Data Rooms

Data Rooms come with every plan: one open room on Free and Pro, three on Business. If Rooms is not in your navigation, an owner or an admin can switch it on in Settings, Features. What your workspace shows

A room holds folders and files for people outside your workspace: buyers of a business, investors, lenders, a tenant’s lawyer. It has two names: yours, which only your workspace sees, and the one guests see, in the room and in every email about it. A sale is often kept from the seller’s own staff, so the two can differ.

Start before you have files. From Data Rooms, choose Plan a data room before uploading files to choose the business and check its preparation access. In Rooms, choose Prepare a room plan. Confirm the business shown, name the room and choose a starting point, such as Raising Investment. Edit the folders and preparation checklist to fit your business and stage.

1. Use one folder or checklist item per line, up to 30 folders and 100 checklist items. A starting point replaces the outline below it; review those requests before saving.
2. Choose Save plan for review. The saved plan has its own link under Your saved plans. It expires after seven days if not accepted.
3. Read the saved outline, then choose Create this private room. Its folders and checklist remain private drafts. Add your real files and review them before separately opening the room or giving guests access.

If a save is interrupted, choose Check for saved plan. Repeating confirmation returns the same room. You can also reopen Rooms, Prepare a room plan to find your saved work. Unsaved form text is not restored after reloading. An accepted room that is later deleted cannot be recreated from that plan.

Native preparation uses your existing room-management access, including Free. Keep a saved plan open when reviewing a plan or asking another person to pay in a separate tab. A payer receives billing access, not document access or ownership of your business.

ChatGPT or Claude can help you discuss the purpose, stage, intended readers and missing material. The public plugins can research room documents after you add files; save the outline using the native preparation page when room-plan tools are unavailable. An existing expanded connection with separately approved private-plan preparation can return a proposal for the same human review. A suggested checklist does not establish that documents exist or that diligence is complete.

Use ShareSign in ChatGPT or Claude to find terms in the room documents you choose, with source citations. For a fundraise, ask which customer contracts contain financing, assignment or change-of-control consent requirements, keeping each trigger separate. Try the worked investor-diligence question and choose your assistant.

1. In the room’s Files tab, choose Research this room with ChatGPT or Claude. Check the business and selected room.
2. Write your question, review the prompt and choose Copy room research prompt. For example: Which agreements need investor consent before our next round?
3. Open ChatGPT or Claude from the same page. Connect ShareSign to that business with room browsing and document-text search, then paste your question when ready.
4. Check the answer’s cited files and pages. Return to your room to review the source wording and any amendments.

Keep the preparation page open while you connect. Check again refreshes access without clearing a question in the same room. If the room is unavailable, choose its business or return to your accessible rooms. An empty room needs documents before it can support an answer.

Assistant access is included on Free, within its resource limits; premium features keep their plan requirements. Approve room browsing and document-text search for the intended business; matching excerpts go to your chosen assistant. Search is keyword-based and may exclude unreadable, processing or inaccessible files. Check the returned coverage and cited pages. A draft answer is not a completed diligence review, and the assistant does not publish your room, invite investors or send the response.

Use the data-room quote worksheet before committing to a provider. Enter the priced component of your quote, your project length and a possible delay. Monthly, paid-user, storage, one-off page and fixed-project rates are available.

For recurring rates, enter the monthly equivalent, minimum term and billing interval. A six-month project on yearly billing still commits twelve months. Enter known one-off charges once. Missing project-extension rates stay unpriced; a page charge alone cannot establish the cost of a longer project. Taxes and unquoted charges are excluded.

Your figures stay in the tab. Copy the summary and its assumptions to keep them; changing an input clears the result and reloading clears the figures. No account is required. Prices and allowances remain on ShareSign’s pricing page. When ready, use the guide’s first-room steps to prepare a private room and review access before sharing.

A new room can start empty, or with numbered folders for its kind: a sale of a business, a fundraise, a property sale or lease, a fund raise, or a board pack. Until the room is opened, rename, add, delete or renumber any of them.

Every folder and file has a number, such as 4.2.7, given when it is published and never changed or given to anything else, because contracts cite them. A file added later takes the next number in its folder. Withdrawing a file keeps its number and hides it from guests; restoring it brings it back. Until a room is first opened, you can delete numbered entries and renumber the index from 1.

