ShareFile’s new Q&A section provides an outlet for both employees and client users within a VDR account to be able to ask and answer questions relating to information in specific folders. Using the Q&A forum, administrators on folders can create and answer their own questions, answer client questions, make questions public and notify client users about the answers to their questions. Finally, there is also an export option so that administrators can have a record of all questions asked during the period of that transaction. The “Folder Q&A” section can be found on the right-hand side underneath the “View Activity Log” option within the folders in your VDR account. If there are any questions about the new Q&A forum, please contact our Support team at support@sharefile.com.

ShareFile has robust reporting that can help your business save time, manage usage, and even help with Sarbanes-Oxley compliancy.

Once logged in, click on “Admin” in top right navigation bar, then click on “Reporting” in right navigation. This will take you to your Account Reporting Dashboard. You can see a high level view of your users, clients, storage space, and bandwidth usage.

Under “Details” click “+Create Report”

Report Number 5 – Usage Report. Check employee or client activity. This is also a great customer service tool. You can check to see which clients have downloaded, or not downloaded, the file you sent. If it has been several days and the file has not been downloaded, you can contact them to see if they need assistance. It is a great reminder to download the file and your client will appreciate the attention to detail. Usage reports can also be helpful audit tools. Have you ever had a client say that they didn’t receive information that you thought that they had, or wanted to double-check when a team member last updated a file? The Usage Report gives you facts such as the exact time and IP address where an upload or download took place to help answer any questions that may come up as a natural result of collaboration.

A small box will appear that shows Report Type “Usage Report.” Click next step. You will have the option to change the report, the date, and activity types. For now, leave as is (definitely test the other settings later), and click next step.

Another small box will appear with a great feature, “Scheduling.” This will schedule the report automatically if you wish. If you click “Recurring” you will have the option to run the report automatically daily, weekly, or monthly and if you click email notice, it will come right to you. Click “Create Report” and view the results. You can view the report in many different ways, HTML, Excel, CSV, or PDF. Again, play with the settings and customize it based on your needs.

Report Number 4 – Access Audit Report. This report is great if you must be Sarbanes-Oxley compliant. You can show who had access to which folder and their level of access to these folders. This information, combined with a “Storage Report”(which I cover later), can help prove full disclosure of necessary financial documents. This report will also save you a lot of time if you want to check that all folder permissions on the account are correct before sending out login information, since it combines all of the Folder Access information for the account in one place.

From the dashboard, click create report. Choose “Access Audit” from the drop down and click next step. From here you can obtain a report on the entire account, each user, or each folder. Click next step to scheduling. You can schedule this report as well, but for now click “Create Report” and choose you method to view the report. You have many options to view this report as well.

Report Number 3 – Virtual Data Room Click Trails Report. If you have our Virtual Data Room, this report is a detailed account report of usage. Click Trails can be a great tool in helping you gauge potential bidder interest when working on a deal, as you can see what users are interested in browsing and how much time they are investing in reviewing specific documents. If you want to be able to make the most of your sale, this information can help you determine what details to focus on when speaking with different bidders and weed out parties with casual interest from serious potential buyers.

Click “Admin” on the top navigation, then “Click Trials” in right navigation. Select the time frame from the “View Trials for” drop down. You can see a list of users on this page. If you click on “View Session” associated with each user, you can view user activity in click trail form. You can see the steps that a user took, viewing folders and files, along with their log-in and log-out times.

Report Number 2 – Reports in the Folder Screen. Besides seeing reports under “Admin,” you can view and individual reports on the folders screen. Folder activity reports are available to any folder administrator, so these reports can be great tools for any employee who does not have access to run account-wide reports, but may need to check usage for their clients or coworkers within project folders. This allows employee users to maintain greater autonomy in managing their own project folders and client follow up, and can reduce the need for a central administrator to help employee users with questions about the account.

While on your “Home” screen, click on an individual folder. On the right side of the screen, click on “View Activity Log.” You will be able to select all users or an individual user of that folder, set a date range, and activity type (downloads, uploads, deletions, etc…) of that specific folder or sub-folders. Once you have it set the way you want, click on “Export to Excel” button, choose if you want just that folder and/or sub-folders, and click “ok” when the Excel prompt pops up.

Report Number 1 – The Storage Report. Wondering where all of your storage is getting used up? The Storage report is basically a complete overview of the projects everyone is working on and how much storage they are using. In addition to allowing you to check that all necessary files are available and in order on your account, you can also use this report to help decide which files may no longer be needed on the account. This will help you cut down on your account storage use to save money on your plan or prevent overage fees.

After clicking “Admin” and “Create Report,” select “Storage” from the drop down menu. Click “Next Step” and you will have the option to create the report on the entire account or folder and set date. For now, leave settings as they are and click “Next Step” to scheduling. Same as the previous reports, you can schedule this report. Click “Create Report” and how you want to view the data, HTML, Excel, CSV, or PDF. You can now see the file size of each folder. It is a great way to audit your account and see if there are files that are using up a lot of space that you may no longer need.

