Welcome to Intralinks VDRPro - Quick overview

To log in to Intralinks:

1. To display the login page, using your Web browser, go to services.intralinks.com and click Log In. 
   Note: If your organization uses Intralinks’ Single Sign-On (SSO) functionality and you are logged into the corporate network, Intralinks VDRPro is displayed automatically. (If you are not logged into the corporate network, you will be asked to log into it.)
2. In the Email Address field, enter the email address for the account where you received your invitation to the exchange and click Next.
3. In the Password field, enter your password and click Login.
   If you have forgotten your password, click the Forgot your Password? link and follow the instructions that appear on your screen.
4. If you are asked to verify your identity, either enter the security code in the Verification Code field and click Next, or tap Yes, it’s me in your Okta Verify app. The verification method is based on the method you selected when you activated your account. For more information on how security verification is triggered, see, Why am I asked to verify my identity.

If you have participated in an Intralinks product in the past, you will use the same password you use for other products. 

For more information, and instructions on activating your account, logging in to Intralinks VDRPro, setting up multi-factor authentication, and resetting your password, see Getting Started With Your Account.

The Documents tab is where files will be stored and displayed. Your files need to be organized in a folder structure, which you can build in your computer, then drag and drop onto the VDR. Note that once files are uploaded, they will not be visible to some user roles until the permissions configured.

Options to upload documentation

• Drag and drop from computer
• Request Intralinks assistance to create the folder structure

Option 1 - Drag and drop from your computer

1. Select the folders and files in your local computer.
2. Drag the selection over to the main content area on the VDR and drop them.
   • If you are uploading loose files, be sure to drag them into an existing folder. 
   • If you are updating an existing structure, open the destination folder in the VDR, then select the content in your computer and drop it into the folder.
3. A wizard will open for review and additional configuration (permissions and alerts). If you are starting the buildout of the VDR, we recommend that you skip this configuration for now.
4. Click Upload.

Important tips:

• Files need to be saved locally.
• Select a smaller batch in the first uploads.
• Do not upload more than 25 GB at once.
• Size limit for single file - 15 GB.
• Avoid folders and files with very long names; they can confuse participants and may cause issues with Windows' limit of 256-character file paths.
• Don’t close the browser during the upload.

Option 2 - Request Intralinks assistance to create the folder structure

• If you do not have a folder structure already in place, Intralinks can create it based on your input. Send your checklist with folder names and hierarchy to assist@intralinks.com identifying the name and ID of the target VDR. For instructions on how to find the name and ID of your VDR, click here.

Note: The checklist must be in Excel or Word format. PDFs or other image formats will not be accepted. You can also use this template.

For more information about adding files and folders, see Publishing documents.

For more information about giving users access to documents, see Giving members permission to access documents.

For more information about creating users and groups, see Managing exchange members and groups.

VDRPro has three main user roles:

• Managers have full visibility and control rights over files, permissions, reports and participants.
• Publishers have rights to upload files and folders. They can see all folders but only see the files that they uploaded. Publisher+ is a variation with fixed visibility and control rights to all files in the VDR.
• Reviewers have no fixed rights to see or upload files and folders. Reviewers cannot see other reviewers. 

For a more detailed description of every user role and their rights, click here.

Organizing and inviting participants

In most projects, participants work in teams to review the documentation. In VDRPro, these teams can be organized in groups.

Intralinks can help you organize the participants in their respective groups. Fill in this template and send it to assist@intralinks.com identifying the name and ID of the target VDR. For instructions on how to find the name and ID of your VDR, click here.

Creating groups

Reviewers and some Publisher roles always need to be organized in groups, since permissions to view files are applied to groups, not individuals. Create groups before you start inviting participants.

1. 1. Click on Add Group(s).
   2. Type the group name.
   3. Select Group type (use Exchange Group by default unless you will use the Q&A functionality).
   4. Click Next.
   5. Click Add.

Adding users

1. Click on Add User(s).
2. Copy and paste participants' email addresses.
3. Select the role (if not selected, it will default to Reviewer).
4. Select their Group (leave blank if not yet created).
5. Click Add Users.

By default, Reviewers and some Publisher roles cannot see any files until permissions are configured for their respective groups.

