Key Concepts

What are Virtual Data Rooms?

Virtual Data Rooms (VDRs) are stand-alone document repositories that you can add to a case to allow the sharing of documents between you and your client. You can add them to your portal via the Virtual Data Rooms widget and control the level of access the client has through role permissions. You can also add multiple VDRs to a case so different client users can access different documents. A VDR is hidden from a client if they have no role on it.

Why Have Virtual Data Rooms?

The primary advantage of using VDRs is the simplicity of functionality and security. You don't have to grant the client user access to the document repository on the case; you control what documents they can access through the data room. By default, no contributors are copied down from the case, so you have to explicitly grant a user access to the data room. Your case owner doesn't need full system admin privileges to be able to create a data room once the widget has been configured. You just give them the Sharedo - Create - VDR permission, and they can then control who has access to a data room directly from the widget Manage button.

The default levels of Access that are available when you create a data room are:

• Contributor: A contributor can read, upload and remove documents. This would normally be reserved for internal personnel.
• Client Access: A user with Client Access can read and upload documents. This, as suggested, would be suitable for Clients where you want to allow them to upload documents.
• Client-Read-Only: As the name suggests, a reader can view documents in the data room but can not upload their own documents.

Although these are the recommended default access levels, they are fully configurable in Modeller.

What does the Client see?

When the Client logs into the case portal and navigates to documents, they now see the data rooms to which they have been granted access.

This is a typical client view where the client user has access to 2 virtual data rooms on the case.