FEATURES

Features built from feedback

Every feature has been built through extensive research, collaboration and user feedback. The entire platform is customizable in a variety of ways.

BESPOKE BRANDING

Make it your own

Customized branding of a virtual data room offers significant benefits, as it enhances the user experience and strengthens a company's professional image. By incorporating a unique visual identity and branding elements, such as logos and color schemes, the virtual data room becomes an extension of the organization's identity, fostering a sense of trust and familiarity among its users.

This personalized approach instills a feeling of ownership and commitment, empowering team members to collaborate more effectively in the platform. A branded data room demonstrates a company's attention to detail and commitment to excellence, leaving a lasting impression on clients and partners, contributing to stronger business relationships and improved outcomes.

Your Clients Deserve a Quality Experience

The features you expect, and the features you wanted

As well as many of the features you'd expect from a virtual data room, there are also additional features such as ChatGPT-powered document summaries, import due diligence checklists/questions from Excel, integrated data capture form creation and management, @user mentions, custom fields and layouts all driven by intuitive permissions for ease of management, categorization of data, and accountability.

Flexible hosting and service options

The platform is available as a monthly service with a 24/7 support level agreement. Alternatively, purchase the software with full IP rights to own for life, which can be modified for use as a data room, or document management & collaboration platform either independently or as a base for documents/data for integration with existing tools. Open up additional revenue streams by templating your procedures/processes and selling as a service, branded as your own solution.

Lightning speeds and enhanced performance without compromise

Securely developed with strong, two-factor authentication (including hardware-based), highest encryption at all levels, ISO27001 accreditation and more, speed and performance have not been compromised. Modern techniques are used to ensure the platform communicates rapidly and efficiently, including to other integrated applications such as contract analysis, AI tools, e-signature, internal document/case management systems, and more.

Minimal Interface. Maximum Possibilities.

Intuitive User Permissions and Management

Whether setting permissions in bulk, add multiple users at once, viewing complete site activity, exporting data, locking down access in seconds, or simply debugging user invite emails, user management is made easy.

Artificial Intelligence Integration

Integrate with artificial intelligence easily. Out-the-box contains a ChatGPT integration as an example, which summarises documents with a word length of your choice, and outputs these summaries into a custom field.

Dynamic document watermarking

Static and dynamic watermarks, allowing you to insert the user’s name, email, current timestamp or custom text into a document, and control the size, colour, rotation and transparency.

Custom fields and data management

Custom fields can be added to Folders, Documents, Questions & Answers, Users, or Sites. Permissions can be added for users and/or groups on top of this, to control the visibility of this data.

Rapid, drag-and-drop upload

Drag and drop from your computer’s explorer directly into Ruby Datum. We have created a first-of-its-kind upload method to ensure your documents reach our servers as fast as possible.

Text recognition and search

High performance, relevancy-based search engine. Search through the contents of thousands of documents in microseconds.

Permission checker

Want to double check permissions? “Use as” any user in order to verify they cannot see what you didn’t think they should be seeing.

Site templates

Build your own templates for corporate, real estate, general use, etc and clone to new sites in order to rapidly deploy new projects.

Collaborative Features

Integrated questions and answers with @mentions of users

Raise and respond to questions either centrally, or from within the document itself. Additionally tag another user to receive a notification by @mentioning them on questions and answers.

Customizable views and columns

Create custom fields and columns for views, and optionally restrict from users and/or groups for editing (or visibility). Import checklists or questions from Excel, and alternatively organise into folders or sub-questions with the indenting feature.

Full Feature List

Mention users when asking, or replying to a question. They will receive an email to let them know. Of course, you can customise this feature with who you want to give access to for tagging, and whether users can tag those in the same group, or universally across the site.

View a complete list and optionally filter activity by a document, user or group of users. Export to Excel or produce graphs through our dashboard.

At a glance, compare user or group activity based on common actions of interest, using our unique algorithm designed in collaboration with industry-leading experts.

View alerts via the built-in system or receive them by email weekly, daily or instantly. Whether this is a new user being added, when they login or a new document being removed, updated, viewed, etc. Alerts can be applied at bulk.

