What Is Ideals Used For: Top Features and Use Cases

Curious about how iDeals can help you manage your project or deal using the virtual data room ?

What are its best features, and are there any drawbacks you should be aware of before investing in it?

We answer these questions in this article and dive deep into the use cases and features that iDeals offers, its pros and cons, along with its pricing. We also explore an alternative VDR provider if you need comparable features and security for more affordable pricing.

Let's dive in.

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What is iDeals (iDeals VDR) overview and features

iDeals, sometimes referred to as iDeals Virtual Data Room (VDR) or simply iDeals Data Room, is a secure online repository and collaboration platform used by businesses, M&A teams, legal advisors, and finance professionals for handling sensitive documents and streamlining due diligence, document sharing, and corporate transactions.

Some key functionalities offered by this tool include:

Granular document permissions: Fine-tune who can view, download, or share specific files.
Advanced security: Features such as multi-factor authentication, fence view, and watermarking.
Integrated Q&A module: A built-in question-and-answer section to streamline communication between parties.

While iDeals is a promising solution, there are alternative tools like Papermark on the market. Alternative offers robust documents-sharing capabilities and integrated page by page analytics, custom branding for unlimited data rooms for deeper insights.

If you want to see how Papermark Data Rooms can help your organization, set instant data room trial in 3 clicks here.

What is iDeals?

iDeals is a Virtual Data Room and document management solution that lets users securely store, share, and collaborate on critical documents. Its interface is designed to make organizing due diligence, performing Q&A, and managing user permissions simpler and more efficient, without requiring advanced technical skills.

In essence, iDeals aims to reduce friction in high-stakes business transactions, improve team collaboration, and increase overall productivity by centralizing documents and communication into one secure platform.

What is iDeals used for?

iDeals can be used in multiple ways to grow your company or streamline your transactional workflows, but we'll focus on these primary use cases:

Secure document sharing – e.g., uploading sensitive company files during M&A or fundraising.
Advanced permission management – e.g., controlling who can view, download, or print documents.
Due diligence & collaboration – e.g., leveraging the integrated Q&A tool and real-time updates.

iDeals VDR

A cornerstone of iDeals VDR is secure document sharing. For financial transactions, legal projects, and internal corporate processes that require utmost confidentiality, iDeals offers:

Granular permissions: You can set user or group-based permissions to limit who can see, download, or edit each file. As seen in the screenshots, administrators can adjust "View," "Encrypted," "PDF," and other specific document-level features so that each participant only accesses what they need.
Data security measures: iDeals supports multi-factor authentication, encryption at rest and in transit, plus the option to apply a "Fence View." Fence View means a user's screen is partially masked if they attempt to take unauthorized screenshots, thus reducing the likelihood of data leaks.
Usage tracking and reporting: While not as advanced as some specialized analytics tools, iDeals gives admin users an overview of who accessed which files and when—helpful for audits or compliance.

Note: One limitation can be the tiered feature access—some advanced security or analytics functions may only be available on higher subscription plans. For instance, if you need extended usage reporting or unlimited data storage, you might have to upgrade to an enterprise tier.

iDeals VDR analytics

The platform provides a comprehensive analytics dashboard that displays key metrics about document usage and participant engagement. The interface typically shows:

Activity Overview: Track total sign-ins and document views over customizable time periods
Document Analytics: Monitor document analytics, which documents are being accessed and viewed
Participant Engagement: See statistics about user participation levels, including:
- Number of active vs. idle participants
- Time spent in the data room
- Individual user activity metrics

The analytics of Ideals is missing page by page analytics, whihc helps to understand which part of the document in your data room were viewed the most, which is available in alternatives.

Administrators can filter these analytics by date ranges and user groups, making it easier to track engagement during specific phases of a project or deal. The system also tracks unanswered questions in the Q&A module, helping teams identify areas that need attention.

iDeals' main use case: permission management

iDeals places strong emphasis on permission management and user roles, which is vital in many transactional settings (e.g., mergers and acquisitions, legal proceedings). The platform offers a comprehensive set of document-level controls:

Document Permission Controls

The interface provides seven key permission types, each controlling different aspects of document access:

Fence: Enables screen masking to prevent unauthorized screenshots
View: Controls basic document viewing rights
Encrypted: Allows downloading encrypted versions that require user authentication to open
PDF: Manages PDF export permissions
Original: Controls access to original file formats
Upload: Determines who can add new documents
Manage: Grants administrative rights over document settings

Each permission can be individually toggled, creating a granular control system that can be customized for different user groups or specific documents. For example, some users might have view-only access with fence view enabled, while others might have full management rights including upload and encryption controls.

iDeals VDR document permissions

The permission system is visualized through an intuitive interface where administrators can:

Set multiple permission levels simultaneously
View permission status through color-coded indicators
Quickly modify access rights without disrupting ongoing work
Apply permissions to individual files or entire folders

This granular approach ensures that sensitive data remains restricted to appropriate parties while maintaining efficient workflow management.

