Ordering archive copies of an exchange and closing an exchange | VDRPro

  • Updated

Product: VDRPro
Applies to: Manager Plus, Hidden Manager Plus
 

You may need to have a copy of your exchange for reference or regulatory compliance purposes. You can order an archive copy of your exchange that provides a snapshot of your exchange at a particular point in time from a selected person’s viewpoint. Documents, folders and Q&A comments that were shared with the selected person are included. Deleted documents and documents that are not available to the selected person will not appear in the archive copy. Saved deleted information will only appear in compliance archives. Compliance archives include documents, folders, Q&A comments (if used) and the audit history for all users and groups.

Archive formats

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

  • DealVault archive - 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, and manage all of your archives in a central place. 
  • Downloadable archive - These archives can be in VHD for Windows 10 or newer computers or ZIP format for Macintoch or Linux computers, or for users who do not have administrator rights to their computer. Allows you to email a digital copy of your archive to anyone.
  • Physical shipped USB - 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.

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

When all work involving the exchange has been concluded, you can request that the exchange be closed. When you close an exchange, you set the date on which you want the exchange to close. If you need an archive copy of your exchange, order the archive before closing the exchange. When the exchange is closed, you will not be able to access it. Reopening an exchange will result in additional billing. Files in an exchange will be backed up for up to 60 days and then will be permanently purged.

I want to

  • Order an archive of an exchange
  • View a list of archive orders I have already placed
  • Close an exchange

Steps

Ordering archive copies of an exchange

Requesting an archive copy of an exchange

  1. On the main Exchanges screen, locate the exchange you want to be archived and highlight it.
  2. From the Action menu, select Order Archive.
  3. 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, 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 exchange from the selected person’s viewpoint. In addition, it will contain all the same information that can be found on the exchange, including folders, documents, Q&A comments (if Q&A is being used) and audit history for all users and groups 

    compliance march 2024.png

  4. If you are ordering an archive for someone else, select the intended media type (USB or Downloadable). If you select USB, a DealVault trial archive of what the recipient will receive is included. If you are ordering an archive for your company, you will have the option to order only a DealVault archive and will not be billed for a USB/Downloadable archive.
  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. Select the delivery method:
    • Downloadable Archive - Use this option to receive a link to your archive that you can use to download the archive. 
    • Shipped USB - Use this option to receive a copy of your archive on a USB. A USB hard drive is used for very large archives.
    • Add to DealVault - Use this option to store and access your archives in the cloud. 

    Note: All orders come with a 30-day DealVault trial. If a subscription exists, upgrade requests will be reviewed and approved by the subscription manager.

  7. Click Add to Order.
  8. Click Continue to Delivery.
  9. Enter delivery information based on the type of archive.
    • Downloadable archive
      • 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 Recipient 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 exchange. 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 exchange by selecting Other. This user will not receive a DealVault trial. 
      • In the Primary Download Location, select the primary country where the archive will be downloaded.
    • Shipped USB
      • 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 Recipient 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 exchange. 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 exchange by selecting Other. This user will not receive a DealVault trial. 
      • Enter the shipping information in English.
    • DealVault - In the Recipient field, select an exchange member from your organization. 
  10. Click Continue to Close Exchange Options.
  11. For shipped USB orders, verify the shipping address and click Select Address.
  12. Review and accept the Terms and Conditions.
  13. In the Close Exchange Options section, optionally select when to close the exchange. Mark Today or click on the calendar to select another day. If an archive has been ordered for this exchange and is in progress, you will be asked to select a date in the future.

  14. In the Tell Us More About the Deal section, optionally select whether the deal was completed and what the final transaction value was.
  15. Click Continue to Review.
  16. Carefully review the information on the screen. Click Change if changes are required.
  17. Accept the terms & conditions.
  18. 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.

Viewing your archive orders, their status, and archive passwords

  1. From the list of exchanges, click the Orders & Archives tab.
  2. Click Orders. A list of the orders you have submitted for archive copies is displayed.
  3. 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.  
  4. (Optional.) Click the eye icon next to the archive password to view the password associated with this archive.
  5. (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.
  6. (Optional.)  To export user activity, in the User Activity section, click Export.

Closing an exchange

Closing an exchange

  1. Log into Intralinks VDRPro and click the Exchanges tab.
  2. Right click on the exchange you want to close and select Close Exchange. This option is not available if the exchange 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 exchange. Mark Today or click on the calendar to select another day.

    If an archive has been ordered for this exchange 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 exchange, and an email when the exchange has been closed.

Closing an Exchange.GIF

Additional information

Was this article helpful?