How to set default permissions for new data room documents?

In active data rooms with frequent uploads, the moment a new file lands matters. Default permissions for new documents let you choose what happens automatically, so files are never accidentally exposed or accidentally hidden from the people who need them.

Default permissions are available on the Data Rooms plan and above.

The three default strategies

You can choose one of three strategies per data room (and override per folder if needed):

Strategy	What happens when you add a new document
Inherit from parent folder	New items get the permissions of the folder they're added to
Ask every time	Papermark opens a permissions modal so you decide on the spot
Hidden by default	New items start with no access until you explicitly grant permissions

This is closely related to data room upload visibility, which controls who sees new uploads. The default permissions strategy is the underlying mechanism that powers upload visibility.

When to use each strategy

Inherit from parent folder

Best for most data rooms. If you've already set up granular permissions on folders (financials for investors, technical docs for the diligence team), new uploads slot into the right access bucket automatically.

• Predictable behavior
• No prompts that interrupt your upload flow
• Works well when folder structure already reflects audience tiers

Ask every time

Best when every upload is unique and you want to be deliberate about who sees what.

• Modal opens after each upload to set permissions
• Slower for bulk uploads, but maximum control
• Good for legal data rooms where each document may have different audience rules

Hidden by default

Safest option. Every new upload is invisible to all visitors until you grant access.

• Zero risk of accidental exposure
• Requires manual permission grants after upload
• Recommended for sensitive deals or staged document releases

Step-by-step: set the default strategy

1. Log into Papermark and open your data room.
2. Click Settings, then Permissions.
3. Find Default permissions for new documents.
4. Pick one of the three strategies.
5. Save your changes.

The new default applies from the next upload onward. Existing documents keep their current permissions.

Configure default permissions

Override the default per folder

If you want different defaults inside different parts of the data room (for example, "ask every time" for the legal folder but "inherit" elsewhere):

1. Open the folder inside your data room.
2. Click the three-dot menu next to the folder name.
3. Choose Folder settings.
4. Pick the default strategy for documents uploaded into this folder.

Subfolders inherit the parent folder's setting unless you change it explicitly.

How it interacts with other permission settings

Default permissions are the starting point for new uploads. After that, you can:

• Change a document's permissions manually via the document's Permissions menu
• Use granular file permissions to fine-tune per user or per group
• Use visitor groups to manage access for many users at once
• Combine with upload visibility for staged releases

Use cases

• Sell-side M&A: pick "inherit from parent" so financial documents land in the financials folder with the right buyer permissions automatically.
• Phased due diligence: pick "hidden by default" during early-stage diligence, then grant access folder-by-folder as buyers progress.
• Legal data rooms: pick "ask every time" so each document gets a deliberate permission decision.
• Investor reporting: pick "inherit from parent" so quarterly reports land in the right LP folder.

Frequently asked questions

Related guides

• How to control who sees new uploads in your data room
• How to set granular file permissions
• Groups and granular permissions in data rooms
• How to add documents to your data room

Need help? Contact support@papermark.com or use the in-app chat.