Intralinks Vdrpro User Guide for Managers and Publishers

Intralinks VDRPro User Guide for Managers and Publishers

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Chapter 1: Welcome ...... 6 System requirements...... 6 Video streaming guidelines ...... 6 How video streaming works ...... 6 Getting answers online ...... 7 Chapter 2: Introduction to Intralinks VDRPro...... 8 A quick tour of your Intralinks VDRPro exchange ...... 8 Security within Intralinks VDRPro ...... 8 Your role within your exchange...... 9 Chapter 3: Logging in to Intralinks VDRPro ...... 10 Logging in the first time ...... 10 Returning to Intralinks VDRPro ...... 11 Changing your password...... 11 Resetting a forgotten password ...... 12 Logging out...... 13 Logging in to another Intralinks application ...... 13 Chapter 4: Personalizing Intralinks VDRPro...... 14 Configuring your account profile...... 14 Registering a mobile phone to receive security codes ...... 14 Removing yourself from an exchange ...... 15 Chapter 5: Creating and setting up exchanges ...... 16 The exchange life cycle ...... 16 Deal Prep Exchanges...... 16 Working with your Intralinks representative...... 17 Tasks that must be performed by an Intralinks employee...... 17 Tasks you can perform...... 17 Working with your business group...... 17 Business group membership levels ...... 17 Defining an exchange template ...... 18 Creating an exchange ...... 18 Making changes to email alerts ...... 19 Viewing and modifying exchange details and settings ...... 20 Changing an exchange’s phase ...... 20 Configuring an exchange splash screen ...... 21 Configuring an exchange footer ...... 21 Watermarking PDF files...... 22 Watermarking protected Microsoft Office files...... 23 Managing workflows ...... 24 Available workflow definitions ...... 24 About submitters, reviewers and approvers...... 24 Creating workflow configurations ...... 24 Setting up custom fields ...... 25 Viewing and configuring custom fields...... 26 Setting custom field values for exchanges...... 29 Ordering archive copies of your exchanges ...... 30 Closing an exchange without ordering an archive...... 31

Intralinks VDRPro User Guide for Managers and Publishers page 2 Enabling the high security viewer ...... 31 Ensuring that members of your organization can download content from Intralinks VDRPro exchanges ...... 32 Chapter 6: Managing exchange members and groups...... 33 Getting started with user groups...... 33 Creating and managing groups ...... 33 Adding a group to an exchange ...... 33 Modifying group properties...... 34 Viewing the members of a group ...... 34 Viewing the history for a group...... 35 Removing user groups ...... 35 Members’ roles within an exchange ...... 36 Adding people to an exchange ...... 38 Responding to requests that users be added to your exchange ...... 40 Managing members from within the exchange...... 41 Changing a person’s group membership ...... 41 Changing a member’s exchange role ...... 41 Making a member a key contact ...... 42 Removing members from an exchange ...... 42 Managing members across exchanges...... 43 Copying groups from one exchange to another ...... 44 Finding members and groups...... 45 Filtering the lists of users and groups ...... 45 Resending welcome alerts to exchange members...... 45 Giving users limited access to documents without logging in...... 46 When people leave your organization ...... 46 Chapter 7: Publishing documents ...... 48 Creating folders ...... 48 Dragging folders and their contents into an exchange...... 48 Creating folders manually ...... 48 Organizing folders ...... 51 Moving folders ...... 53 Renaming folders and changing custom field values ...... 53 Deleting folders...... 53 Adding documents...... 54 Dragging documents into the document list...... 54 Using the Add Documents wizard ...... 55 Replacing a placeholder with a document...... 62 Editing document metadata (custom field values)...... 63 Replacing documents ...... 63 Moving documents ...... 64 Previewing documents and video files ...... 64 Sending alerts...... 65 Deleting documents...... 65 Copying and pasting documents and folders ...... 66 Renaming documents and folders using an import file...... 66 Disconnecting Zoom from Intralinks VDRPro integration ...... 67 Importing information using Intralinks Designer ...... 67 Enabling reviewers and previewers to publish documents, add folders and edit folder custom fields ...... 68 Redacting documents...... 69 Redaction area...... 69 Marking items for redaction...... 70

