom Members sssesssesssessssesissistirsttnsttntttntttnntnttnntnnnnnstunnunsntnannnsnnn nnn 76 D AWO e e e TEE 77 5 1 Createva New WC EE 77 5 2 Send gel EE 78 5 3 Move e 79 5 4 Copy Folders within the Same Dataroom ecccececeeeeeeeeeeeeeceeeeeeeaeeeeaaeseeeeesaeeeeeaeseeaeeseneeeseaeessaaeeseneeees 80 5 5 Copy Folders to a different Dataroom cccccceeceeceeeeeeeeeeeeeeeceeeeeeaeeecaaeseeeeeseaeeeeaaeseeaeeseeeeseaeeeeaeeeeneeees 81 5 6 Open the Details View of a Folder c cccceceeeeececeeeeeeeaeeeeneeceeeeeaaeeeeaaeseeeeeseaeeesaaesgeaeeseneeeseaeeesaeeseeeeees 83 5 6 1 Actions in he CHE HE 83 5 7 Show Messages Related to Folders AA 84 5 8 Download Folders as a Zip RE 84 Page 5 of
231. nd Drop or Cut and Paste at another point see Move Documents on page context menu 118 Copy and move document from a local folder into a see Upload Documents on page Dataroom folder 103 see Replace Document Content on page 110 Download Copy document from the Dataroom folder into a local see Download Documents on folder page 99 Remove button see Delete Documents on page 122 Page 40 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Change from the browser to Windows Explorer If you want to work with the Internet Explorer in the Dataroom you can change from a Dataroom folder directly into the corresponding folder view in the Windows Explorer You always have this option when you see the Open in Windows option in the View drop down menu Edit Documents in the Browser In addition to the file management functions WebDAV also provides another advantage You can edit Office documents directly in the Dataroom These are written directly back to their original location in the Dataroom when you save This saves you time over the alternative method of downloading the document to your local computer modifying it and then uploading it as a new version Open gt Save gt Edit gt Update Document Dataroom Functions that you cannot perform via WebDAV The following is a list of functions that you can only perform in the browser e Download Documents as Brainmark versions e Send Documents e Create edit remove c
232. ned in the document collection remain in their original formats e g Word Excel PDF To download a document collection as a ZIP file 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Click View gt Open as Zip A dialog window is displayed in the browser 3 Select one of the following options Open The document is opened in the corresponding MS Office application e g Word and is not saved automatically Gave The document is saved locally on your computer in the predefined folder e g Downloads Gave as A dialog window is displayed where you can select the destination on your local computer Page 128 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 3 2 Download Document Collections with Brainmark You can download Brainmark versions of document collections if you have the necessary permissions and the document collection has already been frozen Note Only specific file types can be converted to Brainmark documents and downloaded see File Types for Brainmark Conversion on page 103 To download a document collection in Brainmark format 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Click the thumbnail view of the document collection Depending on your permissions and on the Dataroom s settings one of the following
233. neeeeeeneeeeeeeaeeeeeeaaeeeeeeaaeeeseeaaeeeeseaeeeeeenaes 22 2 1 2 9 Log into a Dataroom using Windows Explorer 22 213 Log OUT Of a Daar ooN epiese Eege ERR EEEESEe eren 22 2 1 3 1 Delete All Information About Your Dataroom Viet 23 214 Peset Your PASS WOM EE 23 2 2 The Dataroom Window and its Areas A 24 E Ne Ee EE 24 222 NAVIGATION ALC EE 25 2 2 2 1 Dataroom E dell 25 22 2 2 FOMOS E EE 26 2 2 2 3 Recently viewed Home sssini aaa a a AAA E AS 26 CNR 27 2 2 3 1 TEEN ee dees 27 2 2 9 4 Foldern EE 28 22365 Messages VIE eege desse deeg ANE deet eebe GEES eege e 29 Page 2 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 22 3 f Calendar VieW c nane ee Ren LA ie 30 2238 Watehlist VIGW eege Deeg ee So co Sd See eege ee ey 30 2 2 9 9 Dataroom Reports VIEW cererea fedesceccieil estecdecdecede E E 30 2 2 3 18 Dataroom Administration View 36 2224 et 36 2 2 5 MeSsages FORUD EE 37 2 3 Customize the Interace siicisceais feet Gate aint tiene dated iti das dite deinen iene den 37 2 3 1 Adjust the Width of the Dataroom Explorer and the Lists 20 0 0 eeecceeeeeneeeeeeneeeeeeeaeeeeeeaeeeeeeaeeeeneaaes 37 2 3 2 Customize Columns in the View Tabs cccccceccceceeeeeeeeeeeeeeceeeeeeeaeeeeneeseaeeesaaeeesaaeseeeeeseaeeesaeeseaeeenaes 37 2 3 2 1 Show and Hide Columns 38 2 3 2 2 Save Column Settings as Default 20 2 0 cccccec cece ceeseeeeeeee cee eeeaaeseeeeeceaeeeeaaeseeaaesgneeseaeeeeaesteneeeeaes 38 2 3 2 3
234. ng the Dataroom 2 3 Customize the Interface You can modify the interface of Brainloop Secure Dataroom to suit your needs For example you can adjust the width of the Dataroom Explorer and the Favorites and Recently Viewed areas as well as adjust the list view columns Additionally you can open and close areas that have the E icon beside their names see for example Dataroom Explorer on page 25 2 3 1 Adjust the Width of the Dataroom Explorer and the Lists To adjust the width 1 Move the cursor to the divider line between the Dataroom Explorer and the tab folder area 2 When the cursor changes to a double arrow click the divider line 3 Keep the mouse button pressed and drag the mouse left or right until the desired column width 2 3 2 Customize Columns in the View Tabs The list columns displayed in a number of view tabs e g Folder or Messages or in the Search window can be easily customized to your needs The following settings are available e Show or hide columns e Apply settings to new members as Dataroom or System default e Change column order Page 37 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual e Adjust column width e Sort column content 2 3 2 1 Show and Hide Columns This option is available for example in the Folders view or in the Search dialog 1 Click zz to display the Customize Columns dialog 2 Select all columns that you want to see in the list and des
235. nge the settings Select Edit The Edit Saved Search dialog window is displayed Enable the Execute this search immediately when it is viewed option Click Save After selecting the saved search in the Dataroom Explorer the saved search is immediately executed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 71 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 6 2 Rename Saved Search To rename a saved search 1 Inthe Dataroom Explorer select the saved search you want to rename 2 Click Modify gt Rename The Rename Dataroom Item dialog window is displayed 3 Enter the new name in the Name input field Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 4 Click OK The saved search is shown with its new name in the Dataroom Explorer and in the search results list You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 4 6 3 Change Saved Search Criteria You can change the unlocked criteria of a saved search if you have the View Item permission for the search If you edit a saved search the item will be changed for all Dataroom members Note To edit a search or add search criteria you require the Modify Item permission for the search This
236. ngs you see the following A Windows dialog at the bottom of the web browser with the following options o Open Opens the Brainmark document in a new window Page 101 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o Save Saves the Brainmark document to the default download folder o Save as Saves the Brainmark document to the selected folder o Save as and open Saves the Brainmark document to the selected folder and opens it The Brainmark document opened in the Secure Document Viewer see Open Brainmark Version in the Secure Document Viewer on page 102 6 4 4 Whatis a Brainmark version The Brainmark version of a document or a document collection is a frozen version with a unique ID known as a Brainmark ID which contains additional protection measures The Brainmark version can contain a dynamically generated watermark containing the username of the Dataroom member who downloaded it as a cover sheet Depending on the Dataroom settings a Brainmark version is e a PDF document with Brainmark that you can save and print e arestricted PDF document with a Print option and depending on Dataroom settings with additional Rights Management protection e aprotected version displayed in the Secure Document Viewer in a secure browser window that cannot be saved or printed Note You need the Download Brainmark Document permission to download a Brainmark version of a document or a document collect
237. nload Excel file now link to export the information to Excel A dialog window of your browser opens 5 Confirm the dialog window prompt to open the Excel file 2 2 3 18 Dataroom Administration View The Dataroom Administration is accessible for Dataroom Managers only 2 2 4 Footer In the left part of the Dataroom window s Footer you find the following information e Copyright information Click this link to open the Brainloop Website e Brainloop Secure Dataroom version In the right part of the Dataroom window s Footer you find the following information e Data Protection Statement Click the link to open a dialog window with the corresponding information e Terms of Use Click the link to open a dialog window with the corresponding information e Contact Us Click the link to view our Impressum Page 36 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 2 5 Messages Pop up For many actions you perform in the Dataroom system messages are shown in the Messages pop up window that is displayed at the bottom of the Dataroom window The pop up window lists the action that was performed and whether the action was successful or had undesirable consequences Success messages are shown in green warnings in yellow The Messages pop up disappears automatically after a few seconds Note Error messages are displayed separately in a dialog window that users must confirm and close before they can continue usi
238. nloop Brainloop Secure Dataroom Version 8 30 User Manual 2 4 1 What is WebDAV WebDAV is a technology for working with files on the Internet in a familiar setting It allows you to access Dataroom folders and files in the same way you access files saved on your hard disk or on the company network You can view your Dataroom or a specific folder in your Dataroom as web folders in your Windows Explorer Inside a web folder you can create folders as well as copy move or delete documents just as you do with the local folders and files on your computer To use WebDAV you must have a Windows operating system and use Internet Explorer to access the Dataroom see WebDAV Requirements on page 41 WebDAV Functions You can execute the following functions provided that you have the necessary permissions item Function In Windows Explorer In the Browser Folder Context menu New gt Folder see Create Folder on page 77 Copy Copy and Paste context menu see Copy Folder on page 80 Move Drag and Drop or Cut and Paste at another point see Move Folder on page 79 context menu Delete Remove button see Delete Folder on page 93 Warning This option deletes all subitems Document Create Copy existing document into the Dataroom folder see Upload Documents on page 103 see Update Document Content on page 110 Rename context menu see Rename Documents on page 117 SE and Paste context menu see Copy Documents on page 119 Drag a
239. nly visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member you want to send the milestone to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Tip Click the CC option that is displayed when moving the mouse over a recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters 5 Click Send The link to the milestone is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 4 Close and Re Open Milestones You can freeze a milestone with its current processing status and therefore close it This freezes all documents and document collections in the milestone and closes tasks You can re open a closed milestone This releases all tasks in the milestone for further processing The documents and document collections in the milestone remain frozen but you can create new versions and edit these To do this it may be necessary to change the version linked with the milestone see Change Linked Item Versions in Milestones on page 222 Page 227 of 250 brainloop Brainloop S
240. nt properties and attributes New versions of the document can be created and the new file can be edited Freeze Version If you want to protect the document content and the document properties and attributes against changes but want to allow new versions of the document to be created and the new file to be edited Deep Freeze Item If you want to protect the document content and the document properties and attributes against changes and also want to prevent new versions of the document from being created Note Deep freezing is an irreversible action After deep freezing this item it will no longer be possible to modify its content or properties Page 111 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 Ifyou want to change the description of the document change the text in the Description field maximum 3 000 characters 5 Click OK The document is frozen You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To freeze multiple documents In the Dataroom Explorer select the folder that contains the documents you want Click Select Multiple Items 1 2 3 Select the items you want to freeze 4 Inthe drop down list select the Freeze Items option 5 Click Apply The Freeze Name dialog window is displayed D In the drop down list you have the choice of the following levels of freezing Freeze Content If you want to protect only the document content
241. nt to copy the folder to To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click iz and select the target folder in the Browse amp Select dialog Select one of the following options Copy current version only Only the current versions of the documents contained in the folder are copied Copy all versions All versions of the documents contained in the folder are copied Copy all versions but no dates All items in the folder are copied to the Dataroom without dates for the creation or last modification Click OK The copied folder is displayed in the Dataroom Explorer You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To copy multiple folders to a different Dataroom D OV e 01 No In the Dataroom Explorer select the folder that contains the folder you want to copy Click Select Multiple Items Select the folder you want to copy In the drop down list select the Copy Items option Click Apply The Copy dialog window is displayed Make sure that the current Dataroom is selected in the Destination Dataroom drop down list To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Lbs and select the target folder in the Browse amp Select dialog Select one of the following options Copy current version only Only the current versi
242. nter the name of the discussion Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Item Comment Enter your question or the discussion topic maximum 3 000 characters Link To If you have created the discussion from the Discussions folder you can also link to the Dataroom item to which the discussion refers To do this enter the first letters of the item name in the input field under Link to Then click on the item you want in the window You see the path of the selected item in the input field 4 Click OK Page 205 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The new discussion is displayed in the Messages view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 2 2 Reply to Discussion You can see updates about new and changed discussions in the Info view that is if this feature is enabled in your Dataroom and you have enabled the Other filter If you have the Create Subitem permission for a discussion you can participate in the discussion and add your reply to any part of the discussion thread To reply to a discussion 1 Inthe Dataroom Explorer open the Discussions folder 2 Select the discussion for which you want to write an entry The discussion is opened in the Messages view 3 Cli
243. o find items using the full text search see The Dataroom s Search Function on page 66 Note If a document with the same name and the same file extension e g doc already exists in the folder you can also overwrite the existing document provided you have the necessary permissions 7 Click OK You see the uploaded documents in the Folders view Their version numbers are displayed in the Details View of the document 6 6 Upload Folders and Documents as a Zip File To upload a folder including its subfolders and contents or a large number of documents in a single operation you can compress them into a Zip file and then upload it to the Dataroom Even empty folders contained in the Zip file are created in the Dataroom Note If a zipped folder is uploaded that contains documents that are identical with the documents already present in the Dataroom these files are not replaced Already existing documents with the same name for which the user does not have any permissions are not replaced either To upload a Zip file 1 In your local drive select the folder and documents you want to compress 2 Right click on one of the selected documents and select Send To gt Compressed zipped Folder in the context menu The Zip file with the documents is created on your local drive 3 Inthe Dataroom Explorer select the folder in which you want to store the document The folder name and the items contained in this folder are displ
