Only Room Administrators can create a new tab.
Selecting the right tab for the job
Workflow management in thedocyard is via tabs that appear along the top of the page, just below the room's logo:
There are five tab types:
Checklist - task management + secure file sharing and collaboration
Document - secure file sharing and collaboration
Data Room - fully featured, secure virtual data room supporting private Q&A
Questions & Answers - Delivers the Q&A Tracker function for the data room (private Q&A arising from due diligence on files in the Data Room tab, in addition to enabling teams and room managers to ask questions.
Personal Checklist - a task checklist task that is personal to each user - invisible to other users.
To compare the features of the three key workflow tabs (checklist, Document & Data Room), see When to use a checklist, Document or Data Rom tab.
If your subscription is an Essentials tier, you will be limited to Checklists and Document tabs only. You will not have access to the Data Room and Q & A module.
Create a New Tab
Click on the Add New Tab icon on the top left-hand corner of your deal dashboard:
Click Add New Tab:
Select Tab Type by clicking on the tile:
- Give the tab a name (avoid the apostrophe, dash, comma and underscore)
- Set team permissions by toggling the Deny switch to Allow
- Select each team's permissions set by clicking on the permission icons
For further information on managing invited teams, see:
Once published, the tab will appear in the deal room's workflow but will only be visible to those teams that have been given permission to access the tab.
For a team to be able to 'see' the tab when they log in, you must toggle the permission switch from Deny to Allow as shown in the examples below.
If the new tab has been saved as Draft it will only be visible to the room's admin team until published.
Data Room tab
Questions & Answers tab
Create a Q&A tab to track and management team's private Q&A.
There are no permission sets for this tab as there are for the other tab types. Permissions are controlled by the Data Room tab, (i.e. teams will only see their own Q&A).
When creating a Question & Answers tab, the administrators can define topics that will enable them to filter questions. Most often, these 'topics' mirror the folder structure in the data room. Question topics appear as a drop-down selection when teams Ask a Question.
Publish or Save as Draft
Click to save as Draft or Publish. If teams have been given permission to access the new tab (by toggling the Deny switch across to Allow), then they will be able to see and access the tab once it is published.
If a member occupies the role of Drafter in the room owner's team, while they will be able to create a new tab, the tab and all its contents will remain in the draft workflow and will have to be published by an Administrator or Publisher.
Another way to keep a tab 'private' until the Admins are ready to release it is to keep all the team permissions set to Deny. This means that the Room Owner's team can finalise the tab's content knowing that it is visible ONLY to them and not to externally invited teams.
Keep a tab private by setting all external teams to deny:
Edit team permissions
Once the workflow tabs have been created, Admins can set permissions from Team Management by clicking on the Action icon for that specific team, as shown below.
Selecting "Set Permissions" will show all of the tabs that have been created for the deal space. Administrators can set that team's permissions for all tabs in one place, as shown in the example below:
You can run a report on team permissions from the Team Management view, by selecting "View Team Report" from the Action menu.
Set Permission by Tab
Alternatively, once a team has been created, Administrators can set team permissions for specific tabs from the deal dashboard by:
- Right-clicking on the tab
- Select Edit from the drop-down menu
- Set Team Permissions as required
- Click Update Tab
If you have any questions about setting up your deal's workflow or setting team permissions, don't hesitate to contact the Help Desk team by emailing firstname.lastname@example.org