User roles and group permissions

iDeals VDR permissions

The platform offers three distinct user role types, each with specific access levels and capabilities:

Administrator (Full management)
- Complete access to all documents, participants, and permissions
- Can manage project settings and archiving
- Full control over reports and project settings
- Access to all system features including Q&A setup and recycling bin
User (Limited access)
- Access to permitted documents only
- Can view own activity and group activity
- Basic document viewing rights
- Optional access to due diligence checklist
- Ability to view users within their own group
Custom (Limited management)
- Flexible permissions for specific project needs
- Can view and manage selected groups
- Customizable access to project features
- Controlled access to document management

Each role can be further customized across different areas:

This hierarchical structure ensures that each user has exactly the access they need while maintaining security and organizational control.

iDeals' main use case: due diligence & collaboration

iDeals VDR Q&A

For many users, iDeals is a go-to platform for due diligence, which often involves multiple stakeholders reviewing documents, asking questions, and clarifying details:

Q&A Module: iDeals includes a dedicated Q&A section (see screenshot labeled "Q&A"), where participants can post questions about specific documents. This centralizes all queries and their answers, reducing the likelihood of confusion or lost email threads.
Real-Time Updates and Notifications: Administrators and participants can receive notifications when new documents are uploaded, or when someone responds to a question. This ensures faster turnaround times.
Integration with Other Tools: While iDeals can export data and Q&A logs, it does not offer the depth of integrations some businesses might need (e.g., direct integration with CRM or project management software is limited).

How much does iDeals cost?

iDeals don't have transparent pricing on website, you can get a quote by contacting them, but we can give you a general idea of what to expect.

iDeals VDR pricing

iDeals typically offers three pricing tiers, suitable for different business sizes and complexities. However, it's worth noting that iDeals does not publicly list its pricing; many customers receive custom quotes depending on factors like data volume, number of administrators, or security features required.

Below is a general breakdown based on typical data-room pricing structures and information available from various internet sources:

Basic:
- Price: Usually a more entry-level monthly fee or short-term project-based arrangement.
- Usage limits: Limited data storage (e.g., a few gigabytes), basic user permission management, watermarks, and standard Q&A.
- Support level: Basic email support, possibly some phone support depending on the region.
Professional:
- Price: Higher monthly cost, sometimes transitioning to quarterly or annual fees.
- Advanced features: Enhanced security measures (like fence view), deeper analytics or usage tracking, more robust Q&A.
- Support: Premium support channels, potentially with faster response times.
Enterprise:
- Price: Custom pricing—negotiated on a case-by-case basis.
- Features: Priority service, advanced compliance features (ISO certifications, GDPR readiness), unlimited storage or user seats, and in-depth analytics.
- Support: Dedicated account manager, 24/7/365 phone and email support, possibly with on-site assistance for large deals.

When considering which plan to opt for, evaluate your data size, the complexity of permission requirements, and the level of support you need. iDeals is known for its strong security posture, which can justify costs for high-stakes deals—but if your needs are more modest, you may find yourself paying for features you don't fully utilize.

Note: Typicall reviews referring to Ideals pricing saying it is expensive, higher than others.

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Benefits of using iDeals

Here are some key pros that make iDeals appealing—especially for teams seeking a virtual data room solution:

Mobile app: iDeals offers a mobile app for iOS and Android, which allows you to access your data room on the go.
Document management features: Version control, permission toggles, and the ability to structure folders streamline large-scale document organization.
Q&A module: The integrated Q&A module helps reduce email clutter, and real-time notifications keep everyone aligned.
Scalable: iDeals is flexible enough for small teams or large enterprises. You can start with a basic plan for short-term projects and scale up to enterprise-level security and storage.

Drawbacks of using iDeals

Despite some benefits there also cons of using iDeals, which can be significant:

Not available pricing: You need to request a custom quote, which can slow down your decision-making.
Higher price points for advanced features: Some powerful security or analytics tools might only be available on more expensive tiers.
Strict document upload limits starting 0.5 GB storage: You can only upload 0.5 GB of documents, which is not enough for most M&A deals.
Integration constraints: While you can export data from iDeals, it may lack out-of-the-box integrations with certain CRMs or project management platforms.
Complexity for beginners: Although the interface is designed for ease of use, the depth of permission settings and Q&A management can be overwhelming to brand-new users who are unfamiliar with virtual data rooms.
Potential overkill for simple projects: If your needs are minimal—say you're just sharing a few files with a small group—iDeals might have more features (and cost) than you actually need.

