Short answers to what people ask most about this part of the product.
Standalone Data Room Creation FAQ
Introduction
This FAQ explains how to create and use a standalone data room, intended for users who need a private data room that is not linked to a public listing.
FAQ Content
Creating a Standalone Data Room
Q1. What is a standalone data room and when would I use it?
A standalone data room is a private data room that is not linked to any listing or public space. It is useful when you need to get documents in order months before a sale, keep a potential sale quiet, or organize a client’s documents for them without putting anything on the market.
Q2. How do I start creating a standalone data room?
In the top right of the interface, click on “Create Data Room.” You will see two choices: one to link to a listing (the normal path when you are selling) and one for a standalone data room. Select “Standalone Data Room” to proceed without creating or linking a listing.
Q3. What is the difference between linking to a listing and creating a standalone data room?
Linking to a listing creates a listing and its data room together, which is the usual process when something is being actively sold and shown publicly. A standalone data room has no listing, no public space, and nothing on the market; it is purely a private space for one business’s documents.
Q4. Are there any required fields when creating a standalone data room?
Yes. At least one field is required, and you must enter details of the data room in the form. This includes information such as the name of the data room, a description, and business details so the system can identify the business accurately.
Q5. What information should I provide in the data room creation form?
You should provide the name of the data room, a short description of what the data room should contain, the country where the business belongs, the business type, the registered business name, the registration number, and the website.
Business Identity and Document Matching
Q6. Why is the registered business name so important?
The registered business name is the name on the company papers, and it is what the AI compares every document against. This is how the data room spots documents that belong to a different business and flags them as not matching.
Q7. How do the registration number and website fields help?
The registration number and website provide additional ways to confirm that a document really belongs to the business. Along with the registered business name, they help the system verify and match documents to the correct entity.
After Creating the Data Room
Q8. What happens after I click “Create Data Room”?
After you click “Create Data Room,” the new data room appears in your list of rooms. You can then open it to start working with the preconfigured structure and upload documents.
Q9. Do I get a success message when the data room is created?
No, there is no success message on purpose. Instead, you simply see the data room appear in your list, indicating that it has been created.
Folder Structure and Readiness
Q10. What folder structure is created for a new standalone data room?
When you open the newly created data room, standard folders are already there, including Corporate, Financial, Legals, and others. You do not build this folder structure by hand; it comes preconfigured based on what buyers actually ask for.
Q11. What is the Readiness tab and how does it work?
The Readiness tab shows the readiness status of the data room. Initially it is empty because the room has no documents; as you add each key document, the readiness status moves up to reflect the increasing completeness of the data room.
Uploading and Collecting Documents
Q12. How do I add documents to a standalone data room?
You can upload files directly from your computer into the appropriate folders in the data room. This process is the same as for other types of rooms.
Q13. Can I request documents from other people for the data room?
Yes. You can create and share a link with someone who has the document, allowing them to provide it for the data room without giving them full access to everything else.
Q14. Can I add documents from Google Drive?
Yes. You can directly add documents to the data room from Google Drive as an alternative to uploading from your computer.
