Overview
Private Rooms enhances the security of your Digital Sales Rooms, ensuring that sensitive materials such as pricing, customer data, and confidential product details are shared securely with customers.
To start, Private Rooms use magic link authentication, a password-free, secure login method that grants exclusive access to only the intended recipients. By securing the integrity and confidentiality of your sales materials, Private Rooms help build trust with prospects while protecting valuable business information. This guide will walk you through setting up and using Private Rooms, so you can confidently manage and share sensitive information in a secure environment.
Admin Settings
Administrators can control whether the authenticated links sent to external viewers of Private Rooms have an expiration time associated with them.
In Platform Configuration > Sharing > Default Settings: Room Defaults there is a new setting titled “Expire authenticated links after”. When enabled this setting creates an expiration timeline for authenticated links associated with Private Rooms for all users in the platform. The default option is 5 minutes when enabled, but administrators can select any amount of time in minutes.
Administrators can enable or disable the Private Room setting, and the user notification settings for Private Rooms in Platform Configuration > Users > All Users > User Default Settings: Digital Sales Rooms. If the Private Room setting is enabled by default for users then the option will be enabled in the Share Modal for Digital Sales Rooms. Users can disable the Private Room setting when creating a Digital Sales Room.
Users can manage their personal notification preferences in Profile > Settings > Notifications: Digital Sales Room Defaults
Create a Private Room
Users with Digital Sales Rooms enabled in their configuration bundle will see the option to enable or disable the Private Room setting in the create Share modal. When the Private Room setting is enabled an Access Form is mandatory, users can still select their preferred Access Form if they have access to more than one form.
Users can enable or disable the Private Room setting for any previously created Digital Sales Room by selecting Edit Room > Settings in the top menu of the Share Details page. From there users can enable and disable the Private Room setting at the top of the page.
Managing Private Room Permissions
Private Room owners can grant viewing access to a Room before sharing the Room link with external viewers.
On the People tab in the Share Details page, users will have a new section where they can manage permissions for external viewers.
External viewers can be granted permission to view a Private Room by selecting the ‘Add People’ button on the People tab of the Share Details page. Users can give permission to multiple people, both internal users and external viewers, at once before sharing a link to the Room using their preferred communication channel with their viewers.
If a person without permission accesses the Private Room link they will be denied access to view the room, but will be able to request permission from the Room owner. When access permission is requested for a Private Room the Room owner will receive a notification informing them of the request - they can approve or deny the request in the People tab.
Room Owners and Co-owners can manage external viewer permissions from the People tab on the Share Details page. Here they can view all viewers who have access to the Private Room, manage access requests, and remove permission to view the Room for a viewer who was previously granted access.
Accessing a Private Room with a Magic Link
When external viewers open a Private Room link they will see an access form just like they see today. Once they fill out the form we verify whether they have been granted permission to view the Room or not based on the email address they enter in the form. If they have already been granted permission to view the Room they will see a landing page informing them that an authenticated link has been sent to their email address, once they receive the email and click the link they will be taken to view the Private Room.
If the external viewer has not already been granted access to view the Private Room they will be given the option to request permission. Once they request permission they will be redirected to a landing page informing them that their request has been sent to the Room Owner who will need to grant permission for them to view the Room. If they are granted permission they will receive an email informing them that they now have access to view the Room with an authenticated link in the email. Clicking this link will take them directly to the Room.
Users who have previously accessed a Private Room and who have not had their permission to view the Room revoked will not have to fill out the access form and receive a Magic Link email each time they view the Room. We will remember their access on the browser they used and maintain their ability to view the Room. If they clear their browser history or access on a different browser or device they will need to go through the authentication process using a Magic Link again.
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