Data room mobile app: A guide on mobile VDR features

The rapid development of the mobile application market highlights the need for companies to offer mobile apps for their products and services. 

Quite simply, mobile apps enhance overall productivity and improve project management.

This article focuses on the virtual data room mobile app and explains how it can accelerate deal-making. Read on to learn more about VDR mobile features, their benefits, and the main steps in starting to use a VDR mobile app.

What is a data room mobile app?

A data room mobile app is the mobile application version of virtual data room software. It’s a secure VDR application designed for smartphones and tablets, allowing the use of VDR functionality without limits on iOS and Android.

The evolution of a VDR mobile app was a logical response to the growing virtual data room market. In 2023, this market was valued at $2.37 billion and is forecast to reach $13.22 billion by 2032. Amidst such rapid growth, modern virtual data room providers are looking for ways to excel at satisfying their clients’ needs.

A virtual data room with mobile access capability allows dealmakers to work on complex transactions and due diligence processes whenever and wherever. Therefore, clients can save time and accelerate deals.

Key features of a data room mobile app

Typically, virtual data room mobile features are the same as those on desktop or cloud-based versions. While there may be some differences, all key VDR functionality is always available on mobile devices. 

Here are the main features the best virtual data rooms offer on mobile:

Features group	Features
Secure file management	Full-text searchPDF viewerFolders and file managementMultiple file formats
Data security	Multi-layered encryptionMulti-factor authenticationWatermarkingRedactionRemote wipe
User management and access control	Granular access permissionsUser invitationUser deletionIP address restriction
Real-time reporting	Full audit trailsActivity dashboardUser behavior trackingRelevant event search

Let’s review these in more detail.

Secure file management

Virtual data room services for mobile users allow for seamless mobile document management, just like on the desktop and cloud versions. 

• Full-text search
  It allows users to quickly find specific words or phrases within documents across the entire VDR. This search capability isn’t limited to just titles or file names. It scans through the content of each document, making it easy to locate relevant information, even within large sets of files.
• PDF viewer
  This lets users view PDF files directly within the dedicated app of a virtual data room provider without needing additional software. This feature often includes functions like zooming, page navigation, and searching within the document itself, streamlining document reviews and simplifying collaboration for all parties involved.
• Folders and file management
  Administrators can create, rename, and organize documents within a VDR mobile app in a structured manner, making navigation more intuitive and efficient.
• Multiple file formats
  You can upload and manage multiple formats of sensitive documents: from PDF to SVG and CSV. It ensures compatibility and convenience when managing various types of documents without the limitation of doing so on the desktop version only.

Data security

Mobile document security is ensured thanks to these VDR security features: 

• Multi-layered encryption
  Secures data by applying multiple levels of cryptographic algorithms to protect confidential documents during upload, storage, and download. This ensures that even if a security layer is compromised, additional layers guard the data, making unauthorized access difficult.
• Multi-factor authentication
  Enhances security by requiring users to verify their identity using two or more authentication methods, such as one-time passwords (OTPs) or biometric data.
• Watermarking
  Embeds unique, traceable marks into documents, indicating user IDs or timestamps, which reduces the possibility of unauthorized file sharing or leaks.
• Redaction
  Lets administrators black out sensitive or personally identifiable information within documents, ensuring confidential content is not visible or accessible to unauthorized viewers.
• Remote wipe
  Allows deleting data from any device remotely after its download in case of loss, theft, or security concerns. This way, it helps protect company data regardless of physical device security.

User management and access control

Electronic data room providers allow for smooth user management and access control on mobile via these features:

• Granular access permissions
  Administrators can control each user’s level of access on a detailed level, specifying permission settings like view-only, edit, or download for individual files or folders. This ensures users see only relevant files, minimizes the risk of unauthorized data handling, and helps guarantee secure mobile VDR access.
• User invitation
  Admins can securely invite new users to the VDR via mobile application, often with customizable access settings and expiration options.
• User deletion
  Administrators can also quickly delete a single user from multiple projects simultaneously via the app. This significantly streamlines the administrative process.
• IP address restriction
  Via phones or tablets, admins can limit VDR access to specific IP addresses, effectively preventing unauthorized access from unknown networks. This provides an additional layer of security and ensures that only users from approved locations or devices can access sensitive data.

