Roles and access in a data room
Understand the three data room roles (Can view, Can view and upload, Can manage), the difference between data room only and full system access, and how sharing with the whole workspace controls who sees the room.
In a data room you control two things separately: what a participant may do (the role) and how far their access reaches (this data room only, or your entire workspace). Keeping them apart lets you invite an external bidder with narrow access without giving them a seat in your Arcili workspace.
The data room is an add-on module. Roles and access controls live under the Sharing & participants tab inside an open data room.
The three roles
Each participant has one role. You set it at invitation under Role and can change it later per person.
In the app the roles read Can view, Can view and upload and Can manage. Note that share links can only grant Can view or Can view and upload — a share link can never make a guest an administrator.
Data room only vs. full system access
Alongside the role, each participant has a reach. It shows as Data room only or Full system access and is controlled with Unlock / Lock.
- Unlock (grant full system access): the participant becomes a member of your workspace and gains access to the enabled modules — not just this data room. The confirmation reads: "{email} becomes a member of your workspace and gains access to the enabled modules — not just this data room. Access activates on their next login/refresh."
- Lock (restrict back): the participant is removed from your workspace but keeps access to the data room: "{email} is removed from your workspace but keeps access to the data room."
Only unlock people who genuinely need to work more broadly in your Arcili workspace. An external guest should normally stay on Data room only.
Who can see the room
New data rooms are invite-only by default: only invited participants, administrators and owners can see the room, so it is never accidentally left open to your whole workspace.
If you would rather let every colleague see the room, turn on Share with entire workspace: "By default only invited participants can see the room. Turn on to give everyone in your workspace access." Once sharing is on, the room carries the badge Entire workspace in the overview. When it is off, no visibility badge is shown — the room is invite-only.
Participants
Under Participants you see both internal colleagues and external guests in a single list. Internal colleagues from your workspace are marked with Team.
You add a colleague by opening Invite participant and picking the person from your workspace — or inviting an external guest by email. Administrators and owners always have access to the room, so you never need to add them.
If you turn workspace sharing back off, you are added as a participant first, so you do not lock yourself out of the room.