Fully designed first for mobile with an intuitive interface, compatible with any modern web browser.

You can add in custom or dynamic fields such as calculations, allowing you to customise and sort your own table view.

Customisable dashboard with drag-and-drop re-ordering of dashboard items, and default views.

Integrated extraction of compressed archives such as .zip, .rar and also .PST files and emails which can be extracted on the platform into their inbox folders with related attachments. All of which can be searched (including contents).

Limit the size of an individual document, or entire sites. In addition, control the file types that can be uploaded, and who can upload to where.

Produce document indexes of the data room in either Excel or PDF format, with links back to view the folders and documents on the platform.

The document viewer is resizable, allowing you to click through lists or search results to preview each one in order to locate a document quicker.

We offer both static and dynamic watermarks, allowing you to insert the user’s name, email, current timestamp or custom text and control the size, colour, rotation and transparency.

When using a master licence, offer the ability to mark a site as "highly secure" preventing all admins from accessing without dual-authorisation.

Download multiple folders/files quickly, as a compressed archive.

Email in documents into selected folders via a unique email address. Either store the email, attachments, or both into the data room with this feature.

See a list of all emails sent from the platform, and their current status (such as delivered, opened, clicked, or bounced) - which is useful for investigating user issues, and accountability.

Disable the text layers of PDF documents, converting them to outlines to improve the PDF security from being viewed, duplicated, or edited by a third party application.

Organise documents, questions and answers, or tasks and data into folders.

Rapidly update custom fields at a click of a button, without having to load the entire data set. This means a field such as "priority" can be updated with just a couple of clicks.

Create tasks for assigning to users, or forms to capture data.

75% discount on data for sites marked as inactive.

Certification held for ISO 27001 & 9001 for several years.

Our platform can automatically extract document author, original creation date and email subject/to/from information from uploaded data, into custom views and filters.

Full, multi-factor (MFA/2FA) authentication including hardware keys and passkeys, allowing devices with features such as fingerprints and facial recognition to be used.

Whether on documents or questions, you can easily re-order items, or turn on auto-numbering.

Want to double check permissions? "Use as" any user in order to verify they cannot see what you didn’t think they should be seeing.

Where it is not possible to upload a document, yet other users know it is coming by inserting a placeholder.

Fully-integrated Question and Answers feature with ability to either ask and view questions within a document or view together in one place, complete with custom fields including the ability to assign to a group or user. Optionally, you can also hide question and reply authors from other users or groups of users.

An intuitive interface to re-order documents, or questions & answers. Simultaneously, indent questions or put them into folders - the integrated numbering system will update accordingly, either manually with a click of a button or automatically depending on your site settings.

Redaction tool to block out text to other users. Simply select the text, and redact securely, with options to prevent the text layer for increased security on PDF downloads.

We challenge you to find a platform with more accurate text recognition. We have a relevancy-based search engine. You can search through the contents of thousands of documents in microseconds.

Sign in with your Microsoft Account, whether on 365, Corporate, Azure, or Live.

Build your own templates for corporate, real estate, general use, etc and clone to new sites in order to rapidly deploy new projects.

Tag documents with custom words or phrases, allowing you to build custom queries, or mark them as a favourite in order to locate quickly later.

Drag and drop from your computer’s explorer directly into Ruby Datum. We have created a first-of-its-kind upload method to ensure your documents reach our servers as fast as possible.

We offer full support for both user or group-based permissions, including the ability to set mass permissions from just one page.

Specify a date range for when a user can access the platform.

Update new versions of a document with ease, or revert to an old version.

Upload and view videos from within the platform, without having to download first.

Choose your own custom colour scheme or logo on a site-by-site basis, or revert to your default branding. You can even customise the web address.

FULL FEATURE LIST

Mention users when asking, or replying to a question. They will receive an email to let them know. Of course, you can customise this feature with who you want to give access to for tagging, and whether users can tag those in the same group, or universally across the site.

View a complete list and optionally filter activity by a document, user or group of users. Export to Excel or produce graphs through our dashboard.

