Using the Intralinks VDRPro app for Android

Starting the Intralinks VDRPro app

The first time that you start the Intralinks VDRPro app, your phone must be connected to the Internet. If you have never logged into an Intralinks product, you must activate and set up your Intralinks account. A message will be displayed instructing you to log in using a web browser to set up your account. You will need to do this only once.

1. Tap the Intralinks icon to start the app. The Login screen appears.
2. Enter your email address and tap Next.
3. Enter your password/passphrase, then tap Log In.
4. If you are asked to verify your identity, and your account is configured to use Intralinks Authenticator, the Verification code field is automatically populated. If your account is configured to use Okta Verify with Push tap Yes, it’s me in your Okta Verify app. Otherwise, select the method to use.
5. In the Verification code field, enter the verification code that you received.

If your organization uses Single Sign-On (SSO), the app opens. If you have not signed into your organization’s network, you will be redirected to your company’s sign-on page.

If your organization does not use SSO, additional access control rules for logging in may be in place:

• Your organization may require only multi-factor authentication (MFA). If you were not asked to verify your identity in a previous step, you will be asked to do so. If your account is set up to use Intralinks Authenticator, the Verification code field is automatically populated. If you are using Okta Verify with Push, tap Yes, it's me in your Okta Verify app. Otherwise, select the method to use. In the Verification code field, enter the verification code that you received.
• Your organization may require only email verification. You will be asked to verify your identity using a verification code sent in email. In the Verification code field, enter the verification code that you received.
• Your organization may have a rule that requires both MFA and email verification. First, if you were not asked to verify your identity in a previous step, you will be asked to do so as described above. Then, your will be asked to verify your identity using a verification code sent in mail as described above.
• Your organization may have a rule that denies access to users who log in from certain IP address or IP address range. If you try to log in the an IP address that is not allowed, the message, "Your organization requires you to log in using an authorized network," is displayed.

Accessing and setting up Intralinks Authenticator

You can access the Intralinks Authenticator from the mobile app login screen by tapping Intralinks Authenticator or when you are logged in to the mobile app, by tapping Authenticator in the bottom right of the screen.

If you have already configured Intralinks Authenticator, enter the six-digit code displayed in the Intralinks Authenticator into the Verification code field in the application to which you are logging in.

If you have not configured Intralinks Authenticator, instructions are displayed explaining how to configure the Intralinks Authenticator in the VDRPro web application.

You can set up additional accounts by tapping the + icon in the top right, as well as delete accounts.

Using your fingerprint to access the app

If your Android device has a fingerprint scanner, you can use it to quickly access the Intralinks VDRPro app.

(You must first log in using your email address and password.) You can continue to use your fingerprint to access the app until you log out. If you log out, you will have to enter your address and password to log in again.

If you have not scanned a fingerprint yet, you can do so by opening the Settings app, then opening the Security or Lock screen and security option. Next, open the Fingerprints option. (Select Nexus Imprint on Nexus devices.) Follow the instructions on the screen to enroll your fingerprint. The next time you open the Intralinks VDRPro app, you will be able to log in by placing your finger on your device’s Home button.

Important! Anyone whose fingerprint has been scanned on your device will be able to log into Intralinks VDRPro and view or change the contents of your exchanges. If you share your device with a colleague or family member who has scanned a fingerprint on the device, be sure to log out of Intralinks VDRPro before giving the device to them.

Using a passcode to log in

When you log in the first time, a message appears instructing you to create a six-digit passcode. If your device does not have a fingerprint scanner or if you have not scanned a fingerprint’, you will use this passcode instead of your email address and password

when you log in. This passcode is required. Be sure to remember your passcode! Note: Your passcode will be invalidated if you enter it incorrectly three times in a row. You will have to enter your email address and password again; you will have the opportunity to enter a new passcode after you log in.

Your exchanges appear when you launch the Intralinks VDRPro app. To return to this list later, tap the menu icon at the top of the screen, then tap the Exchanges option.

Note: Exchange managers may choose NOT to make individual exchanges available on mobile devices. If a particular exchange that you need access to from your mobile device is not listed, contact the exchange manager and ask them to enable mobile access for the exchange.

If your list of exchanges is long, use the icon at the top of the screen to quickly find the exchange you want. Begin typing any word in the exchange name.

The list will be filtered to match what you type.

