The most effective data room software is simple to use and does not require an extensive learning curve. This feature is especially crucial in the case of teams or companies that want to focus their time on achieving the intended outcome of a deal or transaction rather than learning an unfamiliar tool. Many companies offer checklists, templates and playbooks to assist users organize and work effectively. Some even have advanced features like iDeals Sync to allow for seamless integration with corporate file storage systems. Advanced search filters, tags and optical character recognition tools make it simple to find any document within seconds. Other features include automatic indexing, dynamic watermarks which appear on each uploaded document when viewed, printed or downloaded, as well as activity reports that show who accessed what documents for how long.
The virtual data room, iDeals, offers a range of security measures to protect private information. These include two-factor authentication, customizable NDAs and bulk user invitation options. It also lets users redact text, image or particular areas of a file and allow document access restrictions based on time and IP addresses.
Q&A reporting permits administrators to look over all questions, comments and answers provided by experts throughout an agreement or project. They can easily assign the answers to other experts, and then modify the workflow. Data can be exported to Excel for convenience.