How it plays out on a deal
Once a file leaves the room, the room can no longer see what happens to it. Download and print rights are therefore the main lever on copy risk, and they usually vary by group and by folder over the life of a deal.
More flexible rooms let administrators allow download only as a watermarked PDF, keep the original format for a few named advisers, and switch everything off for a folder in one change. The audit log should show every download, so the deal team knows exactly which copies exist outside the platform.
What to check in a review or demo
- 1Whether downloads can be forced into a watermarked PDF instead of the original file.
- 2Whether print and download are separate settings.
- 3Whether every download appears in the audit log with the user and file version.
Read alongside
- View-only accessA permission that lets a user read a document in the room's viewer but not download, print or edit it.
- Document rights control (DRM)Protection that stays attached to a file after it is downloaded, so the owner can still limit opening, printing or copying, and can revoke access later.
- Dynamic watermarkingAn overlay stamped on a document at the moment it is viewed, printed or downloaded, showing details such as the reader's name, email, IP address and the time.
- Audit trailThe room's running log of who did what and when.