The best data room software does not require a long learning curve. This is especially important for project-oriented companies and teams who wish to concentrate their time on achieving the desired result of a transaction or deal rather than learning an unfamiliar tool. Many companies offer checklists and templates that can aid users in working effectively and efficiently. Certain providers offer advanced features such as iDeals Sync, which allows seamless integration with corporate storage systems. Advanced search filters and tags along with optical character recognition tools help users find any document in a matter of seconds. Other features that are common include automatic index numbers and dynamic watermarks which appear on top of each uploaded document when it is viewed, downloading or printing and activity reports that show who was able to access which documents for how long.

The virtual room of iDeals offers several security options that safeguard confidential information, such as two-factor authentication, customizable NDAs. It also offers bulk invitations to users. It also lets users redact text, image or specific areas of a document. It also lets users set document access restrictions according to the time and IP addresses.

Q&A reporting enables administrators to review and print all inquiries or answers, as well as comments made by experts during the course of a deal or project. They can easily reassign answers to other experts, change the workflow and keep read this track of every activity. The data can also be exported to Excel for convenience.