The audit-proof data room
The Auditor role in idgard
The Auditor role in idgard is a read-only function for Enterprise customers, allowing designated users to monitor Data Room activities, export reports, and ensure compliance with company policies. Auditors have full access to Data Room member lists, ...
Data room archive
In some professions it is necessary to archive documents. For this purpose, you can create a data room archive with idgard. This data room is available forever after conversion into an archive and thus secures all documents in this data room. This is ...
Authorize user group for files
If members of a data room are to be authorized for folders or documents, then "Extended Rights Management (ERM)" is suitable for this. To give a user certain permissions to folders or files, this user must first be assigned to a user group. The ...
Creating user groups for extended rights management
Extended rights management is available in the Enterprise package. Advanced rights management is used to assign permissions to the contents of a folder or file to groups of users. There are 2 methods to create user groups for the extended rights ...
Activate extended rights management
Extended rights management is available in the Enterprise package. Advanced rights management is used to assign permissions to the contents of a folder or file to groups of users. Before you can use extended rights management, this function must ...
Provided templates for a meeting pack
Standardized Templates for the Session Folder Attached to this article below you will find templates that we would like you to test. These are standardized templates with a predefined layout. Feel free to send us your cover page and table of contents ...
Filter for classified documents
Display classes This function is only included in the Enterprise package. The "Document Classification" function must be activated by the administrator beforehand. If there are several documents with different classifications in your data room, you ...
Sharing a Data Room: One-Time Access to files for users without a license
This article explains how to use One-Time Access (OTA) to share files or folders in a Data Room with external users who do not have an idgard license. What is One-Time Access (OTA)? OTA is a secure and convenient way to share content from Data Rooms ...
Viewing, querying, and exporting activities in the journal of a Data Room
The Data Room journal Data Rooms are only available with the Growth and Enterprise package. Each Data Room automatically has its own journal. Every user activity in the Data Room is logged in the journal in an unchangeable and therefore audit-proof ...
Assigning Watermarks and Forcing View-only Option for PDF Files
Watermarks, Forcing “View-only” In the box settings, box creators can add additional protection for the PDF files in their boxes by assigning watermarks or read-only attributes to the respective files. This function can only be activated when the ...
Creating a Meeting Pack
Creating a Meeting Pack in the Data Room The “Meeting pack” function is only available in the Enterprise package. The meeting pack consists of a cover page, a table of contents, and the PDF files you select. Each PDF file should have its own cover ...
Duplicating a folder structure with Extended Rights Management (ERM)
Duplicating a folder structure with Extended Rights Management (ERM) In data rooms, you can now use an existing folder structure with group permissions as a template. Files are not transferred to the duplicated structure. This function is available ...
Role "Assistant" in a data room
Role "Assistant" in a data room The "Assistant" role can be found in the member administration of a data room. It can only be assigned to a full license user. The assistant should act as an stand-in for an Administrator with the "Room Assistant" ...
Requirements for executing a meeting pack
Requirements for executing a meeting pack The " Meeting pack" feature is only available in the Enterprise package. Meeting packs are used for modern session management and digital collaboration. All documents required for the session are combined in ...
Difference between a PrivacyBox and a Data Room
Difference between a PrivacyBox and a Data Room In your idgard® account, you can create up to 2,000 „regular“ PrivacyBoxes: sealed, virtual, maximum security work areas. A Data Room is a PrivacyBox with additional features to protect against ...
Deleting a data room
Deleting a data room Data rooms can be added for the Growth and Enterprise packages. Only the creator of a data room can delete it. Only when the data room is deleted, the license for it is free. Before that, you can download the journal, create an ...
Assigning a classification
This function is only included in the Enterprise package. The "Document classification" function must first be activated by the administrator. Each full license user of a data room who has write/upload permission can assign one of the classes ...
Secure deletion of a data room
Secure deletion of a data room Data rooms can be added for the Growth and Enterprise packages. If a data room is deleted, so will be its content. To prevent unintentional deletion, the data room can be provided with a write protection. This way, its ...
