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Task guide

Manage confidential files, NDAs, and watermarks

Upload room files, maintain the active agreement, and verify recipient-specific PDF watermark behavior.

15 to 40 minutesFor Deal Room owners and permitted file managersAdvancedLast verified September 8, 2026

Outcome

You will build a deliberate confidential-file set, configure the correct NDA source, and test protected PDF delivery as an identified visitor.

Navigation path

Deal Rooms > Open room > Files and Settings

Access

File and agreement management requires room edit permission. Recipient watermarking requires identified access.

On this page

What you will accomplish

Deal Room Files workspace where documents, NDA rules, and watermarks are managed.
Upload the approved files, set NDA and watermark behavior, and test access with a synthetic prospect identity.

Goals

  • Upload only approved confidential files
  • Use the intended NDA version
  • Verify identified PDF watermarking

Protected-file delivery

Watermarking can identify a PDF downloader only after the access gate identifies the person.

  • Email or NDA gateVerified recipient
  • Verified recipientPDF download
  • PDF downloadRecipient watermark and activity

Before you start

Data, sources, and access to prepare

  • An existing Deal Room
  • Approved diligence files
  • An approved standard, custom-text, or PDF agreement

Prepare these details

  • Remove files not approved for the current audience
  • Use clear filenames and current versions
  • Confirm each file is no more than the displayed 50 MB limit
  • Choose identified access before relying on recipient watermarking

Complete the task

  1. 1

    Open the room

    Deal Rooms

    Select the intended room card.

    Expected result: The room detail page opens.

    If this does not happen: Compare property identity and room status before uploading.

  2. 2

    Open the file picker

    Room detail > Confidential files

    Select Upload.

    Expected result: The system file picker opens.

    If this does not happen: Confirm edit permission if the upload action is absent.

  3. 3

    Choose one approved file

    System file picker

    Select one PDF, spreadsheet, Word file, CSV, or image within the displayed limit.

    Expected result: CREBuilder starts the upload.

    If this does not happen: Use an allowed type and smaller approved export if the file is rejected.

  4. 4

    Wait for the file row

    Room detail > Confidential files

    Wait until the filename and size appear.

    Expected result: The file is available in the room file list.

    If this does not happen: Do not retry while the first upload is still processing.

  5. 5

    Set the NDA source

    Room detail > NDA document

    Select or save one standard text, custom text, or uploaded PDF agreement.

    Expected result: The room identifies the active NDA source.

    If this does not happen: Switch to standard text if a PDF is unavailable or cannot be rendered.

  6. 6

    Place PDF signature fields

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

    Position a required Signature field on the intended page of the uploaded PDF.

    Expected result: Fields appear on the chosen pages. The palette also supports Initials, Date signed, Text, and Checkbox. Field label names the requested information. At least one signature must remain Required.

    If this does not happen: Use Static text for wording you supply. Remove misplaced fields or drag and resize them before saving.

  7. 7

    Save the NDA layout

    NDA field editor > Save & continue

    Select Save & continue.

    Expected result: Setup resumes after a required Signature field is saved. Future visitors complete the fields directly on this PDF. Prior signatures retain their original document and field values.

    If this does not happen: Signing stays blocked until setup is complete. Replacing the PDF clears placement and requires setup again. Reload the editor if another change prevents saving.

  8. 8

    Verify the signed document

    Controlled visitor signing and room approval queue

    Download signed NDA from the room after a controlled visitor finishes signing.

    Expected result: The signature appears in the placed field and the certificate remains at the end. Manual approval still holds access until the broker decides.

    If this does not happen: Older signatures may appear only on the certificate page. New PDF signatures require saved fields. Field changes do not add new marks to past signatures.

  9. 9

    Enable recipient watermarking

    Room detail > Settings

    Turn on recipient watermarking for identified access.

    Expected result: Watermark controls and intensity become active.

    If this does not happen: Change the room from Free Access to an identified tier before enabling watermarking.

  10. 10

    Choose watermark intensity

    Room detail > Settings

    Select Standard or Subtle.

    Expected result: The selected intensity displays as active.

    If this does not happen: Use Standard when the recipient identity must be clearly visible.

  11. 11

    Test one PDF download

    Public Deal Room

    Download one PDF through a controlled identified visitor account.

    Expected result: The delivered PDF includes the expected recipient information, time, and trace identifier.

    If this does not happen: Confirm the test used identified access and a PDF because other file types are not stamped.

File and protection reference

File and protection reference
ItemSupported behaviorImportant limit
Room filePDF, Excel, Word, CSV, or image upload50 MB per file as currently displayed
Standard text NDAUses the CREBuilder agreement textReview before relying on it for the engagement
Custom text NDAStores room-specific approved textSave the complete reviewed text
Uploaded NDA PDFSupports placed signature, initials, date, text, checkbox, and static text fieldsSave at least one required Signature field. New visitor signing is blocked until setup is complete
Recipient watermarkStamps identified PDF downloadsOther file types download unchanged

Verify before you finish

  • Every file belongs to the intended room
  • Filenames and versions are clear
  • The active NDA opens and matches the approved text
  • Identified access is active when watermarking is expected
  • A controlled PDF download shows the intended watermark

Troubleshooting and next steps

A file upload fails.

Likely cause: The file may exceed the limit, use an unsupported type, or encounter a transient upload error.

  1. Check type and size against the current upload label.
  2. Retry one file at a time from the approved source.
The original PDF signature area is blank.

Likely cause: No fields were placed before that visitor signed, so the signature appears on the final certificate page.

  1. Download the complete signed NDA and review its final page.
  2. Place and save signature fields for future visitors.
  3. Do not change an existing signed document to make it look like a different signing event.
The PDF has no recipient watermark.

Likely cause: The room may use Free Access, watermarking may be off, or the tested file may not be a PDF.

  1. Choose an identified access tier.
  2. Enable watermarking.
  3. Retest a PDF as an identified visitor.

Final verification

  • Controlled visitor signing and room approval queue: The signature appears in the placed field and the certificate remains at the end. Manual approval still holds access until the broker decides.
  • Room detail > Settings: Watermark controls and intensity become active.
  • Room detail > Settings: The selected intensity displays as active.
  • Public Deal Room: The delivered PDF includes the expected recipient information, time, and trace identifier.
  • No blocking warning, failed status, or unresolved validation message remains in the completed workflow.

Related tasks

Create a Deal Room and choose accessReview prospects, approvals, and activityConfigure NDA and access defaults

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