Granular Permissions
Decide who may access each room, folder, and file.
Manage viewing, printing, and downloading permissions according to each participant’s role and information needs.
Vault Rooms by Cool Life
FAST • INTUITIVE • SECURE
Control Confidential Documents Beyond the Inbox
Securely exchange sensitive files, control access by user, track document activity, and maintain an organized audit history in a purpose-built Virtual Data Room.
The Document-Control Gap
Emailing a confidential document can mean losing control of it.
Attachments can be forwarded, downloaded, stored, or viewed outside the process you intended. Shared drives may provide storage, but they do not always provide the permission depth, activity history, and organized external collaboration required for sensitive business information.
Vault Rooms replace scattered document exchange with a controlled environment where administrators determine access and maintain visibility into document activity.
Control Access. Track Activity. Keep the Record.
Bring confidential files, authorized participants, permissions, activity, and reporting into one clear document process.
Activity and Audit History
Maintain visibility into document and user activity.
Review access, downloads, timestamps, and room history from an organized reporting environment.
Controlled User Access
Keep participation aligned with the business process.
Create user groups, manage room access, and adjust permissions as a participant’s role or involvement changes.
Organized File Workflows
Keep documents structured and easier to manage.
Use rooms, folders, batch uploads, notifications, and archiving to support the way your team works.
Dynamic Watermarking
Reinforce accountability for sensitive documents.
Apply identifying information to protected documents when they are viewed or printed.
Professional External Sharing
Give authorized parties a structured experience.
Support clients, buyers, investors, advisors, and other participants without relying on email attachments.
Data Architecture
Shared SaaS Platform. Dedicated Database Per Client.
Cool Life provides one configurable SaaS application layer while assigning each client a dedicated operational database. This structure supports data separation and client-specific configuration without suggesting that each client operates a separately deployed application.
Vault Room files and protected activity remain within the controlled Vault Room environment and are not exposed through the Platform’s REST API, optional AI connections, or Public Views.
Control That Follows the Process
- Dedicated operational database for each client
- Granular user and group permissions
- Room, folder, and file-level access control
- Document activity and audit visibility
- Client-specific configuration
- Protected Vault Room boundaries
Share Confidentially or Publish Intentionally
Vault Rooms protect restricted documents. Public Views provide a separate way to publish only the information your organization intentionally approves for public access.
Protected Vault Room Content
Confidential files remain governed by Vault Room access and permission controls.
Approved Public Views
Present selected public-facing information without exposing protected Vault Room files or activity.
Clear Participant Experience
Give each audience an appropriate path to the information it is authorized to receive.
One Connected Platform
Manage protected document workflows and approved public content alongside customer records, projects, reporting, and the Deal Platform.
Start With Secure Document Control. Expand When You Are Ready.
Vault Rooms can solve the immediate need and connect with the Deal Platform and broader Cool Life Business Management Platform as your process grows.
Vault Rooms
Organize and exchange confidential files with controlled access and activity visibility.
Deal Platform
Connect opportunities, NDA status, Vault Room engagement, next actions, and transaction visibility.
Workflow and Projects
Coordinate tasks, responsibilities, milestones, follow-up, and operational handoffs.
Records, Marketing, and Reporting
Connect customer history, continued outreach, and reporting across activity, progress, and long-term relationships.
Need to establish a Vault Room quickly?
Tell us about your users, storage, security, and document-management requirements. We will review the right configuration, pricing, and launch path with you.
Vault Room pricing is separate from the consultative Business Management Platform offering.
Secure Documents Without Disconnecting the Process.
Begin with the document control you need now, with a connected Platform ready to support the broader relationship and workflow.
