What are the ideal technological business tools? First, it is data storage and exchange security 24/7. Secondly, it is a platform for remote cooperation with partners. And thirdly, it is the ability to manage staff. COVID-19 has increased the necessity for these marketable features. And luckily, user management in a virtual data room provides just that.

User management in a virtual data room

Data room directors look for, and value features such as:

  • data protection during storage and transmission
  • numerous opportunities for working with documents
  • high-quality technical support
  • ease of use

When looking at collaboration management, the data room software is ahead of the competition. Their market has seen increased demand for VDRs since 2019 due to COVID-19 lockdowns. A staggering 88% of organizations have switched to remote work worldwide. The pandemic has resulted in many companies turning to IT solutions. Virtual data room providers have offered a secure way to conduct business activities that would otherwise face risk.

The fundamental difference between a data room and other software solutions is that directors can:

  • set up a single platform for employees according to specific requirements
  • invite an unlimited number of colleagues to workspaces
  • monitor all actions with activity tracking
  • provide customized access to specific data

A significant drawback of other software is a flaw at the development stage. It refers to the risk of data leakage or system failure in the event of intentional or unintentional action by someone on the team. 

What are VDR user management features?

The feature set overview enables users to gain insight into the power of workspaces as a way for directors to manage and control how users interact with the information.

  1. Bulk invitation. Admins are able to invite individuals or large groups easily and quickly. One can clearly see the convenience here as the number of invites can reach into the hundreds. 
  2. User permissions. Authorizations can be personalized to specific users on a need-to-know basis. Some personnel may require access to classified data, activity logs, and so on, while others may need only to view documents, reports, or notes. 
  3. Granular permissions. Based on these settings, users may or may not be granted authorization to view documents, download, and modify content.
  4. Configuring data access. There are two settings for viewing. The first one opens data with formulas in Excel. It is an Excel View with Formulas. The second one denies access to formulas.
  5. Fence view. This feature prevents unauthorized document viewing by restricting or obscuring specific areas. Only certain sections of the document are visible on the screen — all other content is hidden.
  6. Grouping employees. The feature makes it easier to manage as each of the groups has specific powers and responsibilities. Each team can work only within the restrictions of the admin settings.
  7. Access to Q&A threads. There are also settings to keep information confidential in the questions and answers module. Each user has specific data open without the right to access what is classified.
  8. Tracking. The directors are aware of actions, search queries, and the time of viewing a single file. They receive activity reports or track in real-time.

What are the advantages of user management in VDR over other cloud storage services?

Indeed, the above data room qualities are their advantages over other kinds of cloud storage. VDRs are useful for more than simply securing the storage of data and documents. This fact explains their popularity in the market.

Their strengths include:

  • Monitoring. Managers do not have to make much of an effort to stay on top of things. The program generates detailed reports to help keep them abreast of user actions. It is a reliable way not only to monitor work and progress but also to help prevent time-consuming mistakes.
  • Safety. Data availability to unauthorized users can lead to dire consequences. In virtual data rooms, customization mechanisms work to prevent the illegal use of data. Consequently, providers protect customers not only from third parties but also from carelessness or the dishonest actions of company insiders.
  • Ease of management. The intuitiveness of any application interface is important. By easily assigning tasks, tracking progress, and communicating right on the platform, teams increase productivity and efficiency. Enabling the proper setting helps to make managing users in a virtual data room run smoothly and stress-free.

How to set up a multi-user experience in data rooms?

Preparation is indispensable when setting up a VDR for multiple users. Hence, the task of directors is to determine the work obligations of groups of employees or individuals. What other steps are necessary before the software program starts benefiting the company? 

Here are some tips to optimize the system setup:

  1. Think about the overall structure of files and folders. There is an option to sort the content by employees, projects, etc. Moreover, the application of several classifications is also possible.
  2. Open access to workspaces to colleagues, focusing on their assignments in the company.
  3. Remember to check your access settings from time to time. It is crucial because some users leave, while others move to another department.
  4. Pay due attention to the naming system. For good data organization, the added files must match the existing ones. For example, the names of deals or projects dates may come up. So no matter how much data users upload, it will be easy to navigate.
  5. Create tags. One of the valuable VDR features is the search function. Tags and keywords make it much easier to find a document.

It might seem that the recommendations are more about data structuring than governance. That is an erroneous assumption because these things are inextricably linked.

Chaos and disorder in online storage lead to slower work, misunderstanding, and inconsistency. Virtual data room providers offer features to help eliminate any confusion or difficulties navigating their systems. 

Why does business need user management?

To answer this question fully, let’s first define what problems a VDR helps to solve:

  • Lack of structure. Any team needs clear leadership to be productive. If this is not the case, workflows turn into chaos.
    • VDR solution. Data rooms keep tasks, due dates, and information on the progress of each employee. That contributes to a good management structure and monitoring.
  • Time management. Typically, teams have many tasks. It is difficult enough to prioritize their implementation without guidance.
    • VDR solution. In virtual data rooms, managers distribute prioritized tasks for colleagues and set due dates.
  • Teamwork issue. Teamwork skills are critical in achieving the shared goal. Therefore, the lack of communication negatively affects everyone and the company as a whole. This problem is especially relevant during remote work.
    • VDR solution. Virtual workspaces offer a wide variety of communication options. The ability to discuss issues in group and private chats relieves tension among the team. Everyone can get support from managers and each other.

To sum up, it’s clear that built-in virtual data room tools help to meet the challenges of team management.