Once you have found the exchange you want, tap it to view the folders and documents in the exchange.

Viewing exchange properties

Tap the three dots menu, then tap the Properties option to view general information about the exchange, including the host organization and the exchange phase (Hold, Preparation or Open).

To view a document, tap on the document’s name. If you receive an email notification that a document is available, you also can tap the link in the email to open the Intralinks VDRPro app. After you log in, the document opens.

To open the document in reading mode, tap the  icon.

Documents opened on exchanges with download prevented may be blurred when the documents are opened. Tap the document to bring it into focus.

Filtering, searching and sorting the documents list

If you want to find a specific document or folder within the currently displayed list, tap the icon to display the Search bar. Begin typing the document’s name in the Search bar; the list is filtered to match what you type.

To search across your entire exchange, enter your search term, then tap the icon on the keyboard. Alternatively, you can tap Search in exchange. Once your search results are displayed, you can use the Search bar to narrow the results and find the document you want more quickly.

You also can sort the list by index number, name, type and last modified date. Press the icon to change the sorting method. After you select a sorting method, tap the sorting method again to change the sort order from ascending to descending, or vice versa. The arrow on the icon will change to indicate the new sort order.

Sharing documents

You can share a link to a document with other people who have permission to view the document. Tap the document menu icon , then tap Share link to view a list of apps that can be used to share the link.

You can share the document itself if you have permission to do so. Open the document, then tap the  icon to view a list of apps that can be used to share the document.

Viewing documents in other apps

If you want to view a document in another app, tap the document menu icon , then tap Open with. A list of apps that can be used to open the document will appear; tap the app you want.

Viewing details about a document or folder

Tap the menu icon to the right of the document’s or folder’s name, then tap Properties to view general information about the document or folder.

Document details include a document’s index number if it has one; the date on which the document was added and the date it was most recently modified; its version number and size, its location; IRM protections; and notes that have been added about the document, if any. You also can share a link to the document using email, a messaging app or other apps.

Folder details include a folder’s index number if it has one; the date on which the folder was added and the date it was most recently modified; and notes that have been added about the folder, if any. You also can share a link to the folder using email, a messaging app or other apps.

Downloading documents for offline viewing

If your device supports fingerprint scanning and you have scanned your fingerprint, you can download documents for viewing when your device is not connected to the Internet or your data network. To download a document, tap the document menu icon to the right of the document’s name. Then tap Download.

To view documents that you have downloaded, tap the Downloads option at the bottom of the screen.

You can quickly locate the document you want by tapping the icon to display the Filter bar. Begin typing the document’s name in the Filter bar; the list will be filtered to match what you type.

You also can sort the list by index number, name, type and last modified date. Tap the icon to change the sorting method. After you select a sorting method, tap the sorting method again to change the sort order from ascending to descending, or vice versa. The arrow on the icon changes to indicate the new sort order. Documents cannot be downloaded in some instances, for example:

• Documents cannot be downloaded from exchanges that require users to view a splash screen every time they open the exchange. (However, documents can be downloaded from exchanges that require users to view a splash screen only once.)
• Documents that are protected cannot be downloaded.
• The option to download documents does not appear if your device does not support fingerprint scanning.

If you want to remove a downloaded document from your device, display the Downloads list, then tap the document menu icon to the right of the document’s name. Next, tap Remove. When you delete a downloaded document, the original version in the Intralinks VDRPro exchange is not affected.

Updating downloaded documents

Downloaded documents are automatically synced with the versions in the exchange, ensuring that the document on your device is the latest version.

When you begin using the Intralinks VDRPro app, it is set to allow documents to be updated automatically using either your data plan or WiFi. (If both a data connection and WiFi are available, WiFi will be used.) You can change your app settings to update documents only when WiFi is available. You also can stop automatic syncing; if you do this, you will have to update documents manually.

To change the way documents are synced, tap Account at the bottom of the screen. In the Downloads section, tap the Auto-Sync option to enable or disable automatic syncing. When automatic syncing is enabled, you can choose to sync only when

your device is connected to WiFi, or when the device is connected either to WiFi or your mobile network.

Tap the Auto-Sync using option to change your selection.

To update documents manually, display the Downloads list and swipe down. If you have turned off automatic syncing, you must use this method to update your downloaded documents.