Ideals extensive loading times

During our testing, we discovered significant loading times when working with the platform:

Slow upload speeds: Even when uploading relatively small files, the system showed noticeable delays in processing and indexing documents
Document processing delays: After upload, there was additional waiting time for documents to become available in the data room
Interface responsiveness: The document management interface occasionally exhibited lag when navigating between folders or attempting to rebuild the index

These performance issues could potentially impact workflow efficiency, especially when:

Setting up new data rooms with large document volumes
Conducting time-sensitive due diligence processes
Managing multiple concurrent uploads from different team members

While these delays may vary depending on factors like internet connection and server load, they represent a consideration for organizations working with tight deadlines or requiring rapid document processing.

Why an alternative is needed for iDeals VDR?

Even though iDeals Virtual Data Room is a powerful platform, there are scenarios where you might want an alternative. Consider these situations:

Unlimited data rooms and storage: iDeals has a limit of 0.5 GB of storage for cheapest plan, which is not enough for most M&A deals.
More comprehensive analytics: iDeals provides basic reporting (like who viewed which document), but if you need deeper insights (e.g., how long a user spent on a specific section of a PDF), you might look elsewhere.
Cost efficiency for smaller teams: If your company is growing but not yet large enough to leverage all of iDeals' advanced features, a more cost-effective solution with simpler analytics might suffice.
Seamless Integrations: Some businesses need direct API-level connections to CRMs, marketing automation tools, or business intelligence platforms. iDeals might require custom development or third-party solutions for robust integration.
User Experience Tailored to document sharing: If your focus is primarily on straightforward document sharing with a side of analytics, a more specialized tool could prove more user-friendly.

Papermark: A better alternative to iDeals

Now let's look at an alternative that might meet the needs not fully covered by iDeals: Papermark. This platform positions itself as an all-in-one solution for secure document-sharing and in-depth analytics, making it a potentially better fit for teams that want a simpler pricing model, advanced metrics, and robust collaboration tools without a steep learning curve.

What sets Papermark apart is more security through its open-source code base. Unlike traditional VDR providers, Papermark's codebase is publicly available for review. This transparency, combined with the option to either self-host the platform on your own infrastructure or use cloud service.

Key strengths of Papermark include:

Unlimited data rooms and storage: Papermark offers unlimited data rooms and storage, which is a must for most M&A deals.
Secure and scalable document sharing: Offers encryption, access control, and flexible folder structures.
Page by page analytics: Provides detailed insights on document interaction.
Custom domains and branding: Papermark allows you to use your own domain name and brand the platform with your logo.
User-friendly interface: Minimizes setup complexities for quick team adoption.
Self-hosting: Papermark provides a self-hosted option for organizations with specific security requirements or data sovereignty needs.

The platform combines enterprise-grade protection with detailed analytics and customization options, making it suitable for everything from simple file sharing to complex M&A transactions.

1. Unlimited data rooms and document storage

Papermark distinguishes itself by offering unlimited data room creation and storage capacity. Unlike traditional VDR providers that often implement strict storage limits or charge premium fees for additional space, Papermark enables organizations to create as many data rooms as needed without worrying about storage constraints. This flexibility proves particularly valuable for companies managing multiple deals simultaneously or maintaining extensive document archives for different projects. Papermark VDR

Papermark enhances document sharing through customizable link settings. When sharing documents, administrators can enable various security measures including:

These controls ensure documents remain protected while being easily accessible to authorized viewers.

Papermark link permissions

Among the security link permissions to share your data room Papermark offers:

Email verification requirements
Fence/Screenshield protection
Screenshot protection
Watermarking
NDA acceptance requirements
Visitor feedback collection

3. Complete customization and full white-labeling

Papermark offers extensive customization options to ensure your data room reflects your brand identity. Beyond simple logo placement, users can adjust the entire interface to match their corporate colors, implement custom domains, and create a cohesive branded experience. This level of customization helps maintain professional consistency across all client interactions and document sharing.

Papermark branding

Papermark's main use case: self-hosted data room

For organizations with specific security requirements or data sovereignty needs, Papermark provides a self-hosted option. This deployment model allows companies to:

Maintain complete control over your data and infrastructure
Integrate the platform seamlessly with existing internal systems
Customize security protocols to match organizational standards
Scale resources according to specific usage patterns and needs

The self-hosted version delivers all the powerful features of Papermark while keeping sensitive data within your organization's security perimeter. This option particularly appeals to enterprises in regulated industries or those with strict data handling requirements.