244. o save its items with or without encryption To change the encryption setting 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select View gt Properties If the required information is not visible under Configuration click vin this area Page 87 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 4 With the Encryption setting you can define if the items in the folder should be encrypted Encryption The contents of the documents in the folder are saved with encryption Activate the Encryption option No Encryption All items in the folder are saved without encryption Deactivate the Encryption option The properties are automatically inherited by all documents that are added to the folder 5 Activate Apply to Existing Subitems so that all existing subitems in the folder inherit this setting Note If there are many subitems in the folder structure this may take some time 6 Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 Select View gt View Contents to return to the Folders view 5 10 3 Change Folder Retention Period You can define a retention period for a folder so that items are not stored in the Dataroom longer than necessary Note You can only define retention periods for folders if your Dataroom Manager has activated this option
245. ocument Collections ccccceceeceecececeeeeceeeee cae eeeaaeeseneeseaeeecaaesecaaeseeeeeseaeeesaaeseeaeeseaeeesaeeseeeeennees 126 7 1 Display the Details View of a Document Collection 126 7 2 Details View of a Document Collection ceccceceeeeeeeeceeeee eee eeeaaeeeeeee scenes ceaeeeeaaeseeaeeseeeeescaeessaeeeeneeees 126 7 3 Download Document Collections ccccceccceceeeeeeeeeeeeeeeeeeeee eae eeceaeedeaeeseeeecaaeeesaaeseeaeeseeeesaeeeeaeseeeeeee 128 7 3 1 Download Document Collections as ZIP File 128 Page 7 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 3 2 Download Document Collections with Brainmark c ccccccceeeeceeeeeceeeeeeeaeeeeeaeeeeeeeseeeeesaaeeeeaeeeeneeens 129 7 3 3 What is a Brainmark Version ccccccceeceeeeeeeeeeeeeeeeeeceeeeecaaeeeeaaeeeeaeeseeeeeceaeeeeaaeseeaeeseeeeeseaeessaeeneeeeee 129 7 3 4 Open Brainmark Version in the Secure Document Viewer 130 7 3 5 File Types for Brainmark Comverslon nten nennnet 130 7 4 CreateDocument Collections sssrinin aaaea aaae aaa teats 131 7 4 1 Create an Empty Document Collection cccccccceeeececeeeee seer eeeeaeeeeaeeseeeeecaaeeesaaeseceeeseeeeesaeeesaeeneneeee 131 7 4 2 Create Document Collections with the Select Multiple Items Option 132 7 4 3 Create a Document Collection via the Search Function cece eee ceeeeeeeeeeeeeeeeeeeeeeeeeseesneeeneeeaaes 132 7 5 Send Document Collections Gecurehy nenne 133 7 6 M
246. ocument to be versioned manually or automatically enabled A new version of the edited document is created automatically each time a document is modified and saved or a new document is uploaded disabled Versioning has to be performed manually see Create New Version of a Document on page 112 5 Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 To return to the Details view select View gt Details Page 142 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 7 5 Configure Cover Pages for Document Collections in Brainmark Format For document collections in Brainmark format a cover page is available in the Dataroom if this cover page was set up by your Dataroom Manager You can define if cover pages are to be inserted between the individual documents in the document collection The cover page of the document collection itself is always created and cannot be deactivated Note The same cover page is used in every position in Brainmark document collections Individual cover page layouts cannot be generated To configure cover pages for document collections 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties If the settings in the Configuration area are hidden click next to Configuration In the Configurat
247. ocument was sent securely o questions regarding the document were asked o atask regarding the document was added o adiscussion regarding the document was added Organizational actions o document description was changed o attributes were changed o document was renamed o document was copied o document was moved Security and policies o the document s permissions were changed o asecurity category was assigned to the document o the security category of the document was changed o the security category of the document was removed o the retention period of the document was changed o the reference date of the document was changed o document was encrypted Versioning o changes were made to the autoversioning option of the document o document was checked out o document was checked in Page 124 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o check out was undone Access o The document was downloaded Page 125 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 Work with Document Collections A document collection is a structured compilation of documents that contains a specific version of each of its documents The document collection itself is a unit that is versioned separately Depending on your permissions and on the properties of the document collection a document collection can be downloaded as a zipped collection of individual documents in their original formats
248. odify Document Collecthons stinat nnnt natn nnat nantun nnan ntnn nnen nn ennenen nn 134 7 6 1 Add Documents to an Existing Document Collection c cccccceeeececeeeeeeeeeeeeeae scenes seeeesaeeesaeeeeeeeees 135 7 6 2 Remove Documents from a Document Collection ssssessesssesssessiesrissrietisstisttnnstnnntnntnnnntnnnnnnnnnnt 135 7 6 3 Sort Document Collections Automatically 0 cc cceceeeeeeeceeeeeeeaeeeeeeeseeeeeeaeeeeeaeeeeaeeseeeeescaeeseaeeseneeees 136 7 6 4 Structure Document Collections Automatically cccccceceeeeeeeeeeeeneeeeeeeeeeaeeeeeaeseeneeseeeeeseaeeesaeeneneeees 136 7 6 5 Move Sections in a Document Collecton nnt 137 7 6 6 Move Documents in a Document Collection sssssesesesseeiesriesissiesrisstisstinstinttnnstnnntnnntnnntnn nenn nenn nnt 137 7 6 7 Rename Sections in a Document Collechon nenn nenn nnt 138 7 6 8 Add Sections to a Document Collecton ntent nnntnn nenn nnt 138 7 6 9 Delete Sections from a Document Collecthon 139 7 6 10 Change the Version of one Document in a Document Collecton ereere nenene 139 7 6 11 Update All Document Versions in a Document Collection eee een eeeeeeeeeeeeeeeeeeneesneeeneeeaaes 140 7 7 Change Document Collection Properties ccccceceeeeeeeeeceeeeeceeeeeeaeeeeaeeseeeeseaeeesaaeseeeeeseaeeesaeeseaeeeneees 140 7 7 1 Rename Document Collechons cae eeeaaeseeaeeseeeeeceaeeeeaaeseeeeeseeeeesaeeeeaeeneneeee 141 7 7 2 Add or Change Document Collection Descr
249. odify menus Page 95 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Modify Send Securely normally displayed as a Edit on page 106 normally displayed as Related Messages on page 84 direct action a direct action Update on page 110 normally displayed Open Brainmark on page 101 Ask a Question on page 231 as a direct action History on page 123 Add Vote on page 213 Add Description Change Description on page 116 b Alphabetic list of Event types on page e Properties 200 for this document Set Attributes on page 117 Add Task on page 235 Rename on page 117 Alphabetic list of structured tasks on Check Out Check In Undo Check Out page 239 for this document on page 95 Add Discussion on page 205 Undo Lock on page 107 Alphabetic list of Publish Rules on page i 122 for this document Create New Version on page 112 Change Security Category on page 115 Freeze on page 111 Permissions on page 58 Copy on page 119 Notify me on page 168 Move on page 118 Add to Favorites Remove from Favorites Delete on page 122 on page 59 pag Note You can also apply actions to several items at the same time using the Select multiple Items option 6 2 Show Messages Related to Documents You can view messages that are related to the selected document A related message is created for the following actions e Ask A Question on page 231 e Add Vote on page 213 e Send Securely e Add Task on page 235 and Add a Ne
250. ogin area in the drop down list Click to show the content in this area Move the cursor to your username and click Change Username The Change Username dialog window is displayed You see an input field for a PIN and an input field for your new e mail address If you have stored a mobile phone number in your profile the required PIN is sent to this number by SMS Otherwise the PIN is sent to your current e mail address The validity period of the PIN is shown Click Resend PIN to request a new PIN Enter the PIN in the Enter PIN input field Page 192 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 Enter your new e mail address in the New Username input field 8 Click Next 9 You receive another PIN at your new e mail address The PIN is valid for 60 minutes 10 Enter the PIN in the Validation of PIN sent to new e mail address input field 11 Enter your password in the Verify Password input field The password is the same as that for logging into the Dataroom 12 Click Finish to apply the e mail change 13 You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 12 9 Upload Image You can upload an image to your profile for example a current photograph of yourself The size of the image should be 140 x 185 pixels Possible image types are jpg gif png or omp You can remove an image you have already uploaded and replace it with another Proceed in the same w
251. ollowing settings Add As New Version If this option is enabled a new version of the document is created and the previous version is frozen If this option is disabled no new version is created and the previous file is overwritten by the new file Freeze Content If this option is enabled the document is protected against changes see Freeze Documents to Protect Against Changes on page 111 Attributes If attributes are defined for this Dataroom select the desired attributes Security Category Security category for this Dataroom Reference Date If time constrained access is enabled in your Dataroom you can select a reference date Description Custom description of the document maximum 3 000 characters The description is displayed in the Details View The description can be used to find items using the full text search see The Dataroom s Search Function on page 66 Page 110 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Retention Period Defines the time period between the last modification of the folder and the automatic deletion of the folder If the value is 0 the folder is not automatically deleted The setting is only visible if the parent folder has a retention period defined 7 Click OK Please note the following If the selected document has a different name than the document to be replaced you can choose to replace the name of the current document with the new one In this ca
252. om window Tip When you copy a large number of items select Hide Process in the progress bar dialog to have the operation run in the background This way you can continue working in the Dataroom while copying is taking place When the operation has completed you will be notified by e mail 6 19 Delete Documents You can delete one or multiple documents Alternatively you can also delete documents in Windows Explorer see Use the WebDAV Interface on page 43 To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 To delete one document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Delete 3 Confirm the security prompt with OK The document is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple documents 1 Inthe Dataroom Explorer select the folder containing the documents you want to delete 2 Click Select Multiple Items 3 Select the documents you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The documents are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Datar
253. ommunication items e g tasks milestones e Change properties of the document or the folder e g description owner etc 2 4 2 WebDAV Requirements Click here to download the latest Client System Requirements for Brainloop Secure Dataroom as of Version 8 30 which also contain the WebDAV requirements To see if your existing configuration is sufficient for accessing the Dataroom through WebDAV you can download and run the WebDAV Checker from your user profile To do so click your username in the top left corner of the web browser and select WebDAV Access gt Check WebDAV see Check WebDAV Version on page 50 You check the interface drivers manually as follows 1 Find the OLE DB folder on your hard drive By default this folder is added to the following directory C Program Files Common Files System In the OLE DB folder find the msdaipp dll file Right click on the file and select the Properties option in the context menu 4 Open the Version tab The msdaipp dll file must have at least version 11 0 6715 15 If the test does not function properly or if the msdaipp dil file has an old version you must update your system Page 41 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Install Web Folder Component e You require the Web Folder Component version 11 0 6715 15 or higher You can download and then install the Web Folder Component from the Microsoft website at the following link e You require the
254. one by means of the task statuses i e for a milestone to receive the status Completed all linked tasks must be Completed too o Click Add Content to link to items The Add Content to Milestone dialog window is displayed o Inthe Select Content field enter the first letters of the item name or folder name that contains the items Then click on the item you want in the window o Select the position in the Insert after field 4 Click OK The milestone is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 2 Edit Milestones You can edit a milestone by adding or removing item references Additionally you can change or update the linked version of the items contained in the milestone To edit a milestone you need the Modify Item permission for the milestone You can edit milestones with both the In Progress status and the Done Milestone reached status Important note When you edit a milestone e g add further documents its status may change accordingly In addition to the item references you can change the following milestone properties e Name e Owner e Due date e Completion attributes e Description e Status Page 221 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 5 2 1 Add Item Reference to Milestones To add an item reference to a milestone 1 In the Dataroom Explorer open the Tasks folder
255. ons of the documents contained in the folder are copied Copy all versions All versions of the documents contained in the folder are copied Copy all versions but no dates All items in the folder are copied to the Dataroom without dates for the creation or last modification Click OK The folders are copied to the target folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Tip When you copy a large number of items select Hide Process in the progress bar dialog to have the operation run in the background This way you can continue working in the Dataroom while copying is taking place When the operation has completed you will be notified by e mail Page 82 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 6 Open the Details View of a Folder To open the Details View of a folder Select the Documents root folder to display all subfolders in the Folders list 2 Move the mouse over the name of a folder and click Details to the right of the folder s name The Details view is displayed 3 To close the Details view and return to the folders list click D 5 6 1 Actions in the Details View Users who have full permissions in a Dataroom can make use of the following functions in a folder s Details view The three most important functions are available as direct actions The remaining functions are available in the View Organize and Modify drop down menus
256. oom Version 8 30 User Manual To hide the warning message after an automatic logout 1 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Show me drop down list select Preferences Enable the Hide Auto Logout dialog window option The Auto Logout dialog window is no longer displayed when you are logged out of a Dataroom automatically Click Close 12 7 7 Enable Redirect of E Mail Links to Easily Accessible Website You can specify that Dataroom links sent to you by e mail are opened in an easily accessible website by default To enable the redirect of e mail links to an easily accessible website 1 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Show me drop down list select Preferences Enable the Redirect links in e mails to easily accessible website option All Dataroom links sent to you by e mail are from now on opened in an easily accessible website by default Click Close 12 8 Change Username Your e mail address is used as username in the Dataroom If you have a new e mail address you can change it and therefore your username for the login To change your username 1 2 3 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed Under Member Account scroll down to the Account L
257. oom members Warning The send operation will be visible to authorized users in the item history but the message text will not be Recipient Dataroom member who will receive the saved search To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Send myself a copy Enable this option if you want to receive a copy of the e mail Subject Change the subject line The name of the item sent is entered here by default Message Enter a message maximum 3 000 characters 4 Click Send The link to the search is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 76 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 Work with Folders You can change the properties of a folder under View gt Properties or in the Details view Changes to the security category versioning encryption retention period owner or permissions can also be applied to all subitems To check your permissions open the Details view and select Organize gt Permissions see also Change Permissions for an Item on page 58 You can change the following properties e Description e Foldername e Security Category e Autoversioning e Encryption e Retention Period e Reference Date e Naming Convention e Owner 5 1 Create a New Folder A new fol
