Data Rooms

What a room is¶

A data room is a named bundle of data items you hand over as one thing.

Against the usual handover — six files, three emails, two of them a version behind — a room gives you three things:

• One bundle, added to and removed from in one place, so everyone with access sees the same set.
• Pinned versions, so what you handed over in March still says what March said.
• An audit trail: opens and downloads are recorded against the recipient, and the owner reads the history.

Your rooms are at /data/rooms.

Creating one¶

New room asks for a title and a URL and lets you tick the items to include. Both can change afterwards, and items can be added or removed while the room is active. You can only bundle an item you can open yourself: a room never widens access to its contents.

A room can belong to an organization rather than to you, if you hold a role there that can share. How many rooms you may create, and how many items one may bundle, are plan settings — see Plans and limits.

Items and versions¶

Every item carries a pin, shown on the room's page as Pinned version or Latest:

• A pinned version is fixed. The owner can upload ten more versions and the room keeps serving the one you chose.
• Latest follows the newest clean version at the moment someone reads it — latest safe, not latest uploaded.

Pin before a handover; follow the latest for a room your own team works out of.

Roles¶

Three roles, and only two of them are granted.

Role	Can
Manager	Everything: edit the room, curate items, mint and revoke links, grant groups, archive, delete, read the access log
Collaborator	Open the room, download its items, and curate the item list while the room is active
Viewer	Open the room and download its items

Manager is not granted, it is inferred. You manage a room you own; on an organization's room, you manage it if your role there can share. There is no way to add a second manager to a personal room.

Viewer and collaborator come from a group grant. A collaborator's entire write surface is the item list — anything else is refused. Neither role can mint a link, rename, archive or manage grants.

Sharing a room¶

With a group¶

Attach one of your groups and pick viewer or collaborator. Everyone in it gets that role, and membership stays in the group: remove someone there and they are out of every room it was granted.

You must run the group as well as manage the room — a manager cannot pull in a group they have no part in. Granting the same group again changes its role rather than adding a second one. Members open the room signed in, and their downloads are logged under their username.

With a share link¶

For a recipient with no account and no group. A room link carries an access scope (view only, or download), an expiry, an optional cap on uses and an optional sign-in requirement. Every link the room has minted is listed with its state, and any can be revoked.

Using a room¶

On a map¶

A map can be built on one data room. Attach it and every item becomes a layer, pinned at the room's version. Sync reconciles the two: it adds items that joined, moves layers whose pin changed, and reports layers whose item left — dropping those is your call, not the sync's. Detaching leaves the layers; they were always copies, and simply stop following the room.

In the workspace¶

In Hyz Workspace, Browse Haiyz ▸ Data rooms lists the rooms you manage and those shared with you. Picking one loads every item in it as a layer, each with its own provenance.

In the Catalog¶

A manager can publish a room to the Catalog, where anyone can copy it. Use creates a new room owned by the copier over the same items — but only the ones they can already read; the rest are skipped and reported. A copy never grants what the room did not, and your original is untouched.

A room of services¶

Every item in a room can carry a service — the published layer you made with Make a service. When every item has one, the room is a service room, and the three products take it whole:

• Maps — attach the room and each unpinned item is added as a live layer, so the map is a service map (a dashboard can be built on it). A pinned item stays the copy that pinning means.
• Dashboards — in Create with Hyz AI, pick a room under Data rooms and every item with a service becomes a source.
• Hyz Field — on a campaign, choose From a data room to narrow the target layer to the room's editable services.

Room roles still decide who may open the room; each product checks the item itself when it is used.

Archiving and deleting¶

Archive takes a finished room out of the default list without losing it. It becomes a manager's view: a grant reaches only an active room, so archiving ends everyone else's access silently. Reactivate gives it back.

Delete removes the room, its access log and its share links. The data items are untouched — they were referenced, never held.

Good to know¶

• A room holds references, not files. Removing an item deletes nothing, and deleting the room deletes nothing either.
• "Latest" moves under your reader. If the point of the handover is that the numbers do not change, pin the version.
• Archiving is a quiet revocation. Nobody is told; they simply stop being able to open it. Say so before archiving a room a client works from.
• The access log dies with the room. Read it before you delete, if you need the record of who took what.