Data room index
Data room index The "Data room" function is included in the Growth and Enterprise license packages. To display the files, notes and folders contained in the data room in a clear table, you can create and export a data room index. In the member list ...
Connection via WebDAV and productivity tool
Connection via WebDAV and productivity tool Data rooms are not visible via a WebDAV connection because this protocol does not understand the protection function of a data room and is therefore blocked for this purpose.In contrast, the productivity ...
Starting a Poll or Taking a Vote
Starting – Canceling – Closing a Poll This function is only available in Data Rooms. Data Rooms are only included in the Growth and Enterprise package. You can start a poll among the members of your Data Room or vote on dates. Use the “Poll” function ...
Set time to live
Set time to live Data rooms can be added for the Growth and Enterprise packages. This function deletes files and notes after the expiration time. The expiration time starts with the upload date. Folders are retained. To activate this function in the ...
Protection against unusual downloads
Protection against unusual downloads Data rooms can be added for the Growth and Enterprise packages. To protect the content of the data room from mass downloads, you can set values (number, interval) for downloading files. If this rule is violated, ...
Disable download of PDF files: "read-only"
Disable download of PDF files: "read-only" This feature can only be found in a data room. Data rooms can be added for the Growth and Enterprise packages. A read-only PDF file contains a watermark and the timestamp on each single page. With this ...
Watermark PDF files
Watermark PDF files This feature can only be found in a data room. Data rooms can be added for the Growth and Enterprise packages. The dynamically generated watermark from idgard® can only be added to a PDF file. The watermark contains the name of ...
Notify members of a data room by e-mail about a file
Notify members of a data room by e-mail about a file If you want to inform the members of a data room about a file, folder or note, you can inform them about it via an e-mail. A user of the data room who has at least the permission Read and See ...
Temporary access to the data room or Box
Data rooms can be added for the Growth and Enterprise packages. To prevent members from accessing an unfinished box, a start time and the end date for possible accesses to the box can be set. To make these settings, you must be the owner the manager ...
Access control to the data room
Access control to the data room Data rooms can be added for the Growth and Enterprise packages. Before members are added to the data room, both the creator and the administrator can define access and behavior rules for future members (click-through ...
Use the Room Assistant to create a data room
Use the Room Assistant to create a data room If a full license user has been appointed as room assistant, they can create a data room without being the creator themselves. Data rooms can be added for the Growth and Enterprise packages. The Room ...
Add a watermark to PDF files or make them “read-only” during upload
Add a watermark to PDF files or make them “read-only” during upload ou can find this feature exclusively in a data room. A data room is available only in the Growth and Enterprise packages. The watermark serves as a distribution protection for a ...
Create data room
Create data room Data rooms can be added for the Growth and Enterprise packages. To create a data room, you need a full license, the permission from the administrator to create this data room and a license for each data room you create. You can ...
Popular Articles
Folder upload - behaviors and limitations
Unsupported characters in file names will be replaced by an underscore during the upload process, this applies to these characters: *, /, \, :, <, >, ^, ", &, | Example: M&A_Overview.xlsx will be renamed to: M_A_Overview.xlsx File names that consist ...
Audio and video files
If you have read permissions, you can view pictures and videos directly in idgard without having to download them. Supported audio/video formats: The following audio files can be played in the idgard Web App: .mp3, .m4a (AAC), .flac, .wav. The idgard ...
Uploading files
You can upload one or more files up to a size of 5 GB. You need write permission to upload files. Select the box to which you want to upload folders. If necessary, navigate to the desired folder. Select the plus symbol in the toolbar. Select Upload ...
View box activities in the journal
In data rooms and depending on the setting, certain activities can be registered in a journal. You can view the data room journal if you have the permission to do so. To view box activities in the journal: 1. Open the data room the journal of which ...
Can I send files that exceed the file size limit in Outlook?
Yes, that’s possible. After you create a new Box or select an existing one you can also add large files in the dialog window. By default, the file size in idgard is limited to 5 GB. All selected attachments are uploaded to the Box together with the ...