How do I add a participant?

This guide explains how to add participants to your data room and manage their access over time.

Orangedox gives you full control over who can access your documents, how they access them, and how that access can be updated or restricted as needed.

Opening the Data Room App

To begin, go to the Data Rooms app in your Orangedox dashboard.Locate the data room you want to manage and select the title to open the settings panel.

From here, you’ll be able to manage participants, update access permissions, and control delivery settings.

Updating Title & Description

You can update your data room’s title and description at any time using the steps below.

1. Open the data room settings
2. Click on the title or description field
3. Enter your updated textYour changes will be saved automatically and reflected for all participants.

Updating the title and adding a description is useful for

1. Clarifying the purpose of the data room
2. Reflecting changes in the project (e.g. new phase of fundraising or due diligence)
3. Keeping your data room organized and easy to understand for participants

Adding a New Participant

To add someone to your data room, go to the Participants tab within the data room settings.

Here you’ll be able to

1. Add a participant by entering their email address
2. Add multiple participants at once using bulk upload

Each participant is assigned a unique access link tied to their email address.

1. Only intended recipients can access the data room
2. Allowing you to track individual engagement and activity
3. Access can be updated or revoked at any time

Once added, participants will receive access based on your selected delivery method (automated or manual email).

Updating Data Room Options

You can update your data room’s security and access settings at any time. This allows you to adjust how participants interact with your documents, even after the data room has been shared.

To update these settings:

1. Open the data room settings
2. Go to the Options tab

From here, you can configure the following:

Allow Downloading

You can disable document downloading ensuring that participants can only view the document online.

Dynamic Watermarking

Toggle dynamic watermarking to display each participant’s email address on documents. This helps discourage unauthorized sharing and keeps documents traceable.

Email Notifications

Enable notifications to receive alerts whenever a participant opens the data room or interacts with shared documents.

NDA Gating

Require participants to agree to a non-disclosure agreement before accessing the data room. You can also switch between different NDA’s if needed.

Number of Devices

Set or update the number of devices each participant can use to access the data room. This helps prevent access from being shared across multiple users.

Delivery Method

1. Automated Email - Orangedox sends access links directly to participants
2. Manual Email - You send unique access links yourself

This is useful if you want to change how access is distributed after participants have already been added.

Access Request Link

Instead of manually adding each participant, you can use the Request Access link.

This allows anyone with the link to submit a request to access your data room and can be enabled by

1. Go to the Options tab
2. Allow Access Requests
3. Go to the Participants tab
4. Copy the access request link
5. Share the link via email, website, or messaging tools

When someone submits a request:

1. You will receive an email notification when someone requests access
2. You can approve or deny access

If approved, the participant will automatically receive their unique access link.

This is useful when sharing data rooms with a broader audience while still maintaining full control over access.

Enable/Disable Existing Participants

You can control access for each participant at any time.

In the Participants tab:

1. Disable a participant to immediately revoke their access
2. Re-enable them later if needed

Disabling access prevents the participant from opening the data room, while keeping their activity and history intact and is useful in the following situations

1. Access is no longer required
2. You want to temporarily restrict visibility
3. A participant should no longer be included in the process

Refreshing Access

You can refresh a participant’s access at any time.

This generates a new secure access link and invalidates the previous one and is useful in the following situations.

1. A link was shared unintentionally
2. You want to reset access for security reasons
3. A participant is experiencing access issues

After refreshing, the participant will need to use the new link to access the data room.

Updating Number of Devices

Orangedox allows you to limit how many devices a participant can use to access a data room and can be updated with the following steps

1. Open the data room settings
2. Go to the Options tab
3. Adjust the device limit

This helps reduce the risk of account sharing and keeps access restricted to intended users.

If you update the device limit, it’s recommended to refresh access for participants so the new limit is applied correctly.

Best Practices

To maintain secure and controlled access to your data room:

1. Only add relevant participants

Limit access to those directly involved in the process

1. Use the Request Access link when needed

This is ideal for inbound interest while keeping approval control

1. Regularly review participant access

Disable users who no longer need access

1. Refresh access when making security changes

Especially after updating device limits or permissions

1. Combine with security features

Use NDA gating, watermarking, and download restrictions for sensitive use cases like fundraising or M&A

Summary

Managing participant access in Orangedox is flexible and secure.

You can add participants directly, enable access requests and control who can enter the data room. Plus with features like unique access links, device limits, dynamic watermarking, and access refresh, you can maintain full control over how your documents are shared and viewed.