Creating a VDR using Intralinks Designer | Intralinks Designer

Using Intralinks Designer, you can create new VDRs using templates that have been set up for your business group. The settings from the template will be used, along with any users, user groups, folders and documents associated with the template. Depending upon the terms of your organization’s contract with Intralinks, your organization may be billed for each VDR that you create.

To create VDRs using Intralinks Designer, you must have a business group membership that provides you with this right. Business group memberships that are allowed to create VDRs include member levels 10, 20, 40, 50 and 60, or coordinator.

Business groups and templates must be created by an Intralinks employee. For more information about business groups and templates, see Business groups and VDR templates.

When you create a VDR using Intralinks Designer, you are added to the VDR automatically and are assigned the highest available role allowed in the VDR. For most VDRs, this role is Manager Plus. In addition, you are selected as a key contact for the VDR.

Your computer must be connected to the Internet to create VDRs.

1. Click the New Exchange button on the toolbar. The New Exchange screen appears.
2. Using the Template list, select, the template that you want to use for the new VDR. The business group, organization and host associated with the template you selected are displayed.
3. Enter a name for the VDR and a description of it.

   If this VDR is used for Debt Capital Markets and a CUSIP number is associated with it, enter that number.

4. Click Create.

The VDR is created, based on the template that you selected. Any documents, users and groups, and permissions associated with the template are added to the new VDR. Email alert settings also are copied from the template; these items can be changed on the template only by an Intralinks employee. Contact Intralinks if you wish to change these items.

By default, newly created VDRs are set to the hold phase, but you can change this setting and other VDR settings. For more information, see Viewing and changing VDR  settings.

You can create new VDRs by cloning (making copies of) existing VDRs.

To create new VDRs by cloning, you must be a member of an active business group, and your membership must allow you to create new VDRs using the template that was originally used to create the VDR that is being copied. In addition, you must have one of the following roles on that VDR: Manager Plus, Hidden Manager Plus or Manager.

Note: If the VDR that you are copying uses folder-level permissioning, the VDR must have 2,000 or fewer folders. VDRs with a larger number of folders cannot be copied if they use folder permissioning. Also be aware that duplicate folders may appear on your new VDR if the template used to create the original VDR included folders. For example, if the template includes Folder A, the original VDR that was created from the template also includes a Folder A. If this is the case, your new VDR will have two folders, one named Folder A, and the other named Folder A(1).

If the source VDR is used for Debt Capital Markets and a CUSIP or ISIN number is associated with it, that number will be used for the new VDR, as well. You can change it if necessary. For more information, see Viewing and changing VDR settings.

Your computer must be connected to the Internet to create VDRs.

1. Display a list of all your VDRs. If you are working within a VDR, select All Items from the Exchange list near the top of the screen.
2. Locate the VDR that you want to copy.
3. Right-click on the VDR.
4. From the menu, select Copy This Exchange. 
5. Enter a name for the new VDR and a description of it.
6. If you want to base the new VDR on a template other than the one used for the VDR being copied, select the template you want. Do this if you want to copy content into a VDR with a different structure than the one used by the source VDR.

   This can be useful for projects that are being transitioned from one phase to another in their life cycle. For example, Debt Capital Markets (DCM) and Alternative Investments (AI) clients might use this functionality when fundraising for a deal is complete and investor reporting begins, or when a loan is moved from primary to agency to secondary phases. (This functionality is available to all managers who have the ability to create new VDRs; it is not limited to DCM and AI managers.)

7. (Optional.) Review the VDR settings (including settings for footers and splash screens) that will, and will not, be copied to the new VDR. Click the Details link to open the Exchange Settings Details screen.

   Each VDR setting is listed on this screen, along with an indication of whether it will be copied. If the setting cannot be copied, a brief explanation is provided.

   Note: If you selected a template in step 6, be aware that VDR settings that can be changed only by Intralinks administrators cannot be copied unless the settings have been enabled on the template that you selected. Any settings that cannot be copied for this reason are noted.

   When you have finished reviewing the settings, click Close to redisplay the Clone Exchange screen.

8. Select the items that you want to copy from the source VDR. Select from the following items:
   • To send alerts to the selected managers and publishers, mark the Send Welcome Alerts option at the bottom of the screen. Alerts will be sent to other users when the VDR is moved out of the hold phase. If not marked, alerts will not be sent.
   • Groups
   • Folders (including their permissions, if folder-level permissioning is being used)
   • Documents, and their permissions
   • Q&A categories, if Q&A is being used
   • Business process configurations
   • Naming conventions (Note: naming conventions are not copied to the new VDR if you selected a different template for the new VDR in step 6)
   • Group member roles

   Note for Debt Capital Markets (DCM) users: If you selected a DCM template in step 6, any items that are not marked will be copied from the template that was selected in step 6. In addition, custom fields and all VDR settings that can be set by VDR managers are always drawn from the DCM template.

   You can select specific users, groups, folders and documents that will be imported. Use the checkbox to the left of the items you want to select.

   Information about the items being imported (for example, notes, effective dates for documents, and descriptions) will be copied, as well.

   If you choose to copy business process configurations or Q&A categories, groups will be copied automatically, as well. If you choose to copy documents, folders will be copied automatically.

   Note that if buyer groups and collaboration groups are enabled on your source VDR but are not enabled on the template used to create the source VDR, all groups will be copied as exchange groups.

   Also note that the following VDR settings must be enabled to import naming conventions: custom fields, effective date, document ownership and naming rules.

9. Click Create.

You will be added as a member of the new VDR with the highest role that is available on the VDR. Typically this is Manager Plus. You also will be made a key contact for the VDR.

All the settings used by the source VDR will be used for the new VDR, with the exception of the Enhanced Security setting and settings that must be changed by an Intralinks employee. Custom fields will be copied from the existing VDR to the new VDR automatically. Changes can be made to the VDR settings as long as the settings can be changed on the original VDR. (Some settings cannot be changed on VDRs, or must be changed by Intralinks employees.)

You can use Intralinks Designer to change the splash screen and footer information for the new VDR. For more information, see Viewing and changing VDR settings.

Documents and folders within the newly created VDR will display the date and time that the VDR was created as their creation date.

By default, newly created VDRs are set to the hold phase, but you can change this setting if you like. For more information, see Viewing and changing VDR settings.