Managing Room Documents
Liferay DXP 2026.Q3+
Every Digital Sales Room has a Documents view for the files shared on a deal, such as proposals, contracts, and case studies. Buyers and colleagues reach the view from the room’s navigation menu. Each person’s role in the room sets whether they can add files or only read them.
You must activate the Digital Sales Room before opening a room’s Documents view. See Activating Digital Sales Room.
Opening a Room’s Documents View
Open the Documents view to read or download the files shared in a room.
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In the Rooms list, click Actions (
) → View on the room. See Managing Rooms. -
Click Documents in the room’s navigation menu.
The view lists the files in the room’s documents folder. When that folder is empty, the view reads “There are no documents or media files in this folder.”
To display selected documents on a room page, add the Document Gallery Block fragment to it. See Digital Sales Room Fragments.
Images added through other fragments are stored outside the room’s documents folder and don’t appear in the Documents view.
Document Permissions by Role
When you share a room, assign the role that matches the document access each person needs.
| Role | Document Access | Room Pages |
|---|---|---|
| Room Collaborator | Add documents to the room, and view and download existing ones. | Manage the room’s pages. |
| Content Contributor | Add documents to the room, and view and download existing ones. | View the room’s pages. |
| Viewer | View and download documents. | View the room’s pages. |
The New button appears only for Room Collaborators and Content Contributors, and neither can delete a document someone else uploaded. For each role’s full description, see Room Roles.
In an archived room, only instance administrators see the New button. Everyone else, including the owner of the room’s site, can view and search documents but can’t add them.