> ## Documentation Index
> Fetch the complete documentation index at: https://docs.equa.cc/llms.txt
> Use this file to discover all available pages before exploring further.

# Data Rooms

> How to set up data rooms, manage access, and share files securely in Equa

# Data Rooms

Data rooms in Equa provide secure, permission-controlled file sharing for your organization. Unlike general documents, data rooms let you grant specific members access to specific folders — making them ideal for due diligence, fundraising, and sharing sensitive materials with investors or board members.

## Prerequisites

* Active Equa account
* Organization admin or `editDocuments` permission to manage data rooms
* `viewDocuments` permission to access data room files

## Understanding Data Rooms

A data room is a section of your organization's document storage with per-member access control. You can:

* Control exactly which members can see and edit each data room
* Share files securely with investors, board members, or external parties
* Upload and organize documents in a familiar file-tree structure

## Setting Up a Data Room

### Step 1: Navigate to Data Rooms

From your organization sidebar, click **Data Room**.

### Step 2: Create Folders

Organize your data room by creating folders for different categories:

1. Click **New Folder**
2. Enter a name (e.g., "Financials", "Legal", "Corporate Governance")
3. Click **Create**

### Step 3: Upload Files

1. Navigate to the folder where you want to upload
2. Click **Upload File** or drag and drop files onto the page
3. Wait for the upload to complete (a progress bar shows the status)

You can also upload entire folder structures by clicking **Upload Folder**.

## Common Tasks

### Granting Member Access

1. Navigate to **Data Room > Members**
2. Click **Add Member**
3. Select the member you want to grant access to
4. Choose the permission level:
   * **Read** — Can view and download files
   * **Write** — Can also upload, create folders, and modify files
5. Click **Save**

### Revoking Member Access

1. Navigate to **Data Room > Members**
2. Find the member in the list
3. Click **Remove** or the delete icon
4. Confirm the action

The member will immediately lose access to data room contents.

### Adding URL Links

1. Navigate to the desired folder in the data room
2. Click **Add Link**
3. Enter the URL and a display name
4. Click **Save**

This creates a shortcut file that links to an external URL.

### Moving or Renaming Items

1. Click the actions menu next to the file or folder
2. Select **Rename** or **Move**
3. Enter the new name or destination path
4. Click **Save**

Moving a folder moves all of its contents as well. The system checks for conflicts at the destination before proceeding.

### Deleting Files

1. Click the actions menu next to the file or folder
2. Select **Delete**
3. Confirm the deletion

Files are soft-deleted and hidden from the listing. Re-uploading a file with the same name restores the deleted version.

### Downloading Files

Click on any file to download it. Files are served with the correct content type and filename.

## Tips

<Tip>
  Set up your data room structure before granting access to external parties. Having a well-organized folder hierarchy makes due diligence smoother for everyone involved.
</Tip>

<Tip>
  When uploading files with the same name as an existing file, a numeric suffix is added automatically (e.g., "term-sheet 1.pdf"). This prevents accidental overwrites.
</Tip>

<Tip>
  For first-time visitors, the data room displays an introduction modal explaining how to use the space. This is automatically shown when the data room is empty.
</Tip>

## Design References

Design-system source for this guide: [Data Rooms screenshot gallery](/architecture/design-system/screenshots/data-rooms) and [EquaFileUpload](/architecture/design-system/components/equa-file-upload), [EquaTable](/architecture/design-system/components/equa-table), [EquaModal](/architecture/design-system/components/equa-modal), [EquaCheckbox](/architecture/design-system/components/equa-checkbox).

## Troubleshooting

<AccordionGroup>
  <Accordion title="A member cannot see the data room">
    **Cause:** The member has not been granted access to the data room.

    **Solution:** Go to Data Room > Members and add the member with the appropriate permission level (read or write).
  </Accordion>

  <Accordion title="Upload is not working">
    **Cause:** You may not have write access to the data room, or there may be a network issue.

    **Solution:** Check that you have the `editDocuments` permission. If you do, try refreshing the page and uploading again.
  </Accordion>

  <Accordion title="I cannot move a file to a specific folder">
    **Cause:** A file or folder with the same name already exists at the destination.

    **Solution:** Rename the file first, then move it. Or rename the conflicting item at the destination.
  </Accordion>

  <Accordion title="Files from the legacy data room look different">
    **Cause:** Organizations migrated from the legacy system use a slightly different path structure.

    **Solution:** This is handled automatically by the platform. If you notice any issues with file paths, contact support for assistance.
  </Accordion>
</AccordionGroup>

## Related

* [Document Management](/guides/document-management)
* [Managing Team Members](/guides/managing-team-members)
* [Roles and Permissions](/guides/roles-and-permissions)
* [Data Rooms Specification](/specs/008-data-rooms/spec)