Comments and Folder Status in the Data Room

Comments and Folder Status in the Data Room

Summary

The Comments and Folder Status feature helps administrators track document upload progress and communicate updates within the data room.

By assigning statuses and adding comments to folders, you can keep internal teams informed and let buyer groups know when documents are ready for review. This reduces the need for emails, messages, or phone calls requesting upload updates.

All folder comments and statuses can be monitored using the Data Room Index report, which provides a clear overview of upload progress across the data room.

How Folder Status Works

Folder statuses indicate the current stage of document uploads. They appear in both the document grid and the Data Room Index, making it easy to track progress.

Available folder statuses

There are four statuses available:

• No folder status – No status has been assigned yet.
• Not applicable – Used for folders that will remain empty.
• In progress – Documents are currently being uploaded.
• Done – All required documents have been uploaded.

Why use folder statuses?

Folder statuses help different users in different ways:

Internal teams

• Track which folders still require uploads
• Monitor overall data room preparation progress

Buyer groups

• See when documents are available for review
• Know when they can start submitting questions through the Q&A feature

How to Add a Comment to a Folder

Administrators can add comments to folders to provide updates or additional information.

Steps

1. Open the data room.
2. Navigate to the folder you want to update.
3. Add a comment and/or status to the folder.
4. Save the comment so it becomes visible to relevant users.

Comments are displayed alongside folder information and can also be tracked in the Data Room Index report.

Best Practices for Using Comments

Comments are useful for providing context or guiding users through the data room.

Consider using comments to:

• Explain delays in document uploads
• Share important information about folder contents
• Direct users to related documents or folders
• Provide instructions for reviewers

You can also use your folder structure to link and cross-reference related materials, helping users navigate the data room more efficiently.