Intralinks VDRPro User Guide for Managers and Publishers page 3 Redacting documents ...... 71 Opening redacted documents from the redaction area...... 72 Chapter 8: Reviewing documents...... 73 Your role as a reviewer...... 73 Viewing documents and video files ...... 73 Viewing documents ...... 73 Viewing video files...... 74 Downloading documents ...... 75 Printing documents...... 76 Searching for documents...... 76 Tips for using Intralinks VDRPro’s search tools ...... 78 Performing ad hoc analysis using IRM-protected Excel documents ...... 78 Viewing PDF and Microsoft Office documents using the high security viewer ...... 79 Chapter 9: Managing permissions...... 81 What are permissions?...... 81 What is document locking and protection?...... 81 Document protection capabilities...... 82 Requirements for end users ...... 83 Reviewing and modifying permissions ...... 83 Copying permissions from one group to another...... 85 Chapter 10: Viewing documents as another user ...... 87 Reviewing document permission using View As ...... 87 Chapter 11: Configuring workflows...... 88 What are workflows? ...... 88 Enabling workflows...... 88 Configuring workflows ...... 88 Inactivating and reactivating workflow configurations...... 90 Deleting workflow configurations that are no longer needed...... 91 Chapter 12: Requesting document approvals and reviewing documents...... 92 Requesting approval for a document...... 92 Finding approval requests quickly ...... 93 Approving and rejecting documents ...... 93 Chapter 13: Viewing, exporting and printing reports...... 94 Viewing document reports ...... 94 Viewing a list of folders and documents on the exchange ...... 94 Viewing history information for documents ...... 94 Viewing a list of deleted documents...... 95 Tracking member activity...... 95 Access Reports for documents ...... 95 Access Reports for users and groups ...... 96 Exporting a list of people on the exchange ...... 96 Viewing overall exchange activity...... 97 Activity Summary Report...... 97 Exchange Statistics Summary Report...... 98 Folder Coverage report...... 99 Reviewing current permissions ...... 99 Search Summary Report...... 100 User Activity by Group Report...... 101

Intralinks VDRPro User Guide for Managers and Publishers page 4 Chapter 14: Viewing user and group information across exchanges...... 103 Generating a new report...... 103 Viewing user membership across exchanges...... 103 Viewing groups across exchanges...... 104 Viewing previously saved reports ...... 105 Appendix A: Exchange roles...... 106 Appendix B: Exchange settings...... 112 Allow role-based permissions for custom fields ...... 123 Appendix C: Data limits ...... 127

Intralinks VDRPro User Guide for Managers and Publishers page 5 Chapter 1: Welcome Welcome to Intralinks® VDRPRo, the premier tool for secure online collaboration between organizations.

Intralinks VDRPro is designed to be easy to use, with many tools to make your Intralinks experience productive.

This user guide provides step-by-step instructions for completing tasks using your Intralinks VDRPro exchanges. System requirements

To use Intralinks VDRPro, your computer must meet the following minimum standard:

• Windows and Macintosh operating systems: No specific requirement, but must be able to support a supported Web browser Note: Windows PCs must have a 32-bit processor and a minimum of 512 MB of RAM, 10 MB of available disk space and a 1 GHz CPU (central processing unit)

• Web browsers: Microsoft® Internet Explorer 11.x and later, latest version of Microsoft Edge, Latest version of Apple® Safari®, Mozilla® Firefox® or Google Chrome™

• PDF viewer: Adobe® Acrobat® or Adobe Reader® DC or later. Microsoft is either a registered trademark or trademark of Microsoft Corporation in the United States and/or other countries. Mozilla and Firefox are registered trademarks of the Mozilla Foundation. Macintosh and Safari are registered trademarks of Apple Inc. All other service, product and/or brand names are the property of their respective owners. Video streaming guidelines

Use the following guidelines for streaming video:

• Internet speed plays a critical role while streaming high quality videos. A minimum 10 Mbps bitrate is recommended to ensure a consistent top quality streaming experience. • Browser: For the best results use, Google Chrome, Mozilla Firefox, or Microsoft Edge. How video streaming works

Video streaming is the process of watching a video over a network without downloading the entire video file. The Intralinks Viewer buffers (downloads some metadata and the portion of video currently being watched) the video and provides the ability to seek and skip parts of the video that are not being watched. Streaming video provides a smoother watching experience, requires less network bandwidth and does not require disk storage.

