Outcome
You will make traceable approval decisions and interpret room views, OM activity, and downloads without overstating engagement.
Navigation path
Deal Rooms > Open room > Prospects and Activity
Access
Prospect identity and per-person activity require Email or NDA access. Approval actions require room permission.
On this page
What you will accomplish
Goals
- Review pending identities and agreement state
- Approve, reject, or revoke intentionally
- Create the correct CRM next action
Prospect review loop
Access evidence informs follow-up, but no single event proves intent.
Verified identity
Gate or NDA result
Approval decision
Views and downloads
CRM next action
- Verified identityGate or NDA result
- Gate or NDA resultApproval decision
- Approval decisionViews and downloads
- Views and downloadsCRM next action
Before you start
Data, sources, and access to prepare
- An identified-access Deal Room
- A documented approval policy
- At least one controlled test or prospect event
Prepare these details
- Define approval criteria and owner
- Know the difference between pending, approved, rejected, and revoked
- Decide which activity warrants a CRM task or deal
Complete the task
- 1
Open the prospect list
Room detail > Prospects
Select the prospect or signer area.
Expected result: Identified visitors and access states appear.
If this does not happen: Confirm the room uses identified access if the list is empty.
- 2
Inspect one identity
Prospect row
Open one prospect record.
Expected result: Name, email, verification, NDA, approval, and available activity context appear.
If this does not happen: Compare the email with CRM before treating a similar name as the same person.
- 3
Review the signed NDA
Room detail > Pending requests > Download signed NDA
Inspect the signature and final certificate in the downloaded NDA.
Expected result: Signed NDA evidence is separate from the decision to grant access. A pending request can already have a completed signature.
If this does not happen: For older custom PDFs without placed fields, the signature appears only on the added certificate page.
- 4
Approve one pending request
Prospect row
Select Approve for a request that meets the policy.
Expected result: The status changes and the visitor receives the supported access notification.
If this does not happen: Use Reject instead when the request does not meet policy.
- 5
Reject one pending request
Prospect row
Select Reject for a request that should not receive access.
Expected result: The request records a rejected state and the visitor is notified.
If this does not happen: Do not delete the person solely to hide the decision history.
- 6
Revoke existing access
Prospect row
Select Revoke when future protected access must end.
Expected result: The prospect loses future room access.
If this does not happen: Address already-downloaded material through the agreement and company policy.
- 7
Review one activity event
Room detail > Activity
Open or read one event row.
Expected result: The action type, time, person when identified, and file when applicable are clear.
If this does not happen: Do not infer a download from an OM view or a signature from an email gate.
- 8
Create the next action
CRM contact
Add one task, note, requirement, or deal appropriate to the event.
Expected result: The contact timeline has an owned next step.
If this does not happen: Use a note rather than a pipeline record when the activity is not yet qualified.
Activity interpretation
| Evidence | Confirms | Does not confirm |
|---|---|---|
| Verified email | Control of the submitted email path | Investment capacity or intent |
| Signed NDA | Completion of the displayed agreement ceremony | Approval when manual approval is required |
| OM view | The identified experience opened the OM | That every page was read |
| File download | The identified experience requested that file | That the recipient reviewed its contents |
| Approved access | The owner granted future protected access | That follow-up has occurred |
Verify before you finish
- Every pending request has an intentional state
- Rejections and revocations were applied to the correct person
- Activity is interpreted by event type
- CRM identity matches the room identity
- A useful next action has an owner and due date when warranted
Troubleshooting and next steps
Approve is unavailable.
Likely cause: The room may use auto-approval, the request may no longer be pending, or the user lacks permission.
- Confirm the room access tier.
- Refresh the prospect state.
- Ask the room owner to review the request.
Activity has no person attached.
Likely cause: Free Access can record aggregate room behavior without identifying a visitor.
- Use an identified tier for future per-person tracking.
- Do not assign anonymous history to a guessed CRM contact.
Final verification
- Prospect row: The request records a rejected state and the visitor is notified.
- Prospect row: The prospect loses future room access.
- Room detail > Activity: The action type, time, person when identified, and file when applicable are clear.
- CRM contact: The contact timeline has an owned next step.
- No blocking warning, failed status, or unresolved validation message remains in the completed workflow.