This article explains how to manage documents and folders as your data room evolves. You can upload files, create folders, rename or delete items, reorder content, manage versions and share direct links.
Note: For recreating a full folder structure using ZIP or Excel imports, see Importing folder structures.
Uploading documents
You can upload:
Individual files
Multiple files at once
Files into the root of the data room
Files into specific folders
Files from your computer or your DMS
You must have Upload permission on the data room or relevant folder.
Note: Each individual file must not exceed 2GB
To upload documents:
Navigate to the data room
Go to the root or open the folder where you want to upload files
Click Upload in the navigation bar, or use the folder’s context menu
Select Documents
Choose the source (My computer or DMS)
Select the file(s)
Confirm the upload
Uploaded files will appear in the selected location.
Uploading folders with drag and drop
As well as uploading individual files, you can add whole folders to your data room by dragging them straight from your computer. The full folder structure, including any subfolders, is recreated in the data room, so you do not need to create the folders first or compress them into a ZIP file.
Note: You must have Upload permission on the data room or relevant folder. Each individual file within a folder must not exceed 2GB.
To upload folders using drag and drop:
Open the data room, and go to the root or the folder where you want the content to sit
Drag one or more folders from your computer over the data room
When the drop area highlights, release to drop the folders
Each folder is prepared and then begins uploading, appearing in the selected location once complete
Folders start uploading as soon as they are ready, so you do not have to wait for one to finish before the next begins.
Tracking progress
Each folder you drop is tracked separately in a single upload panel, so you can follow several uploads at once. For each folder you will see its current state:
Preparing files, with a progress percentage
Uploading, with a progress percentage
Completed
Failed
Partial success, if some files uploaded and others did not
You can cancel any folder while it is still preparing or uploading, without affecting the other folders in the panel.
Good to know: If some files within a folder fail to upload, the rest of the folder still uploads and you are shown which files did not make it, so you can try those again.
Files are scanned for viruses before they appear
To help keep your data and documents secure, every newly uploaded file is automatically scanned for viruses and verified before it becomes available to open. This is usually barely noticeable, but while a file is being checked, it won't appear anywhere in the data room, not even to the person who uploaded it.
Files are only made available once they've passed this check. If a file fails, it is never released to anyone.
Creating folders
Folders help organise documents and maintain a clear, structured layout. Folders can contain both documents and subfolders.
Note: You must have Upload permission to create folders.
You can create a folder either at the root of the data room or within an existing folder.
To create a folder using the Add folder button:
Navigate to the data room or the parent folder
Click Add folder
Enter a folder name
Confirm
The folder will appear as the last item in the list in the selected location.
To create a subfolder using the folder context menu:
Locate the folder where you want to create a subfolder
Click the More actions menu (three dots) on that folder
Select Add subfolder
Enter a folder name
Confirm
The new folder will be created within that parent folder as the last item in the list.
Renaming folders
You must have Edit permission to rename folders.
To rename a folder:
Locate the folder
Click the Rename icon
Enter the new name
Confirm
Deleting folders
You must have Edit permission to delete folders.
To delete a folder:
Locate the folder
Click the More actions menu
Select Delete
Confirm
Deleting a folder removes all documents and subfolders within it.
Renaming documents
You must have Edit permission to rename documents.
To rename a document:
Locate the document
Click the Rename icon
Enter the new name
Confirm
Renaming a document does not affect its version history.
Deleting documents
You must have Edit permission to delete documents.
To delete a document:
Locate the document
Click the More actions menu (three dots)
Select Delete
Confirm deletion
Note: Deleting a document removes all versions permanently.
Reordering documents and folders
If you have Edit permission, you can reorganise items using drag and drop.
You can:
Change the order of items within a folder
Move a document into a different folder
Move a folder into another folder
Note: Dropping an item onto a folder in the main view moves it there, added as the last item. To set its exact position, open that folder and reorder it from inside.
To reorder items:
Click and hold the drag and drop icon on a document or folder
Drag it to the desired position
Release to place it
Tip: If you hover over a collapsed folder while dragging, it automatically expands after a short delay, so you can drop the item in the right place.
If numbering is enabled, numbering updates automatically when items are moved.
Managing document versions
You must have Upload permission to add a new version.
Data rooms support manual version control. When a new version is uploaded:
Previous versions are retained
The most recent version becomes the current version
Older versions can be promoted if required
To upload a new version (from the document view):
Open the document
Select the Versions tab in the right-hand sidebar
Click the More actions menu (three dots)
Select Upload version
Select the updated file
Confirm
To upload a new version (from the document context menu):
Locate the document in the data room.
Click the More actions menu (three dots)
Select Upload version
Choose the updated file
Confirm
The newly uploaded file will become the current version, and previous versions remain accessible in the Versions tab.
Note: If you have a DMS enabled, you will be able to choose whether you upload a version from your computer or DMS
Copying links to files and folders
You can copy a direct link to a file or folder to share with other users.
To copy a link:
Locate the file or folder
Click the More actions menu (three dots)
Select Copy link
The link is copied to your clipboard.
Permission considerations
Links always respect permissions:
Users without access to the data room cannot open the link.
Users can only access content if they have the required permissions.
Note: Sharing a link does not override access controls.
