The most effective virtual data rooms should offer numerous features. Choose a user-friendly platform that doesn’t have a long learning curve and works on any operating system or device. It should offer 24/7 customer service and be available when you require it.

Datarooms need to have the drag and drop feature that lets them upload large files quickly and create an index in one click. They should also provide advanced search capabilities. They should have search tags, filters, labels and optical character recognition software to allow full-text searching across all documents. They should also be able to merge multiple files into one PDF file.

The ideal vendor of a virtual data space should have security features that will shield sensitive data from being viewed by unintentional eyes. iDeals, Citrix and Datasite are the top three vendors in this area with multi-factor authentication of users and a custom deal workflow mobile device management, and granular access permissions.

The datarooms of iDeals let administrators invite users individually or in bulk, configure sign-in security options and grant access rights including the capability to view and download secure PDFs as well as print. Administrators are able to manage the rights of users, and monitor changes using detailed audit logs. Furthermore, they can generate colored reports on the most popular activities to get a complete overview of group activity. These reports reveal the number and types of users as well as the type and number of documents accessed and permitted as well as the amount and type of Q&As.