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Manage data rooms for secure property information sharing

  • Updated

Learn how to create and manage data rooms in Vault to securely share property documents, invite recipients, track activity, and control access using SMS verification.

This article covers:

About data rooms

Data rooms provide a secure way to store and share property-related documents with approved recipients. Access is protected by SMS verification, allowing you to securely share sensitive information while tracking recipient activity.

Each Vault account is limited to five active data rooms by default.

Note: Each MRI Vault account permits up to five data rooms. Contact your Account Manager if you require additional data rooms.

Create a data room

To set up a new data room:

  • Go to: A property profile
  • Click the Data Room tab
  • Click Create Data Room
  • Enter a descriptive name (e.g., Street name)
  • Click Create Data Room

Once created, the following options become available:

  • Manage Invitees
  • Manage Files
  • Activity Log
  • Deactivate toggle
  • Delete

Add files to the data room

Choose which documents to share securely.

To add file to the data room:

  • Click Manage Files to the right of the data room
  • Alternatively, click Filing Cabinet to drag and drop files
  • Click Save Changes to confirm your selection

Invite users to access the data room

Invite approved recipients to access the data room.

Each recipient must have a valid mobile number because SMS verification is required every time the data room is accessed.

Note: If a contact does not have a mobile number recorded, the email and sms invitation option is hidden and a No Mobile badge is displayed. Contacts without a mobile number cannot complete the SMS verification process.

To invite recipients:

  • Click Manage Invitees to the right of the data room
  • Enter the invitee’s details
  • Click Send Now
  • Tick Send Email Invitation to automatically send the contact a data room activation email with access instructions
  • You can also click Copy Link to share a recipient's unique data room link directly

Send an SMS invitation

You can also send a data room invitation by SMS.

To send an SMS invitation:

  • Click SMS next to the invitee
  • Review the recipient details
  • Select a sending option:
    • Immediately
    • Later (custom)
  • (Optional) Select a saved SMS template
  • Review or update the message
  • Tick I agree to the charge of the SMS
  • Click Send SMS
Note: Each time a recipient accesses a data room, a verification code is sent via SMS and SMS charges apply.

To remove a recipient, click Remove beside their name.

Access the data room

Recipients can access the data room using their unique link.

Here’s what invitees experience:

  • Open the unique link provided
    Verification.png
  • Click Send Code to My Phone
  • Enter the verification code received via SMS
  • Access the shared documents securely. No username or password required
    Data-room-files.png
Note: If the verification code expires, the page is refreshed, or too much time passes before entry, a new code must be requested.

Track activity in the data room

Monitor engagement and document views:

  • Go to: A property profile
  • Click the Data Room tab
  • Click Activity Log to see who accessed the data room and which files were opened
  • Review activity per invitee or across the entire data room

Use past life selector

Access data room activity from previous property records.

When a property is Settled or Withdrawn, and a new life is created, you can still view activity from earlier data rooms.

To do this:

  • Use the Past Life selector dropdown
  • Select the relevant past life

This allows you to review previous Activity Logs, similar to Owner Feedback, Advertising, and Filing Cabinet.

Manage active data rooms

To view and manage all active data rooms within your account:

  • Click the Manage Active Data Rooms button to open a modal showing:
  • Active data rooms across the account
  • Account capacity (based on your sales deal allocation)

For non-admin users:

You can see data rooms for properties you have access to and:

  • Make a room inactive
  • Click the Room name to manage invitees
  • Click the Property address to view the property snapshot

For admin users:

Admins can:

  • View all active data rooms in the account
  • Edit and manage all data rooms

Deactivate or delete the data room

You can either deactivate a data room for temporary use or delete it permanently.

Deactivate a Data Room

Deactivating a data room temporarily disables access but allows you to reactivate it later.

To deactivate a data room:

  • Locate the data room you want to deactivate
  • Toggle the Enable switch next to the data room name to turn it off
  • Click Deactivate Data Room to confirm

You can also deactivate the data room in the manage active data rooms modal. The data room will be deactivated and can be reactivated at any time when needed.

Delete a Data Room

Deleting a data room permanently removes it and cannot be undone.

To delete a data room:

  • Locate the data room you want to delete
  • Click Delete next to Activity Log
  • Click Delete to confirm
Note: Deleting a data room is permanent and cannot be undone.

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