In this article

• Overview
• Changes at a glance
• What is staying the same in Next Generation VIA Pro?
• Enhancements to BGC and CO experiences
  • Role and user type changes
  • Administration changes
    • Users Administration page
    • Workspaces Administration page
    • Activity Administration page
    • Exports Administration page
    • Policies Administration page
• Enhancements to the Workspace experience
  • Workspace-level changes
  • Home page changes
• Upload and download changes
• VIA mobile / iOS app changes
• Email alert changes
• Workspace expiration changes
• IRM / document protection changes
• Retired features
• Legacy Dealmanager / removed capabilities
• URL Whitelisting
• Support contact

Overview

We are pleased to share early visibility into our next-generation VIA Pro experience, which will be introduced on 29 August, 2026. The global rollout for all customers will take place during a scheduled maintenance window, notified in advance.

Business Group Coordinators (BGCs) and Compliance Officers (COs) can expect enhancements to streamline administration, reporting, and user and workspace lifecycle control. 

Existing workspace permissions, structures, user roles and content will remain unchanged for users, accessible through a more modern interface.

Click here to access an interactive tour of the Next Generation VIA Pro.

Changes at a glance

What is staying the same in Next Generation VIA Pro?

• Existing workspace permissions remain unchanged
• Existing workspace structures remain unchanged
• Existing user roles remain unchanged
• Existing content remains unchanged
• Provisioned User and Invited User types remain unchanged

Enhancements to BGC and CO experiences

Role and user type changes

What user types currently exist at the Business Group level?

Legacy VIA Pro features four User Types at the Business Group level: Business Group Coordinator, Compliance Officer, Provisioned User, and Invited User:

• Business Group Coordinator (BGC) – Manages users in the Business Group, sets policies, and can export one type of report.
• Compliance Officer (CO) – Can only view Users and Policies without editing rights and can export two types of reports. BGCs often hold both CO and BGC roles at the same time.
• Provisioned User – Can create workspaces where they are assigned Owner by default. The Business Group Coordinator grants and revokes the Provisioned Users’ privileges. People may only be provisioned to one Business Group; meaning, they can only create workspaces from a single Business Group but can be invited to any workspace across any Business Group.
• Invited Users – Invited to workspaces as Viewers, Editors or Owners. These users do not have the ability to create workspaces. When an invited user is removed from all workspaces that they have access to, they will be automatically removed from the Business Group.

Are user types changing in Next Gen VIA Pro?

While there are no changes to the Provisioned and Invited user types, there is a major enhancement to the BGC and CO roles.

Given the limited features available to the CO, the complementary relationship with the BGC, and the way customers typically use both, CO capabilities are being consolidated into the BGC user type, with a significant number of new features that support governance, user management and activity oversight across workspaces and at the Business Group level.

All Business Group Coordinators and Compliance Officers will be Business Group Coordinators in Next Gen VIA Pro.

Note: These roles are functional designations within the application only. They do not correspond to, require, or imply any specific job title, professional qualification, or organizational position held by the user outside of the platform.

Administration changes

Watch the video below for key highlights and see a comprehensive FAQ on the enhancements for BGCs and COs.

What is changing in the Administration area?

BGCs with more than one business group can now select which group to access from within the Administration area. The ID number of the business group is now displayed before its name.

Next Gen VIA Pro also addresses a critical feature requirement: BGCs will be able to add anyone who is a provisioned user or BGC to a workspace. This allows the remediation of orphaned or abandoned workspaces.

The different sections of the Administration area are now covered in 5 tabs: Users, Workspaces, Activity, Exports, and Policies.

BGCs will continue to access the Administration area through the key icon on the vertical navigation bar on the left.

Users Administration page

What is available to BGCs on the Users page?

The Users page is the default view in the Administration area. BGCs will find similar information that was present on the Users page of legacy VIA Pro, but with significant improvements:

• Bulk selection for removal of users within the Business Group.
• Clicking the number in the Workspaces column will quickly display the names of all workspaces that the user can access.
• Clicking a user opens a side panel with additional information, including a list of all workspaces and folders the user can access, their assigned roles, and their most recent workspace access dates.
• BGCs may now add, edit, and remove other BGCs without contacting Support.
• Adding users no longer requires the BGC to add a phone number for the user.
• Users can be added in bulk by adding multiple emails. CSV import has been eliminated.
• All users added to the business group will receive email notifications that they have been added to the Business Group. Previously, this was an optional checkbox.
• In NextGen VIA Pro, BGCs can change a user to: BGC, Provisioned User, or Invited User. 
  Note: Changing a person to an Invited User is only possible if that person has access to at least one workspace or folder.
• The Users table supports searching, sorting, and filtering based on criteria BGCs may want to target. Columns can be selected to be displayed or hidden. Exports will reflect the filters applied at the time of generation.
• New in-screen help areas provide BGCs with informational guidance on user types and accesses.
• The total number of users in the BG is shown at the bottom of the table in the pagination section.

Workspaces Administration page

What is the Workspaces Administration page?