258. oom window 7 6 2 Remove Documents from a Document Collection You can remove a document from a document collection The document itself is not deleted only the link to this document is deleted To remove a document from a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name Page 135 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Move the cursor to the document you want to remove and click Remove Click Save The document is no longer included in the document collection You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 3 Sort Document Collections Automatically You can sort the sections in a document collection and automatically sort the documents within the sections in alphabetic order at the same time To sort the sections and documents in alphabetic order 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Click Contents gt Auto sort Confirm the security prompt with OK The sections in the document collection and the documents within the sections are displayed in alphabetic order Click Save The document collection is so
259. oom window Page 122 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 20 Publish Documents You can publish a document within a user group When a document is published a copy of the current document version is created and placed in a folder to which the user group has access The target folder may also be located in a different Dataroom The current version of both the original document and the copy are frozen automatically Each document version can only be published once To publish a document again you first have to create a new document version see Create New Version on page 112 When a document is published again the published copy is overwritten by the new copy You can even republish published copies and save them to yet another location Note Contact your Dataroom Manager to find out which publishing rules are available To publish a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Click Organize gt name of the publishing rule The Publish name of the publishing rule dialog window is displayed In the Target Dataroom drop down list select the destination Dataroom for the document you want to publish To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialo
260. option of overwriting the name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 6 The Description input field may also be already filled You can overwrite or extend the description maximum 3 000 characters Note The description can be viewed via All Messages when you click on the task Your text will also be visible to authorized users in Watchlist and Dataroom digests and in any other Dataroom function that accesses the history function 7 Optional Select a due date see Select Date on page 44 Note If a structured task has not been completed by the due date the owner is notified by e mail and the due date is displayed red in the task s display 8 Enter the Dataroom members who are to take part in the task as recipients in the Add Collaborators input field see Select Recipients on page 44 The task is displayed in the Messages view in the recipient s Inbox The recipient also receives a notification by e mail 9 Click Next 10 Review your specified input Click Finish to create the structured task 11 You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 240 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 7 4 Create Events for Structured Tasks You can create events for yo
261. options from the Status drop down list 5 Inthe Comment input field you can provide the task organizer with additional details about what you did or why you are declining the task 6 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To change the overall status of a structured task a4 Select the Messages view 2 Inthe Outbox select the desired task The message s Details view is displayed 3 Click Properties 4 Click Overall Status This option is a direct action located in the header The Change Task Status dialog is displayed 5 Select the desired status from the Status drop down list Fulfilled For a positively completed task Unfulfilled For a negatively completed task 6 Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 7 3 Structured Tasks Depending on the Dataroom setting you have the option of creating structured tasks for specific documents Structured tasks are templates created by the Dataroom Manager for specific recurring types of tasks for which there can be a positive and a negative answer The task name and definition have already been proposed by the Dataroom Manager The Dataroom Manager also defines the formulations for a positive and a negative tasks completion The documents that you create a structured task for are frozen when the task is created Applic
262. or as a Brainmark version in one PDF file including a table of contents and cover pages between the individual documents or it can be viewed in the Secure Document Viewer You can download create change and delete a document collection as well as send it securely to Dataroom members Important Note Document collections may contain individual documents for which some users do not have the necessary permissions In this case the document collection cannot be opened with the Secure Document Viewer Document collections can only be downloaded in part i e excluding these documents if Adobe Life Cycle Management is enabled in your Dataroom Please contact your Dataroom Manager for further information 7 1 Display the Details View of a Document Collection To display the Details view of a document collection 1 Inthe Dataroom Explorer select the name of the folder containing the desired document collection 2 Move the mouse over the name of a document collection and click Details to the right of the document collection s name The Details view is displayed 3 Toclose the Details view click D 7 2 Details View of a Document Collection In the Details view of a document collection the following information and functions are available depending on your permissions on the properties of the document collection and on the Dataroom settings Direct actions in the header Some important functions are available as dir
263. or the entire Dataroom and appear in the Details view of an item as checkboxes You can add one or more desired attributes and configure whether each attribute should be satisfied enabled or unsatisfied disabled Example In a Dataroom that contains the attributes Draft Ready for Approval and Approved you want to find all documents that are ready for approval but have not yet been approved You add the attribute Ready for Approval and enable it Then you add the attribute Approved and leave it disabled Your search returns all items whose Ready for Approval attribute is enabled and Approved attribute is not enabled Select an attribute from the Attribute drop down list Member Enable this option to search for items that are owned created or last modified by a specific Dataroom member Select one of the following options from the Add a member criterion drop down list o Owner to search for items owned by of a specific Dataroom user Select The following member and enter the name of the Dataroom user into the below field Alternatively you can select The active member to search for items owned by yourself o Creator to search for items created by a specific Dataroom user Select The following member and enter the name of the Dataroom user into the below field Alternatively you can select The active member to search for items created by yourself o Last Modifier to search for items modified by a specific Dataroom user Select The
264. ory see below By default all categories are considered The offered categories are similar to the categories available in the Item History for example O Content and Item Changes All actions related to changes made to any Dataroom item add create modify delete and changes made to items uploaded and created through API and WebDAV Communication All actions related to the communication between Dataroom users Organizational Changes All actions related to changes to the metadata of an item e g move rename change description or copy Security and Policies All actions related to changes made to the permissions security category or the owners of items Versioning All actions related to changes made to the versioning of items Access All actions related to Dataroom access and logout and PIN authentication of users in chronological order For an individual user or a user group Select a user or group to which the report should be restricted Also show items without activities With this option you can display items that have not been changed by the selected users within the specified period With this option you can display documents that have not been downloaded for example Also show destroyed items With this option you can display actions that have been performed on destroyed items Page 33 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Show Additional Info column
265. otification and digest settings For further information see Monitor Changes with the Watchlist on page 167 2 2 3 9 Dataroom Reports View The reports and statistics available in Brainloop Secure Dataroom help to maintain a good overview of the Dataroom and the projects running in it Please note that the available reports depend on the permissions defined for the Dataroom and or user All reports can be exported to Microsoft Excel To do this you can use the predefined Excel templates or provide your own templates see Export Reports and Statistics to Microsoft Excel on page 36 Your Dataroom Center Manager and Dataroom Manager can give you access to dedicated Dataroom reports through a specific group permission even if you do not have permissions to access the Dataroom Administration Users with this permission can call the corresponding Dataroom reports via the Dataroom Reports view in their Datarooms Important note If you have both the See History and See Dataroom Reports permissions assigned you can also call the History from the Dataroom Reports view The following reports and statistics are available depending on your permissions e History Shows the activities in the Dataroom e History Statistics Shows which actions were performed and how often Page 30 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual User Statistics Shows which users were active Membership Report Shows who belongs to
266. our Password on page 23 Enable the Remember my username option so that your e mail address is already entered in the Username field the next time you log in Click Login If you are a member of only one Dataroom the QR Code Authentication dialog is displayed immediately If you are a member of several Datarooms click the Dataroom you want to enter The QR Code Authentication dialog is displayed Start the Brainloop QR Code Scanner app on your smartphone In the app enter your access code and tap Login If the scanner does not start automatically tap the Scan option in the app Scan the QR code displayed A message confirming that you are registered with the Dataroom is displayed on your smartphone Tap OK to close the message dialog You will be taken directly into the Dataroom after authenticating 2 1 2 7 Log into a Dataroom with a Certificate To login with a certificate 1 2 3 Open Brainloop Secure Dataroom in your web browser or click the link in the e mail Click the certificate icon next to Login Select your certificate from the list Page 21 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual If you are a member in only one Dataroom you will be taken directly into your Dataroom after logging in Otherwise after logging in you will be taken to the Dataroom Selector on page 57 which lists all the Datarooms that you have been invited to 4 Click a Dataroom to access it 2
267. ove the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Rename The Rename Dataroom Item dialog window is displayed In the Name field enter a new name Note The following characters must not be used in the name lt gt Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Click OK The milestone is displayed with the new name You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 223 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 5 2 5 Change Milestone Owner If you are the owner of a milestone you can transfer the ownership of this milestone to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a milestone 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Organize gt Permissions The Dataroo
268. owed Please keep in mind that the index numbers and the separator are included in the maximum number of characters If the entered name exceeds the maximum number of characters it will be truncated Description Custom description of the folder maximum 3 000 characters The description is displayed in the Folders View The description can be used to find items using the full text search Security Category Security category for this folder see Change Security Category for Folders on page 91 Retention Period Defines the time period between the last modification of the folder and the automatic deletion of the folder If the value is 0 the folder is not automatically deleted The setting is only visible if the parent folder has a retention period defined Reference Date If time constrained access is enabled in your Dataroom you can select a reference date 4 Click OK The folder is displayed in the Folders View You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 9 3 Add anew Document with a Naming Convention enforced When you add a new document to your Dataroom and a naming convention is enforced the name of the uploaded document must comply with the active naming convention Note The naming convention that is described here as an example produces a hierarchical index In this example the naming convention Hierarchy is applied If necessary ask your Dataroom Manager for the nam
269. own list select the Move items option Click Apply The Move Selected Items dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge in the Browse amp Select dialog window and mark the respective item Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 9 Display Item History for Document Collection In the item history for the document collection you see which user performed an action on the document collection and when You can also filter the history by categories To display the item history for a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select View gt History In the History Details dialog window you see the history for the document To display details for an action click the action name The details of the action are displayed in a separate window Page 145 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To filter the history for a document collection e Inthe drop down list select the action category by which you want to filter the history The following categories are available Access Changes to content and items O O O O document collection was create
270. p Brainloop Secure Dataroom Version 8 30 User Manual lea Any Dataroom member who belongs to a group with the Submit Questions Ask a Question on page 231 permission Any Dataroom member who belongs to a group with the Q amp A Expert Answer a Question on page permission and has Edit Q amp A Object permission for the respective 233 Dataroom item Gatekeeper Any Dataroom member who belongs to a group with the Q amp A Gatekeeper Answer a Question on page permission 233 Forward Question to an Expert on page 232 Release Answer to the Inquirer on page 233 13 6 1 Ask a Question You can ask a question about a Dataroom item This is only possible if you have the permission to ask a question and when there is at least one expert for the item To ask a question 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Tocreate a question for this folder select Organize gt Ask A Question in the functions menu 3 To create a question for a document or a document collection select Organize gt Ask A Question in the Details view see Details View 4 The Ask A Question dialog window is displayed f there are already questions for the selected item these are listed Check to see if your question has already been asked Click Ask Question if you want to ask a new question You then see the input fields to write your question If no questions have been asked
271. p is to Test the Certificate Testen To install the certificate for Firefox Note If you want to use the certificate with the Firefox browser you must first save it as a file and then install it in Firefox It is not possible to use the installation wizard 1 2 9 oN On P Click Download In the following dialog window select the Save to Floppy Disk Hard Disk option and click OK Specify the save location if necessary The certificate is downloaded The file name of the certificate shows the generation date and time and has the pfx extension e g 2007_11_5 10 44 25 6HSAEY pfx In the Firefox browser select the menu options Tools gt Settings gt Advanced Click Show Certificates on the Encryption tab Select the Your Certificates tab Click Import Select the certificate file that you have just downloaded Click Open 10 Enter the password for installation 11 Click OK 12 The certificate is now installed for the Firefox browser The next step is to Test the Certificate Testen Page 183 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To test the certificate You must test the certificate before you can finally use it Testing ensures that installation has been completed successfully At the same time the certificate in your profile is released for use 1 The Generate and Set Up Certificate Set Up Certificate on Your Computer dialog window was opened with the certifica
272. periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 5 Click OK The discussion s new name is displayed in the header of the Messages view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 2 7 Close and Re Open Discussions If you have Modify Object permission for a discussion you can close the discussion or re open a closed discussion A discussion should for example be closed when all questions have been sufficiently answered or the discussion members have reached a result No new replies can be added to a closed discussion To close a discussion 1 Inthe Dataroom Explorer open the Discussions folder 2 Select the discussion you want to close The discussion is opened in the Messages view 3 Click Close The discussion is closed and the Reply option is no longer available You can recognize a closed discussion by the icon m To re open a discussion 1 Inthe Dataroom Explorer open the Discussions folder 2 Select the discussion you want to re open The discussion is opened in the Messages view 3 Click Open Page 209 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The discussion is re opened Dataroom members with sufficient permissions may add replies to the discussion again 13 2 8 Delete Discussions You can delete one or multiple discussions To delete items you need the Delete Item p
