The best software for data rooms is user-friendly and does not require an extensive learning curve. This is particularly important for teams that are data room software project-oriented and businesses that want to spend their time achieving the intended outcome of a deal or transaction, instead of learning the latest tool. Many vendors offer checklists, templates and playbooks to help users organize and work effectively. Some providers provide advanced features, like iDeals Sync, which allows seamless integration with corporate storage systems. Advanced search filters and tags along with optical character recognition tools aid users locate any document in a the space of a few seconds. Other features include automatic indexing, dynamic watermarks that appear on each uploaded document after it has been viewed, printed or downloaded, as well as activity reports, which reveal who accessed the documents for how long.

The virtual data room, iDeals, offers several security options that protect private information. These include two-factor authentication, customizable NDAs and bulk user invitation options. It also allows users to cut out images or text from a document, and restrict access to a document based on IP addresses and time.

Q&A reporting enables administrators to view and print all questions and answers as well as any comments received by experts during the course of a project or deal. They can easily transfer the answers to experts from other departments and modify the workflow. Data can be exported to Excel for convenience.