To view the members of an exchange:

If you are viewing the exchange list: Tap the exchange menu icon , then tap Users.

If you are working within an exchange: Tap Users at the top of the screen.

The groups in the exchange are listed first, followed by a list of users. To see who is in a group, tap the group’s name.

Finding users

In the Users section, you can view a list of all users, unassigned users, and removed users. From within these categories, you can search for users by name, role or organization.

If Intralinks VDRPro’s Q&A feature is used in your exchange, you can view questions and answers, propose or submit questions, and answer questions based on your role within the exchange, filter and sort questions, access documents linked to questions and answers, and view frequently asked questions (FAQ).

These Q&A features on your mobile device work in exactly the same way that they do on a computer. For detailed instructions on using Q&A, see Q&A for Buyers/Participants, Q&A for Experts, Q&A Setup (for Managers) and Q&A for Coordinators..

Note: Q&A for mobile devices is a subset of all of the features available in Intralinks VDRPro for the Web. To access features that are not in the mobile app, use Intralinks VDRPro for the Web on a computer.

• To access Q&A from within an exchange, tap Q&A. To view details about the question and documents associated with the question, tap on the question. To view details about when the question was submitted, who submitted it, and when it was last modified, click the down arrow in the upper right.
• To propose or submit a new question, tap the plus (+) icon.
• To propose or submit a question directly from the Documents tab, swipe left on a document and tap Ask a Question, or bulk select documents and tap Ask a Question.
• To submit a question that has already been proposed, open the question. Update the question title, description, category, and priority as needed, then tap Submit. If your buyer/participant group has less than five questions left for submission, a confirmation dialogue box is displayed.
• To submit more than one question, select the questions you want to submit, then tap Submit. A review screen is displayed, where you can open a question to check details, remove a question from the list by tapping the X icon, cancel the submit, or submit the questions by tapping Submit.
• If you are a Q&A Coordinator, you can submit a question on behalf of a buyer/participant. Tap the plus icon in the bottom right, enter the question details and tap Submit.
• To delegate a single question, tap the menu to the right of the question or on the Question Details screen, tap Delegate, then tap the group or expert to delegate the question to.
• To delegate multiple questions, from the Q&A screen, tap the questions you want to delegate, tap Delegate, then tap the group or expert to delegate the question to.
• To change a question’s category, tap the menu, tap Change category, then tap the new category.
• If you are a Q&A Coordinator, you can respond to questions. To respond to a question, swipe left on the question and tap Answer Question or tap the three dots menu at the top of the screen and tap Answer Question.
• If you are a Q&A Expert, you can propose an answer to a question that has been delegated to a collaboration group in which you are a member. To propose an answer, tap on the three dots menu at the right of the question, and tap Propose Answer. Enter the answer, optionally add a link to additional documents, and tap Propose Answer.
• To sort documents, tap the sort icon .
• To filter documents, tap the filter icon .
• To search documents, use the search bar at the top of the screen.
• To view FAQs, tap Check out the FAQ.

You can choose to stop receiving notifications when you upload or download files using your Intralinks VDRPro app.

Tap Account at the bottom of the screen. Locate the Notifications section, where you can choose whether you want to receive notifications about document uploads and downloads.

You can change your Intralinks VDRPro password/ passphrase using the Intralinks VDRPro app. Keep in mind that your new password/passphrase will be required for all Intralinks services that you use. Be sure that you remember the new password.

Tap Account at the bottom of the screen, then tap Change Account Password.

If you forgot your password, tap the Forgot Password link on the login screen and follow the steps that appear on the screen.

If you register a mobile phone number, Intralinks can send security codes by text message (SMS) to your phone. You can use these codes to access exchanges that require two-step verification, and to reset your password quickly. You can register up to three mobile phone numbers. Standard text messaging rates may apply.

Tap Account at the bottom of the screen. Next, tap Security Settings, then follow the instructions on your screen.

If you need help using this app or want to give us feedback, contact us. Tap Account at the bottom of the screen. Next, tap one of the following options: Email Support or Call Support.

You also can rate the Intralinks app by tapping Rate this app on the Account screen.

Making your exchange available on mobile devices

If you are a manager of an exchange that is not yet available on mobile devices, you can change this with a few taps. (If your exchange cannot be viewed on mobile devices, its name will appear in your exchange list with a lock icon .)

