Dealroom virtual data room software:
the complete guide

Docsend is a secure virtual data room featuring real-time tracking, granular access controls, and page-level content analytics. These capabilities streamline transactions from pitch to signature across industries. 

Acquired by Dropbox in 2021, Docsend improves Dropbox’s cloud storage with advanced document security and insights. This integration allows businesses to manage sensitive documents efficiently and maintain full control over access and engagement.

Security features

Companies choose Docsend to send, track, and analyze files efficiently and securely. Many users note that their document security has significantly improved since adopting the platform. In particular, they mention passcode protection, email verification, and access restrictions as helpful tools in ensuring that only authorized individuals can view sensitive files. Additionally, users appreciate the ability to set expiration dates and control download permissions.

Key Docsend security features include the following:

• Restricted visitor access. Document access is limited to approved individuals, preventing unauthorized viewing.
• NDAs. Data room admins can require users to sign a non-disclosure agreement or other agreements for additional security before accessing documents.
• Secure viewer email authentication. Access is granted only after verifying a recipient’s email, reducing the risk of unauthorized sharing.
• Dynamic document watermarking. Users can apply personalized watermarks with viewer details to discourage leaks and unauthorized distribution.
• Granular permissions. Customizable access settings determine whether users can view, download, or interact with documents, ensuring controlled distribution.
• Data room audit logs. The software provides a complete record of document activity to track who accessed files and what actions were taken.
• Location access notifications. Alerts notify document owners when access occurs from unusual or unapproved locations, which helps detect potential security risks.
• Shared link access controls. Link-sharing settings include expiration dates, download restrictions, and access limitations based on email or domain.
• Audit trails for e-signatures. Every step of the signing process is recorded for transparency and compliance and includes details on who signed, when, and from where.

Pricing

Docsend pricing is transparent, with details available on the data room website. However, some users mention that the cost can be high, particularly if not all features are needed or if monthly payments are chosen.

Docsend offers the following pricing plans:

Unique features

The following Docsend’s tools make it a highly effective platform for secure document sharing and deal management:

• Branded document viewer. Users can create a professional and consistent document viewing experience by applying company logos, colors, and branding.
• Video and rich media analytics. Engagement metrics provide insights into how recipients interact with videos or other media and help optimize content strategy.
• Video engagement settings. Playback, access, and download permissions can be adjusted to maintain security and control over shared video content.
• Email productivity tools. Email tracking, automated follow-ups, and personalized links improve communication efficiency and engagement.
• Update once, update everywhere. Changes to shared documents are instantly reflected across all existing links so that recipients can always access the latest version.

Customer support

According to Docsend users, the overall support experience is smooth. They appreciate the clear communication and willingness of the team to assist.

Customer support features include the following:

• Live chat support. Real-time messaging is available Monday to Friday from 2:30 AM to 5 PM PST, providing quick assistance.
• Priority email support. The provider ensures faster responses to DocSend-related questions, helping users resolve concerns efficiently. Not available for the Personal pricing plan.
• Phone support. Direct access to support representatives is available Monday to Friday from 6 AM to 5 PM PST for personalized troubleshooting and guidance. Not available for the Personal pricing plan.

Document management

Docsend users can easily track, manage, and protect documents throughout their lifecycle. Key features include the following:

• Data room storage. DocSend provides secure storage solutions for sensitive documents, ensuring that data rooms are organized and protected. Standard, Advanced, and Advanced data rooms offer storage of 200, 2,000, and 4,000 assets per data room, respectively.
• Multiple file sharing with a single link. Users can create a single link to share multiple documents simultaneously and simplify the sharing process.
• Advanced file type support. DocSend accommodates various document types, including zip, ensuring compatibility with diverse content.
• Internal link sharing. Users can generate links for internal sharing for secure and effective document distribution within the organization.
• File requests. DocSend allows users to request files from others, streamlining the process of collecting necessary documents.

Pros and cons

DocSend receives positive feedback from users across various platforms. On G2 and Capterra, the rating is 4.6. The reviews indicate that users appreciate DocSend’s features and performance, with a significant majority expressing high satisfaction.

The most common pros and cons include the following:

Clientele and case studies

By offering secure document sharing, advanced analytics, and collaboration tools, DocSend helps clients streamline their workflows, protect sensitive information, and easily make data-driven decisions across industries. 

Major clients

Financial services: Capita, Madison Park Group

Manufacturing: Kove, Lactiga, MetOx

Media: Cour Design, Quartz

Professional services: Sleepless Media, H Code Media, CMOE

Technology: Wizard Ventures, Hodde Bros, Zazuu, Bond

Venture capital: ffVC, Maor Investments, Aperture Venture Capital, August Capital

Case studies

1. Financial services: Capita’s streamlined sharing with DocSend

Problem. Capita faced challenges in securely sharing large, sensitive files like pitch decks, legal documents, and customer agreements with investors and legal teams. Sending these files as email attachments resulted in issues such as large file sizes, lack of control over dissemination, and an inability to track how recipients engaged with the documents.

Solution. DocSend provided Capita with a secure and efficient way to share confidential files. It allowed for real-time revisions and provided granular analytics on how recipients interacted with the documents. Also, it helped the team refine their messaging and improve investor engagement.

Outcome. The platform has become integral to Capita’s customer onboarding and investor communication, making file-sharing easier and more effective for internal teams and external partners.

2. Technology: Bond’s secure document sharing for recruitment with DocSend

Problem. Bond faced challenges in securely sharing sensitive recruitment documents, such as recruiting decks and homework assignments, with job candidates. Sending these documents as email attachments or through Google Drive raised concerns about confidentiality and security, especially in the highly competitive and sensitive financial industry.

Solution. Bond adopted DocSend’s secure document-sharing platform to safely send presentations, case studies, and other sensitive materials to job candidates. The solution provided control and security over how the documents were shared and accessed.

Outcome. With DocSend, Bond could securely share essential recruitment materials and eliminate security risks. Also, the solution allowed Bond to manage the rapid growth of their team efficiently.