How to Export Your Virtual Data Room Contents – Admincontrol Help Centre

This guide will walk you through exporting the contents of your virtual data room with ease, ensuring you understand each step of the process. Here is how you can secure and transfer your important data whenever needed.

Before you begin

When you export data from your virtual data room, it will be packaged into an encrypted .zip archive for maximum security.

🛑 Important: The encryption level we use (AES-256) may not be compatible with the built-in ZIP software on Windows and macOS. To access your files, you'll need third-party ZIP software like 7zip or WinRAR.

Creating Your Export

Step 1: Navigate to Export Settings

Go to `Settings > Export`. Here, you'll see a history of past exports and how many exports you have left. By default, each data room is allocated five exports.

Step 2: Initiate a New Export

Click on `New Export`. You'll see options to tailor your export:

Create archive based on user role: Ideal for sharing specific documents accessible to a user role, such as documents for a buyer.
Create archive based on all folders: Select this to include all folders, or choose specific folders to tailor the contents of your export.

Step 3: Select Reports

Decide which reports to include.

Note: The Q&A report option is available only if you're creating an archive based on user roles due to its dependency on the role-based access of the Q&A module.

Step 4: Choose Recipients

Select the individuals who should receive the export.

Step 5: Complete the Export

Finalize by clicking `Export`. Your selected users will be notified via email once the export is ready for download.

Downloading Your Export

Upon completion, an email with a download link and instructions will be sent to the chosen recipients.

Accessing the Export

To access the .zip archive:

Show Password: Click `Show` to reveal the password needed for extraction—remember to save this password immediately.
Download: Use the link to download your .zip archive. Optionally, download a PDF confirmation of content.

🔔 Remember: Save your password securely. It cannot be retrieved once the download link expires after 3 days.

Extracting Files

Use the earlier selected third-party software (e.g., 7zip) with the provided password. For best results, extract files directly to the root of your hard drive (C:\) to avoid issues with long filenames.

What’s Next?

After successfully extracting your files, they are ready for any next steps you plan. If you wish to close your Data Room, please reach out to our support team or your Client Manager for assistance.

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