The Workspaces page is a new feature and a major enhancement designed for BGCs to manage data governance, access, and policy enforcement. BGCs get an overview of all workspaces within their business groups, covering participants, storage, expiration dates and more.

What is available to BGCs on the Workspaces page?

• The Workspaces table shows each workspace with ID number, name, size, expiration date, the number of Owners, Editors, Viewers, number of accesses in last 90 days and date of last access.
• Clicking the numbers in the Owners, Editors, or Viewers columns will display the names of the users in the workspace with that role.
• Clicking the name of any workspace will open a side panel where more information is present, including folder and file count and a list of all users who have access to the workspace or to specific folders, their respective roles, and their last access dates.
• BGCs now have the ability to assign Owners to workspaces. This will help remediate orphaned or abandoned workspaces.
• The Workspaces table supports searching, sorting, and filtering based on criteria BGCs may want to target. Columns can be shown or hidden. Exports will retain the applied filters.
• The total number of workspaces in the BG is shown at the bottom of the table in the pagination section.

Activity Administration page

What is available on the Activity Administration page?

The Activity page replaces the Workspace Activity Report available to Compliance Officers in legacy VIA Pro. In Next Gen VIA Pro, every user action for all workspaces in the business group will be captured here. 

The default view will cover the activity over the last 24 hours. BGCs will be able to search, sort, and filter to find activity for any time frame, activity done in a certain workspace, or by a certain user. The reports will reflect the applied filters at the time of the export.

Exports Administration page

What is available for BGCs on the Exports Administration page?

Exports can be generated from the Users, Workspaces, and Activity pages, and will reflect the filters applied at the time of the export. While generating the export, the BGC will now be able to name the export and select between CSV and XLSX formats.

Generated reports will be immediately recorded on the Exports page as In Progress and will be available for download after successful generation.

Exports will be available for 90 days and then automatically deleted. Any exports that need to be kept should be backed up locally by a BGC.

Important: reports generated prior to the upgrade will no longer be available. If you want to retain existing reports, please download them before 29 August directly from the Reports tab.

Policies Administration page

What is available on the Policies Administration page?

The layout has been improved. Policies remain largely the same, but there are important changes: 

• See Which policy administration settings are being removed?
• See Workspace expiration changes.

Enhancements to the Workspace experience

Watch the below video for key highlights and see a comprehensive FAQ on the enhancements to the Workspace experience.

Workspace-level changes

How is the trash bin changing?

Owners will be able to view and download files in the trash bin without the need to restore them first. Additionally, Owners will be able to permanently delete files in the trash bin before the 30-day mark when the trash bin automatically cleans them up.

How are watermarks changing?

Owners will now be able to add document name as part of the watermark. The brown color for watermarks will be eliminated, and any existing brown watermarks will default to red.

How is the file access report changing?

The file access report will now differentiate between document views (in-browser) and downloads. Only Owners can generate this report.

What is changing with the Shared With panel?

The Shared With panel showing users who have access to the workspace can now be collapsed and expanded, allowing more room for viewing workspace content when necessary.

How are sorting and filtering changing inside workspaces?

Significant enhancements to sorting and filtering views with new columns offering additional information for files and folders. These columns can be shown or hidden based on each user’s preferences.

Where can users find the Workspace ID inside a workspace?

The Workspace ID is now visible to all users in the workspace information modal. It can be accessed by clicking the info icon next to the workspace name.

Home page changes

How are workspaces shown on the home page?

Next Gen VIA Pro will offer both a tile view and list view for workspaces. Users with fewer workspaces will see the tile view by default, and list view will be the default for those with more workspaces. VIA Pro will remember each user’s view preference if different from the default.

The list view offers users additional ways to search, sort, and filter their workspaces. Workspace IDs are also visible in this view.

What do the color bars on Workspace tiles mean?

The color bars on workspace tiles are randomly assigned at the time of workspace creation. Any workspace that has expired will have a grey bar.

Are workboards going away?

Workboards are being renamed to Collections and will now be indicated by a bookmark icon instead of the pin icon used in legacy VIA Pro. Workboards are specific to individual users. All existing workboards will carry over and appear as collections in Next Gen VIA Pro. The bookmark icon on the left navigation bar shows all collections.

Upload and download changes

What is changing for uploads and downloads?

Next Gen VIA Pro includes several user experience improvements for uploading and downloading files:

• Single file uploads of up to 25 GB are supported.
• Files and folder structures can be dragged and dropped directly in the web application. This is a major enhancement for users with larger or structured data sets who, in Legacy VIA Pro, can only drag and drop files and must manually create folders in the application.
• Owners and Editors will have the ability to preview and adjust files selected for upload before committing the changes.
• A new UI component appears at the bottom of the screen showing the progress of the upload and allowing cancellation for specific files. This component stays visible until the upload completes, even if users navigate to other workspaces while the upload is in progress.
• When attempting to download batches of over 1 GB or with a large number of files and folders, the user will be alerted that the process will run in the background and they will receive an email with a link to download a ZIP file with the selected content.

VIA mobile / iOS app changes

What is changing with the VIA Pro iOS app?

