virtual data room

What All Components Make a Virtual Data Room User-Friendly?

Most of the solutions that are used for sharing and managing data and claim to be the best virtual data room provider don’t have the best reputation when it comes to the user interface. Since an easy-to-use interface makes up a major part of the success that a VDR can achieve. If your data room is user-friendly, you won’t have to think about any of your clients being unable to know how to make good use of it.

Today’s write-up will follow some of the major factors that play a key role in differentiating between an average VDR interface and a great one along with the things that one should keep in mind while choosing a dataroom service provider.

Easy to Setup

You should not spend a wholesome amount of time setting up a virtual data room. Therefore, the VDR should be designed in such a way that it can be set up and used quickly and straightforwardly.

If you need more than the below-mentioned four steps, you need to switch to a new VDR solution:

  • Setting up the dataroom
  • Uploading documents
  • Inviting participants
  • Establishing different permission for different users


The ability to customize the dataroom is extremely important. A client should be able to customize the watermark and assign and modify the access when required.

The dataroom should also support multiple languages especially if you have global participants.

Not every project requires the same features and functions, and thus it should be in the user’s control to pick the project-specific features.

Branding Features

No one can make your brand help grow than your employees. So, you need to make sure that your VDR software is allowing you to promote brand-related components such as logos, colors, fonts, and images. Having these features will let your employees create a better user experience for clients.

Quick Data Loading

Datarooms have replaced other forms of sharing and storing secure information for being fast and highly responsive. But if a VDR works slower than your expectation, you will not like that in the long run. It is common knowledge that having a process that works faster than most is an advantage which is why it is no secret that one of the main reasons why people turn to virtual data rooms. Policy audits, M&A transactions, and fundraising are termed long-term and long investment projects that require a lot of time. Such projects require the exchange of tons of different documents and data between many participants.

In case you are looking to ensure fast data transfer, you can make good use of features such as bulk uploading, drag and drop, and automated index numbering. With the use of these, you can dial down the time spent by you on uploading and managing documents.

No Plugins

Data Security is one of the biggest concerns today for any organization which usually results in the IT team of a company not allowing the installation of any third-party tools or plugins.

FirmsData has built everything in-house and you do not have to install any third-party tools.

Responsive Web Design

In the modern world, a computer is used for a lot of things apart from just accessing the internet. According to stats, 68.1% of all the websites in 2020 were visited from mobile devices and it is expected to increase up to 71% by the end of 2025.

The interface of a virtual data room is the first thing that all of the employees, clients, and partners will have to deal with, meaning that it needs to be attractive and clear irrespective of the device that they are using.

A responsive web design in a VDR allows the users to view the data room on all the major operating systems and platforms. Although the interface may vary a bit on different devices, it makes it easy for all users to access the available options.

A Brilliant User Experience

A virtual data room is of no use if users are unable to access all its features, no matter how simple, easy to access, or customizable it is. If for some reason, the VDR admins have to explain how the dataroom works to each other, it will simply add to the time duration of the projects.

A great interface will always have:


The most important and foremost factor that affects a virtual data room is how easily a user can figure out all about the user interface.


It is often seen that a good user interface has the same patterns, icons, and tabs across all platforms. Users can get help from previous experiences once they have managed to know about it.

Always ask for a demo and a free trial before you decide on the dataroom provider. There’s nothing better than getting a hands-on experience where the transaction holds a lot of value.

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