Manage confidential files, NDAs, and watermarks

Data, sources, and access to prepare

• An existing Deal Room
• The files you plan to share
• Your NDA as text or a PDF, or the company default

Prepare these details

• Remove files the current audience should not see
• Use clear filenames and current versions
• Keep each file at 50 MB or less
• Use Email Required or an NDA level if you want watermarks

1. 1

   Open the room

   Deal Rooms

   Select the room card.

   Expected result: The room page opens.

   If this step does not work

   Check the property name and status before uploading.

2. 2

   Open the file picker

   Room > Confidential files

   Select Drag files here or click to upload.

   Expected result: Your file picker opens.

   If this step does not work

   Ask the room owner for edit access if the upload area says No confidential files.

3. 3

   Choose one approved file

   File picker

   Select a PDF, spreadsheet, Word file, CSV, or image up to 50 MB.

   Expected result: The upload starts.

   If this step does not work

   Export a smaller copy or use a supported type if the file is rejected.

4. 4

   Wait for the file row

   Room > Confidential files

   Wait until the filename appears in the list.

   Expected result: Buyers who pass the gate can now download it.

   If this step does not work

   Wait for the first upload to finish before trying again.

   

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5. 5

   Set the NDA source

   Room > NDA document

   Choose the standard text NDA, your own pasted text, or an uploaded PDF.

   Expected result: The card shows which NDA visitors sign.

   If this step does not work

   Switch back to the standard text NDA if a PDF cannot be displayed.

6. 6

   Place PDF signature fields

   NDA field editor, or Room > NDA document > Place signature fields

   Place a required Signature field on the right page of your PDF.

   Expected result: Fields appear where you placed them. You can also add Initials, Date signed, Text, Checkbox, and Static text. At least one Signature must stay Required.

   If this step does not work

   Drag, resize, or remove misplaced fields before saving.

7. 7

   Save the NDA layout

   NDA field editor

   Select Save & continue.

   Expected result: Future visitors sign directly on your PDF. Earlier signatures keep their original document and values.

   If this step does not work

   Replacing the PDF clears placed fields, so place them again. Reload the editor if a save is blocked.

8. 8

   Verify the signed document

   Room > Pending requests or Prospects

   Select Download signed NDA after a test visitor signs.

   Expected result: The signature sits in your placed field and a signature certificate is added at the end. With NDA – Approval Required, files stay locked until you approve.

   If this step does not work

   Signatures made before fields were placed appear only on the certificate page.

9. 9

   Enable recipient watermarking

   Room > Room settings

   Turn on Watermark downloads.

   Expected result: Each PDF download is stamped with the recipient’s email, download time, and a trace ID.

   If this step does not work

   Switch the Access gate from Free Access to Email Required or an NDA level first.

10. 10

    Choose watermark intensity

    Room > Room settings

    Select Standard (visible) or Subtle (faint).

    Expected result: The selected intensity is highlighted.

    If this step does not work

    Use Standard when the stamp must be obvious.

11. 11

    Test one PDF download

    Public Deal Room

    Download a PDF as your identified test visitor.

    Expected result: The PDF shows your test email, the time, and a trace ID.

    If this step does not work

    Confirm the test used an identified gate and a PDF; other file types download unchanged.

1. 1

   Open the role editor

   Room > Multi-party NDAs

   Select Set up roles and fields.

   Expected result: The editor opens at Template roles with Buyer 1, Buyer agent, and Seller ready to rename.

   If this step does not work

   If the PDF doesn’t load, upload your NDA as a PDF under NDA document first. If Multi-party NDAs is missing, ask your Admin whether it is on for your workspace.

2. 2

   Name each role

   Template roles > role name

   Type a role name such as Buyer 1, Buyer agent, or Seller.

   Expected result: Each role holds its own fields. The real signers’ names and emails are added later, on each request.

   If this step does not work

   Select Add when a second buyer must sign, so every buyer has a role of their own.

3. 3

   Mark optional roles

   Role card > Optional role, removable before sending

   Check Optional role, removable before sending for a party you might leave out.

   Expected result: You can drop that role from a request before it goes out.

   If this step does not work

   Leave it unchecked for anyone who must always sign. Once invited, an optional party must still sign before the NDA is complete.

   

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4. 4

   Choose who can get the files

   Role card > Eligible for materials access after completion

   Check Eligible for materials access after completion on the buyer-side roles.

   Expected result: Those signers can get their own access link once everyone signs and access is approved.

   If this step does not work

   At least one required role must be eligible. Leave the seller unchecked so they receive the executed NDA only.

5. 5

   Choose the signing order

   Template roles > Signing order

   Select Any order or One at a time.

   Expected result: Any order emails every signer at once. One at a time emails each role after the role before it signs.

   If this step does not work

   For One at a time, number each role’s Signing order. Roles with the same number sign together.

6. 6

   Go to the PDF

   Template roles

   Select Continue to place fields.

   Expected result: Your NDA opens with the roles listed beside it.

   If this step does not work

   If a message says Give each role a name, fill in the empty role.

7. 7

   Place each role’s signature

   PDF > selected role > Signature

   Place a required Signature field for every role.

   Expected result: Each role has its own signature box, in that role’s color, where that party signs.

   If this step does not work

   Select the right role before placing a field. To fix a field placed for the wrong role, change its Assigned to.

   

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8. 8

   Add the other fields

   PDF > selected role > field palette

   Place any Initials, Date signed, Text, or Checkbox fields that role completes.

   Expected result: Each field belongs to the role selected when you placed it.