Intralinks VDRPro User Guide for Managers and Publishers page 6 A video may consume a significant amount of data depending on the video quality, for example, a 4K or FHD file. To get the most accurate calculation of data consumption, multiple factors must be taken into account, such as bitrate, compression ratio, network speed, latency, and so on. Video bitrate is the amount of video data transferred in a certain period. Without a high bitrate, high resolution and high frame rate video will not look as good as they should. The faster the data transfers, the more overall data gets through. Higher quality video contents requires more data, so a high bitrate is required to stream high quality videos. Getting answers online

If you need assistance, the Intralinks Help Center is your online resource for finding answers to questions that may arise as you work with your Intralinks VDRPro exchanges. To open the Help Center, click the support and feedback icon in the upper-right corner of the screen, and click Help Center. The Help Center provides links to user guides, training videos, live help chat, and a fully searchable library of help topics.

You can browse topics in the answer library—the most popular topics appear first in the list—or you can search for specific words and phrases.

Intralinks also provides award-winning live phone support to answer your questions when you cannot find the answer in the User Guide or Answer Library, Local telephone numbers for Intralinks Client Services can be found at

http://www.intralinks.com/contact/client-services

Intralinks VDRPro User Guide for Managers and Publishers page 7 Chapter 2: Introduction to Intralinks VDRPro Each Intralinks VDRPro exchange provides a secure Web-based space for sharing critical information, performing workflow tasks, and collaborating with people inside and outside your organization.

Exchanges can be used as document repositories, either enterprise wide or for corporate boards, but they can be used to meet a variety of organizational needs.

Exchanges can be used for different purposes. They can be used for sharing or consuming documents and other content, collaborating or completing tasks that are part of a larger workflow, or a combination of these activities. A quick tour of your Intralinks VDRPro exchange

To use an Intralinks VDRPro exchange, you must log in. Logging in gives you access to the exchanges to which you have been assigned. To learn more about logging in, see “Logging in the first time” on page 10.

After you log into Intralinks VDRPro, the Exchanges screen appears, displaying a list of the exchanges you participate in. Exchanges marked with a lock icon indicate that exchange managers have decided to use Intralinks VDRPro’s enhanced security function. Before you can access these exchanges, you may be asked to answer your challenge question, and enter a one-time security code sent to your email or registered mobile phone.

Get online support or provide feedback to Intralinks using the Support & Feedback menu at the top of the Exchanges screen. Use the Search bar to quickly locate an exchange if you have a long list of exchanges. Perform actions on a selected exchange using the Action button. Edit your Intralinks VDRPro profile or log out of Intralinks VDRPro using the icon in the navigation bar at the top of the screen.

Click the exchange name to open it. When the exchange opens, its phase is displayed next to the exchange name and a list of the documents that are available to you is displayed. Security within Intralinks VDRPro

Organizations use Intralinks VDRPro exchanges to share highly sensitive or confidential information. Intralinks recognizes that the need for security is paramount, and a variety of measures have been put into place to ensure that only the people intended to view each document actually see it.

For example, people see only the documents they are given permission to see, and exchange hosts can prevent people from printing, downloading or making images of the documents. Watermarking and other features can be used to discourage people from sharing the documents that they are allowed to print. Exchange managers also have a complete view of when and how often documents have been read or downloaded and by whom. For more about Intralinks VDRPro’s security features, see Chapter 5, Creating and setting up exchanges, on page 16.

Intralinks VDRPro User Guide for Managers and Publishers page 8 Your role within your exchange

Every person invited into an Intralinks VDRPro exchange has been assigned an exchange role, or set of rights and responsibilities while working within the exchange. If you are invited to more than one exchange, you could have a different role in each one.

There are three basic exchange roles within Intralinks VDRPro:

Reviewer – Reviewers generally can see and work with the people who were responsible for setting up the exchange, but they may not be able to see or work with one another. Most reviewers generally are not from the organization hosting the exchange.

Publisher – Publishers assist managers by adding documents to the exchange. They may be responsible for setting permissions for the documents, that is, identifying the exchange members who are allowed to view, print and download each document. Publishers can see reviewers and other publishers, as well as exchange managers. Publishers generally are from the organization that is hosting the exchange.

