Relay
Share a dataroom with customers, suppliers or auditors who have no AITEZA account.
On this page
Relay shares a dataroom with external guests, for example customers, suppliers or auditors, without giving them an AITEZA account. Guests sign in with a code sent to their email address. Depending on your settings, they can read and download the shared documents, ask questions about them in a chat and upload their own files. When something changes on one side, the other side can be notified by email.
Relay is an add-on. To share a dataroom you need the Relay role (see Personal Settings) and editor or owner access to the dataroom. If your organization does not have the add-on, the Relay button shows Unlock Relay instead.
Set Up a Relay
Open the dataroom and select Relay in its header. The Relay dialog has these tabs:
- Settings: contact person, access period and permissions.
- Users: the guests and their access requests. A dot on the tab means that requests are waiting for your approval.
- Prompts: suggested questions for the guests. Only shown when AI features are on.
- Notifications: who in your team is emailed when guests upload documents (see Notifications).
A dataroom shared through an active Relay shows the badge External access. It cannot be deleted while the Relay is active.
You can save defaults for the Relay dialog, such as the contact person, the duration and the model, so that it is already filled in when you set up a Relay (see Your Relays at a Glance).
Settings
| Setting | What it does |
|---|---|
| Name, Email, Phone | The contact person guests see. Access requests from guests go to this email address, or to the owner of the Relay if it is empty. The phone number is optional. |
| Company name | Guests see your changes under this name instead of the name of the person who made them. If it is empty, the name of your organization is used. |
| Email language | Deutsch, English or Polski. Guests receive the invitation, the access code and the notifications in this language. |
| End date | Required. After this date, access is switched off automatically. 14 days later the Relay, its shares and its usage data are deleted. |
| Welcome message | A text of up to 500 characters that appears in the invitation email. |
| AI features (chat, suggested prompts, AI search) | When off, guests can only browse, download and upload documents. |
Under Advanced settings:
| Setting | What it does |
|---|---|
| Include sub-datarooms | Guests also see the sub-datarooms and folders of the shared dataroom. |
| Allow uploads | Guests can upload files. |
| Allow downloads | Guests can download files. Guests also need this to see the list of changes and to receive change emails. |
| Allow guests to request access for other people | Guests can ask for access for colleagues. You always decide whether they get it. |
| Show chat history | Guests can open their earlier conversations. AI features only. |
| Messages per day | How many AI questions each guest can ask per day. Empty means the default of 50, and 0 switches the chat off for guests. AI features only. |
| Model | The AI model that answers the guests. You can choose from the models your organization allows for Relay (see Organization Relay settings) and, if allowed, Auto, which picks a suitable model for each question. AI features only. |
Invite Guests
On the Users tab, enter the guest’s email address and select Add. This creates a personal link, but does not send an email yet. In the guest’s row you can:
- send the invitation by email with the envelope icon, or send it again later,
- Copy link to send the personal link yourself,
- Remove invitation to take away the guest’s access.
Each row also shows how much the guest has used the Relay: messages, downloads and files. If a guest needs more messages today, you can raise their limit with Increase message limit.
Access Requests
If Allow guests to request access for other people is on, guests can ask for access for someone else, with an optional reason. The contact person receives an email. On the Users tab the request shows Pending approval and who asked for it.
- Approve sends the invitation email to the new person.
- Deny rejects the request. The person who asked is not notified.
Each guest can send up to 5 requests.
What Guests See
Guests open their personal link, enter their email address and select Send code. They receive a 6-digit code by email that is valid for 10 minutes. After 5 wrong codes, sign-in is locked for 15 minutes. A sign-in lasts 30 days, unless the guest selects End session.
Guests then work with three areas:
- Documents: read the shared documents and download single files, a selection or everything, if downloads are allowed.
- Conversations: ask questions about the shared documents, if AI features are on. The AI only reads the shared documents and cannot change anything. It can create Word, Excel and PowerPoint files for the guest to download. These files are not stored in your dataroom.
- Uploads: upload files and organize them in folders, if uploads are allowed.