Note: This tab may not be available in some contract types. To set permissions outside of the permissions tab, please review this article.

Layout Overview

The Permissions tab is essentially a matrix with folders and files in rows, groups in columns (the purple area in the below image). The intersection of a row (folder) with a column (group) is where you define what permission and protection you want to configure.

Permission and Protection Overview

Permission Options

Permissions define visibility and control over files. The default for non-Manager and non-Publisher+ roles is No Permission. 

• No permission - Files are invisible.
• See - Files are visible and accessible.
• Control - Users with the Publisher role will be allowed to access, update and delete the files.

Protection options

• Protected - Encryption is applied to PDF, Excel, Word and PowerPoint files. Users who download an encrypted file will be prompted to authenticate with their Intralinks credentials every time they attempt to open it. If permission is revoked on the VDR, the downloaded copy will no longer open. Printed copies of the file will contain a confidentiality watermark identifying the user and access timestamp.
• Protected/No print - An additional security layer that prevents users from printing the files.

Steps for setting permissions

The steps below will reference colored areas from the Layout Overview at the top of the Permissions tab section in this article.

1. Make sure that you see the groups to whom you will grant, modify or revoke permissions. They are identified in columns in the below GIF. To include or remove a group, click Select Group (the green section in the Layout image).
2. Select the folder and group combinations that you want to edit in the matrix. Your selection will be highlighted in blue.
3. Right-click the highlighted selection to open the permission menu.
4. Select the permission level that you want to apply.

In the below example, 

• Group Blue - Clean Team is being granted permission to see the contents of folders 2.0 and 5.0. The files will be encrypted, and can be printed with a security watermark.
• Group Red - Lawyers will be allowed to see and print all files from all folders; the option Protected means that the files will be encrypted.
• All groups will be able to see the entire contents of folder 5.0. These files will be encrypted and can be printed with the security watermark.

Note: The dark shade of yellow above indicates that the permissions are only staged. You must apply (save) the configuration for them to take effect.

Saving Staged Permissions

1. To save your configuration, click Apply at the top right corner of the screen and select Apply Changes. A new screen will load.
2. Select the group(s) to which you want to send an alert and click Apply. The alert will notify the group participants that new documents are available for review.

All VDRs are initially created in a phase that restricts the access of certain user roles. This allows for the complete setup of a project before all participants are activated and receive their invites.

The phase is visible from within the VDR at the upper-left corner of your screen, next to the project name.

This is a summary of the phases:

• HOLD: Most VDRs are initially created in this phase. Only Manager roles are active and receive invite and document notifications.
• PREPARATION: In addition to the Managers, Publisher and Previewer roles are activated and will start receiving notifications. Some VDRs are created in this phase to allow the collaboration of Publishers in the buildout.
• OPEN: In this phase, all user roles are active. Reviewers will be sent their invites and will start receiving document notifications.

Steps to change the phase:

1. Click on Settings at the upper-right corner of the VDR and select Exchange Settings.
2. Under Details, search for the field called Phase.
3. From the drop-down menu select the desired phase. If you want to activate Reviewers, select Open.
4. Across the top of the screen, a banner will appear for confirmation. Click Apply changes.

5. A side bar will appear for confirmation to send users their invites, also known as welcome emails.

Note: Even if no welcome alerts are sent, users will still be activated and will be able to access the VDR if their role allows them to. It is not possible to suppress the welcome notification for first-time Intralinks users, as the system will trigger an alert with instructions to set up their profile and password.

Question: What browsers are supported?
Answer: For the must current list of supported operating systems, web browsers, and PDF viewers, see Intralinks VDRPro system requirements.

Question: How do I navigate the Intralinks Hub?
Answer: The hub lists all of the exchanges that you have been invited to. The lock icon is displayed when multi-factor authentication is enabled. Use search to search for an exchange. Right click on an exchange or use the Actions menu to see additional actions that are available based on your role in the exchange. To open an exchange click on it. To return to the hub click the Vdrpro logo. Other tabs may be available based on your role. The Reports tab displays user membership across exchanges. The Contact tab displays a list of contacts. The Orders & Archives tab lets you view your DealVault archives and archive orders, The bottom right of the screen has options for accessing Intralinks Designer and downloading the mobile app. For help or to give feedback, click the question mark icon at the top. To switch to another Intralinks application that you have access to, click the app switcher icon at the top. To update your account profile or email preferences, click your name.