273. r if the organizer of a public event is not visible to the non participating users in the Dataroom the event is not visible either Events can be downloaded from the Dataroom calendar and can then be imported into the local calendar e g Outlook 13 1 1 Open Calendar To open the calendar 1 Open the Calendar view The calendar shows events and where applicable votes and tasks for the current month week or quarter The current day is highlighted in blue If there are more events than can be displayed the See More text is displayed Click this text to show all events 2 Click the arrow to the left of the selected calendar view e g Month View and select another view e g List View or Week View The next time you open the Calendar view the calendar is opend in the last used view Month View This view is the default view when calling the calendar for the first time and shows the events for the current month Click the double arrows at the top left corner of the calendar to move forward or backward by one month Week View This view shows the events for the current week Click the double arrows at the top left corner of the calendar to move forward or backward by one week Page 198 of 250 Brainloop Secure Dataroom Version 8 30 User Manual brainloop List View This view shows the events for each quarter Click the double arrows at the top left corner of the calendar to move forward or backward by one quarter Click the d
274. r groups 4 Click Go to generate the report in your web browser The following information is available Dataroom name group name subgroup name if a user is a member ina Dataroom Center group that is within a Dataroom group complete name as entered in the profile e mail address and last login 6 Click Export to Excel to export the report to Microsoft Excel 2 2 3 15 Permission View The Permission View shows all users permissions for each item To call the Permission View 1 Open the Dataroom Reports view Note As a Dataroom Manager you can also call the reports and statistics from Dataroom Administration gt Reporting Page 34 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 2 Open the Please Select drop down list and select the Permission View from the list 3 You can specify the following filter criteria a Start In Select a folder that marks the desired part of the Dataroom structure that the report should be restricted to By default the report is displayed for the entire Dataroom structure Type at least two correlated characters of the name and click in the selection list on the respective folder Alternatively click 7 in the Browse amp Select dialog window and mark the respective item Click OK b For an individual user or a user group Select a user or group to which the report should be restricted By default the report is displayed for all groups Tip Click to display al
275. r is invited but has not received an e mail yet the Dataroom s user already sees in the list of their Datarooms if they are logged in on the system Reminder Date Use this option to receive a reminder e mail containing information whether the invited user has logged on to the Dataroom or not To do so click the No date selected link to open a date picker Select the desired reminder date and click OK Invitation Text This field is only active if the Send invitation e mail option is enabled Enter a message text maximum 3 000 characters 3 Click Invite to send or to save the invitation The Failed Invitations dialog window shows whether and why sending of an invitation has failed 3 5 5 Invite Users With Client Certificate Authentication You can also use certificates to securely invite new users into the Dataroom For the secure invitation with user certificate invited users must authenticate themselves with a certificate The corresponding certificate must be installed on the user s computer first With this invitation type you can only invite users individually To have a better overview we recommend that you invite users by group i e write the invitations for users of the same group one after the other Note Users receive all the permissions of the group that they are assigned to To invite new users with additional client certificate authentication 1 Click on the Invite link The Invite to Name of Dataroom di
276. rage location Security Category Security category assigned to the document collection Reference Date If time constrained access is enabled in your Dataroom you can select a reference date Name Name of the document collection Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Wem doc and must not end with a period e g Hem 1 Description Custom description of the document collection maximum 3 000 characters task The description is displayed in the Details View The description can be used to find items using the full text search see The Dataroom s Search Function on page 66 Contents gt Add section Adds a new section see Change Sections Sections are a structuring aid and are used in the table of contents of the Brainmark version Section gt Add content Adds a document or all documents of a folder to the document collection see Add documents to a document collection on page 134 Click Save The document collection is created You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 5 Send Document Collections Securely Document collections can only be sent to Dataroom members but not to external users When a document collection is sent a time limited link to the document collection is sent and not the document collection itself Once you have sen
277. rainloop Secure Dataroom Version 8 30 User Manual 13 1 6 Change the Status of an Event To change the status of an event 1 2 3 Open the Calendar view Click the event you want to edit Below the Action required text open the Please select drop down list and select another status Tentative to accept the invitation to the given event tentatively Note You can add a message to the organizer detailing your tentative reply Enter a message or leave the message box empty and click OK Accept to confirm the invitation to the given event Decline to decline the invitation to the given event Note You can add a message to the organizer detailing your decline Enter a message or leave the message box empty and click OK Click Close The event organizer receives a corresponding status e mail and both the organizer and the participant can see the action to the invitation in their Info view 13 1 7 Copy Events To copy an event in your calendar 1 a fF ON Open the Calendar view Click the event you want to copy Select Edit In the Create Change Event dialog window click Copy Make your changes to the event copy see Create Events without Templates on page 200 or Create Events based on Templates on page 200 Click Save 13 1 8 Delete Events To delete an event from you Dataroom calendar 1 2 Open the Calendar view Click the event you want to delete The Create Change Event dialog window is displa
278. rarchy is applied If necessary ask your Dataroom Manager for the naming conventions that are available in your Dataroom The other naming conventions are applied accordingly To rename a Dataroom item with a naming convention enforced 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Rename The Rename Dataroom Item dialog window is displayed If necessary change the index number in the Index field The index number has to be consistent with the naming convention In the Name field enter a new name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Tip Move the mouse over to display the maximum number of characters allowed Please keep in mind that the index numbers and the separator are included in the maximum number of characters If the entered name exceeds the maximum number of characters it will be truncated Click OK The item is displayed with its new name Page 166 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 Monitor Changes with the Watchlist You can add items that you want to monitor to your Watchlist so that you receive a notification when an item is changed Notifications are sent by e mail or by SMS
279. re Dataroom Version 8 30 User Manual 6 7 Edit Documents You can edit a document in two ways e Edit the document directly in the Dataroom see Edit a Document Directly on page 106 e Edit the document offline on your local computer see Edit Document Offline on page 107 6 7 1 Edita Document Directly You can edit Microsoft Office documents directly from the Dataroom in the respective Microsoft Office application and save the changes directly to the Dataroom if you have the permission to modify the document and if you are working in the Internet Explorer browser Alternatively you can also edit documents via Windows Explorer see Use the WebDAV Interface on page 43 To edit a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Edit The document is opened in the corresponding MS Office application e g Word The document is locked for other users Note If your computer crashes or your network is interrupted you can manually unlock the document again see Manual Unlock on page 107 Edit the document in your MS Office application Save the document in your MS Office application The updated document is saved in the Dataroom If autoversioning is enabled a new version is created and the previous content is saved in the former version If autoversioning is not enabled the content of the document is overwritten Note T
280. re all votes have been submitted The result of the vote is generated and displayed in the item view of the vote Page 217 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To close a vote In the Dataroom Explorer select the folder containing the vote you want to close Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Decide Outcome From the Final Outcome drop down list select the final voting result Approved Rejected Undecided Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window The vote s status is updated and its icon changes accordingly If you have the Download Brainmark Document permission for the vote you can download its result in Brainmark format see Open Brainmarked Document on page 101 13 4 8 Move Votes You can move one or multiple votes to a different folder Note You can move votes only within the same Dataroom To move one single vote 1 2 4 In the Dataroom Explorer select the folder containing the vote you want to move Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Move The Move Name dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder A
281. reate the document collection 2 Select Modify gt New Document Collection The Create Document Collection dialog window is displayed 3 Specify this information Location Contains the current path of the document collection Click to change the storage location Security Category Security category assigned to the document collection Reference Date If time constrained access is enabled in your Dataroom you can select a reference date Name Name of the document collection Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Description Custom description of the document collection maximum 3 000 characters task The description is displayed in the Details View The description can be used to find items using the full text search see The Dataroom s Search Function on page 66 Contents gt Add section Adds a new section see Change Sections Sections are a structuring aid and are used in the table of contents of the Brainmark version Section gt Add content Adds a document or all documents of a folder to the document collection see Add documents to a document collection on page 134 4 Click Save The document collection is created You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 131 of 250
282. resses contain the specified character combination Monica Taylor are listed below the input field Click the desired recipient in the list or click Select all matches if you want to accept all suggested recipients Tip If you want to select all recipients double click in the input field for recipients All users are listed below the input field Select Select all matches Repeat the selection if you want to send the document to other recipients that are not in the list To send a copy of the mail to recipients move the mouse over the recipient and click CC To remove recipients from the list move the mouse over the recipient and click Delete 3 2 2 Select Recipients from the List of All Dataroom Members To select recipients from the list of all Dataroom members 1 Click the icon next to the input field The Browse amp Select dialog is displayed Click the Dataroom members or groups that you want to select as recipients If you want to select all recipients select the topmost checkbox in the column heading row Tip If you want to select all recipients double click in the input field for recipients All users are listed below the input field Select Select all matches 4 Click OK The Browse amp Select dialog is closed The selected Dataroom members are displayed under Recipients To send a copy of the mail to recipients move the mouse over the recipient and click CC Page 45 of 250 brainloop
283. ription in the Details view The Description dialog window is displayed 4 Enter the new description in the Description text box maximum 3 000 characters Click Save The new description is displayed in the Details view Page 225 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 5 2 9 Change Milestone Status You can change the status of a milestone from In Progress to Reached and vice versa To change the status of a milestone 1 Inthe Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Overall Status 4 Open the Status drop down list and select the status you want The milestone icon in front of the milestone name indicates the new status You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 5 2 10 Set Attributes You can set attributes for a Dataroom item by activating or selecting them Attributes are defined by your Dataroom Manager To set attributes 1 Inthe Dataroom Explorer open the folder containing the item to which you want to assign attributes 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Set Attributes The Set Attributes dialog window is displayed 4 Assign attributes to an item by activating or deactivating the correspond
284. ription is displayed 4 7 Move Saved Search You can move one or more saved searches to another Dataroom folder Note You can move items only within a Dataroom You can however store a copy of a saved search in a different Dataroom To move a saved search 1 2 In the Dataroom Explorer select the search you want to move Select Modify gt Move The Move search name dialog window is displayed Enter the first letters of the destination folder name to select the new destination folder Then click in the window on the destination folder you want Alternatively click and select the target folder in the Browse amp Select dialog Click OK The saved search is now located in the new target folder in the Dataroom Explorer You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple saved searches GAN oN In the Dataroom Explorer select the folder that contains the searches you want Click Select Multiple Items Select the searches you want to move In the drop down list select the Move Items option Click Apply The Move Selected Items dialog window is displayed Page 74 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 7
285. room drop down list 3 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click in the Browse amp Select dialog window and mark the respective item 4 Select one of the following options Copy all versions and attributes All versions permissions attributes security categories and date properties of the documents are copied Copy current version only Only the current versions of the documents are copied Advanced copy You can decide individually if versions permissions attributes security categories and date properties of the items are copied o Copy all versions All versions of the items are copied o Copy attributes All attributes of the items are copied o Copy creation and modification dates The creation date and the last modified date are copied o Copy permissions The permissions of the items copied o Copy Security Category The Security Categories of the items copied 5 Click OK The document is copied to the target folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note If your are copying documents within the same folder the name of the copied document is modified The name of the copy consists of the original name plus a consecutive number in brackets Example If you copy a document named Cover letter docx within the same folder the copied document is named Cover letter 2 docx
286. rs Name of the Dataroom Manager The Dataroom Manager s business card is displayed Number of manager s The Members in Group DR_ADMINS dialog window is displayed Number of member s The Members of Dataroom name dialog window is displayed The members are displayed with their names and the date of the last Dataroom visit You can adjust which columns to display e g First Name and Last Name instead of Displayed Name and the widths of each column for this list see Customize Lists in the View Tabs on page 37 2 Use the following filter options Enter a search text in the Search Filter input field to filter by members that have this text in their name or username will be displayed Select a group from the Group Filter drop down only the members in this group will be displayed 3 Click the desired member to view more information about this member The Business Card dialog window is displayed In addition to contact data the business card will also contain information on the member s certificate if one has been registered and group memberships You can write a message to this member To do this click on the e mail address displayed in the business card You can send an SMS to this member if there is a mobile phone number visible in the business card Click the mobile phone number to do this If the user has been invited but not yet entered the Dataroom you will be able to send or resend the user an invitation e mail
