Data rooms

Share files with people outside your workspace: an index whose numbers never change, access per folder, a code on every new device, and a record of who saw what.

A room

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.

Being built	Only your workspace sees it. Build as many as you like.
Open	Guests you invite can get in. Pro includes one open room and Business three.
Closed	Every guest is shut out at once. The room, its files and its record stay, and it can be opened again. Closed rooms are unlimited.

Starting from an index

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.

The index

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.

Uploading

Drop files or a whole folder onto the room: the folders keep their shape. Any file up to 2 GB except programs and scripts. Nothing is shown to anyone until you publish it, so you can check the index first. Each file is read once for its SHA-256 fingerprint, and a PDF for its pages.

Guests

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 new domain	Inviting someone at a domain nobody in the room has yet asks you to confirm it first, because a mistyped address is how the wrong person gets in.
One group each	An address sits in one group, so the same adviser cannot sit with two bidders unnoticed.
Shutting out	One person, or a whole group at once, on every device they used. Letting them back sends a new link; the old one stays dead.
An end date	A group's access can end on a day you choose.
What guests never see	Group names, other guests, or your own name for the room.
A lost invitation	At sharesign.co/r a guest enters their address and is emailed the link to every open room it can get into. The page says the same whether or not the address has any.

An NDA before the first page

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 person, or one for the firm	Ask everyone in a group to sign their own, or let one signature cover the whole group.
Their own version	If a guest sends back their own signed NDA, you can let them in and say what was signed; the record keeps the reason.
Where it lives	The NDA is a document in your workspace, with its audit trail, like any other.
Plans	NDAs are made from templates, which come with Pro and Business.

Access per folder

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.

View	The group reads the file in the room: a PDF, Word file or photo as pages, a spreadsheet as its values. Each page carries the reader's address, the time and where they are, and the file itself never reaches them.
Download	The group can also take the file away. Each download is recorded with the version and its fingerprint.
Shut	Closes a folder or file inside one that is open.

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

Questions and answers

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.

Closing without an answer	Say why; the asker's group reads the reason.
Emails	Whoever made the room is emailed each question; the asker is emailed when it is answered, with a link back and nothing of the answer.
Limits	Up to 25 questions a day for each guest, and none after the date you set.

Who read what

The room’s Reading section 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.

The first time	Whoever made the room is emailed when a guest comes in for the first time.
Once a day	On a day guests came in, read, signed the NDA or downloaded, whoever made the room gets one email saying who did what.

The record

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

The closing record

At the close, or at any moment, make a closing record: 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, 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.

The files	In the archive, named by their numbers, while the room's files come to 250 MB or less. Above that the archive holds their fingerprints, and each file downloads from the room.
As often as you like	Each record is kept with its seal and when it was made.

More rooms

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

Extra room	One more open room for 30 days, on Pro and Business. Extend it from the Rooms page; the new days start where the old ones end.
Deal pass	One open room with guests for 90 days, on any plan, with 50 GB of room storage.
Before it ends	The workspace owners are emailed a week and a day before.
After it ends	If more rooms are open than your plan includes, the ones opened last get 7 days' notice before they close to guests. Adding a room or closing another stops it. Nothing is deleted.
A refund	Ends the room it paid for, with the same notice.

Last changed 19 September 2026. Something wrong here? Say so on the support page.