The best data room software does not require a steep learning curve. This is especially important for teams or companies that want to focus their efforts on achieving the intended outcome of a deal or transaction rather than learning an unfamiliar tool. A lot of providers provide templates, checklists and playbooks to assist users efficiently and methodically. Some providers provide advanced features like iDeals Sync, which allows seamless integration with corporate storage systems. Advanced tags, search filters and optical character recognition tools allow users to locate any document within minutes. Other features that are common include automatic index numbering, dynamic watermarks that appear on top of each uploaded document when it is viewed or downloading and printing, as well as activity reports that detail who has accessed what documents for the length of time.

The virtual room of iDeals offers numerous security features that protect sensitive information, including two-factor authentication as well internet reputation companies as customizable NDAs. It also offers bulk invitations to users. It also allows users to cut out images or text from the document, as well as restrict document access based on IP addresses and times.

Q&A reporting lets administrators see all questions, comments and responses received by experts in the course of the project or deal. They can easily reassign the answers to other experts and alter the workflow. Data can be exported to Excel to facilitate data entry.