As always, if you ever need help with your account, including report generation, please do not hesitate to contact your account manager.

If there are other reports that you found useful and would like to share with others, please comment below.

By opening up our EU data center for VDR, European customers will benefit from faster data transfer speeds and will be in compliance with EU data privacy regulations. This is now available to all new and existing European VDR customers. If you would like to have your account moved over to the EU VDR servers, please contact your Account Manager or our ShareFile Support team at support@sharefile.com.

“We’ve listened closely to customer feedback, and we are excited to announce these upgrades to our data room product,” said Jesse Lipson, Chief Executive Officer of ShareFile, “We have seen tremendous demand for Virtual Data Rooms from our European customers and we’re happy to be able to host their data in an EU facility. ShareFile plans to continue to aggressively improve VDR product and provide high-end features at an affordable price.”

In addition to the launch of our VDR product in our EU data center, we have also released some new features for all of our VDR customers including a download with watermark option, a new data room index feature and updated queuing capabilities. These features are available to all of our Virtual Data Room accounts.

To learn more about our Virtual Data Room product, you can learn more here.

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ShareFile’s Virtual Data Room solution is our premier service offering which allows for view-only, watermark and full-text search capabilities. Our Virtual Data Room product is the perfect solution for businesses and organizations to manage important deals and transactions in a secure environment. In response to a number of suggestions from our clients, we are expanding our Virtual Data Room offering to allow for some new and exciting features. With our new download with watermark feature, you are able to give users with view-only permissions the ability to download a PDF version of the file with your custom watermark included; this feature can be set on a folder or account-wide basis. Our new indexing tool will generate a Data Room Index for all your root-level folders and the subfolders and files within those folders. Finally, with our updated queuing capabilities, users will be able to see the estimated completion time for a document that is being rendered for view-only capabilities and users have the ability to re-queue their own files for the document renderer.

These new Virtual Data upgrades will significantly enhance our product offering and we are very excited for this release. As with all of our new releases, we take our customer feedback and suggestions very seriously. If there are any new features or upgrades you would like to see in the future, please send those along to suggestions@sharefile.com .

To learn more about our Virtual Data Room product, please visit http://www.sharefile.com/blog/virtual-data-rooms/.

A number of updates have been implemented in the past few weeks to the main application:

Enhancements to Send, Requesting, and Notifications

Distribution Group Updates

More information on folder content available

There is also an update to Enterprise Sync which fixes any issues where large jobs could fail to finish reliability in some cases, and also addresses problems when editing jobs that have not yet initially run. This update also adds the ability to exclude file types from the sync, which is useful if you wish to exclude temporary or backup files.

Got Feedback? We take feedback from our customers seriously.

Send your suggestions to suggestions@sharefile.com.

We are proud to announce that we have opened up a new data center located in Tokyo, Japan. This brings the total number of data centers that service our customers to five. We now have two centers in the United States, one in the European Union and two in the Asian region. This new data center should significantly improve upload and download speeds for this region, and we are very excited about this server announcement and what it means to our Asian customers.

In addition to this new server, we have also updated our European data center for Virtual Data Room customers. ShareFile’s Virtual Data Room is our premier service and allows customers to setup client users with view-only access, in addition to standard download and upload permissions. This service also allows for custom watermarking, print permissions, full-text searching and advanced audit reporting and click trails. Thanks to this enhancement, ShareFile’s European VDR customers will not have to worry about their files being stored in the United States, and they should see both improved download and upload speeds and quicker speeds for document renderer to view-only capabilities.
With these new international enhancements, our goal to raise the bar for customer service is greatly improved and we are excited about this opportunity to make it easier for our international customers to utilize the ShareFile service. To learn more about these enhancements or to migrate your account to either our newest data center or to our new Virtual Data Room server, please do not hesitate to contact our Support team.

Virtual data rooms are quickly becoming an effective way to conduct audits, perform mergers & acquisitions and real estate transactions without having to spend thousands of dollars on travel and meeting expenses. By simply uploading your documents to a secure virtual data room your organization can conduct business with companies around the world easily without having to send staff and physical files anywhere. By reducing travel and meeting logistics, many deals that use a virtual data room solution are completed much faster than traditional, in-person deals.

A virtual data room is also an ideal solution for small business that needs an affordable file transfer solution. For instance, many real estate agents depend on virtual data rooms to conduct real estate business transactions. Additionally, attorneys and accountants also have have started using a virtual data room solution to conduct due diligence during acquisitions and to execute financial transactions.

The ShareFile virtual data room solution is a web-based tool that requires no expensive software to buy or any involvement from an IT department. As a web-based solution, the ShareFile virtual data room provides access from anywhere, enabling your organization to easily conduct business globally.

A Few Highlights of the ShareFile Virtual Data Room Solution

- Dynamic watermarking
- Unlimited pages and data rooms
- Files are stored encrypted
- Custom branding with your company logo
- Custom folder privileges
- Robust reporting

To speak with a ShareFile virtual data room expert call (888) 260-6550 or visit our virtual data room page.

Request more information by clicking here.