287. rs can see the discussion Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member to send the discussion to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click 5 and select an owner in the Browse amp Select dialog Tip Click the CC option that is displayed when moving the mouse over a recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters 5 Click Send The link to the discussion is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 2 4 Move Discussions You can move one or more discussions into a different folder You can move discussions only within the subfolders of the Discussions root folder and within a Dataroom To move a single discussion 1 Inthe Dataroom Explorer open the Discussions folder
288. rsions All versions of the documents are copied Copy all versions but no dates All versions of the document are copied to the Dataroom without dates for the creation or last modification Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To copy multiple documents to a different Dataroom D i e ON In the Dataroom Explorer select the folder that contains the documents you want to copy Click Select Multiple Items Select the documents you want to copy In the drop down list select the Copy Items option Click Apply The Copy dialog window is displayed In the Destination Dataroom drop down list select the Dataroom containing the the target folder To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click i and select the target folder in the Browse amp Select dialog Select one of the following options Copy current version only Only the current versions of the documents are copied Older versions are not copied Copy all versions All versions of the documents are copied Copy all versions but no dates All versions of the document are copied to the Dataroom without dates for the creation or last modification Page 121 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 9 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataro
289. rt it Click Save The document is in the selected position You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 7 Rename Sections in a Document Collection To rename a section in a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed In the section you want to rename click Rename The Rename Section dialog window is displayed In the Name field enter the new name Note The following characters must not be used in the name lt gt 4 Also names must not consist of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 Click OK The section is displayed with its new name Click Save The section is renamed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 8 Add Sections to a Document Collection To add a new section to a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Click Contents gt Add Section Page 138 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Add Section dialog window is displaye
290. rted in alphabetic order You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 4 Structure Document Collections Automatically You can structure a document collection automatically so that they are in the same order as the documents in their corresponding Dataroom folders While doing so a section is created for each folder with the same name as the corresponding folder Already existing sections are removed To structure a document collection automatically 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Edit The Modify Document Collection dialog window is displayed Page 136 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Click Contents gt Auto structure Confirm the security prompt with OK The automatically structured document collection is displayed Click Save The document collection is structured in the same order as the documents in the corresponding folders You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 6 5 Move Sections in a Document Collection You can move a section including the documents contained in it to a different position in the document collection To move a section within the document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The
291. s 4 Select Modify gt Delete 5 Confirm the security prompt with OK The task is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple tasks 1 Inthe Dataroom Explorer open the Tasks folder 2 Click Select Multiple Items 3 Select the tasks you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The tasks are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 7 10 Display Item History for Task You can display the item history for a task In the item history you see who created the item and which user performed an action on the item and when To display the item history for a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt History In the History Details dialog window you see the history of the task Page 247 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 14 Glossary A Attributes Attributes are designed to classify Dataroom items They can be used to indicate the processing status of items The Dataroom Manager defines the names and possible values of the attributes Dataroom members set attributes for specific items by activating or selecting them W
292. s not been completed by the due date the contributors and you are reminded by e mail and the due date is displayed red in the task s display You can also select the end time in the drop down lists for hours and minutes Add Collaborators Dataroom members that should contribute to the task The task is listed in the Messages view in the recipient s Inbox The recipient also receives an e mail with the message and a link to the task To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Place Results In Via the results input field you can specify where the result is to be stored This can for example be a folder in which the Dataroom members that are involved with the task are to store the results documents To select a target folder enter the first letters in the Target Folder field and click the desired folder 4 Alternatively clic U and select the target folder in the Browse amp Select dialog Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 236 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 7 2 Complete Tasks If you have received a task by e mail click the link in your e mail to proceed to the task process it and therefore complete it Alternatively select the Messages view and select Inbox New tasks might also b
293. s option if you want to add the documents in Brainmark format to the Zip file The Zip file is created In the Zip Download dialog window click the Download the Zip file link to initiate the download If files cannot be included in the Zip file a corresponding message is displayed in the open dialog window and the Click here for more information link is available Click on this link to open an Excel report that contains information regarding the failed Zip download From the Windows menu that is displayed select whether you want to open or save the Zip file 6 4 3 Download Documents with Brainmark You can download the Brainmark version of a document see also What is a Brainmark version on page 102 if you have the required permission and if the document is already frozen Note A Brainmark version can only be generated for documents with specific file types see File Types for Brainmark Conversion on page 103 To download the Brainmark version of a document 1 If you only have the Download Brainmark Document permission you can click the name of the document in the Folders View If you have both the Download Brainmark Document and the Download Original Document permissions move the mouse over the name of the document and click Details to the right of the document s name In the Details view click Download Brainmark normally available as a direct action Depending on the settings of the Dataroom and the browser setti
294. sage After Automatic User Logout ssssseesesssseissssirssssrrssrirnesinnnsiinnnnrennsseennne 191 12 7 7 Enable Redirect of E Mail Links to Easily Accessible Website A 192 128 Change Usernames iioi na a aa aaa a a Ra Eaki a kaaa aE aaaea 192 129 Upload lu EE 193 12 10 PFOLSCE d 194 12 11 Acting on Behalf EI 194 12 11 1 Create Acting on Behalf PHule nnt 195 12 11 2 Change Acting on Behalf Pule nne 196 12 11 3 Confirm Acting on Behalf Pule nnt 197 12 11 4 Remove Acting on Behalf Rule essseessssesssrnesssrnesssnnenrnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnannnannna 197 13 elle Ee Bee Eu 198 13 1 Work with the Dataroom Calendar 198 13 1 1 Open alles tege EEN EEN 198 13 1 2 Calendar Filter Functions c ccecceeeeeeceeeee cece eeeeaeeeeaeeseeeeecaaeeeeaaeeceeeeceaeeesaaeseeaeeseeeeescaeessnaeeseneeees 199 CRW WR e EE 199 13 1 3 1 Create Events without Templates AA 200 13 1 3 2 Create Events based on Templates A 200 13 1 3 3 Create Events for Structured Task 201 13 1 4 Reply to an Invitation to an Event in a Dataroom 202 13 1 5 ell 202 13 1 6 Change the Status of an Event 0 ccccecececeeeeeceeeeeeeeeeeeeeeeeaeeecaaeeeeaaeseeeeseaeeesaaeseeeeeseaeeesaeeseaeeeenees 203 ee a COPY EVENTS viaccess Ehdeeg eeed v iert gege beet rie geg Eege e detresse E EET 203 13 1 8 Delete Mentee eet gege ee ES wn vcd Caaterie wa SEENEN 203 Page 11 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13
295. se select the Rename Document in the Dataroom option If the selected document has a different file extension than the document to be replaced e g xls instead of doc then the file extension will also be replaced Confirm the security prompt with OK Click Cancel to abort the replacement process Warning If you replace a document with a document of a different type a Word document with an Excel document this may give rise to conflicts with other Dataroom items with which the document is linked You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 8 Freeze Documents You can freeze your document to protect it against changes You can also freeze the current versions of multiple documents at the same time via the Select Multiple Items option If autoversioning is enabled the content of the latest version of a document is always frozen automatically The document can nevertheless be edited directly as a new version is created automatically see Edit a Document Directly on page 106 To freeze a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Freeze The Freeze Name dialog window is displayed 3 In the drop down list you have the choice of the following levels of freezing Freeze Content If you want to protect only the document content against changes but not the docume
296. se of the user they represent Each action performed by a representative on behalf of another user is logged with both usernames in the item history Page 194 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Example Susan Roberts sroberts top123 com is the representative of Monica Taylor mtaylor top123 com and downloads a document on behalf of Monica Taylor This is logged as follows in the Users column of the item history Monica Taylor mtaylor top123 com on behalf of Susan Roberts sroberts top123 com Note During their stay in a Dataroom representatives are able to switch to their own username at any time To do this they click Switch User next to the username of the Dataroom member they are representing in the top part of the Dataroom dialog window They then select their own username on the new page Representatives cannot switch from their own username to that of a Dataroom member they represent in the same way Instead they must log out and log in again see Login as a Representative on page 22 12 11 1 Create Acting on Behalf Rule To create an Acting on Behalf rule Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Member Account tab scroll down until you see the Acting on Behalf Rules area Click New Acting on Behalf Rule In the New Acting on Behalf Rule dialog window specify the respective acting on be
297. seaes 167 10 1 Change the Watchlist Settings ssas uiden akataa anean aa eaa baea kaaa aaia aa 167 10 2 Add iteme to WEE EE 168 Page 9 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 3 Remove Items from the Watchlist A 170 10 4 Request Regular Digests cceccecceceesseceeeeeeeceeeeeeeeteeseeeeeeesseeeseesaneeseeseeeeseeseeeseeseeeeseeseneeeeeneeaeeesnaes 171 10 5 Switch off Regular Digests 0 cceccceceeeceeececeeeeeeeeeeeeaae cence eeaeeecaaeeeeaeeseeeeecaaeeesaaeseeeeeseaeeesaeeseaeeseeeeesaees 172 10 6 Instant Dgeetg sereias eniai i e LESE Aea i AE EEOAE EAA Oi ER NAE 172 11 Great and Manage LINKS iv iiid vessetescscadisiteecatevtaseeedid enediaciaett ites aioe aae aaa aa a Naa needa 174 11 1 Create Linkto Dataroom eMis issidas aiaa aaa 174 11 2 Greate Link to External URLs eniinn aiai niia aai aaas 175 113 Send Bi 175 TES MOVE LINKS eE Ee e Eege 176 115 Change LinKk OWNS sein si sesii sects Hea ccs dace sa cpa sce teed fe iad cde ceedeaatdableetewea saad aai eaaa anaa aea aaia 177 TAG Bepepe ONKO cousiniero E E E eredbtia eck eee anvenuite 178 11 7 Add or Change Link Description 0 ccc eecceeeeeee cece eeeaeeeeeee sects caaeeeeaaeedeeeesaeeesaaeeseaaeseneeeseeeesiaeeseaeeseaes 178 11 8 Delete Bil 179 12 Manage My User Profile sasinan E 180 121 Member ACCOUNT E 180 12 2 Contact Details ue dee egeeeedetegekeegeegesdegdeeh gece ddeshasata EE ddd pavtedeadhsadsebeevads ascend edge
298. select the folder containing the document collection you want to delete 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Gei Select Modify gt Delete gt A Confirm the security prompt with OK The document collection is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple document collections 1 Inthe Dataroom Explorer select the folder containing the document collections you want to delete 2 Click Select Multiple Items 3 Select the document collections you want to delete 4 Inthe drop down list select the Delete Items option 5 Click Apply 6 Confirm the security prompt with OK The document collections are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 12 Publish Document Collections You can publish a document collection within a user group When a document collection is published a copy of the current version is created and placed in a folder to which the user group has access The target folder may also be located in a different Dataroom The current version of both the original document and the copy are frozen automatically Each version of a document collection can only be published once To publish a document collection again you first have to create a new version see Crea
299. sion 8 30 User Manual Every cover page is added on an uneven numbered page If necessary an empty page is generated before and after the cover page 5 To return to the Details view select View gt Details 7 7 7 Change Document Collection Owner If you are the owner of a document collection you can transfer the ownership of this document collection to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed Select Change Owner 4 To select an owner enter the first letters of the username in the field New Owner and select the desired owner Alternatively you can click and select an owner in the Browse amp Select dialog 5 Click OK The new owner is shown at the bottom left of the Dataroom Member Permissions dialog window You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 Click Close to return to the Details view
300. sk Status dialog is displayed 4 Select one of the following options from the Status drop down list Done Select Done if you have completed the task Page 237 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Not done Select Not Done if you do not want to accept the task or cannot complete it 5 Inthe Comment input field you can provide the task organizer with additional details about what you did or why you are declining the task 6 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 If required click the Place Results Here link to open the specified folder and store your results document there see Modify Task Results on page 244 13 7 2 2 Change the Overall Status of a Task The overall status of a task can be changed manually or can be automatically triggered when enough collaborators have responded to the task e If the contribution status of the majority of Dataroom members involved is set to Done the overall status is automatically set to Completed e If the contribution status of the majority of Dataroom members involved is set to Not Done the overall status is automatically set to Declined e If the result is not calculated immediately the Task Organizer must set the task s overall status manually To change the overall status of a task 1 Move the mouse over the name of the item and click Details to the right of the item s name The
301. st present the certificate registered in your profile This means that you must configure the certificate locally on every computer on which you want to open IRM protected documents 12 5 3 Disable IRM Use You can disable this function for yourself if you do not want to send any IRM encrypted documents To disable IRM use 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed Page 187 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual In the drop down list under Settings select the Information Rights Management area Click To show the content in this area Click Deactivate IRM Confirm the security prompt with OK In the Information Rights Management area you see the information telling you that IRM use is deactivated Click IRM Configuration to activate the use again 12 6 Define Settings for Favorites and Recently Viewed Items Save the items you often need in your favorites You can save Datarooms and items in the dataroom as a favorite You can view recently viewed items 12 6 1 Display Favorites and Recently Viewed Items Across Datarooms To display favorites and recently viewed items across Datarooms 1 2 Click your username in the top left corner of your Dataroom browser to display the Profile and Settings dialog click ag to show the Select the Settings tab and scroll to the Favorites amp Recently Viewed area If nec
