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.

Archives can be ordered in the following formats:

  • Downloadable archive - 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.
  • Cloud-based storage (DealVault) - 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. If you select this option, and do not have a DealVault contract, an Intralinks sales person will contact you within a few days to provide a quote.

    Note: Based on your contract with Intralinks, this option may not be available to you.

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, all content is deleted.

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. (Optional.) The Include audit information (Compliance Archive) is selected by default. The archive will be a replica of the exchange from the selected person’s viewpoint. 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 

    If you deselect this option, 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).

    compliancearchiveoption.png

  4. In the Select Person field, select the person whose viewpoint you want to use for the archive copy. If you are ordering a DealVault archive, only users from the same email domain as yourself are shown.
  5. 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.
    • Subscribe to DealVault - This option is displayed is your organization does not have a DealVault contract in place. Use this option to store and access your archives in the cloud. By selecting this option, you are requesting a quote. An Intralinks sales person will contact you within a few days. If you need an archive quickly, select a different option.
    • Add to DealVault - This option is displayed if your organization has a DealVault contract in place. Use this option to store and access your archives in the cloud. 
  6. Click Add to Order.
  7. (Optional.) For shipped USB archives, select the number of USB drives that you want.
  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 Email Address field, enter the email of the person you want to receive the archive. The recipient must be a member of the VDR and must have an email domain that matches the domain of the person ordering the archive.
      • 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.
      • Enter the shipping information in English.
    • DealVault - Enter the email of the person to contact to create a contract or the person who should have access to the DealVault. This person must be an employee of your company, therefore only users with the same domain as yourself will be listed. External parties, such as buyers and advisors will not be able to access a DealVault archive. Order VHD or ZIP archives for external parties that need access at the time of closing. 
  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.
  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.

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

 

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