Popular data room integrations: Top 7 choices analyzed

A recent survey has shown that organizations with 10,000 SaaS users have over 2,000 connected third-party apps for work and collaboration. Also, third-party integrations help virtual data room software (VDR) users seamlessly connect preferred tools and available data room features. 

As a VDR user, you may ask yourself which integrations you need, and whether such tools carry security risks. This article covers the 7 most popular VDR integrations and available features. Keep reading to learn the following:

• A role of integrations in virtual deal room services
• Top 7 VDR integrations available
• Top risks of third-party integrations
• Three best virtual data room providers with third-party integrations

Understanding the role of third-party integrations for VDRs

As much as 99% of data room providers support third-party apps for security and collaboration that benefit both VDR customers and providers.

Value for a VDR customer	Value for a data room provider
✔️Productivity. Users can work with their favorite tools inside data rooms, reducing the need to switch between apps.	✔️Competitive edge. VDRs with extensive integrations can appeal to broader audiences and industries.
✔️Security & compliance. Some organizations integrate VDR document security features, like advanced user permissions, into in-house CMS through APIs.	✔️Development savings. It’s cheaper and easier than developing functionalities from scratch.
✔️Customization. Customers can create a highly tailored data room activity by matching VDR features with hand-picked integrations.	✔️Revenue opportunities. VDR providers offer integrations as premium features and add-ons.

Top 7 data room integrations available

Let’s explore the following data room integrations:

1. Two-factor authentication
2. Single sign-on (SSO)
3. AWS Key Management
4. FTP
5. CMS
6. Google Workspace
7. Microsoft 365

Two-factor authentication

Two-factor authentication (2FA) is a key VDR security feature, most commonly implemented through SMS codes and third-party 2FA services:

• Google Authenticator
• Microsoft Authenticator
• Authy

As per Google, 2FA blocks 100% automated bots and 99% bulk phishing attacks. The following 2FA implementation process applies to most VDRs:

• Install a 2FA app on your mobile device.
• Use a QR code to connect your VDR account and 2FA app.
• Enter the one-time verification code.

Single sign-on (SSO)

Single sign-on (SSO) technology allows users to log into several applications using one set of credentials generated by the SSO provider. SSO eliminates security risks associated with repeated passwords (78% of individuals use the same password for multiple services). 

Another benefit is the convenience of managing one set of credentials instead of many. The most popular SSO integrations for VDRs use the SAML 2.0 standard for securely connecting domains:

• AD FS
• Azure AD
• Google Workspace
• Okta 
• OneLogin
• Ping Identity

Here is how SSO works with VDRs:

• SSO is enabled on the project level inside the virtual deal room.
• Users authenticate with the existing SSO identity provider.
• After authenticating with the SSO provider, users are automatically logged into the VDR workspace without the need to create separate credentials.

AWS Key Management Service (AWS KMS)

VDR customers can opt for extra data encryption measures alongside industry-standard AES 256-bit encryption. 

Leading VDRs are compatible with AWS Key Management Service, allowing customers to create and control cryptographic keys. It’s an advanced measure for highly secure business operations. Online data room customers typically coordinate this process with the vendor’s technical support.

FTP

File transfer protocol (FTP) servers are applications for transferring bulk files across the web. While it’s an old technology, millions of companies still use FTPs to transfer files internally.

VDRs with FTP integrations make it easy to migrate large amounts of data from internal FTP servers to virtual data rooms or share files securely between the systems. VDRs sync with popular FTP clients:

• Cyberduck
• FileZilla
• ForkLift
• WinSCP

Here are the steps to connect a VDR with a FTP client or server:

• Obtain FTP connection details from your VDR provider.
• Enter the connection details in your FTP client/server.
• Set up a secure connection.

CMS

Over 50% of organizations use more than three enterprise content management systems (ECM or CMS), while 22% use more than five. Modern online data rooms integrate with popular ECMs and CMS, like SharePoint and OneDrive, to support smooth data migration and file sharing. Most commonly, you can authenticate with your CMS inside the VDR and begin sharing files.

Google Workspace

While ECM tools have high adoption, satisfaction rates are quite low, according to Kate Leggett, Vice President, Principal Analyst at Forrester Research. Google Workspace for businesses, on the other hand, is much more popular, making it an attractive VDR integration. 

It allows users to create, edit, and save Docs, Sheets, presentations, and drawings inside the VDR. To use Google Workspace inside the electronic data room, simply log into your Google account from the respective VDR menu.

Microsoft Office 365

Over a million companies worldwide use Microsoft Office 365 for document management, and many virtual data room services also integrate this service.

This integration gives access to online versions of MS Word, Excel, and PowerPoint inside the data room. It’s easy to connect Microsoft Office 365 as well — just log into your Microsoft account inside the VDR.

How do VDR integrations affect security?

While very convenient, Microsoft Office 365, SharePoint, OneDrive, Box, Google Workspace, and other ECM and CMS pose significant security challenges. Let’s take a few striking examples.

Data breach	Date	Details
Google	2018	Outside parties could access the confidential information of 500,000+ Google+ accounts between 2015 and 2018 due to an API glitch.
Box	2019	A secure link design flaw was detected on Box.com that could leak thousands of sensitive data points, such as passport photos, social security numbers, invoices, etc.
Sharepoint (Microsoft 365)	2023	Sharepoint Online experienced a ransomware attack in 2023 when over 200 administrators were removed, hundreds of files were stolen, and thousands of ransom alerts were sent to users.

Practically, that means VDR users who directly integrate ECMs and regular data storage solutions severely undermine data protection inside the VDR. In fact, 30% of data breaches occur in third parties.

As a result, opting for virtual data room services without direct integrations to Google Workspace, Microsoft 365, and other ECM and CMS is advisable for keeping sensitive documents secure. While downloading files back to your device for editing may be less convenient, it is a reasonable trade-off for avoiding a multi-million data breach.

3 best virtual data rooms with third-party integrations

Compare virtual data rooms with third-party integrations.

Integrations	Ideals VDR	Firmex Data Room	OneHub
2FA	Authy Google Authenticator Microsoft Authenticator	Google Authenticator	Authy Duo Mobile Google Authenticator 1Password
SSO	ADFS Azure AD Google Workspace Okta OneLogin Ping Identity	ADFS Azure AD Okta OneLogin	❌
AWS KMS	✔️	❌	❌
FTP	✔️	❌	✔️
ECM	On-demand	On-demand	❌
Google Workspace	On-demand	On-demand	✔️
Microsoft 365	On-demand	On-demand	✔️

Bottom line

• The best data room integrations for security are Google Authenticator, SAML 2.0 SSO, and AWS Key Management. 
• While convenient, CMS like SharePoint, OneDrive, Microsoft 365, or Google Workspace are not recommended for security reasons.
• VDRs without direct CMS integrations are 99% immune to data branches.

FAQ

What does VDR stand for?

A virtual data room (VDR) is a secure online space used to share confidential documents in regulated business activities.

What are data room integrations?

VDR integrations are third-party software services that enhance the functionality of VDRs.

Which VDR integrations are secure?

Google Authenticator, SAML 2.0 Single Sign On (SSO), and AWS Key Management Service enhance VDR security. The best data rooms for security integrations are Ideals, Firmex Data Room, and OneHub.

Which VDR integrations worsen data security?

Not all integrations are good for security. When connected to VDRs, content management systems (CMS) and enterprise content management (ECM) services create security vulnerabilities and may contribute to false safety behaviors in VDR users.