   If this step does not work

   Use Field label to tell the signer what to enter. Turn off Required for answers that are optional.

9. 9

   Add your own wording

   PDF > Static text

   Place Static text for wording you supply, such as the effective date or property name.

   Expected result: Your default wording appears on the PDF. You can change it on each request before sending, and signers can’t edit it.

   If this step does not work

   Use Date signed only for the day a party signs. It records that signer’s actual date in UTC and is not an effective date.

10. 10

    Save the template

    Editor > Save & continue

    Select Save & continue.

    Expected result: Role template saved for future requests appears, and you return to the room, now using multiple-signer NDAs.

    If this step does not work

    Read the message if saving fails. Every role needs a required signature, and you need to reload if someone else changed the NDA meanwhile.

Check the template before you use it

• Every role has a required signature
• Each field belongs to the right role
• Optional roles and materials access are set on purpose
• Any order or One at a time matches how you want it signed
• The effective date is static text, not a Date signed field

1. 1

   Enter the requesting buyer

   Room > Multi-party NDAs

   Enter the buyer’s name and email.

   Expected result: Create NDA request becomes available.

   If this step does not work

   Select Use a CRM contact to fill both from a contact. If the room says to select an NDA access gate, choose NDA – Auto Access or NDA – Approval Required first.

2. 2

   Create the request

   Multi-party NDAs > Create NDA request

   Select Create NDA request.

   Expected result: The buyer appears in the list as Awaiting recipient confirmation.

   If this step does not work

   Requests from your listing page show up here on their own, so check the list before creating a second one.

3. 3

   Open the request

   Multi-party NDAs > buyer row

   Select the buyer’s row if it is collapsed.

   Expected result: You see any recipients the buyer proposed, their qualification answers, and one card per role.

   If this step does not work

   New requests open automatically. Select the row again to collapse it.

4. 4

   Check the PDF

   Request > Review source PDF

   Select Review source PDF.

   Expected result: The exact PDF this request will send downloads to your computer.

   If this step does not work

   If the PDF is wrong, fix the template for future requests. This request keeps the PDF it was created with.

5. 5

   Choose optional roles

   Request > role checkbox

   Check each optional role this buyer group needs.

   Expected result: Only checked roles sign this NDA.

   If this step does not work

   Uncheck Buyer agent for a buyer without an agent. Required roles can’t be unchecked.

6. 6

   Fill in each signer

   Request > role card > Full name and Email

   Enter the name and email of the person signing each included role.

   Expected result: Every included role has one named signer.

   If this step does not work

   The requesting buyer and any matching proposals are filled in for you. Keep the requesting buyer in a role that can get the files. If one person fills two roles, enter them on both.

   

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7. 7

   Set file access

   Role card > Grant this recipient materials access after completion and approval

   Check the box for each signer who should get the files.

   Expected result: Unchecked signers, and roles marked No materials access, receive the executed NDA only.

   If this step does not work

   If a role you need doesn’t offer the box, change it in the template for future requests.

8. 8

   Check your wording

   Request > Sender text boxes

   Review each static text value.

   Expected result: The effective date, property name, and other wording are right for this buyer group.

   If this step does not work

   Every static text box needs a value before you can send.

9. 9

   Send the NDA

   Request > Confirm recipients and send NDA

   Send the NDA with the confirmation button.

   Expected result: Each signer gets a personal invitation, all at once or in signing order.

   If this step does not work

   Fix the message shown if sending fails. To change anything after sending, void the NDA and send a replacement.

   

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1. 1

   Open the personal invitation

   Invitation email > Review and sign

   Open the signing link in the invitation email.

   Expected result: Verify your email opens and shows the invited address with most of it hidden.

   If this step does not work

   Each link works only for the person it was sent to. If the name or email is wrong, ask the broker for a corrected NDA instead of forwarding the link.

2. 2

   Request a verification code

   Verify your email > Send verification code

   Select Send verification code.

   Expected result: A six-digit code is emailed to the invited address. It expires in 10 minutes.

   If this step does not work

   Select Request another code if it expires. After three codes in 15 minutes, wait 15 minutes before asking again.

3. 3

   Verify the invited mailbox

   Verify your email > code boxes

   Type the six-digit code.

   Expected result: The NDA opens with only your own fields to complete.

   If this step does not work

   Use the newest code. After five wrong tries, request a new one.

   

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4. 4

   Adopt your signature

   Signing page > Adopt signature

   Adopt a typed or drawn signature.

   Expected result: Your signature is ready for your signature and initials fields.

   If this step does not work

   On a phone, draw with your finger and check the mark before adopting it.

5. 5

   Complete your assigned fields

   Signing page > your fields

   Fill in each highlighted field.

   Expected result: Progress saved appears as your answers save.

   If this step does not work

   Use Next to jump to the next field. If Save failed – retrying appears, wait for it to clear before closing the page.

   

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6. 6

   Submit your signature

   Signing page > Finish signing

   Select Finish signing.

   Expected result: Signature recorded confirms your signature is saved.

   If this step does not work

   If Finish signing is unavailable, complete the required fields and accept the consent. A delay preparing the final PDF never undoes a signature.

Final verification

• Every file belongs in this room
• Filenames and versions are clear
• If an NDA is required, it opens and shows the right text
• The Access gate identifies visitors when you expect watermarks
• If watermarking is on, a test PDF shows the stamp
• For multiple signers, every role has a required signature and you checked each buyer group before sending
• No blocking warning, failed status, or unresolved validation message remains in the completed workflow.

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