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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.

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Prerequisites

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

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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

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Setting Up a Data Room

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Step 1: Navigate to Data Rooms

From your organization sidebar, click Data Room.

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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

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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.

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Common Tasks

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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

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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.
  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.

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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.

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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.

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Downloading Files

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

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Tips

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.
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.
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.

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Troubleshooting

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).
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.
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.
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.