Notion Data Room Setup

Data rooms are essential for businesses sharing sensitive information with stakeholders. While Notion offers an excellent platform for organizing data, combining it with Peony's security features creates a powerful, secure data room solution with professional branding. This comprehensive guide walks you through creating a data room in Notion and sharing it securely with a custom domain using Peony.

Quick Recap of Steps

Set up Notion workspace: Organize your data room structure in Notion
Populate your data room: Add relevant documents and information to your Notion pages
Create a Peony account: Sign up for Peony to enable secure sharing
Connect Notion to Peony: Link your Notion data room to Peony
Configure sharing settings: Set up security and access controls in Peony
Connect custom domain: Add a custom domain for your Peony link
Share your data room: Distribute the secure link to authorized parties
Track time and views: Monitor engagement and analytics for your data room

Creating Your Notion Data Room

1. Set up Notion workspace

Start by creating a new page in Notion to serve as your data room's homepage:

Open Notion and click "New page" in the sidebar
Name your page (e.g., "Company Data Room" or "Investor Data Room")
Use the "Add a block" menu to create sections for different categories of information
Consider using a database or table of contents for easy navigation

Pro tip: Structure your Notion data room with clear sections and hierarchies. This makes it easier for stakeholders to find information quickly.

2. Populate your data room

Organize your data into logical sections that make sense for your use case:

For fundraising data rooms:

Executive summary and pitch deck
Financial statements and projections
Product and technology documentation
Team information and bios
Market research and competitive analysis
Legal documents and cap table

For M&A data rooms:

Financial documents
Legal agreements and contracts
Company policies and procedures
Product information and IP
Customer and vendor contracts
HR and employee information

For client data rooms:

Project deliverables
Contracts and agreements
Reports and analytics
Communication logs
Resource library

Use Notion's features like tables, databases, linked pages, and embedded files to structure your information effectively. Notion's flexibility allows you to create a custom data room that fits your exact needs.

Sharing Your Notion Data Room with Peony

Now that your Notion data room is set up, let's explore how Peony enhances its security, analytics, and professional presentation.

3. Create a Peony account

Visit Peony's website and sign up for an account
Complete the registration process (takes less than 2 minutes)
Verify your email address

Peony offers a generous free plan with core features, making it accessible for startups and small teams.

4. Connect Notion Data Room to Peony

In Peony, navigate to the dashboard
Click on "Add New Document"
Choose "Connect Notion" and follow the prompts to link your Notion workspace
Grant Peony permission to access your Notion pages
Select the page that serves as your data room's homepage

All pages under the core data room page will be automatically included and accessible through Peony's secure interface.

Notion Connection to Peony

Important: Only the pages you explicitly select and their sub-pages will be accessible through the Peony link. Your other Notion pages remain completely private.

5. Configure sharing settings (Password, Email verification, Timeline)

Peony offers robust link settings to secure your data room:

In your Peony dashboard, find your connected Notion data room
Click on "Create New Link" to generate a shareable URL

Configure the link settings to control access:

Security settings:

Set a custom link name for easy identification
Enable "Require email to view" for visitor tracking and verification
Set an expiration date for time-limited access
Enable password protection for an additional layer of security
Allow or restrict document downloading
Add email domains whitelist (only allow specific domains)

Advanced features:

Enable watermarking to protect against unauthorized sharing
Set up email notifications for when someone views your data room
Configure access permissions (view-only vs. download)
Add NDA requirement before access

Protect your Notion Data Room

6. Connect custom domain

Adding a custom domain makes your data room link look professional and trustworthy. Instead of sharing a generic link, you can use your own branded domain.

Steps to connect custom domain:

Type in the custom domain you want to use for this particular link
Remember: it must be a domain you own and have control over
Add the desired domain in Peony's custom domain settings

Custom Domain Setup

DNS Configuration:

After adding your domain in Peony, you'll need to configure DNS records:

Log into your domain registrar (GoDaddy, Namecheap, Cloudflare, etc.)
Add the CNAME or A record provided by Peony
Wait for DNS propagation (usually 5-60 minutes)
Verify the connection in Peony

Example custom domains:

investors.yourcompany.com
dataroom.yourcompany.com
secure.yourcompany.com
docs.yourcompany.com

Custom domains significantly improve trust and brand recognition. Investors and stakeholders are more likely to engage with a professionally branded link.

Domain Configuration

7. Share your data room

Once everything is configured:

Copy the generated Peony link (with your custom domain)
Share this link with authorized parties via secure channels (email, LinkedIn, etc.)
If you've set a password, communicate it separately through a secure method (phone call, separate email, encrypted message)

Best practices for sharing:

Send personalized emails explaining what the data room contains
Provide clear instructions on how to access (especially if password-protected)
Set expectations for response time
Include a contact person for questions
Consider creating different links for different stakeholders with varied permissions

8. Track time and views in Notion Data Room

Notion Data Room Analytics

Peony provides detailed analytics on your data room usage:

In your Peony dashboard, navigate to the analytics section to view metrics such as:

Engagement metrics:

Number of views (total and unique)
Time spent on each page
Pages viewed and skipped
Return visits (indicates high interest)
Geographic location of viewers

Visitor information:

