Ordering archive copies of a VDR and closing a VDR | VDRPro

Archives can be ordered in the following formats. Compliance archives and data only archives can be ordered in any format.

• DealVault Secure Storage- Archives are stored in the cloud where they can be securely accessed, making it easy to analyze, collaborate on and unarchive entire VDRs. You can view, search, download, and move files and folders, rehydrate an entire archive to create a new VDR, and manage all of your archives in a central place. 
• Downloadable archive - These archives can be in VHD format for Windows 10 or newer computers or ZIP format for Windows, Macintosh or Linux computers. This format is useful for users who do not have administrator rights to their computer. Note that to open a ZIP file, you must have available space on your computer that is three times the size of the ZIP file.
• Physical shipped USB/Hard drive archive - Your archive is shipped to you on a USB drive, or a hard drive if the archive is very large. These archives can be in VHD or ZIP format.

Note: The archive format cannot be changed after an archive has been generated, burned or shipped/delivered. If you have placed an order for the incorrect format and it has already been generated, you must place a new archive order for the desired format.

For information about the cost of an archive, check your Intralinks contract or contact your sales representative.

1. On the main Exchanges screen, locate the VDR you want to be archived and highlight it.
2. From the Action menu, select Order Archive.
3. Select the delivery method:
   • DealVault Secure Storage - Use this option to store and access your archives in the cloud. 
   • Downloadable Archive - Use this option to receive a link to your archive that you can use to download the archive. 
   • USB/Hard Drive Archive - Use this option to receive a copy of your archive on a USB. A USB hard drive is used for very large archives.

   Note: USB/hard drive and downloadable orders come with a 30-day DealVault trial for recipients that are part of the exchange. Recipients that are not part of the VDR will not recieve a DealVault trail. If a subscription exists, upgrade requests will be reviewed and approved by the subscription manager.

4. In the Audit Information field, select whether you want a data only or compliance archive.  If you select Do not include (data only), the archive will contain only the folders and documents that are visible to the selected person selected in the Include Files and Folders That Are Visible To field, along with Q&A comments (if Q&A is being used). If you select Include (Compliance Archive), the archive will be a replica of the VDR from the selected person’s viewpoint. In addition, it will contain all the information that can be found on the VDR, including folders, documents, Q&A comments (if Q&A is being used) and audit history for all users and groups.

   Note: Compliance information is only included when the selected person is a Manager+. Users with Reviewer roles do not have access to compliance information.

   

5. In the Include Files and Folders That Are Visible To field, select the person whose viewpoint you want to use for the archive copy. 
6. Enter delivery information based on the type of archive.
   • DealVault Secure Storage
     • In the Select An Exchange Member field, select a VDR member from your organization. Only VDR members are available for selection. DealVault archives cannot be orders for people outside of the VDR. 
     • In the Delivery Date field, enter the date to process the archive or select Today. 
   • Downloadable archive
     • In the Select Recipient Email field, enter the email address of the person you want to receive the email. If you are ordering for your company, only the email IDs matching your domain are displayed. If you are ordering for someone else, you can select any user that is part of the VDR. The recipient will receive a 30-day trial for DealVault. In addition, you can order an archive for a user who is not part of the VDR by selecting Other and entering their email address. This user will not receive a DealVault trial. 

       If you order an archive for someone outside of the VDR, and that person does not have an Intralinks account, they will be sent an email requesting them to create an account so that they can access the archive in Intralinks.

     • In the Archive Format field, select the format of the archive. Use VHD format for Windows 10 or newer computers. These archives must be opened using Bitlocker. Use ZIP format for Macintosh or Linus computers, or for users who do not have administrator rights to their computer.
     • In the Primary Download Location field, select the primary country where the archive will be downloaded.
     • In the Generation Date field, enter the date to process the archive or select Today.
   • USB/Hard Drive archive
     • In the Select Recipient Email field, enter the email address of the person you want to receive the email. If you are ordering for your company, only the email IDs matching your domain are displayed. If you are ordering for someone else, you can select any user that is part of the VDR. The recipient will receive a 30-day trial for DealVault. In addition, you can order an archive for a user who is not part of the VDR by selecting Other and entering their email address. This user will not receive a DealVault trial. 
     • In the Archive Format field, select the format of the archive. Use VHD format for Windows 10 or newer computers. These archives must be opened using Bitlocker. Use ZIP format for Macintosh or Linus computers, or for users who do not have administrator rights to their computer.
     • In the Select Quantity field, select the number or archive copies you want.
     • In the Generation Date field, enter the date to process the archive or select Today. 
     • In the Shipping Address section, enter the name, address and phone number where you want the archive to be shipped. Enter the shipping information in English.
7. Click Add to Order.
8. To order an archive for another VDR, click Add Another Archive Order. You can order up to ten archives per order. To edit or delete an order, click Edit or Delete in the row of the order If you have finished your order, click Continue to Review.
9. Verify the order information. You can edit or delete an archive request.
10. Accept the term and conditions by clicking I have read and agree to Intralinks' Terms and Conditions for purchasing Archive copies of Exchanges.
11. Click I understand that archive orders will be billed according to the terms of my contract.
12. Click Place Order. After you have submitted your order, a confirmation message appears, and a confirmation email message is sent to the address you entered in the delivery details step.

1. From the list of VDRs, click the Orders & Archives tab.
2. Click Orders. A list of the orders you have submitted for archive copies is displayed.
3. Select one of the following options:
   • My Archives and Orders - lists all archives you have ordered and have access to.
   • Sent Archives - lists all archives you have sent to other people.
4. Click on the Order ID to view details about an order. An order can have the following statuses:
   • Scheduled - The order has been placed and is queued for processing.
   • Processing - The order is being processed.
   • Completed - The order is complete. USB archives have been shipped. Downloadable and DealVault archives are ready for viewing.  
5. (Optional.) Click the eye icon next to the archive password to view the password associated with this archive.
6. (Optional.) To download the index file or confirmation letter, click in the Index & Confirmation Letter field. Click the download icon for the file you want to download. Note that these files are only available after the archive has been generated.
7. (Optional.)  To export user activity, in the User Activity section, click Export.

1. Log into Intralinks VDRPro and click the Exchanges tab.
2. Right click on the VDR you want to close and select Close Exchange. This option is not available if the VDR has already been closed.
3. (Optional.) In the Was this deal completed? field, select Yes, No, or N/A.
4. (Optional.) In the Final Transaction Value field, select the currency type, and range that the transaction value falls between.
5. In the Close Exchange Options field, select when to close the VDR. Mark Today or click on the calendar to select another day.

   If an archive has been ordered for this VDR and is in progress, you will be asked to select a date in the future.

6. Click Submit.

   You will be sent an email confirmation that Intralinks has received your request to close the VDR, and an email when the VDR has been closed.

Downloading an index file or confirmation letter

If you are the recipient or the requestor of an Intralinks archive, you will be able to download the confirmation letter and index file of the archive from your Intralinks profile. The index file shows a specific list of folders and documents that were accessible to a specific user at a given date and time. It displays folders and documents from the viewpoint of a particular user; only the documents and folders visible to the selected user are included.

1. Display the Exchanges list in VDRPro.
2. Locate the Orders & Archives tab at the top of the screen and click it.
3. Click the Orders tab on the left side of the screen.
4. If you are the recipient, click My Archives and Orders.
5. If you are the requestor, click Sent Archives.
6. Locate the order for the archive, then click the Order ID. 
7. In the Index & Confirmation Letter section, click the download icon next to Index File or Confirmation Letter.