To make the exchange available on mobile devices, tap the gear icon to the right of the exchange’s name. Slide the Exchange Access toggle to the right.

Allowing protected documents to be viewed on mobile devices

To allow protected documents to be viewed on mobile devices, tap the gear icon to the right of the exchange’s name. Slide the View Protected Documents toggle to the right.

Allowing other applications to open non- protected documents

To allow other applications to open non-protected documents on mobile devices, tap the gear icon to the right of the exchange’s name. Slide the Open Document in Applications toggle to the right.

Adding and removing users

If your role allows it, you can add people to and remove people from the exchange or individual groups.

To add a person to the exchange: Display the Users list, tap the  icon at the bottom of the screen, then tap Add users. You can create a new user or select a user from your list of contacts. Select an exchange

role, assign the new person to a group, select whether to send a welcome message and whether to send a copy of the message to yourself.

To add people to a group: Display the Groups list, then tap the group name, then tap the  icon at the bottom of the screen, and tap Add users. You can create a new user or select a user from your list of contacts.

To remove people from a group: Display the Groups list, tap the group name, tap the menu icon to the right of the user you want to remove, then tap Remove user. Tap Remove from group to confirm.

To remove people from an exchange: Display the Users list, tap the menu icon , then tap Remove user. Tap Remove to confirm.

Adding groups

If your role allows it, you can create new groups on the exchange. (To remove a group, use Intralinks VDRPro on the web.)

Display the Groups list, then tap the  icon at the bottom of the screen, and tap Create group. Enter a name for the group and select its type.

Viewing unassigned users

To view a list of people that are not assigned to any group on the exchange, display the Users list, and tap Unassigned users. To assign these people to a group, use Intralinks VDRPro on the web.

If you are an exchange manager, you can view usage information about an exchange by swiping left on the exchange’s name and tapping the Reports option . The Exchange Activity Report will appear, displaying a month-by-month activity summary for the groups that have most frequently accessed documents in the exchange. Tap on a group to view usage information for the group. The graph will be updated to show total usage information for the group. Drag your finger across the data points to see monthly usage totals for the group.

Swipe left on an exchange and tap the Details option to view general information about the exchange, including the host organization and the exchange phase (Hold, Preparation or Open).

To view the members of an exchange, swipe left on the exchange name in the Exchanges list, then tap Users. You can view a list of groups or users. To see who is in a group, tap the group’s name.

Adding and removing users

If your role allows it, you can add people to—and remove them from—the exchange or individual groups.

To add a person to the exchange: Display the Users list, then tap Add User. You can create a new user or select from your list of contacts. Select an exchange role and assign the new person to a group.

To add people to a group: Display the Groups list, then tap the group name, then tap Add User. You can create a new user or select from your list of contacts.

To remove people from a group: Display the Groups list, then tap the group name, then tap Remove.

To remove people from an exchange: Display the Users list, then tap Remove.

Adding groups

If your role allows it, you can create new groups on the exchange. (If you want to remove a group, use Intralinks VDRPro on the web.)

Display the Groups list, then tap Add. Enter a name and select a group type for the new group.

Changing a user’s group membership

You can change a user’s group membership from the Groups list or the Users list. When you move someone to another group using the Intralinks VDRPro app, the person will be removed from all other groups. (If you want to assign a person to more than one group, use Intralinks VDRPro on the web.)

• From the Groups list, tap the name of the group the person is currently a member of, then tap the person’s name, then tap Move To Group.
• From the Users list, tap the person’s name, then tap Move To Group.

Managing unassigned users

To view a list of people who are not assigned to any group on the exchange, swipe left on the exchange name in the Exchanges list, then tap Users. Tap Not in a Group at the top of the Groups list.

If you want assign any of these people to a group, tap on the person’s name, then tap Add To Group.

Changing users' exchange roles

To change a person’s exchange role, display the Users list, then tap the person’s name. The Edit User screen appears and you can select a new role. If you want to learn more about each role, tap the icons.

Viewing, calling, and emailing Intralinks VDRPro contacts

You can view a list of everyone you work with on Intralinks VDRPro by tapping the Contacts icon at the bottom of the screen. Tap on a person’s name to view their address and other information, or to call or email the contact.

You can add folders and documents to your exchange using your mobile device. (Remember that documents must be added to a folder; they cannot be added at the top level of the exchange.)