Replacing a file adds a version under the same number. Every version is kept, and the record says which one each person saw.

If a connection drops, press Resume upload beside the failed transfer. After reopening the room, choose Resume upload in the file's Actions menu and select the original file. Its name and contents must match. Parts that arrived are kept for six hours from the start; a smaller file is sent again under the same version. A replacement leaves the current version available until the new one is ready. When a file is awaiting upload, it waits for you to resume it.

Drop files or a whole folder onto the room: the folders keep their shape. A zip is unpacked into the folders it holds, as unpacking it on your desk would: one top folder stays as it is, and loose files get a folder named after the zip. A zip over 50 MB is refused before unpacking. A zip with more than 5,000 files or 1 GB inside, or with a password, is added as the zip itself, and the room says why. Files up to 50 MB except video, programs and scripts. Blocked upload attempts are recorded as file category and size, without filenames or contents, so we can understand what customers need. Use Suggest an improvement to tell us more if you wish. A PowerPoint deck becomes its slides, one slide a page, with the speaker notes left out. PDFs can be shown as pages up to the file limit. Other files are converted for reading up to 25 MB; above that they can be downloaded with download permission. Room storage is shared across all your rooms: 250 MB on Free, 15 GB on Pro and 50 GB on Business. When it is full, new uploads stop; nothing is deleted, and guests keep reading and downloading what is already there. You are emailed at half full, three quarters and nine tenths, so the day an upload is refused is never the day you first hear about it. Nothing is shown to anyone until you publish it, so you can check the index first. Publish a file while it is still being read and it is published as soon as it has been; until then its row says “Being read, then published”, and Keep it a draft takes that back. Each file is read once for its SHA-256 fingerprint, and a PDF for its pages.

A guest does not make an account. Their invitation link is theirs alone, and on each new device they enter a six-digit code sent to the address they were invited at. The code works for 10 minutes on the device that asked for it. A forwarded link opens the door and nothing behind it.

A group can be asked to sign an NDA before anything in the room is shown. It is a document made from one of your own templates, signed on the same signing page as any other document, with its own certificate; the guest is emailed a signed copy and comes straight back to the room. The template needs exactly one role left open for the guest; anyone else, such as you as the other party, is pinned in the template.

Each group sees only what you grant it: the whole room, a folder, or one file. The nearest choice above an entry decides, so “the whole room except Legal” is two choices. Where nobody has chosen, the answer is no, and a file that is not published is never shown whatever was granted.

Before inviting anyone, See it as they see it shows exactly what a group will be shown.

A deal opens in steps: the information memorandum for everyone, the financials after an offer, the rest for whoever is chosen. Add stages under Stages on the room, set the stage each folder opens at, and move each group on when it is ready, now or at a moment you set. A group sees a file when it is allowed it and has reached the stage it opens at; a stage never lets anyone see something they were not allowed.

On Pro and Business, the pages and emails a guest of a room sees carry your workspace’s name from the start, and the logo and colour you set in Settings, Branding. On Business they also carry them on your email and signing pages. On Free, a room carries ShareSign’s name. A guest’s page always says who powers the room until your plan brands everything.

A request list is the other half of a room: the index is what you have published, the list is what the other side is still waiting for. Make a list, say whose it is, and paste theirs in: numbered lines keep their own numbering, sections and all, so 4.2 means 4.2 in every email afterwards. Answer a line with a file already in the index and it goes to provided, against the version that was there at the time. A draft list is yours alone; opening it shows the group where every line stands.

An entry can be moved into another folder from its Actions menu. It takes the next free number where it lands, and nothing else in the room moves. A gap where it used to be is the right answer, not an untidiness: somebody may have written 4.2 into a schedule, and a room that shuffles its numbers under them has made their citation wrong.

A file that arrives from outside is looked at twice before anybody in your workspace can open it. A scanner with a signature database reads it, and a file it names is refused outright: it cannot be taken into the room, flattened or otherwise. Then it is read for what a signature database does not catch, which is what actually turns up in a data room. A file nothing was found in is a file nothing was found in, which is not the same as a promise.

Mark what should not be read, and ShareSign makes a copy without it. A black box drawn over a word hides nothing: the word is still in the file and anybody can select it. So the copy is rebuilt from pictures of the pages, and there is no text left under the box to select, copy or find.