Manager – Managers are responsible for setting up and maintaining the exchange, with assistance from Intralinks Client Services. With a few exceptions, managers can perform all tasks within the exchange. They can publish documents, and they determine who has access to the exchange.

For a detailed discussion of exchange roles and the rights and responsibilities associated with each of them, see Chapter 6, Managing exchange members and groups, on page 33.

Intralinks VDRPro User Guide for Managers and Publishers page 9 Chapter 3: Logging in to Intralinks VDRPro Each time you visit Intralinks VDRPro, you will be asked to log in by entering your email address and password. This is to ensure that you see only the documents that are relevant to you. You have a single password for Intralinks VDRPro, no matter how many exchanges you participate in.

If your organization uses Intralinks’ Single Sign-On (SSO) or Enterprise Single Sign-On (e-SSO) functionality, you will be asked to log into your corporate network, rather than Intralinks, when you display the Intralinks VDRPro login page. If you are already logged into the corporate network, Intralinks VDRPro is displayed automatically. While you are logged into the corporate network, you will not have to enter your Intralinks VDRPro credentials to view exchanges or protected documents that you have downloaded, unless you access an exchange that uses enhanced security, and the security rules require you to enter your credentials. (If your organization uses e-SSO, you will not be given Intralinks VDRPro login credentials; you must log into the corporate network to access your exchanges and documents.)

For security reasons, it is important that you do not share your password with others. Logging in the first time

When you are invited to join an exchange, you will receive two email messages from Intralinks VDRPro. The message may indicate that it has come from the company that is hosting the exchange. The first message includes a link to the exchange. The second message contains your temporary password to Intralinks VDRPro. If you have participated in Intralinks VDRPro exchanges in the past, you will be asked to use the password you use for other exchanges.

Note: If your organization uses Intralinks’ Single Sign-On (SSO) or Enterprise Single Sign-On (e-SSO) functionality, you will not receive an email message with a temporary password.

About your email address Your email address serves as your Intralinks VDRPro user ID. If you have more than one email address, use the address for the account where you received the invitation message to the exchange. If your email address changes, contact Intralinks Customer Service for assistance in updating your Intralinks ID. Local telephone numbers for Intralinks Client Services can be found at:

http://www.intralinks.com/contact/client-services/

 To log in the first time 1. Locate the email messages containing your invitation to the exchange and your password. 2. Click the link to the exchange that appears in the invitation message. A web browser opens and Intralinks VDRPro’s license agreement is displayed. 3. Read the license agreement and click Accept to continue logging in. The profile setup screen appears.

Intralinks VDRPro User Guide for Managers and Publishers page 10 If you do not agree to the terms of the license agreement, click Do Not Accept. The login screen reappears, and you can close your browser to exit. 4. Create your user profile by making entries in the fields marked in red. You can change your password, select a challenge question and set preferences. The challenge question is particularly important. Choose a question you are sure you will remember the answer to. You may be asked this question when you log in if your exchange uses Intralinks VDRPro’s enhanced security, if you forget your password, or if you contact Intralinks Client Services with other requests. Mark the Share additional info with users I work with option if you want to make your entries in the Title, Industry and Functional Area fields available when colleagues view information about you in the People list. If you do not want to share this information with others, do not mark this option. 5. When you have finished making profile entries, click Save. The Exchanges screen appears, displaying a list of the exchanges in which you are a participant. Returning to Intralinks VDRPro

 To log in after your first visit to Intralinks VDRPro 1. To display the login page, using your Web browser, go to www.intralinks.com and click Login & Support. (Make a bookmark to this page using your browser to make it easy to return to Intralinks VDRPro.) Note: If your organization uses Intralinks’ Single Sign-On (SSO) functionality and you are logged into the corporate network, Intralinks VDRPro is displayed automatically. (If you are not logged into the corporate network, you will be asked to log into it.) Skip to step 5. 2. In the Email Address field, enter the email address for the account where you received your invitation to the exchange. 3. In the Password field, enter the password you created after you logged into Intralinks VDRPro the first time. If you have forgotten your password, click the Forgot your Password? link and follow the instructions that appear on your screen. (For step-by-step instructions, refer to “Resetting a forgotten password” on page 12.) 4. Click Log In. If a message appears asking you to answer your challenge question or enter a security code, type the answer and click Submit. The Intralinks VDRPro Exchanges screen appears, displaying a list of the exchanges in which you are a participant. Changing your password

Your Intralinks VDRPro password expires periodically to ensure the security of the exchanges that you access. For most people, passwords expire every 365 days, but exchange managers may set another frequency for their exchanges.

