Virtual Data Room Software
Share confidential documents with external reviewers while controlling who can see them, what they can do and when their access ends.
Folderit brings virtual data room tools into your document management system: named-user permissions, preview-only access, audit trails and optional dynamic watermarking. Prepare the files, share a defined review folder and keep oversight as the work progresses.
Give each reviewer the access their task needs
A due diligence review rarely needs every recipient to see every file. Share selected files, folders or sections with named users or groups, then choose a permission level for each. Keep internal working documents separate from material cleared for disclosure.
| What the recipient needs | Access to use |
|---|---|
| Read without downloading | PreviewerPreview supported documents without download, print, text-copy or editing controls. |
| Keep a copy for their work | ViewerPreview, download and print without changing or deleting the stored resource. |
| Prepare and revise the documents | EditorAllow your internal team to update versions and metadata, with editing and deletion rights for the shared resource. |
See permission-level details. Tailor adds custom permissions for individual actions. Preview restrictions do not prevent someone from photographing their screen.
Manage reviewers in groups
Create groups for the people involved in a review, such as external legal advisers or a buyer’s finance team. Share only the relevant folders with each user group, so access follows its membership.
Make previews attributable
With the watermarking add-on, previews show the viewer’s username diagonally across the document, plus the access date, time and filename in the header or footer. Adjustable opacity helps keep the content readable.
Example: a buyer review. Your deal team prepares documents in an internal folder. You share cleared financial statements with the buyer’s finance group as Previewer, while approved downloadable schedules use Viewer access. A separate legal folder goes to legal reviewers. This is an example configuration; decide the disclosure scope before inviting recipients.
See activity and close access when the review ends
Review an audit trail
Administrators can filter the global audit log by date, user, resource scope and action. Export results as XLSX, ODS or CSV for review alongside your project records.
Use named-user sharing when you need activity tied to an account. An anonymous public-link visit does not establish the visitor’s identity.
Set an access deadline
Assign a date and time for a user’s or group’s sharing permission to expire. This is useful for a time-limited review or an adviser’s engagement.
Expiry removes that sharing permission, not the file. Check other access paths too: a recipient may still have access through another group, a parent folder or a separate sharing entry.
Access control also depends on how people sign in. Administrators can require two-factor authentication, set password rules and configure IP restrictions through Security Policy. Folderit provides encrypted connections and 256-bit encrypted storage; review the Trust Center against your organisation’s requirements.
Set up a room around the review
- Define the disclosure structureStart with folders such as Corporate, Finance, Contracts and People. Assign an internal owner to each area and decide which documents are ready for external review.
- Prepare a clear set of documentsUse consistent names and check that the correct version is shared. Folderit’s version history keeps revisions together; establish an internal review process before replacing files already disclosed.
- Check the reviewer’s experienceInvite an authorised test reviewer with the intended permissions. Check folder visibility, document previews, allowed downloads and access expiry before adding the full group. Confirm that your file formats preview as expected.
- Close and retain the recordReview activity, remove remaining access and decide what the organisation should keep. Archiving and retention are separate decisions from ending an external review.
Mergers & acquisitions
Organise financial, legal and operational material for defined buyer groups. Explore M&A data room use.
Due diligence
Give advisers a defined set of documents to review, with permissions and an access deadline. See due diligence use cases.
Startup fundraising
Prepare investor material in stages and choose what each recipient can access. Read about data rooms for startups.
Questions to settle before inviting reviewers
What is the advantage of using Folderit as a data room?
The review can sit within the same system you use to organise and manage documents. You can prepare files internally, disclose a selected set with defined permissions, and retain the records afterwards. This is particularly useful when your organisation needs ongoing document management as well as occasional external reviews.
Which plan do we need, and is watermarking included?
Dynamic watermarking is a separately purchased add-on and is not included in any default plan. Tailor adds granular custom permissions. Plans also have defined user and storage allowances, so confirm the reviewer count and required features against current pricing when planning a room. Ask for a demonstration of your intended setup, including watermarking if required.
Do external reviewers need a Folderit account?
Named-user sharing requires recipients to register and sign in. A public link allows access without an account, but anyone with the URL can use it. Choose named-user sharing for confidential reviews where access and audit records should depend on identity.
Can we revoke a file someone has already downloaded?
Ending access prevents further access through the removed permission; it cannot retrieve copies already downloaded. Where recipients only need to read a document, consider Previewer access and watermarking. These controls support your disclosure policy, alongside the confidentiality agreements and procedures your organisation requires.
See your review process in Folderit
Tell us what you need to share, who will review it and which controls matter. We’ll walk through permissions, watermarking and the plan options for your use case.