Video Walkthrough — Invite Someone to a Data Room with Custom Access (DocKosha)

What this video shows (in 1 line)

How to invite a person to a specific data room and control exactly what they can access (workspace docs vs. data room docs), then confirm the invite is pending.

Step-by-step (easy mode)

Step 1 — Open the data room you want to share

1. In the left sidebar, click Data Rooms.
2. Open the data room named “Investors Docs” (the example used in the video).

What you’ll see:

• A page titled Investors Docs with buttons like Share, Detailed Analytics, and a More dropdown.

Step 2 — Go to the Access screen for that room

1. On the Investors Docs page, click the More dropdown (top-right area of the page).
2. Click Access in the dropdown.

What you’ll see:

• A page titled Access.
• A section called Room Members showing who currently has access.
• A button at the top-right: Invite Member.

Step 3 — Start an invite

1. Click Invite Member.

What you’ll see:

• A popup/modal titled Invite by Email.

Step 4 — Enter the person’s email address

1. Click the Email field and type the person’s email (example used: viewer@example.com).
2. If you type something incomplete (like just a name), you’ll see an error like “Enter a valid email.”
3. Once the email is valid, the Send invite button becomes clickable.

Step 5 — Understand what “Workspace documents” vs “Data rooms” means

Inside the invite popup, there’s a short explanation:

• Workspace documents = documents outside data rooms (normal workspace files)
• Data rooms = separate access to data rooms and everything inside them

This matters because you can give someone access to:

• only a specific data room, and
• no access to your general workspace documents

Step 6 — Set access the way you want

In the video, the invite is configured like this:

6A) Workspace documents access

1. Find Workspace documents access.
2. Set it to None.

Meaning: the person cannot access your normal workspace files (outside data rooms).

6B) Data rooms access (global vs custom)

1. Find Data rooms access.
2. Keep it as Custom (select rooms) if you want to share only one/few rooms.

Note: The dropdown also shows options like:

• Viewer (all rooms) — read-only access to every data room
• Editor (all rooms) — edit access to every data room

If you only want to share a single room (like the video), Custom is the correct choice.

6C) Specific room permissions (per-room role)

1. Under Specific data rooms, you’ll see Investors Docs (required).
2. Open the role dropdown on the right (starts as Viewer).
3. Select Editor.

Meaning:

• Viewer = can view/read the room’s documents
• Editor = can manage and update content in the room (the video explicitly says this allows updates/management)

Step 7 — Send the invite

1. Click Send invite.

What you’ll see:

• The button shows a loading/spinner briefly while the invite is being sent.

Step 8 — Confirm the invite was created (pending state)

After sending, you return to the Access page.

What you’ll see:

• Room Members count increases (example ends at 2/2).
• The invited email appears with a badge like Pending Invite and status text Invite pending.
• The access summary for the invited user shows something like:
  • Docs: none
  • Explicit (editor) (meaning editor access was granted specifically for this room)