If your password has expired, a message appears when you attempt to log into Intralinks VDRPro, instructing you to create a new password.

Intralinks VDRPro User Guide for Managers and Publishers page 11 You can change your password more frequently if you like. Follow the instructions below to do so.

If your organization uses Single Sign-On (SSO) If your organization uses Intralinks’ Single Sign-On (SSO) functionality, you do not have a separate Intralinks VDRPro password, and you will not receive password expiration alerts.

 To change your password 1. Log into Intralinks VDRPro using your old password.

2. Click the icon in the navigation bar at the top of the screen. 3. Select Account Profile. 4. Click Password at the top at the top of the screen. 5. Type the answer to your challenge question. 6. In the Current Password field, enter the password you have been using. 7. In the New Password and Confirm Password fields, enter the new password. For greater security, create a strong password as indicated by the password strength meter. 8. Click Save. Resetting a forgotten password

If you have forgotten your password, you can reset it. If you have registered a mobile device with Intralinks VDRPro, you can receive a security code by text message (SMS) that allows you to reset your password. If you have not registered a mobile device, the code is sent to the email address that you use to log into Intralinks VDRPro. To learn more, see “Registering a mobile phone to receive security codes” on page 14.

Important: If your organization uses Intralinks’ Single Sign-On (SSO) functionality and you have forgotten your password, contact your organization’s IT department for assistance. Do not use the procedure below.

 To reset your password 1. On the login page, click Forgot your password? 2. Enter the email address that you use to log into Intralinks VDRPro, then click Next. 3. If you are asked to answer a security question, type your answer in the box provided. This is the challenge question you chose when you created your Intralinks VDRPro user profile. 4. Click Submit. 5. If you registered one or more mobile devices with Intralinks VDRPro, the Choose Delivery Method screen appears. Choose whether to have a security code sent to you by text (SMS), or to have an email message sent to you with a link to reset your password. 6. Click Next. 7. If you chose email as your delivery option: Check your email for a message from Intralinks VDRPro. The message contains a link that lets you

Intralinks VDRPro User Guide for Managers and Publishers page 12 reset your password. Click the link to display a screen where you can enter your new password. You also may be asked to answer your challenge question. If you chose SMS as your delivery option: Check your mobile device for a message from Intralinks VDRPro that contains a security code that lets you reset your password. In the Enter code screen, enter the code and click Next. The Reset Your Intralinks Password screen appears. Enter and confirm your new password, then click Submit. 8. (Optional.) If you do not have a mobile device registered to receive security codes, you can register a mobile device. Enter the country code and mobile number and click Register. Logging out

Whenever you have finished working with your exchanges, log out of Intralinks VDRPro to ensure that others cannot view information that is not meant for them. If your Intralinks VDRPro session is idle for a period of time, you will be logged out automatically. A message appears five minutes before this occurs, giving you the opportunity to continue working in your exchanges.

Typically, the amount of time before you are logged out is 60 minutes, but exchange managers may request a shorter time out period. The minimum timeout period is 20 minutes. If you have access to multiple exchanges, the shortest timeout period used by any of those exchanges is used.

 To log out of Intralinks VDRPro

◊ Click the icon in the navigation bar at the top of the screen and select Logout. Logging in to another Intralinks application

If you have access to other Intralinks applications, you can switch applications without the need to reenter your login credentials.

 To log in to another Intralinks application

1. Click the application menu in the top right of the header. This menu only appears if you have access to other Intralinks applications. 2. Select the application that you want to log in to. The application opens in a new browser window.

Intralinks VDRPro User Guide for Managers and Publishers page 13 Chapter 4: Personalizing Intralinks VDRPro Personalize Intralinks VDRPro by updating your account profile contact information and email alert preferences, registering a mobile device, and removing yourself from an exchange. Configuring your account profile

 To update your contact information

1. Click the icon in the navigation bar at the top of the screen and select Account Profile. 2. Review the information on the screen, and make any needed changes, including setting the language and time zone. Note that you cannot change your email address. 3. Click Save.