302. ster link In this case you also have to provide your e mail address to authenticate yourself 2 If you do not start the registration via the link in your invitation e mail you will receive a PIN by e mail or SMS depending on how you were invited Enter the PIN and click Next 3 Specify this information First name and last name Enter a password and repeat it The password length and its strength depend on your Dataroom configuration settings Choose your preferred language The application automatically detects and uses the date and time format from your browser settings You can change the settings later in your profile see Change Regional Settings on page 49 4 Next read and confirm the Terms of Use and click Continue The registration process is finished If any articles are enabled these will be displayed to you first The latest is always displayed first Please read the articles carefully To read older articles click Next Click Close when you are done 6 The following step depends on the following a If you have only been invited to one Dataroom and this Dataroom does not require any further authentication you will be taken directly into this Dataroom b If you have been invited to several Datarooms you will be taken to the Dataroom Selector which lists all the Datarooms that you have been invited to Click a Dataroom to access it Tip Save the Dataroom address in the Favorites or Bookmarks of your browser so that you ca
303. t a Dataroom item securely you and the recipients receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Dataroom members in the Messages view Page 133 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To send document collections securely to a Dataroom member 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Send Securely The Send Name Securely dialog window is displayed Specify this information Security Level Document collections can only be sent with Maximum Dataroom members security Only Dataroom members can see the document collection Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member to send the document collection to To select a recipient enter the first letters of the username in the Recipients field Tip Click to display all Dataroom Groups and Members in the Browse amp Select window Tip Click the CC option that is displayed when moving the mouse over a
304. t a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog 5 Select one of the following options Copy all versions and attributes All versions permissions attributes security categories and date properties of the items contained in the folder are copied Copy current version only Only the current versions of the documents contained in the folder are copied Advanced copy This option allows you to specify exactly what will be copied for the documents contained in the folder O O O O O Copy all versions All versions of the items in the folder are copied Copy attributes All attributes of the items and the folder are copied Copy creation and modification dates The creation date and the last modified date are copied Copy permissions The permissions for the folder and all the items in the folder are copied Copy Security Category The Security Category of the folder and all items in the folder are copied 6 Click OK In the Dataroom Explorer the folder is displayed in the new target folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note If your are copying folders within the same parent folder the name of the copied folder is modified The name of the copy consists of the original name plus a consecutive number in bracke
305. t by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window You receive a notification by e mail when all recipients have downloaded the document Page 114 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 11 Change Security Category for Documents You can change the security category for one or multiple documents The security categories can restrict the access permissions to confidential documents For further information regarding security categories see Define Security Categories on page Fehler Textmarke nicht definiert Note If no security category is selected for an item the permissions that a Dataroom member has for the respective item apply without restrictions To change the security category for a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Organize gt Change Security Category The Security Category dialog window is displayed Select the category you want in the Security Category drop down list Click Save The new security category is displayed in the Details view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To change the security category for multiple documents D gi e Cor N es In the Dataroom Explorer select the folder containing the documents concerned Click Select Mul
306. t folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note If your are copying document collections within the same folder the name of the copied document collection is modified The name of the copy consists of the original name plus a consecutive number in brackets Example If you copy a document collection named DocumentCollection 1 within the same folder the copied document collection is named DocumentCollection 1 2 If you create another copy of DocumentCollection 1 in the same folder the copied document collection is named DocumentCollection 1 3 If you create a copy of DocumeniCollection 1 2 in the same folder the copied document collection is named DocumentCollection 1 2 2 Page 147 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To copy multiple document collections In the Dataroom Explorer select the folder that contains the document collections you want to copy Click Select Multiple Items Select the document collections you want to copy In the drop down list select the Copy Items option a FON Click Apply The Copy dialog window is displayed 6 To select a target folder enter the first letters in the Target Folder field and click the desired folder B a a Alternatively click in the Browse amp Select dialog window and mark the respective item 7 Select one of the following options Copy all versions
307. t of periods only contain consecutive periods e g Hem doc and must not end with a period e g Hem 1 4 Click OK The document collection is displayed with the new name You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 7 2 Add or Change Document Collection Description You can add a description to an item so that you can quickly see its content and its benefits You see the description in the link s Details view and in the header of its Properties view The description can be used to find items using full text search See The Dataroom s Search Function on page 66 To add a description to a document collection or change an existing one 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Modify gt Add Description or Change Description Alternatively you can click on the existing description in the Details view The Description dialog window is displayed 3 Enter the new description in the Description text box maximum 3 000 characters Click Save The new description is displayed in the Details view 7 7 3 Change Document Collection Reference Date You can change the reference date for time constrained access to a document collection if the time constrained access functionality is activated for your Dataroom Page 141 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual
308. t receive SMS PINs anymore and forgot the answer to your security question please contact Brainloop Support 3 3 4 Change Mobile Phone Number using the Security Question Page 48 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To change your mobile phone number by using your a security question w N g Ei e 10 11 12 13 Log in to your Dataroom When being prompted to enter a one time PIN that you are not able to receive by SMS click Cancel Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed Open the Member Account tab Scroll down the list of features until you see Mobile Phone Click Change In the Add or Change Mobile Phone Number dialog window click I cannot enter the PIN Your security question is displayed see Add Security Question on page 48 Enter the correct answer in the input field below the security question Click Next Enter your new mobile number in an internationally recognized format Click Next Enter the one time PIN you received to authenticate yourself Click Finish 3 3 5 Delete Mobile Phone Number using the Security Question To delete your mobile phone number by using your a security question T 2 Gei NO Oo FP Gei Log in to your Dataroom When being prompted to enter a one time PIN that you are not able to receive by SMS click Cancel Click your username in the top left corner of
309. t the question and the answer e g make them anonymous in order to send them to other Dataroom members activate Create Public Copy A public copy is created and can be edited further in your Inbox 9 Click OK 10 You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note The question will no longer appear in your Inbox but instead in your Outbox Published questions and answers will appear in All Messages 13 6 4 Release Answer to Inquirer As a Gatekeeper you ensure that all questions are answered as quickly as possible and you check the quality of the answers Depending on the Dataroom setting you can answer questions about an item yourself or it is your task to forward the questions to the expert or experts responsible for the item Your Dataroom Manager can set a feature so that the questions are automatically forwarded to the experts In this case you only receive the answer of the experts in the Messages view in your Inbox You then have to forward the answer to the inquirer Via the search function or the All Messages mailbox you also create an overview of the ongoing Q amp A processes and if necessary you intervene in these processes Page 233 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To release an answer to an inquirer Select the Messages view Select Inbox and click the desired question The Details view is displayed with the first lines o
310. t to Dataroom members Before downloading the document recipients must authenticate themselves in accordance with the Dataroom settings o High Externals with one time PIN via e mail Recipients must authenticate themselves in the Dataroom with a one time PIN which they are sent in a separate e mail Every download is logged with the e mail address of the download recipient in the item history Page 113 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual o Medium Externals Recipients can download the document without having to authenticate with a one time PIN Every download is logged in the item history with the e mail address of the download recipient in the item history o One Time Direct View External recipients can download the document without having to authenticate with a one time PIN When clicking the link the document is displayed but the link can only be used once o Low Externals are anonymous The link can be used without having to authenticate with a one time PIN The drop down list Document Format is displayed when sending the document to externals Here you define the format in which recipients may download the document The following options are available o Original Format The current version of the document is displayed in its original format see Download Original Documents on page 99 o Brainmark Format The current version of the document is displayed in Brainmark format see Downloa
311. t you are not allowed to view the document collection cannot be opened using the Secure Document Viewer To navigate the Brainmark version e To advance to the next page click wda e To go back to the previous page click etz To rotate the page view e To rotate the page clockwise 90 degrees click es e Torotate the page counterclockwise 90 degrees click G amp D To change the zoom e To zoom into the page click Zoom in e To zoom out of the page click Zoom out To hide or show the thumbnail view e To hide the thumbnail view click Hide e To show the thumbnail view again click Show 7 3 5 File Types for Brainmark Conversion The following file types can be converted into Brainmark format e Word documents doc dot docx docm e Excel files vs xlt xlsx xlsm e PowerPoint files opt pps Dot pptx pptm e PDF files pdf e Text files txt e Image files mm tif jpg jpeg gif bmp png Page 130 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 7 4 Create Document Collections You can create document collections in various ways e Asan empty document collection e Asapreallocated document collection using the Select Multiple Items option e Asapreallocated document collection via the search results list 7 4 1 Create an Empty Document Collection To create an empty document collection In the Dataroom Explorer select the folder in which you want to c
312. taroom your comments will be displayed in Adobe Reader however they will be deleted after you click Publish Comments Page 154 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Add a sticky note at cursor position Sticky notes are useful when you want to make overall comments about a document or a section of a document rather than commenting on a particular phrase or sentence Insert text at cursor position CH Replace text Select the text you want to delete and type the text that should replace it B Strikethrough text Select the text you want to delete T Underline text c Select the text you want to underline E Add Note To Text Highlight the text and add a note regarding the highlighted content 8 2 2 Comment on a Brainmark Document in Adobe Reader for the first time To make private comments in a Brainmark document for the first time Move the mouse over the name of a document and click Details to the right of the document s name 2 Click Open Brainmark or select View gt Open Brainmark Adobe Reader is opened and the Shared Review window is displayed In this window activate the Don t show again option Click Connect Next you must identify yourself in the following Adobe Reader dialog window This information is then stored in Adobe Reader 6 Specify this information Email Address mandatory Enter the e mail address you use to log in to the given Dataroom Please observe that
313. taroom members in the Messages view To send a vote securely to a Dataroom member In the Dataroom Explorer select the folder containing the vote you want to send 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Send Securely Page 215 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Send Name Securely dialog window is displayed Specify this information Security Level Votes can only be sent with Maximum Dataroom members security Only Dataroom members can see the vote Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member to send the vote to To select a recipient enter the first letters of the username in the Recipients field Alternatively you can click and select a recipient in the Browse amp Select dialog Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 0
314. te You cannot use the commenting and shared review feature with Adobe Reader version 10 1 x installed on your computer and Adobe LiveCycle Rights Management and the Brainmark styles View only or View amp Print enabled Page 153 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 8 1 2 Recommended Web Browsers As Adobe Reader will open in a browser window we recommend you use Windows Internet Explorer as your default web browser Internet Explorer by default displays PDF files in Adobe Reader and no extra settings are required If you use another web browser as your default browser it has to be configured accordingly to ensure that PDF files are opened in Adobe Reader 8 2 Adding Private Comments to Brainmark Documents You can download a Brainmark document from the Dataroom and add your comments to it Once you have saved your comments you can share the commented document with other Dataroom users in a so called document review 8 2 1 Commenting and Markup Tools available in Brainmark Documents Once a Brainmark document is opened in Adobe Reader the Comment and Annotations panels that contain commenting and markup tools are opened by default You can use the commenting tools to modify the text e g insertions and deletions strikethrough as well as to add notes for the author or other reviewers Important note If you use an Adobe Reader annotation tool that is not supported by Brainloop Secure Da
315. te New Version on page 112 When a document collection is published again the published copy is overwritten by the new copy You can even republish published copies and save them to yet another location Note Contact your Dataroom Manager to find out which publishing rules are available To publish a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Click Organize gt name of the publishing rule Page 149 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Publish name of the publishing rule dialog window is displayed 3 Inthe Target Dataroom drop down list select the destination Dataroom for the document collection you want to publish 4 To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog Note If a destination folder has already been defined by the Dataroom Manager you can neither change the destination Dataroom nor the destination folder 5 If you want to change the description of the published version of the document collection change the text in the Description field 6 Click Publish The current version of the document collection as well as the document versions included in it are copied to the target folder The document collection and the
316. te file download 2 Click Next The browser opens a list of available certificates If there is only one certificate the browser might automatically select this certificate for you 3 Select the certificate just generated You go back to the Profile and Settings dialog The Certificate Assigned confirmation is displayed 5 If the test has failed log out of the Dataroom and close the browser Perform steps 1 to 5 again In the Use Existing Certificate dialog you can then download the already generated certificate again and install it once more locally or test it directly again 12 4 2 Download Certificate Again If you have saved a certificate in your Dataroom profile you can download it again You must do this if you want to install the certificate locally again because the first installation did not work or because you want to install the certificate locally on another PC To download a certificate again 1 Click your username in the top left corner of the web browser 2 The Profile and Settings dialog window is displayed Gei Under Member Account select the Certificate area in the drop down list Click S to show the content in this area Click the name of the certificate A dialog window for downloading the certificate file opens Optional Click Manage Certificate ps Oe Oi a The Certificate Information dialog window is displayed Here you see the certificate s expiry date issuer name and number The fo
