Outcome: a reviewed decision to send, wait, clarify, suppress, or route the next action after identified data-room activity.
Data-room engagement is context, not intent. A page view, document preview, download, form submission, or long session does not prove interest, understanding, authority, diligence progress, or a commitment to invest. Use this workflow to combine a supported event with the actual relationship before preparing follow-up.
Anonymous public visits remain anonymous. Do not guess who visited based on timing, location, company, or other circumstantial signals.
Inputs
- A supported identified Share Page or document event
- The page and material the person was authorized to access
- The contact and company record
- Recent meetings, messages, requests, and commitments available to the reviewer
- Current fundraising stage and relationship owner
- Communication preferences, opt-outs, and sharing boundaries
- A named person accountable for the decision
The six-part evidence check
| Check | Question | Stop condition |
|---|---|---|
| Identity | Is the activity associated with a verified contact? | Anonymous or ambiguous identity |
| Source | What supported event actually occurred? | Missing event source or unsupported inference |
| Context | Did the person request or expect this material? | No clear reason for access |
| Relationship | What was discussed or promised most recently? | Stale or contradictory record |
| Permission | Is follow-up appropriate and allowed? | Opt-out, do-not-contact request, or unclear ownership |
| Next action | What smallest action resolves a real open question? | Generic “saw you viewed” outreach with no useful purpose |
Run the workflow
1. Confirm the event
Record the event type, page or document, identified visitor, timestamp, and source. For supported Share Pages, available context may include total session time, document previews or downloads, and form submissions.
Do not convert a duration into a sentiment score. A browser can remain open. A download can be for internal routing. A form contains user-supplied information and may require verification.
2. Confirm intended access
Check that the page and files were meant for this person or audience. Email verification confirms control of an email address, not a job title, mandate, or right to receive every document. If access looks unexpected, route the issue to the room owner before responding.
3. Reconstruct the relationship context
Review the most recent meeting, message, explicit document request, open question, promised material, and fundraising stage. The best next action usually responds to a real commitment or question, not to the analytics event itself.
Aurora can gather available CRM, inbox, calendar, task, document, and Share Page context through supported tools and connections. It can summarize the evidence and prepare a draft. Its output is limited by source access and may omit or misattribute context.
4. Choose one decision
| Decision | Use when | Example |
|---|---|---|
| Send | The visitor is identified, follow-up is appropriate, and a real open question or commitment can be advanced | Send the security answer the investor requested after they reviewed the architecture material |
| Wait | The activity adds no actionable information or the agreed timing has not arrived | Investor downloaded the deck but asked for a week to review |
| Clarify | Identity, request, or material scope is uncertain | Ask the relationship owner whether the visitor belongs to the diligence team |
| Suppress | Contact is inappropriate, disallowed, repetitive, or contrary to preference | Do not contact after an opt-out or explicit no-follow-up request |
| Route | Another owner should handle the issue | Send a legal-document question to counsel or a security question to the technical owner |
5. Prepare the smallest useful action
If the decision is send, draft a message around the relationship context. Avoid language that feels like surveillance. “Here is the item we promised” is usually more useful than “we noticed you spent 11 minutes on page 14.”
A good draft names:
- the prior request or commitment;
- the approved answer or material;
- the responsible owner;
- one clear next step;
- any limitation or unresolved point.
6. Review before external communication
The relationship owner verifies the recipient, claim, file, access boundary, timing, and tone. Consequential external communication remains subject to the applicable confirmation and human-review behavior.
Identified engagement does not automatically send a follow-up. A separately configured Page-view automation may update CRM context or begin a configured workflow, but that configuration must define triggers, scope, stop conditions, permissions, and any required review.
7. Record the receipt
Save:
- event source and time;
- identity confidence and access check;
- relationship context reviewed;
- decision: send, wait, clarify, suppress, or route;
- human approver;
- message or task, if any;
- next review date;
- actual outcome when known.
Do not record “interested” unless the person actually expressed interest.
Aurora prompt
Review this identified Share Page event with the permitted contact, meeting, message, task, document, and fundraising context available to you. Cite the source for each fact. Separate the activity event from any interpretation. Recommend send, wait, clarify, suppress, or route, and explain the smallest next action that resolves a real open question. Do not infer intent, authority, sentiment, accreditation, or commitment. Prepare any draft for human review and do not send it.
Worked example
An investor who asked for cohort retention data opens an email-verified room and previews the approved retention analysis. The relationship record shows that the founder promised a short explanation of one segment and that the investor asked to reconnect after the partner meeting.
Aurora assembles the event, the meeting note, the open question, and the approved analysis. It recommends send and drafts a two-paragraph answer tied to the promised segment explanation. The founder verifies the data with the finance owner and sends the message after review.
Another person visits a public overview page anonymously for 14 minutes. The team records aggregate page activity but does not identify or contact the visitor.
Completion checks
- The event is supported and source-linked.
- The visitor is identified or explicitly left anonymous.
- Access was intended for the person or audience.
- The decision uses relationship context, not activity alone.
- Opt-outs and communication preferences were respected.
- A named owner approved any consequential action.
- The final record distinguishes prepared, approved, sent, delivered, replied, and completed states.
What this workflow does not replace
- Proof of investor intent, mandate, authority, or commitment
- Identity, accreditation, suitability, KYC, or AML verification
- Legal, privacy, or communications-compliance review
- Email-delivery evidence or recipient response
- A specialist VDR audit trail or security investigation
- Human judgment about timing, relevance, and relationship ownership
Next step
Connect the room to the broader raise with Finta for Fundraising Data Rooms, or use the general investor follow-up workflow when there is no data-room event.