Adding a folder

Go to the location where you want to add the folder. Tap the icon at the bottom of the screen, then tap Create folder. Name the folder and optionally add a note describing its contents. Tap Create.

Adding documents from another app

You can add documents from other apps, such as Photos or Google Drive, to your exchanges.

Go to the location where you want to add the document. Tap the icon at the bottom of the screen. A list of apps appears; select the app that has the document, or documents, that you want. When you locate a document you want to add, tap it. When you have finished selecting documents, tap Done. The documents will be added to your exchange, but no permissions will be assigned to them unless your exchange uses folder-level permissioning.

Uploading documents from other mobile apps

You can upload documents from other mobile device apps such as email or photos. When you select Intralinks VDRPro as the share destination, you must select a destination exchange, then select a location (folder) on the exchange. If you select a Private vs. Public (PVP) exchange, you must declare the uploaded document as Public or Private.

Renaming documents and folders

To rename a document or folder, tap the menu icon to the right of the document’s or folder’s name. Tap Rename, then enter the new name. Tap Save.

Editing notes on documents and folders

If your exchange role allows it, you can add notes or edit previously added notes that appear on Properties screens for documents and folders. To add or edit a note, tap the menu icon to the right of the document’s or folder’s name and tap Properties. Scroll to the bottom of the Properties screen to view any existing notes. To add or change a note, tap on the note field. When you have finished, tap OK, then tap Save.

Moving and copying documents and folders

You can copy documents and folders from one exchange to another, if your role in both exchanges allows you to do so. You also can move folders and documents within an exchange.

To move or copy one or more documents or folders, open the folder that contains them, then complete the following steps:

• To move a document or folder: Tap the menu icon to the right of the document’s or folder’s name. Tap Move. Next select the location where the item will be moved and tap Move. Any permissions that were previously applied are not affected by the move.
• To move multiple documents or folders: Press on one of the items you want to select until a check (tick) mark appears. Then tap the other documents or folders you want. Next, tap the  icon at the top of the screen. Select a location and tap Move.
• To copy a document or folder: Tap the menu icon to the right of the document’s or folder’s name. Tap Copy. Next, select the exchange where the item will be moved. (If an exchange is dimmed, you do not have permission to add documents or folders to it.) Select the folder within the new exchange where the item will be copied. If you want any notes about the document or folder to be copied, as well, tap the Copy notes option. Then tap Copy. Previously applied permissions will be removed. If the new location uses document-level permissioning, be sure to set permissions for the new copy of the document.
• To copy multiple documents or folders: Press on one of the items you want to select until a check (tick) mark appears. Then tap the other documents or folders you want. Next, tap the  icon at the top of the screen. Select a location and tap Copy.

Deleting documents and folders

You can delete documents and folders that you no longer need. Keep in mind that your selections will be removed from the exchange, and all exchange members will lose access to them.

• To delete a document or folder: Tap the menu icon to the right of the document’s or folder’s name. Then tap Delete. A message appears asking you to confirm your action; tap Delete.
• To delete several documents or folders at once: Press on one of the items until a check (tick) mark appears, then tap the other documents or folders you want to delete. Finally, tap the menu icon   in the upper right corner of the screen, then tap Delete. A message appears asking you to confirm your action; tap Delete.

Annotating PDF files

If you are a manager or publisher, you can add notes, highlight text and add other editing changes using Intralinks VDRPro’s annotation tools while viewing PDF files,

Your first and last name are added to each of your annotations. When you finish making annotations and close the file, the changes are uploaded to the exchange, and the annotations will be visible to everyone who is allowed to view the file. Annotations can be edited, moved and deleted by others. The name of any person who modifies an annotation is attached to the annotation.

To annotate a PDF file, tap the file to open it, and then tap the Annotation icon to display a toolbar with annotation options.

(On phones, related icons are grouped together. If a small arrow appears in the lower right corner of the icon, press it to view the options that are hidden from view.)