317. tent or properties If you want to change the description of the document collection change the text in the Description field maximum 3 000 characters Click OK The document collections are frozen You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 7 14 Create New Version of a Document Collection You can create a new version of a document collection manually even if autoversioning is enabled see Change Automatic Versioning for Document Collections on page 142 Note When you create a new version of a document collection the previous version is frozen see Freeze Document Collections on page 150 To create a new version manually 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Create New Version The Create New Version Name dialog window is displayed Describe the new version in the Description text box maximum 3 000 characters Click OK The new version number is displayed in the Details view Under View gt Properties gt Status Information all versions are displayed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 152 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 8 Comment on Brainmark Documents and Start Document Reviews You can comment on documents in Brainmark format and can share th
318. the Security Category drop down list select the desired security category 4 If you want the security category to be applied to all items contained in this folder enable the Apply to Existing Subitems option 5 Click Save The new security category is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To change the security category for multiple folders In the Dataroom Explorer select the folder containing the respective folders Click Select Multiple Items Select the folders whose security category you want to change In the drop down list select the Change Security Category option oe ONS Click Apply The Security Category dialog window is displayed D In the Security Category drop down list select the desired security category If you want the security category to be applied to all items contained in this folder enable the Apply to Existing Subitems option 8 Click Save 9 Confirm the security prompt with Save The new security category is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 91 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 5 13 Add or Change Folder Description You can add a description to an item so that you can quickly see its content and its benefits You see the description in the link s Details view and in the header o
319. the folder o Copy all versions All versions of the items in the folder are copied o Copy attributes All attributes of the items and the folder are copied o Copy creation and modification dates The creation date and the last modified date are copied o Copy permissions The permissions for the folder and all the items in the folder are copied o Copy Security Category The Security Category of the folder and all items in the folder are copied Click OK In the Dataroom Explorer the folders are displayed in the new target folder You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Tip When you copy a large number of items select Hide Process in the progress bar dialog to have the operation run in the background This way you can continue working in the Dataroom while copying is taking place When the operation has completed you will be notified by e mail 5 5 Copy Folders to a different Dataroom You can copy one or multiple folders and the items contained in them to a different Dataroom To copy one folder to a different Dataroom 1 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Copy Page 81 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual The Copy folder name dialog window is displayed In the Destination Dataroom drop down list select the Dataroom you wa
320. the item s name The Details view is displayed Select Modify gt Create New Version The Create New Version Name dialog window is displayed Describe the new version in the Description text box maximum 3 000 characters Click OK The new version number is displayed in the Details view Under View gt Properties gt Status Information all versions are displayed You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 6 10 Send Documents Securely Depending on the Dataroom settings you can send documents to Dataroom members as well as to external users Le to non Dataroom members When a document is sent a time limited link to the item is sent and not the item itself Once you have sent a document securely you and the recipient receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Dataroom members in the Messages view To send documents securely 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Send Securely The Send Name Securely dialog window is displayed Specify this information From the Security Level drop down list select which recipients may receive the document and which document format is used The following options are available o Maximum Dataroom members The item may only be sen
321. the item s name The Details view is displayed Select Send Securely The Send Name Securely dialog window is displayed You can specify the following filter criteria Security Level Tasks can only be sent with Maximum Dataroom members security Only Dataroom members can see the task Page 241 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Private message visible only to sender and recipients Enable this option if you do not want the send operation to be visible to other Dataroom members The send operation is nevertheless visible in the item history but the message text is not see Display Item History on page 123 Please note that this option is only visible if your Dataroom Manager has enabled it Recipients Select the Dataroom member you want to send the task to To select a recipient enter the first letters of the username in the Recipients field Alternatively click and select the target folder in the Browse amp Select dialog Tip Click the CC option that is displayed when moving the mouse over a recipient to send the message in copy Cc to this recipient Send myself a copy Enable this option if you want to receive a copy of the e mail Subject The name of the item sent is entered here by default Overwrite this default text if applicable Message Enter a message text maximum 3 000 characters 5 Click Send The link to the task is sent by e mail You see a confirmation in t
322. the right of the item s name The Details view is displayed 4 Click Restore Confirm the security prompt with OK The Restore dialog window is displayed 6 Select one of the following options the original location This option is only available if the original location has not been deleted a new folder Start typing the folder name until it appears in the list Select the folder from the list Alternatively click Ge in the Browse amp Select dialog window and mark the respective item 7 Click OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 3 14 2 2 Restore Multiple Items from the Recycle Bin If you want to restore several items at once you can either restore each item to its original location or you can restore all items to the same new destination folder You cannot select different new destination folders for each item To restore multiple Items from the Recycle Bin 1 NO pm P amp In the Dataroom Explorer select Recycle Bin The list contains all items that were deleted today by default Click the calendar icons and select another period Confirm with OK All items that werde deleted within the selected period are displayed Click Select Multiple Items Select the respective items Select Restore selected item s in the Select an action drop down list Click Apply Select one of the following options the original location This option is only available if t
323. tion Event Name Enter a name for the event This field is required Location Enter a location for the event Private Select this option to mark this event as private Then only you and the participants can view this event and its details Description Enter a description for the event Start End Click the Start link and select the start date and start time for the event Click the End link and enter the end date and end time for the event Click OK Participants To invite others to this event enter the e mail address into the field Tip Click 5 to display all Dataroom Groups and Members in the Browse amp Select window You may only invite Dataroom members Managed By Open the drop down list and select a specific user group from the list that later can edit this event Attachment Click Ge and select an object you want to attach to this event To add more attachments click this icon and select an object 4 Click Save An e mail invitation is sent to the selected participants For details on how to reply to this invitation see Reply to an Invitation to an Event in a Dataroom on page 202 Once all participants have replied to the event invitation the organizer gets a corresponding notification e mail 13 1 3 2 Create Events based on Templates To create an event based on an event template defined by your Dataroom Manager 1 Open the Calendar view Click the arrow to the left of the Create Event option Select a te
324. tion Disable the Encryption option if you want the document to be saved without encryption Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Select View gt Details to return to the document s Details view 6 3 3 Change Document Reference Date You can change the reference date for time constrained access to a document if the time constrained access functionality is activated for your Dataroom To change the reference date 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select View gt Properties If the required information is not visible under Configuration click Yin this area Click Change next to Reference Date for Time constrained Access A dialog window is displayed Next to Reference Date click on the date and select a new reference date in the calendar Click OK in the calendar Click OK The reference date is changed Page 98 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 3 4 Change Document Autoversioning Setting You can decide whether document versioning is performed automatically or manually each time you save a document If you do not change the version setting for a document it inherits the setting of the folder that it is stored in Note To make a document available in Brainmark format the content has to
325. tiple Items Select the documents for which you want to change the security category In the drop down list select Change Security Category Click Apply The Security Category dialog window is displayed Select the category you want in the Security Category drop down list Click Save Confirm the security prompt with Save The new security category is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 115 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 12 Change Document Owner If you are the owner of a document you can transfer the ownership of this document to a different Dataroom member By default the owner of an item in the Dataroom is the person who created the item The owner can designate another Dataroom member as the owner An item can only have one owner Warning The owner of an item always has all permissions regardless of the permissions that have been granted to the groups to which the owner belongs To change the owner of a document 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Organize gt Permissions The Dataroom Member Permissions dialog window is displayed Select Change Owner To select an owner enter the first letters of the username in the field New Owner and select the desired owner
326. top left corner of the web browser The Profile and Settings dialog window is displayed Open the Member Account tab Scroll down the list of features until you see the Account Login and Authentication Methods section Click Change Password The Change Password dialog window is displayed Specify this information Old Password Enter your previous password New Password Enter a new password Observe the the minimum length and strength of the password displayed below Repeat Password Repeat your new password Click Save 3 3 8 Check WebDAV Version Page 50 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual For information on WebDAV see What is WebDAV on page 39 To check your WebDAV version 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Show me drop down list select the WebDAV Access area Click Check WebDAV The Check WebDAV Compatibility dialog window is displayed Click Check The WebDAV Checker checks if your computer has the required components installed to use the Open in Windows and Edit options In the Brainloop WebDAV Checker window click Check now The results of this check are shown in this window Click Create Report to export the results to a text file Click X to close the Brainloop WebDAV Checker 3 4 Register Your Smartphone and Enable QR Code Authentication To register your smartphone
327. transform this data into a more readable and user friendly format e g by indenting the names so that the hierarchy is visible at a glance 3 7 Switch Dataroom If you are a member of several Datarooms you can change between Datarooms To change to another Dataroom 1 The following options are available Click the name of the current Dataroom in its Header and select the desired Dataroom in the drop down list Or Click the name of the current Dataroom in its Header and select Dataroom Selector 2 The Dataroom Selector page is displayed containing a list of the Datarooms you belong to on the current server Tip For each Dataroom you will be able to see if SMS PIN or certificate authentication is required the Dataroom Center in which the Dataroom is contained and the last time you visited that Dataroom To sort the list of Datarooms click the header the column you want the list to be sorted by To enter a Dataroom simply click its name If this Dataroom has a secondary authentication enabled that you have not already encountered since logging in you will need to authenticate yourself first see also Log in toa Dataroom on page 18 Page 57 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 8 Change Permissions for an Item If you are the owner of an item or have been granted the permission Change Permissions for an item you can determine which groups get which permissions for that item To c
328. ts Example If you copy a folder named Documentation within the same parent folder the copied folder is named Documentation 2 If you create another copy of Documentation in the same folder the copied folder is named Documentation 3 If you create a copy of Documentation 2 in the same folder the copied folder is named Documentation 2 2 Page 80 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To copy multiple folders D H Fb nb In the Dataroom Explorer select the folder that contains the folders you want to copy Click Select Multiple Items Select the folders you want to copy In the drop down list select the Copy Items option Click Apply The Copy dialog window is displayed Make sure that the current Dataroom is selected in the Destination Dataroom drop down list To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click Ge and select the target folder in the Browse amp Select dialog Select one of the following options Copy all versions and attributes All versions permissions attributes security categories and date properties of the items contained in the folder are copied Copy current version only Only the current versions of the documents contained in the folder are copied Advanced copy This option allows you to specify exactly what will be copied for the documents contained in
329. u are automatically forwarded to the activation dialog 12 5 1 IRM Requirements The following requirements must be fulfilled so that you can download IRM protected documents from the Dataroom and decrypt and read them e You require a certificate see Manage Certificate on page 181 e You require Adobe Reader 9 for IRM protected PDF documents e The following software must be installed on your PC for IRM protected Microsoft Office documents Internet Explorer RMS Client Available for download on the Microsoft web site at http www microsoft com downloads details aspx FamilyID 02da5107 2919 41 4b a5a3 3102c7447838 Rights Management Add On for Internet Explorer Available for download on the Microsoft web site at http www microsoft com downloads details aspx displaylang de amp FamilyID b48f920b 5af0 46b4 994f 2f 62582cc86t 12 5 2 Set Up IRM User Account You require an IRM user account which you must activate with a few steps to use IRM If you open an IRM protected document in a Dataroom before you have prepared your profile you are automatically forwarded to the activation dialog To activate your IRM user account 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed Page 186 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 10 Click Next 11 12 In the Please select drop down list under Settings select th
330. ual item from the Recycle Bin e Delete multiple items from the Recycle Bin with the Select Multiple Items Option e Delete all Items in the Recycle Bin Note You may only delete items from the Recycle Bin if you have the Delete Items permanently from Recycle Bin group permission assigned even if you are the owner of an item 3 14 1 1 Delete Individual Items from the Recycle Bin To delete an item from the Recycle Bin 1 Inthe Dataroom Explorer select Recycle Bin The list contains all items that were deleted today by default 2 Click the calendar icons and select another period Confirm with OK All items that werde deleted within the selected period are displayed 3 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 4 Click Delete Confirm the security prompt with OK You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Page 63 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 3 14 1 2 Delete Multiple Items from the Recycle Bin To delete multiple items from the Recycle Bin 1 Inthe Dataroom Explorer select Recycle Bin The list contains all items that were deleted today by default 2 Click the calendar icons and select another period Confirm with OK All items that werde deleted within the selected period are displayed Click Select Multiple Items Select the respective items