If the Relay was deactivated or has ended, the link shows “This link is no longer active”.
Uploads from Guests
Guest uploads land in the sub-dataroom External Uploads of the shared dataroom. Every file is checked for malware, and executable files and scripts are not accepted.
Uploaded files are marked Review pending. They are not processed, and are not used by the AI or the search, until someone in your team selects Review and process now. After that, the guest can no longer delete or move the file.
Guests cannot replace a file. If they upload a new version, it is stored as a new file.
| Limit | Value |
|---|---|
| Size of a single file | 10 GB |
| Files per guest | 1,000 |
| Storage per guest | 100 GB |
| Storage per Relay | 100 GB |
| Folders | 100 per Relay, up to 3 levels deep |
See What Has Changed
Guests: when a guest signs in and something is new, the Changes dialog opens on its own. It lists what your company added, updated, moved or removed since the guest’s last visit. Mark as seen clears the list until something new comes in; Later just closes the dialog. The History tab lists all changes.
Your team: every dataroom has a Changes button in its header. Its New tab lists what others changed since you last looked. Changes made by guests are marked “(external)”. AITEZA never opens this list on its own.
Notifications
Relay can email both sides about the other side’s changes:
- Guests are notified when your company adds or changes shared documents.
- Your team is notified when guests upload documents. The email links to the uploaded files.
| How often | When an email is sent |
|---|---|
| No emails | Never. New items are still listed under Changes. |
| Right away | Shortly after a change, at most one email every 10 minutes. |
| Daily | Once a day at the chosen Time, default 08:00. |
| Weekly | Once a week on the chosen Day of the week and Time. |
An email is only sent if something changed since the last email or since the person last selected Mark as seen. It lists up to 20 changes. The time is your local time, taken from your browser, and stays the same when the clocks change.
Who Is Notified
- Guests receive no emails until they switch them on themselves.
- The person who created the Relay is notified right away about guest uploads.
- Other members of the dataroom are notified only if they switch it on, or if someone who manages the Relay switches it on for them.
Only current members of the dataroom are notified. Anyone who loses access to the dataroom or leaves the organization stops receiving emails, including the creator of the Relay.
Set Up Notifications
Guests select Notifications in the sidebar, next to Changes, choose how often and save.
People who manage the Relay open the Notifications tab of the Relay dialog. It lists the members of the dataroom. Select Change next to a person, choose how often and select Save.
Your own notifications for all your Relays can also be set in one place, under Settings › Relay (see Your Relays at a Glance).
Anyone, guests included, can also ask in the chat, for example “Notify me every day at 8 in the morning about new documents in this Relay”. AITEZA then shows a form below its answer, filled in with what you asked for. Check it, choose the Relay if you belong to several, and select Save. Nothing changes until you save.
Unsubscribe
Every email has a link to unsubscribe. It works without signing in and switches the emails off. They can be switched on again under Notifications at any time.
Your Relays at a Glance
The My Relays page under Settings › Relay shows everything you share yourself, without opening each dataroom. It is shown if you have the Relay role and your organization has the add-on. The page has two tabs:
- Shares: your Relays with the dataroom, guests, Emails to you and the day the share expires. A filter separates active from ended shares. Select the name to open the dataroom; Change sets how often you get emails about this Relay (see Notifications).
- Defaults: what your next share starts with.
The Defaults fill in the Relay dialog when you set up a Relay, so you do not have to enter the same things every time: contact person, company name, email language, duration in days, welcome message, AI features, model, messages per day, and uploads, downloads, chat history and access requests. You can still change every field when you set up a Relay; empty fields keep the usual value. A default model that is no longer allowed for Relay is not used.
Reset all defaults makes new shares start with the usual values again. Existing shares stay as they are.
Deactivate, Reactivate or Reset
- Deactivate stops access for all guests at once. Activate gives them access again.
- Reset deletes the Relay with all invitations and links for good. It cannot be undone.
Organization admins see all Relays of the organization under Relay and can end them there. A group admin with the External sharing area can do the same for the Relays of their group (see Admin Rights and Group Admins).