You can use the following tools:

• Highlight – Tap this tool and then drag your finger over the text you wish to highlight.
• Squiggle – Tap this tool and then drag your finger over the text you wish to mark. Tap the text you underlined to see a menu that will allow you to change the style of the underlining and add notes.
• Strikethrough – Tap this tool and then drag your finger over the text you wish to strike through. Tap the text you underlined to see a menu that will allow you to change the style of the underlining and add notes.
• Underline – Tap this tool and then drag your finger over the text you wish to underline. Tap the text you underlined to see a menu that will allow you to change the style of the underlining and add notes.
• Notes – Notes appear within a Note box, which is closed until you tap the icon associated with it. You can change the color of the note box and icon, and the shape of the icon, by tapping the pencil icon in the Note box. You can move note icons by pressing on them and dragging them.
• Free Text – Tap this tool to place text directly on the page; the text will not appear in a note box.
• Callout – Tap this tool to place text in a box with a callout that can be dragged to a particular area to which you want to call attention.
• Signature – Tap this tool to add your signature to the page. You have the option to add a standard signature (My Signature) or a one-time custom signature. The first time you select My Signature, you will be asked to draw your signature. After that, you can tap the signature to place it in the document. Each time you select One-Time Signature, you must draw the signature again; no copy of the signature is kept for you. After you add the signature to your document, you can drag it to the location you want. Resize the signature by dragging its edges.
• Pen – The pen tool allows you to make freehand drawings. You can use the Ink tool to change the color, width and opacity of the lines made by the pen tool.
• Line and shape tools – These tools allow you to draw lines, squares, circles and other shapes. You can use the Ink tool to change the color, width and opacity of the lines made by these tools.
• Photo – Tap this tool, then tap on the document to place a picture in the document. Pictures in your Photos app are displayed. Tap on a picture to add it to the document, or tap the menu icon to see pictures stored in other apps.
• Stamp – Tap this tool to add a stamp, such as “Approved” or “Draft,” to your document. A variety of predefined stamps are available. To create your own, tap the Custom option. After you add a stamp to your document, you can drag it to the location you want. Resize the stamp by dragging its edges.
• Camera – Tap this tool to open your device’s camera, take a photo and add it to the document. After you add the photo to your document, you can drag it to the location you want. Resize the photo by dragging its edges.

Viewing and setting document permissions

If your exchange role permits it, you can view the permissions that have been set for each document and, if necessary, make changes to those permissions. Tap the three dots menu, then tap Permissions.

If you want to change the permissions assigned to a particular group or user, tap the name, then make whatever changes are needed. If you are not familiar with Intralinks VDRPro permissions, tap the  icon to learn more about them.

If your exchange uses folder-level permissions, and you want to change current permissions for a document, slide the Override toggle to the right, and then make the changes.

To change the folder-level permissions assigned to a particular group, tap the menu next to a folder, tap the group name, make whatever changes are needed and tap Save. Optionally, based on the exchange level settings, you can also allow limited publishers to add documents and subfolders to selected folders.

If your exchange uses folder-level permissioning, you can override the parent folder permissions for a selected subfolder by sliding the Override toggle to the right, making changes, then tapping Save. To revoke permissions by setting them to No Access for all the groups, tap Revoke All Permissions.

Optionally, based on the exchange-level settings, you can also allow limited publishers to add documents and subfolders to selected folders.

Viewing document reports

If you are an exchange manager, you can view usage information about a document by tapping the Reports option . The Document Access Report will appear, displaying information about groups that have access to the document. Tap on a group to view usage information for members of the group. You can view even more information about an individual user by tapping the person’s name.

Depending on how your data room was configured, you may or may not have access to the Insights dashboards. If you have the Manager Plus role, you can use the Deal Room Insights dashboards to get a more detailed view of reviewers’ activity within your exchange. The following charts and tables are available:

• The Group Activity Ranking dashboard shows buyers’/participants' data room activity, making it easy to determine which buyers/participants are most actively using the data room and focus attention on them.
• Top Users chart and table- shows the top ten most active users in the VDR, making it easy for managers to determine which users are most actively viewing documents and focus attention on them. To view the table, tap Details. Tap the filter icon to filter by time or group.
• The Data Room Usage dashboard offers details about exchange usage that is reflected in the bills your organization receives from Intralinks.
• Top Documents chart and table - Shows the top 10 documents that have been accessed the most in the VDR by buyer and exchange groups. A document is considered accessed when viewed or downloaded. To view the table, tap Details. Tap on a document to preview it. To navigate to the parent folder, tap the three dots menu and tap Navigate.

Information in the dashboards is updated every 15 minutes.

Displaying the dashboards

Remember: The Insights dashboards are available only to users with the Manager Plus exchange role.