Question: How do I manage my documents and folders?
Answer: Use the Documents tab to manage documents and folders. The folder structure can be viewed in the left panel. The contents of the select folder is displayed in the documents list. Encrypted files and files with restricted printing have an icon in the Document protection column. You can add and arrange columns, add files and folders, and search and filter the documents list. For more information, see Publishing documents.

Question: What is the Users & Groups tab?
Answer: The Users & Groups tab allows you to view details about users and groups. You can filter the list using the quick filters on the left or the filter button. You can add users and groups using the buttons on the top. You can also export the grid to Excel. When you select users or groups additional options are displayed.

Question: How do I add files & folders to my exchange?
Answer: For details about adding files and folders, see Publishing documents.

Question: What does the View As option provide?
Answer: View As allows you to ensure that only the users that need to view documents have access to the document. On the documents tab, from the More menu, click View As. Select the member whose view you want to see and click View As.

Question: How do I add users and groups to my exchange?
Answer: For details about adding users and groups, see Managing exchange members and groups.

Question: How do I apply permissions to participants?
Answer: For details about applying permissions, see Giving members permission to access documents.

Question: How do I give reviewers the option to upload files?
Answer: If the Allow Limited Publishers to Add Documents to Selected Folders is enabled on your exchange, you can give reviewers and previewers permission to update the content of selected folders. Right-click on a folder and select Permissions. In the Additional Privileges column, select Add documents and subfolders.

Question: How do I access my exchange settings?
Answer: Click on the exchange and select View Exchange Settings, or from within an exchange, from the Settings menu, select Exchange Settings. For more information, see Exchange settings.

Question: How do I add documents to an exchange?
Answer: Drag and drop documents and folders into your exchange or click Add Documents(s) to start the Add Documents wizard. In addition, you can use Intralinks Designer.

Question: How many documents can I upload?
Answer:  Intralinks VDRPro can handle bulk uploading of hundred of files into separate folders at the same time. The maximum size of a bulk upload is 25GB. Upload times will vary depending ont he number and size of the files being uploaded.

Question: Do I have to wait for a bulk upload to complete before I can upload documents to another folder?
Answer:  No, you can initiate multiple uploads within an exchange.

Question: I do not see the folder where I need to upload information. What should I do?
Answer: Reach out to the key contact for your exchange. The contact is on the welcome message your received from Intralinks. In addition, key contacts can be located by clicking the Users & Groups tab, clicking All users, and looking for the key contact icon in the column before the members' names.

Question: How do I find users that are not assigned to a group?
Answer: On the Users & Groups tab, under Users, click Not Assigned to a Group.

Question: Can I resend welcome alerts?
Answer: Yes. From the Users & Groups tab, select the users to which you want to send alerts, and click Resend Welcome Alert.

Question: Can I resend document alerts?
Answer: Yes. From the Documents tab, select the document, click the More menu, and select Resend Alerts.

Question: I need someone else to be added to an exchange. How can I grant them access?
Answer: Reach out to the key contact for your exchange. The contact is on the welcome message your received from Intralinks. In addition, key contacts can be located by clicking the Users & Groups tab, clicking All users, and looking for the key contact icon in the column before the members' names.

Question: Is my device supported?
Answer: The Intralinks mobile app for iOS and Android allows financial institutions to stay productive by giving access across devices. It's perfect for confirming the files you uploaded from your desktop have been transferred successfully while you're on the go. Download the app from your app store. For more information, see Using the Intralinks VDRPro app for iOS and Using the Intralinks VDRPro app for Android.

Question: Is the mobile app secure?
Answer: Yes. The Intralinks mobile app incorporates proven security measures that minimize the risk of data breaches at the service, system and enterprise levels. Information is stored in an encrypted state to protect against unauthorized access by other applications or user.

Creating and deleting exchanges

Question: How do I delete an exchange?
Answer: Right-click on an exchange and click Close Exchange. Answer the questions and click Submit.