Docutone DataRoom Frequently Asked Questions (FAQ)
Docutone DataRoom provides full life cycle management on all projects created thereon. This full life cycle management enables users with a Project Manager role to:
- create project
- publish project
- put project on-hold
- re-activate project
- close project
Users with the Project Manager role can create new projects. To create a new project, prepare the following details in advance:
- Enter project name*
- Select a project type*
- Select project codename
- Enter project description
- Upload project logo
- Enter use period*
- Enter required storage size*
The Front Desk of Docutone Virtual Data Room provides the following functions:
- it is a place where Project Managers can create new projects;
- it lists all projects that a user has created or otherwise has the access to;
- it is a place where project billings are processed
To become a Docutone DataRoom customer, you just need to take the following steps:
1. contact us via this website or reach us at email@example.com or +86 15810971959;
2. reach an agreement with Docutone, after which email invitation will be sent to the person designated by you;
3. pay the service fees;
4. create project virtual data room.
After a project is created, you have 30 days to prepare for the project launch. Your use period starts on either the 31st day of the project creation or the date on which the project is launched (whichever occurs earlier).
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The Reports module serves as an analytical tool for Project Managers to analyze users’ behaviors. It allows behavior analysis of any particular user or group, and can also compare behaviors across different users or groups. Project Managers are able to gain insights into the level and area(s) of interest of each user or group within the project.
The Reports Dashboard provides an at-a-glance view of project information. This includes:
- General project information
- Subscribed storage size
- Storage used
- Total number of files
- Total number of users
- Total number of groups
- Most and least read files
- Most and least active groups
- Most and least active users
An audit log is a tool for Project Managers to generate user behavior reports. Comprehensive user actions from login access to document view counts are accessed via the system log.
Customary Reports offers a three dimensional view of files or users, actions and time. Project Managers can use Customary Reports to generate reports on either all or selected files, groups or users and the ways groups or users operate on these files within a defined time span.
With these reports, Project Managers are able to:
- Analyze the interest level of each group/user in the project
- Analyze the attractiveness of specific or a group of project files
- Analyze the area of interest in project files for each group/user
Files & Folders
Docutone DataRoom provides granular permissions based on user groups. Document permissions can be attached to folders and even individual documents. Options include:
- Full Authority
- View/No Print
- View/No Download
- Read Only
- No Access
Use Docutone’s File Uploader, a Docutone desktop application to upload large volume project files. Smaller file volumes may be uploaded by Project Managers and File Managers on the project file page. The difference between the two is that the former uses encrypted ftps transmission protocol, whereas the latter is a browser based http transmission protocol with industry leading SSL encryption.
The document watermark feature is another security measure for Project Managers to add to all the project files. As a deterrent for any unauthorized disclosure, Project Managers may enter custom text and/or the following:
- users’ login account
- users’ computer IP addresses
- users’ operation time
Groups & Permissions
By design, permissions are set upon groups. As such, it is advisable for Project Managers to create groups with permission setting in mind. Usually how project Managers create groups and set up permissions upon them is driven by the nature of the project. For instance, in M&A project, Project Managers can start from creating Buyer 1, Buyer 2 and Buyer 3 etc and set customized permissions upon these groups. Similarly Project Managers can also divide these groups into even smaller groups (e.g. Buyer 1 Legal, Buyer 1 Financial etc) if Project Managers believe this smaller groups would give them better permission control.
Project Managers can better manage users by putting together users into groups. Usually these groups can be named after users’ institutions (e.g. the banks, law firms or companies etc) or the functional role they play (e.g. Financial Team, Legal Team, HR Team, Technology Team etc).
A user can be added to just one group or multiple groups, as needed. Unless he or she has been assigned either the Project Manager or File Manager role, a user must be added to at least one group before he or she can access any project files.
Users with the Project Manager role can add and invite other users to the project. Project Managers can add new users by either using an import template or manually adding the users via the Add User feature.
Project Managers need to assign project roles to users when adding users to projects. These project roles include:
- Project Manager
- File Manager
- Invisible Supervisor
- Internal User
- External User
Docutone DataRoom builds in a layer of user control via user invite.
A project invitation email will be sent once a user is added to the project, if a project has already been published.
For unpublished projects (i.e. projects in the preparation stage), only users with either a project manager or file manager role will receive an email invite at project preparation stage.
Users with invisible supervisor, internal user and external user roles receive project invitation emails once the project is officially published.
Users added after the project is published will automatically receive email invitations as soon as they are added as project users.
Questions and Answers (Q&A)
The Q&A (Question and Answer) process is traditionally organized using word processing or Excel spreadsheets before getting sent back and forth via email. This time-consuming process often results in inefficiencies with question and answers duplicated and old versions circulating.
We eliminate redundancies and inefficiencies from this old system with a process-centric flexible system. The Q&A module lays out the individual’s action prompt required in an intuitive document viewing screen for easy reading and response. Assigned user roles such as Question and Answer Drafter, Question and Answer Approver, etc. enhances visibility with clear process paths reducing Q&A cycle time.
The Q&A module serves as a platform for Project Managers to manage the question and answer process. To enable this module, Project Manager first need to take the following steps:
- to assign Question Submitters (only those users who have been assigned the Question Submitter role can ask questions)
- to assign Q&A Managers (Q&A Managers can view, answer questions and can also organize discussions)
- to assign Q&A Experts
Users whom have been assigned Question Submitters can ask questions regarding the project or project files. A Question Submitter can only see his or her own questions and those questions (and answers) those that are set as Frequently Asked Questions (FAQs).
After Project Managers/Q&A Managers receive questions, they have three options:
- reply the questions directly;
- reject the questions;
- open a discussion panel and invite Q&A Experts to join the discussion
Only Project Managers and Q&A Managers can reply or reject questions. A Q&A Expert can only join the discussion of the questions he or she is invited to and cannot reply or reject these questions.
Project Managers and Q&A Managers can also import & export questions by using Docutone Q&A Question Template.
Q&A Managers are assigned by Project Managers and have the following duties:
- Add, edit and remove Q&A Managers, Q&A Experts and Question Submitters;
- Reply or reject questions received;
- Open discussion panels and invite Q&A Experts
Q&A Experts can be assigned by either Project Managers or Q&A Managers and they are usually experts in certain business areas. Their duty is to assist Project Managers and Q&A Managers in preparing the replies to the questions asked by Question Submitters.
Project Managers and Q&A Managers can set any questions and their answers as Frequently Asked Questions (FAQs). These questions can be those asked by Question Submitters and can also be questions anticipated by Project Managers and Q&A Managers.
FAQs are accessible by all Question Submitters and Q&A Experts
At Docutone, we use experience and insight to deploy the strictest secure hosting standards for global organizations. We categorize security into four broad segments:
1. Infrastructure Security
Certified data centers
Data back up
Intrusion detection systems
2. Application Security
Granular access rights
Access and authentication
On transit and at rest data encryption
Non Disclosure Agreement
User monitoring and reporting
3. Process Security
User ID dissemination
4. Personnel Security
All data is held in ISO 27001 and CSA star certified data centers with the network’s optical fiber covering carriers globally.