Tap the Insights tab at the top of the screen. The Data Room Insights dashboard appears. Scroll down to see the Data Room Usage dashboard.

You can use filters to display information for shorter or longer timeframes, which can help you to determine the groups that are most active this week, for example. Using this information, you can make judgments about each buyer/participant group’s level of interest in your deal, and whether groups that show interest in the first weeks of the deal continue to show interest as the due diligence process continues. Tap the  icon to display the filtering options. The range of dates in the selected timeframe is displayed at the top of the screen.

Keep in mind that the data on the dashboard is updated once every hour, and the filtered information is accurate as of the last update. Activity that occurs after the most recent dashboard update is included the next time the dashboard is updated.

The Group Activity Ranking dashboard

The dashboard includes a graph that shows the 10 most active groups within the data room. Activity is displayed as a percentage and is based on the total number of VDR visits and unique documents accessed. A document is considered accessed when viewed or downloaded. Group activity includes all group members with Manager, Publisher, Reviewer, Reviewer Plus, and Previewer roles.

The Group Activity Ranking section of the dashboard shows more detailed information about all the groups in the data room, including the percentage of data room activity each group accounts for and the number of data room visits and document accesses (views and downloads) by members of each group. Arrow icons indicate whether each group was more or less active in the selected timeframe, compared to their overall activity since joining the exchange. Changes in activity can indicate growing or waning interest in a deal.

How buyer/participant activity information is calculated

Keep in mind the following key points when viewing the information in this dashboard:

• If a user is included in two (or more) groups, the user’s activity will be included in the activity for both groups.
• Only one visit is counted per session. A session lasts from the time a group member logs into Intralinks VDRPro until the group member logs out, closes the browser or is inactive for an hour or more and is logged out automatically.
• The “Documents accessed” count is updated whenever a group member views or downloads a document. If two members access the same document, it is only counted once.
• When IRM- protected documents are downloaded, Intralinks continues to track the number of times they are viewed, and each time an IRM-protected document is opened, the “Documents accessed” count is updated. When documents that are not IRM protected are downloaded, the “Documents accessed” count is updated once for the download only; subsequent viewings are not tracked or reported.
• When exchange groups include people with a variety of roles, only the accesses by people with the Reviewer role are counted. This is to ensure that all buyer/participant activity is included, but activity from other data room members is limited.

The Data Room Usage dashboard

You can use the Data Room Usage dashboard to see your organization’s commercial terms with Intralinks, daily data usage (number of pages and/or gigabytes of data used, number of users), any overage amounts that affect your billing if your organization’s contract with Intralinks includes overages, the largest folders and files on your exchange, and invoice numbers for your Intralinks bills.

When the dashboard is displayed, it shows information for the past 30 days, but you can select a shorter or longer timeframe if you like.

Depending upon your organization’s contract terms with Intralinks, some information in this chapter may not apply to you.

The dashboard is divided into three sections: the Contract Information section, the Overview graph, and the Daily Usage Breakdown table.

The Contract Information section

Tap Details to view the Contract Information section, which provides an at-a-glance view of your Intralinks contract and actual usage. If your contract covers more than one exchange, the information displayed is for all exchanges included in the contract.

The Billing Metric is specified on the contract. The metric may be the number of pages uploaded to the exchange(s); the size of the files uploaded, in megabytes or gigabytes; or the number of people who have access to the exchange.

The Included Quantity is the number of pages or people, or the total file size you can add to the exchange without incurring additional overage charges. Actual Usage show the actual usage since the exchange was launched. Not Used shows any remaining quantity available, if any, before overage charges may be applied; if an overage occurs, the title changes to Overage, and the overage amount is displayed.

The Contract Period is the time range covered by the contract.

The Overview graph

The Overview graph is a visual representation of your organization’s usage over the past 30 days. You can select another timeframe if you like.

The graph shows actual usage, the included quantity, and any overages.

The Usage Breakdown

The Usage Breakdown provides a detailed day-to-day view of the information in the Overview graph. The information is displayed in a table format.

You can submit a request to close an exchange. The exchange will be closed at 11:59 pm Eastern Time on the date you select. To order an archive of the exchange, use the Intralinks’ web application.

Tap the menu icon , then tap Close Exchange.

Select the date on which to close the exchange, optionally enter some additional information, and tap Submit.