The best data room software is easy to use and does not require an extensive learning curve. This feature is crucial for companies and teams with a focus on projects who want to focus their time achieving the goal of a deal or transaction, rather than learning the latest tool. Many companies offer templates and checklists to assist users in working efficiently and methodically. Certain providers offer advanced features, like iDeals Sync, which allows seamless integration with corporate storage systems. Advanced tags, search filters and optical character recognition tools make it simple to locate any document in minutes. Other common features include automatic index numbering and dynamic watermarks that appear on top of each uploaded document after viewing or downloading, and activity reports that reveal who was able to access which 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 as customizable NDAs. It also provides bulk invitations to users. It also allows users to redact text or images from the document, as well as restrict access to documents based upon IP addresses and time.

Q&A reporting allows administrators to view all questions, comments and responses received by experts in the course of a deal or project. They can easily reassign answers to other experts, change the workflow, and keep track of all activity. The data can be exported to Excel for easy access.