Last Update: August 11, 2022
Vault Rooms Data Room
vault rooms, v-rooms, vault rooms logo

Vault Rooms Data Room

Year Founded: 2006
Headquarters: Fort Worth, TX

Vault Rooms review

Vault Rooms is a virtual data room platform developed by Vault Rooms, Inc., an American VDR software provider founded in 2006 and headquartered in Apex, North Carolina. The company also has an office in Stanford, California.

In 2021, Vault Rooms became a part of Cool Life CRM, a client management software company. However, it continues to operate independently, helping companies centralize crucial business processes and manage large volumes of corporate information.

As for subscription costs, Vault Rooms offers affordable pricing plans for every business and organization. You can subscribe for a 30-day free trial on the company website to decide whether the data room meets your needs.

VDR interface has not been provided by the vendor

Software Details
Live Chat
Local Centers
Online Help Center
Personal Manager
Live Training
Live Online
Free Trial
14 Days
Free Demo
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V-Rooms (Vault) data room pricing: V-rooms’ software pricing is available in three options: Lite Plan for small projects, and the Pro Plan that offers the full services of a data room, and a Custom Plan where the customer can “pay only for what you need”. The Lite plan is priced at $197 per month, the Pro Plan is priced at $397 per month while the Custom is priced at $9.99 per feature in a month and saves the customer an annual 15% billing. All plans come with their unique features.

security & hosting
Two-Factor Authentications
Access Expiration
ISO/IEC 27001:2013 Certified
SOC 1 Certified
HIPAA Compliant Certified
SSAE 16 Certified
Virus Scanning
Multiple Datacenter Locations
Access Limitation by IP
GDPR Compliant Certified
99.9% Uptime Guarantee
Data Backup
accessibility & ease of use
Web-Based Spreadsheets Viewer
Mobile Device Interface
Search Filter by Name
Optical Character Recognition
Filtering by Parameters
Automatic Numerical Indexing
Drag & Drop Upload
Desktop Synchronization
Archives Upload & Extraction
Document Version Control
No Plugins
Scroll-Through Document Viewer
Search Filter by Content
Multilingual Documents Index
file protection & user management
Granular Document Permissions
View-Only Access
Prevention of Download and Copy
Customizable Document Watermarks
Secure Fence View
Document Access Expiry
256-Bit SSL/TLS Encryption
Data at Rest Encryption
Granular User Permissions
Mobile Device Management
Remote Shredding of Documents
Permission Groups
activity tracking & reporting
Tracking of All User Activity
Exporting Reports to Excel
Tracking of Document Viewing Time
Scheduled Reports
Real-Time Audit Trail
Graphic Reports
collaboration features
Basic Q&A Module
Secure User Messaging
New Document Email Notifications
Files & Folders Notes
Advanced Q&A Module
Branded User Interface
Custom Login Page
Custom User Invitation Letter
Single Sign-On Integration
Managed Encryption Keys
Custom Workflows and Features
Custom Domain
Custom Access Agreements
Active Directory Integration
Integrations Through APIs
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software solutions

Vault Rooms delivers two solutions — a virtual data room platform and a request list management system. The virtual data room provides the following functionalities.

Fast and efficient document management

Vault Rooms offers a fully configurable virtual data room. Enable or disable the following document management features:

  • Batch upload. Upload files from your device using a drag-n-drop feature. You can also upload ZIP files if you need to transfer many large files.
  • Document repository and viewer. You can store documents in over 40 file formats. Open and compare them in multiple windows using a dedicated viewer. 
  • Interactive content structure. Rearrange the content tree using drag-n-drop. Create folders and use Vault Rooms templates to set up the content structure.
  • Intuitive document search. Search for confidential documents using filters, keywords, and phrases. The document viewer allows you to navigate content within specific files.

Q&A and task workflows

Vault Rooms helps business owners, administrators, investors, and stakeholders collaborate and close deals faster due to Q&A and project management capabilities:

  • Q&A section. Create Q&A treads, assign experts, and include discussions in the question subjects. Users can create questions, attach business critical documents, and leave comments to support decision making.
  • Task management. Create and track tasks upon completion and beyond. Assign tasks, configure task properties, and receive detailed reports about user activity.
  • VDR emails. Users can contact each other in private messages on the platform directly. You can also include links to videos and web pages to support discussions.

Data room customization features

You can make your workflows more convenient using these features:

  • Disclaimers and instructions. Let your new VDR users accept custom disclaimers in multiple languages upon entering the platform and accessing the files. Enable VDR instructions to create a custom training manual for new users.
  • User management tools. Create user profiles and set up notifications and security settings for your VDR members. Send email invitations, assign administrators, and configure user activity settings (active/inactive after a defined date).
  • VDR notification. Decide whether users should receive notifications about content changes, tasks, Q&A, comments, and messages.
  • Branding. Include your company’s logo and color theme to drive productivity with visual workflows.
  • VDR archives. Complete projects and archive all respective directories, materials, and activity audits. Generate reports and export them to Excel.

VDR content security features

Vault Rooms applies user-based permissions and document access controls:

  • Granular user permissions. Decide whether users can open, modify, and download files, access directories, leave comments, etc. Control file permission settings and watermarks upon upload.
  • User blinding. Hide VDR users for secure document collection. You can share multiple documents with multiple parties that can’t see each other.
  • Password settings and account security. Configure password complexity, usage, and expiry settings. Enable user inactivity settings and session timeouts.
  • Activity audits. Track user logins, page views, document modifications, messages, and more. Generate and export reports to Excel in one click.

Vault Rooms request list management tools

Vault Rooms helps auditors manage PBC (provided by client) request lists with a dedicated request list management tool. It offers the following features:

  • Document upload and organization. Upload files in bulk and organize them in an intuitive content structure. Invite users and connect the RLM tool to your data room.
  • Workflow tools. Optimize fieldwork by assigning tasks to your audit teams. Send notifications and manage tasks across audit stages.
  • Request tracking. Track uploaded, modified, and deleted requests and receive updates on request modifications. Filter requests by status, due date, task, etc.

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