How do I create a data room?

This guide walks you through how to create a data room in Orangedox using your existing Google Drive or Dropbox folder.

By connecting your cloud storage, you can quickly set up a secure, trackable space to share documents with investors, clients or internal stakeholders, without needing to upload or manage files separately.

Opening the Data Room App

To get started, go to the Data Room app in your Orangedox dashboard and select Create New Room.

This will open the setup flow where you’ll configure your data room, including the folder source, security settings, and participant access.

1. Choose Title & Folder

Start by giving your data room a clear and descriptive title. This name will be visible to all participants, so it’s best to make it specific (e.g. “Series A Fundraising - Data Room” or “Client Project - Legal Documents”).Next, select the Google Drive or Dropbox folder you want to use.

How folder syncing works

Orangedox creates your data room directly from your selected folder. This means

1. All files and subfolders inside your selected folder are automatically included
2. Your folder structure is preserved exactly as it appears in Google Drive or Dropbox
3. Any changes you make after creating the data room are reflected automatically

This includes

1. Adding new files or subfolders
2. Updating existing documents (e.g. uploading a new version)
3. Removing files you no longer want visible

Because of this, you don’t need to re-upload or reconfigure your data room every time something changes, simply update your source folder, and your data room stays in sync.

Note: If there are files in the folder you don’t want visible to participants, make sure to remove them from the source folder.

2. Configure Security Options

Orangedox provides a range of security settings to help you control how your documents are accessed and used. You can enable or disable these based on your specific use case.

Here’s what each option does

1. Disable Downloads

Prevents users from downloading documents, ensuring files can only be viewed within the data room.

2. Dynamic Watermarking

Adds a visible watermark (the viewer’s email address) to documents, helping discourage unauthorized sharing or screenshots.

3. Email Notifications

Sends alerts when participants access or interact with your data room, keeping you informed of activity.

4. NDA Gating

Requires users to agree to a non-disclosure agreement before accessing any documents. This is especially useful for sensitive processes like fundraising or M&A.

5. Access Requests

Allows users to request access if they don’t already have permission, giving you full control over who can enter the data room.

6. Device Limits

Restricts the number of devices a user can access the data room from, reducing the risk of credential sharing.

These controls allow you to tailor the level of security depending on the situation, from open client collaboration to highly restricted due diligence workflows.

3. Choose Delivery Method

Next, choose how participants will receive the access link to your data room.

You have two options

Automated Email

Orangedox sends a secure access email to each participant with their unique link. This is the fastest and most convenient option.

Manual Email

You generate unique access links and send them yourself. This is useful if you prefer to control communication or include access within a custom email.

Each participant receives their own unique access link, allowing you to track individual engagement and maintain secure access control.

4. Add Participants

Once your data room is configured, you can add the people who should have access.

You can

1. Add participants individually by entering their email addresses
2. Upload multiple participants in bulk for larger groupsWhen adding participants, each user is assigned a unique access link tied to their email address. This ensures
3. Only intended recipients can access the data room
4. You can track exactly who viewed documents and when
5. Access can be revoked or updated at any time

If you’ve enabled Access Requests, you can send out one generic link which users can use to request entry, which you can approve or deny.

Pro tip: Before sending access, use the Preview Data Room option to see exactly what participants will experience.

Best Practices

To ensure your data room is easy to navigate and secure, consider the following best practices

Structure your folders clearly

Organize documents into logical categories such as “Financials, Legal, Contracts, or Product.” A clear structure helps participants find what they need quickly.

Use descriptive file names

Avoid unclear names like “Final_v2.pdf”. Instead, use names like “2025 Financial Statements.pdf” to improve clarity.

Apply appropriate security settings

For sensitive use cases like fundraising or M&A, enable NDA gating, disable downloads, enable dynamic watermarking and limit device access.

Preview before sharing

Always review your data room from the participant’s perspective to ensure everything is structured and displayed correctly.

Keep your folder updated

Since your data room is synced with Google Drive or Dropbox, maintaining your source folder ensures your data room stays accurate and up to date.

Summary

Creating a data room in Orangedox is a straightforward process that leverages your existing cloud storage.

By selecting a Google Drive or Dropbox folder, configuring security settings, and adding participants, you can quickly set up a secure environment for sharing sensitive documents.

Because your data room stays synced with your source folder, you can manage and update your documents in one place, while maintaining full control over access, visibility, and tracking.