Papermark's Main Use Case: advanced documents analytics

While basic VDRs might only show when a document was accessed, Papermark provides comprehensive engagement insights in analytics on each page of the document.

1. Advanced page by page tracking and analytics

This detailed tracking helps teams understand which sections of their materials are most impactful and where potential stakeholders focus their attention.

Papermark document analytics

2. Group management and granular level permissions

The platform offers intuitive group management capabilities that balance security with ease of use. Teams can create custom groups with specific access levels, making it simple to manage permissions for different stakeholders like investors, advisors, or internal team members. The permission system includes options for email verification, download controls, and watermarking while maintaining an intuitive interface.

Papermark granular permissions

Audit log

Papermark provides a comprehensive audit log that tracks all user activities within a data room. This includes actions like document uploads, downloads, and deletions, as well as interactions with the data room interface. The log is timestamped and includes details about the user who performed the action, the action itself, and the date and time it occurred.

How much does Papermark cost?

Papermark offers transparent pricing with two main tiers for data rooms and ability to share separate documents securely for free, both available with monthly or annual billing options:

Papermark pricing

Business Plan

Price: €59/month (25% savings with annual billing)
Core Features:
- 3 users included
- Unlimited viewers
- 1 dataroom
- Unlimited documents
- Unlimited folder and subfolder levels
- Large file uploads
- Multi-file sharing
- Allow/Block list

Data Rooms Plan

Price: €99/month (35% savings with annual billing)
Advanced Features:
- Everything in Business, plus:
- 3 users included
- Unlimited viewers
- Unlimited data rooms and storage
- Custom domain for data rooms
- Advanced data rooms analytics
- NDA agreements
- Dynamic Watermark
- Granular user/group permissions

Both plans include unlimited storage capacity, making Papermark a cost-effective solution for organizations of any size. The transparent pricing structure eliminates the need for custom quotes and lengthy sales processes, allowing teams to get started immediately.

Learn more about Papermark Data Room features.

Benefits of using Papermark

Below are some standout advantages that make Papermark appealing:

Unlimited data rooms and storage: Create unlimited virtual data rooms with no storage restrictions, perfect for managing multiple deals or large document volumes simultaneously.
Page by page analytics: Get detailed insights into how users interact with your documents, tracking engagement at a granular level to understand which sections receive the most attention.
Enhanced security through open source: Unlike traditional VDR providers, Papermark's code is publicly available for security review and verification, ensuring transparency and trust in the platform's security measures.
Self-hosting flexibility: Deploy Papermark on your own infrastructure for complete control over data sovereignty and security, making it ideal for organizations with strict compliance requirements.
Comprehensive security controls: Protect your documents with features like email verification, watermarking, NDA requirements, and screenshot protection while maintaining easy access for authorized users.
Full white-labeling capabilities: Customize the entire platform with your branding, including logo, colors, and custom domain to maintain a professional, cohesive experience.
User-friendly interface: Intuitive design minimizes the learning curve while providing powerful features for document sharing and collaboration.
Transparent pricing: Clear, straightforward pricing tiers with no hidden costs, making it easier to budget and scale as your needs grow.

Drawbacks of using Papermark

While Papermark offers compelling features, here are a few potential cons:

No mobile app: Currently, Papermark is web-based only and doesn't offer dedicated mobile applications for iOS or Android.
No freemium for data rooms: While document sharing has a free tier, data room features require a paid subscription. However, a free trial is available to test the platform.
Web-based platform: Being entirely web-based means you need a stable internet connection to access and manage documents, which might be a limitation for teams in areas with unreliable connectivity.
Not as niche-established as iDeals: iDeals is a well-known name in the VDR space, whereas Papermark is newer. Certain large-scale M&A processes might prefer a more established brand, even if Papermark offers the needed functionality.

Conclusion

iDeals is an undeniably robust virtual data room solution. It provides a range of permission settings, and a built-in Q&A module to streamline due diligence and complex transactional workflows. For many organizations—particularly those navigating high-stakes M&A or large-scale legal proceedings—iDeals' advanced capabilities offer peace of mind.

However, certain drawbacks, such as not available pricing, strict document upload limits, extensive loading times, and complexity for beginners, may lead teams to seek an alternative. If your primary focus is unlimited data rooms, page by page analytics, and an open-source platform that prioritizes security through transparency, then Papermark is worth exploring.

Bottom Line: Evaluate how each tool aligns with your goals—compare features, price points, and performance. iDeals is a strong contender for those who need a well-known brand and established market presence. Papermark may be more suitable if you value transparent pricing, unlimited storage, self-hosting options, and advanced analytics above all else.
Next Step: Book a demo, start a free trial, or request more info—whichever CTA best suits your audience.

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