So you’ve mastered the basics of your Firmex Virtual Data Room. Take things to the next level with these five lesser-known features and shortcuts that can save you time and effort, and give your users an easier time navigating your documents and data.
1. Email In
It’s after hours, you’re on the road, and your phone buzzes because a client has sent you a file that has to go into the data room tonight. Not to worry! Because you’ve set up an Email In folder, you forward the client’s email, along with the attachment, to the data room. The file is available instantaneously, you receive a confirmation email, and the data room users are notified that the new document is available for review.
It’s fast, it’s easy, it’s secure, and you should be using it. Learn more.
2. Set Offline
Set Offline is a shortcut that removes access to a folder or document in your data room from everyone except for its Administrators. It’s a fast way of staging and organizing data while keeping it away from guests.
Let’s suppose you’re uploading a new folder, but first need to double-check its documents and user permissions. Drag-and-drop the folder, and in the Upload window select Set Offline. When the folder is uploaded as offline, no notifications will be sent, and you’ll have as much time as you need to review the data and set permissions before setting it online.
The same applies to folders and documents that are already in the data room. Right-click a folder or document and select Set Offline to hide it from non-administrators. Make your changes, and when you’re ready, set it back online.
3. Display As Bold
Help your guest users navigate the data room by making certain folders appear in bold. This is typically done to folders that contain other folders.
To display as bold:
- Right-click the folder and select Edit Details.
- Select Display as Bold.
- Click Save and Close.
This is a great way to highlight folders that contain subfolders and documents that you don’t want users to miss.
4. Content Status
Need to filter out all of the contracts that are In Review, evidence that Needs Attention, or agreements that are Signed? Use Content Status to collaborate and better organize information in your project.
Content Status can be customized to your needs for every project, and can be applied per folder or per document.
To filter by content status, click the Status column heading. You can filter all of the documents through the Quick View > All filter, and you can export all of the documents and folders, including their status, through the Export Directory report.
Content Status is useful for keeping your project on track and avoiding bottlenecks that can slow things down.
5. Project Welcome Message
A project welcome message appears at the top of your project and is visible to all of your project users. Use it to communicate important information like upcoming deadlines, critical contact points, and bidding instructions.
To post a personalized welcome message:
- In your project, click the Settings tab.
- Click the Personalization tab.
- Enter the welcome message in the Welcome Message area.
Note: You may copy and paste rich-text, including hyperlinked text, from Microsoft Word to the text area. Colours and hyperlinks will be retained.
- Click Save Changes.
You and your users are busy, so every second spent in the data room counts. With these handy features and shortcuts, you can be more efficient and get things done faster. Give them a try and you’ll be a Firmex VDR power user in no time.