Email addresses (if email collection is enabled)
View timestamps
Device and browser information
Engagement score (AI-powered)

Actionable insights:

Which sections get the most attention
Which pages are skipped (may need improvement)
Best times to follow up (right after they view)
Level of interest based on time spent
Multiple stakeholder involvement

Using analytics for better outcomes:

For fundraising:

Follow up immediately after investors spend significant time reviewing
Focus conversations on sections they viewed longest
Address concerns about skipped sections
Identify the most engaged investors to prioritize

For sales:

Time your follow-up calls when prospects are actively viewing
Customize your pitch based on which sections resonated
Identify buying committee members by tracking multiple viewers
Score leads based on engagement depth

For M&A:

Track diligence progress by monitoring page views
Identify areas requiring additional documentation
Gauge buyer interest level by engagement metrics
Coordinate with your team based on viewer activity

Benefits of Using Peony for Your Notion Data Room

Peony significantly enhances the functionality and security of your Notion data room:

Enhanced Security

Password protection keeps sensitive information safe
Customizable access controls for different stakeholder groups
Email verification ensures only intended recipients access data
Expiration dates for time-limited access
Watermarking to discourage unauthorized sharing
Screenshot protection (available on premium plans)

Detailed Analytics

Track who views your documents and how they interact with them
Understand which sections receive the most attention
Identify the most engaged stakeholders
Perfect your timing for follow-ups
Gain valuable insights for improving your materials

Customizable Sharing

Set expiration dates for temporary access
Require emails to track visitors
Control download permissions for each link
Create multiple links with different permissions
White-label with your own branding

Seamless Integration

Your Notion content remains editable
Peony handles secure sharing and tracking
Updates to Notion pages automatically reflect in shared links
No need to export or convert documents
Maintain your existing Notion workflow

Professional Presentation

Peony provides a clean, branded interface for your data room
Custom domains enhance your company's image
Professional appearance builds trust with stakeholders
Mobile-responsive design works on all devices
Fast loading and smooth navigation

Version Control

Updates to your Notion pages are automatically reflected in the shared link
Viewers always see the latest information
No need to send new links for updates
Track when changes are viewed
Maintain a single source of truth

Compliance Support

Features like access logs help maintain compliance with data protection regulations
Controlled sharing ensures proper data governance
Audit trails for regulatory requirements
GDPR and CCPA compliant

Simplified Collaboration

Share complex data structures easily
No need to grant direct access to your Notion workspace
Maintain control over your Notion organization
Collaborate internally while sharing externally
Different access levels for different stakeholders

Frequently Asked Questions

Can I update my Notion data room after sharing it through Peony?

Yes! One of the biggest advantages of connecting Notion to Peony is that any updates you make to your Notion pages are automatically reflected in the shared link. You don't need to create a new link or re-share anything. Just update your Notion content, and viewers will see the changes immediately when they access the data room.

How secure is the connection between Notion and Peony?

The connection between Notion and Peony is very secure. Peony uses OAuth authentication to connect to Notion, which means your Notion credentials are never shared. Peony only accesses the specific pages you authorize, and all data transmission is encrypted using industry-standard SSL/TLS protocols. Additionally, Peony provides enterprise-grade security and complies with GDPR and CCPA regulations.

Can I create multiple data rooms with different access levels?

Absolutely! You can create multiple Peony links for the same Notion data room with different settings. For example:

One link for investors with full access and analytics tracking
Another link for advisors with limited sections and shorter expiration
A third link for potential hires with only relevant information

Each link can have its own password, expiration date, email requirements, and access permissions.

Is it possible to revoke access to the data room after sharing?

Yes, you can revoke access at any time. Simply go to your Peony dashboard, find the link you want to disable, and deactivate it. Once deactivated, anyone trying to access that link will be denied. You can also change passwords, update expiration dates, or modify other settings without creating a new link.

Do I need a paid Notion plan to use this with Peony?

No, Peony works with all Notion plans, including the free plan. However, if you want to share private Notion pages, you'll need to ensure those pages are accessible via Notion's sharing settings before connecting them to Peony.

Can I use Peony without a custom domain?

Yes! Custom domains are optional. Peony provides you with a secure peony.ink subdomain link that works perfectly well. Custom domains are a premium feature that adds branding and professionalism, but they're not required to use Peony's core functionality.

Will viewers need a Notion account to access my data room?

No, viewers don't need a Notion account to access your data room through Peony. Peony creates a clean, standalone interface that doesn't require any Notion login. This makes it much easier to share with external stakeholders like investors, clients, or partners who may not use Notion.

Conclusion

Creating a data room in Notion and sharing it through Peony combines the organizational power of Notion with enterprise-grade security and analytics capabilities. This solution offers a flexible, secure, and professional way to share sensitive information with stakeholders, clients, or team members.

By following this guide, you can create a robust data room that not only organizes your information effectively but also provides you with control and insights into how that information is accessed and used.

Whether you're fundraising, conducting M&A due diligence, managing client relationships, or collaborating on sensitive projects, the Notion + Peony combination gives you the tools you need to share information securely and professionally.

Ready to create your secure Notion data room? Get started with Peony today

Create Your Data Room

How to Create a Notion Data Room and Share it with Custom Domain (Step-by-Step Guide 2025)