Real-time reporting

Virtual data room solutions allow project-tracking on mobile devices with the help of these features:

• Full audit trails
  Just like on the desktop and cloud versions, full audit trails on mobile allow tracking of all user actions within the VDR, including document views, edits, downloads, and more.
• Activity dashboard
  Provides real-time VDR reports and a complete overview of ongoing actions, summarizing user interactions, file access, and any notable events. This feature gives admins an at-a-glance view of VDR usage, helping to quickly identify patterns or potential security issues.
• User behavior tracking
  Monitors detailed user actions, such as login times, document views, and specific document interactions. What’s more, it triggers mobile alerts if a specific user performs certain actions within the VDR.
• Relevant event search
  Admins can search for relevant actions with the help of advanced search filters such as specific actions, dates, or respective authors. It helps quickly locate critical information in the event of a security concern or compliance review, making it easier to track specific interactions.

Benefits of using Ideals mobile VDR app

Ideals virtual data room ensures a seamless VDR experience for its clients, regardless of the device they use. 

Here are the main advantages of the Ideals data room mobile app:

• Productivity on the go
  The Ideals mobile app allows users to access important documents and information anytime and anywhere, facilitating timely decision-making and accelerating deals.
• User-friendly interface
  Ideals VDR app has an intuitive interface, making it easy for users to navigate through documents, search for specific files, and manage data efficiently.
• Flexibility
  Admins can access a Corporate Account via a mobile device and get the information they need quickly, including access to project status, billing, and data usage
• Security
  Ideals ensures secure mobile access by employing advanced security measures, such as multi-layered encryption, multi-factor authentication, granular permissions, and more.
• Collaboration
  Ideals guarantees timely project communication by offering a full Q&A functionality on mobile devices.

Note: Learn more about the new Ideals mobile app in our dedicated article.

How to use a VDR mobile app

This is a quick mobile VDR tutorial that will help you understand how to use a VDR app. 

Note: These VDR mobile app instructions are for those who have already performed a virtual data room comparison, chosen a VDR provider, and used it on the desktop or cloud. If you don’t use VDR software yet, compare virtual data rooms first, choose the most fitting option, and familiarize yourself with the desktop or cloud version. Make sure that the chosen VDR provider also offers a mobile app. 

1. Download and install
   Find the official VDR app for your provider in your device’s app store — Google Play or App Store. Make sure it’s the latest version for optimal security and functionality.
2. Sign in securely
   Open the app and log in with your credentials, typically your email and password. If multi-factor authentication activates, follow the instructions.
3. Navigate the interface
   Familiarize yourself with the app’s dashboard and functionality. For instance, common sections of the Ideals mobile app include Documents, Q&A, Reports, and Corporate Account.
4. Access and view documents
   Open the Documents section to browse files or folders. The app usually provides a search bar to locate files by keyword. You can preview documents within the app without downloading them, maintaining security.
5. Upload extra files if needed
   When uploading, select the document, add any necessary descriptions or tags, and choose where to save it in the VDR.
6. Check access settings
   Check whether a mobile app has required access settings you made via the desktop version. If not, make relevant changes.
7. Set alerts and notifications
   Many VDR apps let you customize notifications for document changes, comments, or other users’ actions.
8. Check offline access (if available)
   Some VDR apps offer offline access to files. To enable this, mark specific documents for offline viewing, ensuring you can review them without internet access.
9. Stay updated on new features
   VDR providers frequently update their apps with new features. Periodically check the app store or monitor the provider’s communication channels for updates. Alternatively, just enable automatic updates.

Key takeaways

• A virtual data room mobile app is a dedicated mobile application version of virtual data room software. It’s designed for smartphones and tablets, both iOS and Android.
• The key features of a data room mobile app embrace secure file management, data security, user management, and real-time reporting.
• Among the main benefits of the Ideals virtual data room app are productivity on the go, flexibility, a user-friendly interface, security, and collaboration.