The best software for data rooms does not need a steep learning curve. This feature is especially important for project-oriented teams and companies who want to focus their time achieving the intended outcome of a deal transaction, not learning the new software. Many vendors offer templates, checklists and playbooks that help users to work efficiently and in a systematic manner. Some even have advanced features like iDeals Sync to allow for seamless integration with corporate file storage systems. Advanced search filters and tags along with optical character recognition tools let users locate any document in a a matter of seconds. Other features that are commonly used include automatic index numbers and dynamic watermarks that appear on top of each uploaded document upon viewing or downloading, and activity reports that detail who was able to access which documents for the length of time.

The virtual room of iDeals offers a number of security features that protect sensitive information, such as two-factor authentication, customizable NDAs. It also provides bulk user invitation options. It also allows users to cut out text or images from the document, as well as restrict access to documents based on IP addresses and the time.

Q&A reporting enables administrators to view and print all questions, answers and comments received by experts during the course of a project or deal. They can easily assign answers to other experts, and then modify the workflow. The data can be exported to Excel for ease of use.