Admin Console

Once your project has been upgraded to Datasite, you will need to check the following:

Site Admins and Contributors were brought over as Account Admins and Contributors on the Admin Console. Check to ensure all desired members are there by:

1. Click on your profile.

   

2. Select the appropriate account (previously a Site).

   

3. Select the Admin Console.

   

4. Check the Members tab to ensure all Account (subscription)-level members have been added and are active.

   

Note: If you do not want an Account Admin to have Project Admin level access to all projects, then you will either need to change them to an Account Contributor or remove them completely.

• Ensure all projects from your Firmex site, including archived projects, have been successfully migrated under the subscription.

  

Next you'll check projects within the subscription for the following:

Documents Tab

From the Documents tab, open the Fileroom (similar to a Firmex directory) and verify that its folder and documents are structured correctly.

If they are not, there are two ways in which you can move a folder:

• To move a folder up or down in the list, hover over the left side of its checkbox, click and hold, then drag the folder to the desired position. As you drag, note the highlight color:

  • Darkened = the system interprets this as moving the folder inside another folder.
  • Clear = the folder is simply changing its position in the list.

  

• Right-click the folder and select Move.

  

Note: When moving a folder, you'll be prompted to choose one of the following:

• Maintain current permissions
• Inherit destination permissions
• Hide the folder

The system also displays the folder's and destination folder's current permission settings for reference.

The Documents tab is also where you can redact documents. Do so by right-clicking a document and select Redact.

Permissions Tab

Click on all the roles created in the Permissions tab to view their permissions within the fileroom.

You can change the permission settings in live or draft by selecting the green Edit button at the top. You can edit role names, adjust download options, manage drafted or invited users, and update Feature Access permissions by selecting Manage Roles at the top of the page.

For more information on how Firmex roles were migrated, see Firmex Groups vs Datasite Roles.

Users Tab

The Datasite QC Team only invited Project Admins to the project, but drafted invitations to specified roles. Prior to the project being launched (made live), only Project Admins and users in  Roles with Manage permissions can be invited to the project. You can view which user invitations are in draft under the Status column.

To send an invitation to users in roles with Manage Permissions that are in Draft status, right-click on each user individually, select Edit Draft, and send the invitation.

To change a user's role, select the checkbox for that user, and Change Role in the right panel.

Trackers Tab

If you would like to use the Tracker as a project management tool, it would be best to create a blank tracker, and use the Links to Index column to link individual folders to the tracker. From here you can track who is in assigned to each item, when they last modified it, and what the status is.

Settings Tab

Prior to launching your project, the most important settings to check are:

• Disclaimer: You can customize how often users see the disclaimer message by setting its display frequency. Disclaimers can also be added to individual documents from within the Documents tab by selecting the document and More Actions.
• Default Permissions: When Admins or Managers copy or move content, a prompt appears asking which permission setting to apply to the moved item. This option lets you preselect the default choice for that prompt.
• Watermark: Create a custom watermark for all PDFs and videos within the fileroom. Download options can be set for each role within the Permissions tab, and watermarks can also be added or removed from individual documents within the Documents tab by right-clicking the document.
• Email Alerts: Enable email notifications for all users when new documents are added to the project. You can also set up personalized alerts from your profile settings.
• Inbox: Add the email addresses of people who should be able to send documents directly into the project. Anyone on this list can email documents to the project without being given access to the project.
• Custom Branding: Add your own company's logo to the project and create your own branded color scheme for the Project Dashboard and Tracker.
• Document Language: Change the default language for documents.

Once you're ready to launch your project, select Launch Project at the top, and you will be walked through publishing your documents and sending draft invitations in bulk.

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