How can Team Members manage Data Rooms?

This guide explains how team members interact with data rooms in Orangedox, including what they can access based on their role and how managers can view all team activity using Manager View.

Accessing Data Rooms as a Team Member

What a team member can see and manage depends on their role within the account.

Regular Team Members

Regular team members can

1. Create and manage their own data rooms
2. Share and manage files within their data rooms
3. Track engagement and metrics for their own content

They cannot

1. View data rooms created by other team members
2. Access files or metrics they do not own

Managers

Managers have full visibility across the entire account.

They can

1. View and manage all team-owned data rooms & shared files
2. Monitor engagement and activity across the entire account

This makes it easier to oversee deals, collaborate across teams, and maintain control—especially when team members are away or on vacation.

Toggling Manager View On/Off

Managers can switch between viewing only their own content and viewing all team content using Manager View.

Enable Manager View

Turn on Manager View to access all data rooms and files across the account.

When enabled, you will

1. View and manage data rooms and shared files across the entire account
2. View access metrics for the entire account

Disable Manager View

Turn off Manager View to return to your personal workspace.

When disabled, you will

1. Only see your own data rooms
2. Only access files you personally own
3. View metrics limited to your own activity

Account Branding Access

All roles within the account, including team members, managers, and owners can modify the account branding settings. This ensures that branding updates (such as logos, colors, and layouts) can be managed collaboratively without restrictions based on role.

Managing Data Rooms vs Managing Data Room Files

There are two different levels of control in Orangedox

Managing the data room itself & managing the files inside the data room.

Managing the Data Room

This refers to controlling access and settings for the data room.

Team members, based on their role, can

1. Add or remove participants
2. Adjust data room settings like permissions, notifications and security options
3. Refresh or revoke access links
4. Monitor engagement and activity

These actions can be performed directly within Orangedox and do not require access to the underlying storage.

Managing Data Room Files

This refers to adding, removing, or updating the actual files shown in the data room.

To manage files, users must have access to the source folder connected to the data room in Google Drive or Dropbox.

To give your team members access to add, remove or update files from your data room you’ll need to give them access to your source Google Drive or Dropbox folder. Any changes made to the source folder by anyone on your team will automatically be reflected in your data room. This will 

1. Allow you to keep your existing data security model without the need to replicate it in Orangedox
2. Keep one source of the truth, where source data room files are automatically synced with Orangedox

Why Manager View Matters

Manager View is especially useful when

1. Reviewing deal progress across multiple team members
2. Collaborating on shared data rooms
3. Monitoring document engagement during due diligence
4. Maintaining oversight without needing direct ownership of files

Summary

1. Regular team members can only manage their own data rooms
2. Managers can access and manage all team data rooms
3. Manager View allows managers to toggle between personal and account-wide visibility
4. Account branding can be modified by all roles (team members, managers, and owners)
5. Your cloud storage (Google Drive or Dropbox) controls who can manage the actual files