331. uperordinate folder e Selection of fixed parts of the filename 9 1 Apply a Naming Convention Index to an Existing Folder Structure You can apply a naming convention to an already existing folder structure Note The naming convention that is described here as an example produces a hierarchical index In this example the naming convention Hierarchy is applied If necessary ask your Dataroom Manager for the naming conventions that are available in your Dataroom The other naming conventions are applied accordingly Note You need the Modify Object permission for the parent folder and its subitems to apply a naming convention To apply a naming convention to an existing folder structure 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties Page 162 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual If the required information is not visible under Configuration click Ri in this area Next to Naming Convention select Change The Set a naming convention dialog window is displayed 5 Specify this information Naming Convention Select the naming convention to be applied To apply a hierarchical index to folders subfolders and items contained in them open the drop down list and select the required naming convention e g Hierarchy Apply to all item types If this option
332. ur e mail client s inbox e g Outlook click on the Reply Now link Log in to your Dataroom You are directed to the Messages view To the right of the Action required text open the Please select drop down list and select one of these options Tentative to accept the invitation to the given event tentatively Note You can add a message to the organizer detailing your tentative reply Enter a message or leave the message box empty and click OK Accept to confirm the invitation to the given event Decline to decline the invitation to the given event Note You can add a message to the organizer detailing your decline Enter a message or leave the message box empty and click OK The event organizer receives a status e mail and both the organizer and the participant can see the action to the invitation in their Info view 13 1 5 Edit Events To edit an event in your Dataroom calendar PF oN Open the Calendar view Click the event you want to edit Select Edit Make your changes in the Create Change Event dialog window see Create Events without Templates on page 200 or Create Events based on Templates on page 200 As an option you can add a message to the participants detailing your changes Enter a message or leave the message box empty and click OK Click Save All participants receive a corresponding notification e mail and can see the action to the invitation in their Info view Page 202 of 250 brainloop B
333. ur structured tasks to create reminders for example For this the Add Event action is available in the Properties screen of a structured task To add an event for a structured task PO IN e Open the Messages view Open your Inbox and select the structured task from the list At the top right corner select Properties Select Organize gt Add Event The Create Change Event dialog window is prefilled with the most important task information The name of the event which is the name of the task The description of the event which is the description of the task The end date of the event which is the task s due date The start date of event which is the task s due date minus one hour If applicable enter further data Click Save The structured task is now shown as an event in the Dataroom calendar 13 7 5 Send Tasks Securely Tasks can only be sent to Dataroom members but not to external users When a task is sent a time limited link to the task is sent and not the task itself Once you have sent a Dataroom item securely you and the recipients receive a message The message is shown in the Messages view If the message is not marked as private sent items are also visible for other Dataroom members in the Messages view To send a task securely to a Dataroom member 1 2 In the Dataroom Explorer open the Tasks folder Move the mouse over the name of the item and click Details to the right of
334. utside of the defined access period John Smith cannot access Document However John Smith can access Document as its reference date falls within the defined access period Page 249 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual S Stemming The stemming algorithm lets you reduce each input word to its basic root or stem e g walking to walk so that variations on a word walks walked walking are considered equivalent when searching The stemming algorithm depends on the search index language stemming language selected Please note that the full text search only supports the languages English German and French W Wildcard An asterisk that can be used to search for a part of the search term or a word with differing endings Examples for searching with the wildcard character Documentation07 doc Document_for_review xls DocumentCollection_Discussion Document doc With a full text search all items that for example contain the terms Document Document Structure or Documentation are also displayed All Word Document type items for example Document doc Letter Template doc or Circular_to_All doc All items that have been changed by the Dataroom members with an e mail emailxyz com address of the emailxyz com domain e g by the Dataroom member with the e mail address bI emailxyz com Page 250 of 250
335. ve a notification by e mail if not all recipients have downloaded the Brainmark document by this date 8 If you want to change the name of the review that was automatically generated overwrite it in the Name of Review field 9 Click Send The invitation to the review is sent by e mail You see a confirmation in the Messages pop up window at the bottom of the Dataroom window Note In a shared document review all the people involved can only open the commented Brainmark document from their Inboxes or from All Messages in the Messages view A shared commented Brainmark document cannot be opened and further commented through the normal Open Brainmark action 8 3 3 Invite Dataroom Members to Join an Existing Shared Review You can invite additional Dataroom members as reviewers to an already existing shared review of a Brainmark document To invite additional Dataroom members to an already existing shared review 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select Send Securely The Send Name Securely dialog window is displayed From the Security Level drop down list select Maximum Dataroom members 4 If you do not want the send operation to be visible to other Dataroom members activate Private message visible only to sender and recipients 5 Inthe Recipients field enter the Dataroom Members you want to invite to the review To select
336. ve already been granted at least one permission for the item You can add further users or user groups as follows Click Add Start typing the user or group s name that you want to add When you see the user or group in the autocompletion list select it Click Apply In the Modify Member Permissions dialog window you will see the newly added groups or users in the list on the left side Users added individually will be displayed in the Individually Assigned Permissions area For each group or individually added user whose permissions you want to change select the group or user and then check uncheck the permissions shown at the right as desired The following is optional If the item whose permissions you are modifying has subitems e g folders then you can also apply the permissions to all existing subitems e g to all documents and subfolders in a folder To do so check Apply to existing subitems Page 58 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual f you want to remove all permissions not granted for the current item from existing subitems for all groups check Remove all other permissions from subitems 10 Click OK 11 Click Close 3 9 Manage Favorites You can add Dataroom items that you access regularly to your Favorites list This list is always visible on the left hand side of your Dataroom and you can easily navigate to any item on this list by clicking on it In your profile you ca
337. w 13 5 5 Move Milestones You can move one or more milestones into a different folder You can move milestones only within the subfolders of the Tasks root folder and within a Dataroom To move a single milestone In the Dataroom Explorer open the Tasks folder 2 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 3 Select Modify gt Move The Move Name dialog window is displayed Page 228 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual To select a target folder enter the first letters in the Target Folder field and click the desired folder Alternatively click i and select the target folder in the Browse amp Select dialog Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To move multiple milestones D Si e Ee NS In the Dataroom Explorer open the Tasks folder Click Select Multiple Items Select the milestones you want to move In the drop down list select the Move items option Click Apply The Move Selected Items dialog window is displayed To select a target folder enter the first letters in the Target Folder field and click the desired folder Click OK The destination folder is displayed in the Folders view You see a confirmation in the Messages pop up window at the bottom of the Dataroom windo
338. w 13 5 6 Delete Milestones You can delete one or multiple milestones To delete items you need the Delete Item permission Note Deleted items are moved to the Recycle Bin so that you can restore them later if necessary see Manage Recycle Bin on page 63 To delete one milestone Po JS In the Dataroom Explorer open the Tasks folder Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed Select Modify gt Delete Confirm the security prompt with OK The milestone is moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window To delete multiple milestones 1 2 In the Dataroom Explorer open the Tasks folder Click Select Multiple Items Page 229 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual Select the milestones you want to delete In the drop down list select the Delete Items option Click Apply oa E to Confirm the security prompt with OK The milestones are moved to the Recycle Bin You see a confirmation in the Messages pop up window at the bottom of the Dataroom window 13 6 Questions amp Answers Q amp A This feature provides support for confidential question A answer processes Such a process would be required for example in the due diligence phase of a corporate acquisition In contrast to a discussion the Q amp A allo
339. w Structured Task on page 239 e Add Discussion on page 205 e Create Event on page 200 To display messages related to a document e Select View gt Related Messages The Messages view is displayed All messages related to the selected document are displayed Page 96 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 6 3 Change Document Properties Under View gt Properties you can view detailed information regarding an item such as version information Brainmark ID modification date etc In a document s Properties you also have access to the menu items that are available in the Details view 6 3 1 Change Retention Periods for Documents and Document Collections In order for items not to be stored in the Dataroom longer than necessary you can assign a retention period to documents and document collections If you do not change the retention period for a document or document collection it inherits the setting of the folder that it is stored in Note Please note that you can only define retention periods for documents and document collections if your Dataroom Manager has activated this option To change the retention period for a document or a document collection 1 Move the mouse over the name of the item and click Details to the right of the item s name The Details view is displayed 2 Select View gt Properties 3 Inthe Properties view in the Configuration area the def
340. w is displayed In the Show me drop down list select Preferences In the Entry Page drop down list select the default entry page Info Watchlist Calendar Inbox All Messages Folders The selected entry page is opened the next time you log in to the Dataroom Click Close 12 7 3 Change Default View to Mobile View You can specify that Brainloop Secure Dataroom is displayed in a view that is optimized for mobile devices To change the default view to the mobile view 1 Click your username in the top left corner of your Dataroom browser The Profile and Settings dialog window is displayed In the Show me drop down list select Preferences Enable the Open Secure Dataroom in Mobile View option The list of Datarooms is displayed in the mobile view The next time you log in to a Dataroom this Dataroom is opened in the mobile view Note You can switch from the mobile view to the default view by clicking Switch to Full Site View Click Close Page 190 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 12 7 4 Activate E mail Encryption You can specify that all e mails that are sent to you via the Dataroom are encrypted The certificate that you stored in your User Profile is used for the encryption see Manage Certificate on page 181 Note You can only enable encryption of e mails if a certificate is selected in your User Profile To enable e mail encryption 1 Click
341. ws you to regulate who can provide answers to questions how questions get assigned and when answers can be released Answers in Q amp A objects are not visible to non Experts and non Gatekeepers until they have been released This ensures that the Inquirer only gets an answer that has been properly reviewed This feature allows users to ask questions about a folder a document or a document collection The Q amp A process can be configured in your Dataroom Administration A typical Q amp A workflow might look like this A new question is forwarded to all Gatekeepers One of the Gatekeepers reviews the question and forwards it to the group of Experts whose area of expertise is relevant for the question One Expert provides an answer to the question but then assigns it to another Expert for additional input This Expert adds his her input and release the question back to the Gatekeeper who first reviewed it The Gatekeeper checks the answers and releases the final answer to the inquirer Depending on their group permissions the Inquirer and the Experts may or may not be able to see each other Experts can only answer questions that have been assigned Gatekeepers are responsible for mediating the process in the Dataroom Unlike Experts their responsibility is not specific to certain Dataroom items The following options are available to you depending on the role assigned to you in a question amp answer process Page 230 of 250 brainloo
342. y You can decide which of the contact details stored for you in the Dataroom are to be visible to other Dataroom members To decide which contact details are to be visible to others members 1 Click your username in the top left corner of the web browser The Profile and Settings dialog window is displayed In the Member Account tab scroll down to the Privacy Settings area in the drop down list If necessary click K to show the content in this area 4 Select the options you want under Mobile Phone Hide mobile phone Do not allow other members to send me SMSes from the Dataroom 5 Select the options you want under Hide Details Hide address details Hide additional phone numbers Hide Instant Messenger contact details For further information see Add or Change Contact Details on page 46 12 11 Acting on Behalf Rules Depending on the Dataroom settings your Dataroom Manager defines who represents who or you are able to name your representatives yourself Your representatives are allowed to enter the Dataroom and perform actions on your behalf If you are allowed to name your own representatives under Member Account you see the Acting on Behalf area in your user profile When representatives enter a Dataroom they select the person on whose behalf they are entering the room They are then granted only those permissions of the user in whose name they enter the Dataroom in other words their own permissions or tho
343. yed As an option add a message to the cancelation e mail to the participants Click Delete The event is deleted from your calendar Page 203 of 250 brainloop Brainloop Secure Dataroom Version 8 30 User Manual 13 1 9 Export Events You can export an event from your Dataroom calendar and import it into your local calendar e g Outlook Please note that your local calendar is not updated automatically if changes are made to the corresponding event in the Dataroom To export an event from your Dataroom calendar 1 Oy OU nO Open the Calendar view Click the event you want to export The Create Change Event dialog window is displayed Click Export Event Click Download Save the ics file to your local computer Import this file into your local calendar application For more information about the import of an ics file to your local calendar use the Help function of your e mail client application 13 1 10 Configure Notifications for Event and Status Changes For each event you can specify whether you want to be notified by e mail and by SMS in case one or more of these changes are made to an event and to the status of event Attachment has been added Attachment has been removed Start date has been changed Location has been changed Description has been changed Participant has been changed Participant has been removed Participation status has been changed Event status Accepted Tentative Declined

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