A box above the index searches inside the files, not only their names. A result says which file, which page, and the words on either side of the match, and it opens the file at that page. Guests get the same box, over the files their group can open and nothing else.

Video uploads, playback and guest downloads are not available at present. Existing video originals and watch history are retained. Workspace members can retrieve their originals privately. You can suggest what you need from the upload area; submitting a suggestion is optional.

A group can be set not to print. The pages are then hidden from a printer and the reader is told why. That is a deterrent, and we would rather say so than sell it as a wall: anybody can photograph a screen, and no website can stop them. What does hold either way is the mark drawn into every page, so a printed or photographed page carries the reader’s address and the time it was read.

Two lists on the room decide who can get in at all. Only these is an allow list: nobody outside it can be invited or open the room. Never these is a block list, read first, whatever anything else says. Both take addresses and domains, pasted in any order.

A guest can send a file back: against one line of their list, or on its own. It does not go into the room. It waits in Sent in, where only your workspace can see it, and reaches the index when you take it in. Taking it in puts it through the same path as your own uploads, so it is hashed and read for its pages the same way, and the line it answered moves to provided.

Each room has an address of its own, on its Requests tab. Files attached to an email sent there go into the room: from you and your colleagues, into the index as drafts, the same as your own uploads; from the room’s guests, into Sent in, the same as a file they send from the room, and they are shown the address there. Pictures in a signature are left out.

Open questions until a date, and guests can ask, about the room in general or about one file. You see who asked, from which group, and answer. An answer reaches the asker’s group; tick one box and every group reads it, without who asked or which group they are in. A guest never sees another group’s questions.

The room’s Activity tab shows each person’s files, pages and downloads, and for one person the pages of each file they reached. Each file shows how many people read it, its page views, the page read by the most people, and its downloads. A page counts when a reader’s browser asks for it, which it does as the page comes into view.

Every upload, publication, withdrawal, invitation, new device and download is written to the room’s record, on its Activity tab, each entry chained to the one before it by SHA-256, the same way a document’s audit trail is.

At the close, or at any moment, make a closing record from its tab: one archive holding the index with every version’s SHA-256 fingerprint, the room’s whole record, who was let in and what each group could see, who read which page of which version, every question and answer with any earlier wording, and a certificate. The certificate states the seal, the SHA-256 of the manifest in the same archive, so anyone can check it without ShareSign: work out the manifest’s fingerprint, compare it with the seal, then compare any file with the fingerprint listed for it.

At completion, the buyer can have the room for their own workspace. On the Closing record tab, press Hand it over and give their address; they are emailed a link that works for 30 days, once. They sign in to ShareSign with that address, or make a free account with it, choose one of their workspaces, and the room is copied there.

A new room can start from a numbered index for the kind of deal it is, and it comes with the list that kind of room is usually asked for: a sale with a buyer’s due diligence list, a raise with an investor one, a fund with a list for limited partners. Both use the same numbering, so 4.2 in the list is folder 4 in the index.

We do not supply the documents themselves. A non-disclosure agreement that works in Delaware is not one that works in England or in Germany, and the parts that matter most, governing law, what counts as confidential, how long it binds and what a court will enforce, are exactly the parts that change with where you are. A single worldwide template would be wrong almost everywhere, and wrong in a way nobody notices until it is being relied on. So we give you the structure, the numbering and the evidence, and you bring the wording your lawyer stands behind.

A place is a room that is open. A room you are still building and a room you have closed take no place at all, and there is no limit on either, so what is counted is rooms with guests in them and never rooms you have made.

Rooms and Settings, Billing show your storage used, open rooms and people who can send. Storage is shared across your workspace: closed rooms, earlier file versions and unfinished upload reservations count. Closing a room frees its open-room place; the files still use storage. Temporary capacity shows its end date and time in UTC.

An owner can add 25 GB for 90 days from either page. The price appears before checkout, including any eligible discount. It is paid once and does not renew. When every open-room place is in use, compare closing a room, buying a temporary pass and changing plans. An annual plan shows its full yearly bill; plan changes may include credit or proration.

Paid once, never a subscription, and the room you bought it for opens as soon as the payment arrives.