As an administrator in a virtual data room, you can easily export the contents of the data room at any time. The contents will be exported as an encrypted .zip-archive.
To export the content go to My profile in the top right corner of your screen, then Export in the bottom right corner.
On this screen, you will find a list of all exports that have been performed. You can also see how many available exports you have. By default, each data room has five exports available. Should you require more than five, please contact our support department at firstname.lastname@example.org.
To perform a new export, click New Export. At the top of this screen you will need to select one of the following:
- Create archive based on user role: If you select this option, you will need to select a user role which the contents of the export will be based on. If you want to send the exported contents to a buyer, you should select this option and select the appropriate buyer role. The exported .zip-archive will only contain the folders and documents the selected user role has access to
- Creative archive based on all folders: If you select this option, you can choose to include all content from all folders, regardless of user roles. If you do not need to export every single folder, you can choose to export only the folders you want by placing a checkmark next to the name of the folder(s)
In the next stage, you can choose to include reports in the zip-archive. Place a checkmark next to the reports you want to include. Please note that you can only include the Q&A report if you select Create archive based on user role in the previous step.
In the final stage, you will select the recipients of the export. Place a checkmark next to the users who should receive the zip-archive. To finalize the export, click Export at the bottom of your screen. After a short period of time, the selected users will receive an email with a link to download the .zip-archive.
Clicking the link will lead them to the Admincontrol login page. After logging in they will access the download page:
Before downloading, please read the instructions carefully. You will need third party ZIP-software to extract the contents of the .zip-archive as the built in ZIP software in Windows and MacOS does not support the highest level of encryption that we use (AES-256). We recommend installing 7zip, WinZip or WinRAR.
When you have confirmed that this software is installed on your computer, you are ready to download the .zip-archive. First, click Show on the bottom of your screen to show the password. Make sure you copy this, as it is not possible to retrieve this password after the download link expires (three days). To download, click Download zip. Should you require a confirmation of content, click Download PDF.
After downloading the zip file, move it to the lowest level on your hard drive (f. ex. C:/) to avoid issues with long file names. To extract the contents of the zip archive, please use your selected software (7zip etc) and the password you copied earlier.
After extracting the contents, your files are ready to use. You are now ready to close the Data Room. In order to do this, reach out to our support team or your designated Client Manager.