 To change your email alert preferences You can update your preferences for receiving email alerts from Intralinks VDRPro. You can set an email alert preference that applies to all exchanges or you can set an email alert preference for each individual exchange.

1. Click the icon in the navigation bar at the top of the screen and select Account Profile. 2. Select Email Preferences at the top of the Profile screen. 3. In the Email delivery for all exchanges field, select whether and how to receive email alerts. Receive Immediately – Email alerts are sent immediately. Receive Daily Summary – Email alerts are sent one time per day. None – No email alerts are sent. Set by Exchange – When selected, a list of all of your exchanges is displayed on the right side of the screen. Click the down arrow to the right of the exchange name and select your email alert preference. Note: Exchange managers can overwrite your preference if they need to send you an alert immediately. In that instance, you may receive an alert regardless of the preference you select here. 4. In the Send emails to additional addresses field, you can enter up to three additional email addresses that you want to receive alerts by entering an email address and clicking Add 5. In the Format field, select the email format, either HTML or plain text. 6. Click Save. Registering a mobile phone to receive security codes

Register a mobile phone or other device that can receive text (SMS) messages to have security codes texted to that device. These codes can be used to reset your

Intralinks VDRPro User Guide for Managers and Publishers page 14 password or to gain access to exchanges with enhanced security that require a one-time password before entry. Some exchanges may require that you use either the text or email method; other exchanges may let you choose the method you prefer. When resetting your password, you can choose which method to use.

In most cases, receiving security codes by text is a faster, easier alternative to having a temporary password sent by email.

Intralinks does not use registered phone numbers for any purpose other than to send security codes and does not share registered numbers with other parties.

If your password expires and you have not yet registered a mobile device, you can register a mobile device when you reset your password. You also can register a device if you try to access an exchange that requires a security code, if the exchange manager allows the code to be sent by SMS.

 To register a mobile phone

1. Click the icon in the navigation bar at the top of the screen and select Account Profile. 2. Select Quick Account Recovery at the top of the screen. 3. Review the country code and enter the phone number for your mobile device. 4. Click Register. A text message containing a security code is sent to your mobile device. 5. Enter the security code on the Verify Mobile Number screen, then click Verify. The Verify Mobile Number screen is redisplayed, showing the number as verified. 6. You can register up to three mobile device numbers. Removing yourself from an exchange

You can remove yourself from an exchange that you no longer need to use.

If no Remove Me command appears in the Action menu in step 3 below, the owner of the exchange does not allow you to remove yourself from it. Contact an exchange manager for assistance.

 To remove yourself from an exchange 1. Log into Intralinks VDRPro. The Intralinks VDRPro Exchanges screen appears. 2. Locate and highlight the exchange that you no longer need to use. 3. From the Action menu, select Remove Me. A panel slides out. 4. Select your reason for removing yourself, then click Remove Me.

Intralinks VDRPro User Guide for Managers and Publishers page 15 Chapter 5: Creating and setting up exchanges The exchange life cycle

This section describes the exchange life cycle for non-Deal Prep exchanges. For information about Deal Prep exchanges, see “Deal Prep Exchanges” on page 16.

Once your organization signs a contract (also known as an Enterprise Service Agreement, or ESA) with Intralinks, you or a colleague is contacted by an Intralinks Client Services representative to create a business group. The business group includes all the people within your organization who will be responsible for creating and managing the exchanges associated with your contract.

After the business group is established, your Intralinks representative creates a template for you, tailored to your industry segment. Once the template is in place, you can begin creating exchanges.

When you create an exchange, it is in the hold phase. During this time, you select the people—exchange members—who will have access to the exchange, and assign exchange roles to each of them. During the preparation phase, your team members add documents and folders to the Intralinks VDRPro exchange and prepare it for use by reviewers. When you are ready for reviewers to begin reading the documents on the exchange, you move it to the open phase.

For more about phases, see “Changing an exchange’s phase” on page 20. Deal Prep Exchanges

Deal Prep exchanges allow you to quickly begin setting up an exchange because they do not require a paper signature or commercial commitment. Instead, Intralinks provides a splash page with click-through terms and conditions. This splash screen is presented every time a person logs on.