The iOS mobile app for Next Gen VIA Pro is getting an upgrade, and users will need to update it. This will be automatic for users whose phones are set to automatically update apps. Otherwise, users will be prompted to update it from the App Store.

Email alert changes

How are email alerts changing in Next Gen VIA Pro?

In Next Gen VIA Pro, users will receive one email alert for a batch of uploaded files. For example, if 15 files are uploaded at one time, users will receive only one email covering all 15 files.

In legacy VIA Pro, email alerts were sent individually for each uploaded file. 

Workspace expiration changes

How does workspace expiration differ between legacy and Next Gen VIA Pro?

In legacy VIA Pro, workspace expiration is set to midnight UTC regardless of the Owner's intended expiration time, which could confuse users in different time zones.

In Next Gen VIA Pro, Owners can specify the exact hour the Workspace will expire. This will be shown to users in their local time zone, as set in their account profile.

At the time of upgrade, all expiration dates in existing workspaces will still be midnight UTC. Owners can update them at any time before the workspace expires.

Visibility for expiration dates is now available across the application: on the Workspaces view page, within the workspace, and in the workspace invitation email.

Is the expiration-date visibility changing for BGCs?

In Next Gen VIA Pro, BGCs will have complete visibility of expiration dates across all workspaces. They can notify Owners or assign a new Owner to set an appropriate expiration date. Workspaces created after an expiration policy is set or updated will follow the policy and Owners aren't allowed to bypass it.

The Workspace Expiration policy only applies to workspaces created after the policy is set or updated. This is true for both legacy and Next Gen VIA Pro. In legacy VIA Pro, Owners were notified of an updated policy when entering an existing workspace but they could ignore it without the BGC's knowledge. 

IRM / document protection changes

How is document protection different in Next Gen VIA Pro?

Next Gen VIA Pro uses a new, proprietary IRM enforced through the platform itself. This means access and protection work for every user without conflicting with local IT policies.

To view a downloaded document with IRM protection, the user's browser will be launched and the document will be displayed directly in VIA Pro once they authenticate. During an active VIA Pro session, the file will be displayed seamlessly, without the need to re-authenticate. 

If permissions to view these files are revoked, the files or workspace are deleted, the downloaded files become inaccessible to the user.

By contrast, legacy IRM protection relies on the end user's operating system and Microsoft Office's built-in DRM. As corporations tighten endpoint security, opening a legacy IRM-protected document often requires IT intervention on the users' machines.

What happens to IRM-protected documents downloaded before the upgrade?

These documents will no longer open. The user should delete local copies and re-download them.

Retired features

Which tools are being retired?

The VIA Pro desktop app and Outlook plugin are being retired.

Corporations are increasingly restrictive about what third-party software can be installed on employee machines, and approval cycles for new desktop tools are long or closed entirely. Next Gen VIA Pro delivers the full functionality in the browser, so users can access the product under their organization's standard IT policies.

Are there alternatives to the desktop app and Outlook plugin?

The desktop app's main use was uploading entire folder structures. In Next Gen VIA Pro, Owners and Editors can drag and drop folder structures directly on the web UI, eliminating the need for a desktop app.

The Outlook plugin has seen virtually no usage for years. Its retirement reflects the fact that VIA Pro users do not rely on it for their workflows.

Can users still upload folder structures if the desktop app is being retired?

Files and folder structures can be dragged and dropped directly in the web application in Next Gen VIA Pro.

Which policy administration settings are being removed?

• The Intralinks Exchanges Integration policy setting is being removed. With the Next Gen VIA Pro, it will no longer be possible to copy content from VDRPro exchanges into VIA Pro workspaces.
• The Desktop Synchronization policy is being removed, following the retirement of the legacy VIA Pro desktop application.
• The Require protected files to be downloaded for viewing setting is being removed as the IRM protection in Next Gen VIA Pro does not allow for downloaded documents to be viewed in local native applications.
• The setting for forcing the second factor as SMS is being removed. Next Gen VIA Pro introduces a more efficient and secure model of Two-step verification for users to access workspaces when this setting is ON. Users are already prompted to set up an authentication method when they first log in to Intralinks. This same authentication will be required when they try to access a workspace with Two-step verification, which will minimize user disruption.
• The updated iOS mobile app for Next Gen VIA Pro does not allow users to download files to their mobile devices and this setting is therefore being removed.

Legacy Dealmanager / removed capabilities

Are legacy VIA Pro Dealmanager features available in Next Gen VIA Pro?

Legacy VIA Pro Dealmanager features (custom fields, tasks) have been replaced by DealCentre AI and will not be available in Next Gen VIA Pro. Click here to learn more about DealCentre AI or contact your Sales Account Manager.

URL Whitelisting

Are there any changes to URLs?

Yes, ask your IT Administrator to whitelist the following URLs before 29 August:

• https://via.us01.intralinks.com/
• https://os3.us01.intralinks.com/
• https://via.uk03.intralinks.com/
• https://os3.uk03.intralinks.com/

Support contact

Whom should I contact with additional questions?

You can contact 24/7 support through the usual channels (email, phone and chat) or reach out directly to your CSM or Account Manager.

This article will continue to be updated with additional information and guidance as they become available.