Users

What are Users in TrustShare?

Users are the individuals that you choose to invite into your compliance program. Invite users to your TrustShare so they can learn about your organization’s security and compliance processes. Here are some examples of external users and their typical use cases for TrustShare:

1. Prospects: People or organizations you are trying to do business with that require you to share information about your compliance and security program. They want to make sure you are a trustworthy company and can keep their data safe before deciding if they want to do business with you. Prospects will typically ask you for audit reports, policies, controls, and subprocessors. They may also ask for a recent pen test report.
2. Customers: People or organizations you currently do business with that want to keep up to date with your compliance and security program. They want to make sure you are continuously compliant and are keeping their data safe, especially around renewal time. Customers will typically ask you for audit reports, policies, controls, subprocessors, and any changes to these. They may also ask for incident response reports and a recent pen test report.
3. Investors: Firms that have either financially invested in or are considering investing in your organizations are considered investors. They want to make sure you are a trustworthy company and are keeping your customers’ data safe. In addition to proving you are secure, investors will want proof that your company is financially responsible and profitable. Investors will typically ask you to share confidential information about your organization’s finances and background checks with your executive team.

Inviting Users

For an external user to get access to your private TrustShare or TrustShare Data Room, you can either invite them or they can request access from your TrustShare page.

Here is a step-by-step guide to inviting a new user:

1. Go to your TrustShare Admin portal and click on the Invite New User button from any of the user pages.
2. Fill out the required information and select the documents you want to share. Click on Invite and Share when you’re done.
3. After you have sent your invitation, you can view this user and manage their invite on the ‘Invited Users’ page in the TrustShare Admin portal.
4. Once a user accepts the invitation, they will be able to login to your TrustShare page using credentials. You can view and manage this user’s access on the following TrustShare Admin portal pages: Active Users, and All Users.

Invited Users
This is a list of users you have invited to view your TrustShare.

Invitation Validity Period:
TrustShare invitations are valid for 7 days from the date they are sent.

Invited User Details:

1. User: Name and email of the user you have invited
2. Company: Company associated with your invited user
3. Invited: Date when you invited this user
4. Data Room: Names of the data rooms you have assigned them access to
5. Status: Invitations can have one of the following status
6. Invited: An invite has been successfully sent to this user’s email
7. Expiring Today: The invite sent to this user will expire that day unless you resend the invitation
8. Invitation Expired: The invitation sent to this user is no longer valid. If you would still like this user to have access to your TrustShare, you must select the Resend Invite action.
9. Actions:
   • Cancel Invite: By selecting this option, you are nullifying this user’s invitation to your TrustShare
   • Resend Invite: By selecting this option, you are sending this user a new invitation to your TrustShare

The following screenshot shows the invited user list.

Requesting Access

A step-by step guide for users to request access to your TrustShare:

1. An external user can go to your TrustShare page and click on the Request Access button on any of your pages.
2. After they have submitted their information from the Request Access form, you receive a notification (in-app, inbox, and Slack notifications are available in TrustCloud) of their request.
3. You can view any requests in your TrustShare Admin portal under Access Requests. You can select Approve Request and select the documents you would like to share, or you can select Deny Request.
4. If you approve an access request, you can view and manage access for that user on the following TrustShare Admin portal pages: Active Users or All Users
5. In your TrustShare, you can see details about Invited Users, Access Requests, Active Users, and All Users.

Access Requests
This is a list of users that have requested access to your TrustShare. Access Requests are valid for 7 days from the date they are sent.

Invitation Validity Period:
TrustShare Access Requests are valid for 7 days from the date they are sent.

Access Requests User Details:

1. User: Name and email of the user who would like access to your TrustShare
2. Company: Company associated with the user requesting access to your TrustShare
3. Requested: Date when this user requested access
4. Business Purpose: Reason why this user is requesting access to your TrustShare (free text)
5. Actions:
   
   1. Approve Request: By selecting this option, you can grant this user access to your TrustShare and will be prompted to select documents you want to share with this person
   2. Reject Request: By selecting this option, you can deny access to your TrustShare to this user. They will not be able to view or download any documents in the private TrustShare or TrustShare DataRoom. They may still be able to view your public TrustShare site.
   3. Remove Request: By selecting this option, you can delete this request from your Access Requests page in the TrustShare admin portal. You cannot go back and take action on this user unless they send a new access request.

The following screenshot shows the list of users who have requested access.

Active Users

It is a list of users that currently have access to your TrustShare. Active Users can access your TrustShare for 30 days.

1. User: Name and email of the user who currently has access to your TrustShare
2. Company: Company associated with the user who currently has access to your TrustShare
3. Joined: Date when this user first logged into to your TrustShare
4. Data Room: Names of Data Rooms they currently have access to
5. Actions:
   
   1. Edit User: Edit your user’s information (name, email, company website, business purpose)
   2. Manage Access: Update Data Room access for your user (i.e. add or remove access to existing Data Rooms)
   3. Revoke Access: Remove access for this user permanently
   4. See More Info: View all relevant information about your user and their access
      

The following screenshot shows the list of active users.

All Users

It is a list of all of your users in TrustShare.

All user details:

1. User: Name and email of the user
2. Company: Company associated with the user
3. Status: Status regarding users access
4. Active: User currently has access to your TrustShare
5. Account Expired: Account duration of this user has surpassed 30 days so they no longer have access to your TrustShare
6. Denied: Access for this user was not granted
7. Invitation Expired: Invite sent to this user has surpassed 7 days and is no longer valid
8. Expiring Today: Access for this user is due to expire on today’s date
9. Invited: This user has received an invitation to your TrustShare
10. Request Expired: The user’s access request has surpassed 7 days and therefore request is null
11. Joined: Date when this user first logged into to your TrustShare
12. Invited By: Name of the Internal User who invited this person
13. Actions:
    1.  Approve Request: By selecting this option, you can grant this user access to your TrustShare and will be prompted to select documents you want to share with this person
    2. Cancel Invite: By selecting this option, you can nullify this user’s invitation to your TrustShare
    3. Edit User: Edit your user’s information (name, email, company website, business purpose)
    4. Extend Access: Extend users’ access by another 30 days
    5. Manage Access: Update Data Room access for your user (i.e. add or remove access to existing Data Rooms)
    6. Reject Request: By selecting this option, you can deny access to your TrustShare to this user. They cannot view or download any documents in a private TrustShare or TrustShare DataRoom. They may still be able to view your public TrustShare site.
    7. Remove Request: By selecting this option, you can delete this request from your Access Requests page in TrustShare admin portal. You cannot go back and take action on this user unless they send a new access request.
    8. Resend Invite: By selecting this option, you can send this user a new invitation to your TrustShare
    9. Revoke Access: Remove access for this user permanently
    10. See More Info: View all relevant information about your user and their access

The following screenshot shows the list of all users.