Best practices
Room Setup
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Plan Folder Structure: Organise folders by deal phase (e.g., Legal, Financial, HR) before uploading.
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Use Consistent Naming Conventions: Avoid duplicates and unclear names (e.g., don’t use ‘final_final_v2’).
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Upload Before Applying Permissions: Upload files first, then apply permissions; never the other way around.
User Management
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Create User Groups: Set up teams (Buyers, Sellers, Advisors) before inviting individual users.
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Limit Admin Roles: Assign ‘Full Admin’ access only to trusted team members.
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Review Inactive Users: Check weekly for inactive users and disable access when their participation ends.
Permissions & Security
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Use Group-Based Permissions: Apply permissions to groups rather than individuals.
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Verify in Preview Mode: Always review permissions in ‘View As’ mode before publishing.
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Restrict Sensitive Folders: Apply ‘View Only’ or ‘No Print’ permissions to sensitive folders.
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Schedule Audits: Conduct periodic permission audits to maintain data integrity.
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Check Permissions Before Publishing Changes: Always check permissions after moving or re-ordering folders or documents, and before publishing changes in the session.
Reporting & Analytics
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Review Activity Reports: Check reports weekly to identify engaged bidders and track participation.
Q&A Management
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Assign Internal Coordinators: Designate internal reviewers before enabling Q&A for external users.
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Keep Questions Concise: Write short, clear questions and tag relevant folders.
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Close Q&A Before Signing: End Q&A at least 24 hours before deal signing.
System & Browser
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Use Recommended Browsers: Use Chrome or Edge for best performance, and disable pop-up blockers for NXT.
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Allow Sterling URLs: Ensure corporate antivirus or firewalls permit access to all Sterling URLs.