At a glance, compare user or group activity based on common actions of interest, using our unique algorithm designed in collaboration with industry-leading experts.

View alerts via the built-in system or receive them by email weekly, daily or instantly. Whether this is a new user being added, when they login or a new document being removed, updated, viewed, etc. Alerts can be applied at bulk.

Fully designed first for mobile with an intuitive interface, compatible with any modern web browser.

You can add in custom or dynamic fields such as calculations, allowing you to customise and sort your own table view.

Customisable dashboard with drag-and-drop re-ordering of dashboard items, and default views.

Integrated extraction of compressed archives such as .zip, .rar and also .PST files and emails which can be extracted on the platform into their inbox folders with related attachments. All of which can be searched (including contents).

Limit the size of an individual document, or entire sites. In addition, control the file types that can be uploaded, and who can upload to where.

Produce document indexes of the data room in either Excel or PDF format, with links back to view the folders and documents on the platform.

The document viewer is resizable, allowing you to click through lists or search results to preview each one in order to locate a document quicker.

We offer both static and dynamic watermarks, allowing you to insert the user’s name, email, current timestamp or custom text and control the size, colour, rotation and transparency.

When using a master licence, offer the ability to mark a site as "highly secure" preventing all admins from accessing without dual-authorisation.

Download multiple folders/files quickly, as a compressed archive.

Email in documents into selected folders via a unique email address. Either store the email, attachments, or both into the data room with this feature.

See a list of all emails sent from the platform, and their current status (such as delivered, opened, clicked, or bounced) - which is useful for investigating user issues, and accountability.

Disable the text layers of PDF documents, converting them to outlines to improve the PDF security from being viewed, duplicated, or edited by a third party application.

Organise documents, questions and answers, or tasks and data into folders.

Rapidly update custom fields at a click of a button, without having to load the entire data set. This means a field such as "priority" can be updated with just a couple of clicks.

Create tasks for assigning to users, or forms to capture data.

75% discount on data for sites marked as inactive.

Certification held for ISO 27001 & 9001 for several years.

Our platform can automatically extract document author, original creation date and email subject/to/from information from uploaded data, into custom views and filters.

Full, multi-factor (MFA/2FA) authentication including hardware keys and passkeys, allowing devices with features such as fingerprints and facial recognition to be used.

Whether on documents or questions, you can easily re-order items, or turn on auto-numbering.

Want to double check permissions? "Use as" any user in order to verify they cannot see what you didn’t think they should be seeing.

Where it is not possible to upload a document, yet other users know it is coming by inserting a placeholder.

Fully-integrated Question and Answers feature with ability to either ask and view questions within a document or view together in one place, complete with custom fields including the ability to assign to a group or user. Optionally, you can also hide question and reply authors from other users or groups of users.

An intuitive interface to re-order documents, or questions & answers. Simultaneously, indent questions or put them into folders - the integrated numbering system will update accordingly, either manually with a click of a button or automatically depending on your site settings.

Redaction tool to block out text to other users. Simply select the text, and redact securely, with options to prevent the text layer for increased security on PDF downloads.

We challenge you to find a platform with more accurate text recognition. We have a relevancy-based search engine. You can search through the contents of thousands of documents in microseconds.

Sign in with your Microsoft Account, whether on 365, Corporate, Azure, or Live.

Build your own templates for corporate, real estate, general use, etc and clone to new sites in order to rapidly deploy new projects.

Tag documents with custom words or phrases, allowing you to build custom queries, or mark them as a favourite in order to locate quickly later.

Drag and drop from your computer’s explorer directly into Ruby Datum. We have created a first-of-its-kind upload method to ensure your documents reach our servers as fast as possible.

We offer full support for both user or group-based permissions, including the ability to set mass permissions from just one page.

Specify a date range for when a user can access the platform.

Update new versions of a document with ease, or revert to an old version.

Upload and view videos from within the platform, without having to download first.

Choose your own custom colour scheme or logo on a site-by-site basis, or revert to your default branding. You can even customise the web address.