Outcome
You will update one room setting at a time, preserve its activity history, and archive the room when protected access should end.
Navigation path
Deal Rooms > Open room > Settings
Access
Room maintenance requires owner or permitted editor access.
On this page
What you will accomplish
Goals
- Change room settings deliberately
- Retest visitor access after material changes
- Archive completed rooms without erasing history
Safe room change
Material access changes require a new external-viewer test.
Record current state
Change one setting
Test as visitor
Communicate impact
- Record current stateChange one setting
- Change one settingTest as visitor
- Test as visitorCommunicate impact
Before you start
Data, sources, and access to prepare
- An existing room
- Authority for the requested setting or status change
Prepare these details
- Record current access tier, NDA source, room status, watermark state, and notification settings
- Identify active approved prospects
- Decide whether the room remains active or should be archived
Complete the task
- 1
Open room settings
Deal Rooms > room detail
Scroll to Settings.
Expected result: The current access gate, status, notifications, watermark, and NDA controls appear.
If this does not happen: Confirm owner permission if settings are read-only.
- 2
Change one setting
Room detail > Settings
Change the single approved setting.
Expected result: The control reflects the new saved value.
If this does not happen: Restore the prior value if the save reports an error.
- 3
Review affected prospects
Room detail > Prospects
Inspect the current access states after an access-policy change.
Expected result: You understand which people retain, lose, or need new access.
If this does not happen: Revoke a specific person explicitly when the policy requires it.
- 4
Test the visitor path
Public Deal Room
Open the room in a private window.
Expected result: The current gate and content match the saved settings.
If this does not happen: Use a new controlled identity when prior access bypasses the gate.
- 5
Set the room status
Room detail > Settings > Status
Select Active or Archived.
Expected result: The room shows the selected status.
If this does not happen: Use Active only when the room should continue serving protected content.
- 6
Verify the owner archive
Deal Rooms
Open the archived room from the owner workspace.
Expected result: The owner can still review the retained room history.
If this does not happen: Refresh after the status save before concluding that the archive failed.
- 7
Verify the visitor archive
Public Deal Room URL
Open the archived room in a signed-out browser.
Expected result: Visitor behavior matches the archived state.
If this does not happen: Recheck the saved Status when the public response is still active.
Change-impact reference
| Change | Retest |
|---|---|
| Access tier | Full external gate, CRM identity, approvals, and watermark eligibility |
| NDA source | Agreement display, signature, and executed copy |
| Watermark | One identified PDF download |
| File set | Visitor file list and one representative download |
| Status to Archived | Owner history and external visitor behavior |
Verify before you finish
- Only the intended setting changed
- Affected prospects were reviewed
- The visitor path was retested
- Archived rooms preserve owner history
- No confidential file remains available outside the approved policy
Troubleshooting and next steps
A changed setting appears to revert.
Likely cause: The save may have failed or a stale page may show the prior state.
- Read the save or toast result.
- Reload the room before repeating the change.
An archived room still appears to an owner.
Likely cause: Archive preserves management and history rather than deleting the record.
- Confirm the status badge is Archived.
- Test the separate external visitor URL.
Final verification
- Public Deal Room: The current gate and content match the saved settings.
- Room detail > Settings > Status: The room shows the selected status.
- Deal Rooms: The owner can still review the retained room history.
- Public Deal Room URL: Visitor behavior matches the archived state.
- No blocking warning, failed status, or unresolved validation message remains in the completed workflow.