Intralinks creates the exchange in the preparation phase and provisions it with a Manager Limited role for the administrator. You can perform the following tasks in a Deal Prep exchange:

• Create and manage users • Upload and manage documents • Configure buyers and buyer groups Deal Prep exchanges do not allow you to:

• Invite buyers. • Change the exchange phase. • Change the splash page. When your organization signs a contract (also known as an Enterprise Service Agreement, or ESA) with Intralinks, members with the Manager Limited role are upgraded to the Manager Plus role and they are notified by an email alert.

Intralinks VDRPro User Guide for Managers and Publishers page 16 Working with your Intralinks representative

The exchange creation process is a collaborative effort between the people who will manage the exchanges and Intralinks employees, generally referred to as Intralinks administrators. Tasks that must be performed by an Intralinks employee

An Intralinks employee, generally referred to as an Intralinks administrator, must perform a few key steps in the exchange setup process. These steps include:

• Creating a business group for your organization • Creating one or more templates that will be used as the starting point for creating exchanges • Changing certain options, such as those for enhanced security, document protections, full-text document search, and the ability to log in more than once at the same time Tasks you can perform

Depending upon the specific rights assigned to you, as an exchange manager you can perform most of the tasks needed to create and maintain your exchanges. These include:

• Updating templates • Creating exchanges • Adding and removing contacts (exchange members) • Adding members to your business group The specific rights available to business group members are described in the next section, “Working with your business group.” Working with your business group

Although an Intralinks administrator must create a business group for you, you must decide who among your coworkers are to be members of the group, along with the positions they will hold. These positions are referred to as business group membership levels. Business group membership levels

There are six levels of membership in an Intralinks VDRPro business group:

Coordinator – Members at this level can update templates and contact records. They can view all templates associated with the business group, update them and use them to create new exchanges. Coordinators can view the records for all contacts and add and remove contact records. Coordinators can give business group membership to people on the contact list.

Member 50 – Members at this level can update templates, but have more limited control over contact records than coordinators do. They can view all templates

Intralinks VDRPro User Guide for Managers and Publishers page 17 associated with the business group, update them and use them to create new exchanges. Member 50 members can view the records for all contacts and add and remove contact records.

Member 40 – Members at this level can view all templates associated with the business group and use them to create new exchanges. Member 40 members can view the records for all contacts and add and remove contact records.

Member 30 – Members at this level can view the records for all contacts and add and remove contact records. Member 30 members cannot view or modify templates, nor can they create exchanges.

Member 20 – Members at this level can view all templates associated with the business group, update them and use them to create new exchanges. Member 20 members cannot view or change contact records.

Member 10 – Members at this level can view all templates associated with the business group and use them to create new exchanges. Member 10 members cannot view or change contact records.

Contacts – Contacts are not business group members, but they can be made group members by a coordinator. The people who appear in the contact list either were added directly to the list or have been given access to an exchange created by this business group. Contacts are not able to view templates or the contact list or create exchanges. Defining an exchange template

Your Intralinks representative works with you and your business group colleagues to define the settings that will be used to create the templates that you will use to create exchanges. These templates speed the exchange creation process, since they provide default settings that are based on your organization’s industry segment and your organization’s particular needs.

Every business group needs to define at least one template, but your business group may have several templates depending upon the needs of your organization. As noted earlier, templates must be created by an Intralinks employee.

For information about individual settings used on templates and exchanges, see Appendix B, Exchange settings, on page 112. Creating an exchange

If you have a business group membership that is anything other than Member 30, you can create new exchanges using the steps in this procedure.

Note: If the exchange that you want to create is similar to an existing exchange, you can make a copy or “clone” of the existing exchange using Intralinks Designer, and then modify the copy as needed. For more information, consult the Intralinks Designer User Guide or the help system that accompanies Intralinks Designer.

 To create an exchange 6. Click the exchange name in the upper left corner of the screen and click Create Exchange.

Intralinks VDRPro User Guide for Managers and Publishers page 18 7. In the Template list, select the template you want to use for the new exchange. Your Intralinks contract number, the name of your business group and a description of the template, are displayed. 8. In the Exchange Name field, enter a descriptive title for the new exchange. To ensure that the exchange name will be displayed correctly in other Intralinks applications, we recommend that you do not use the following characters: ? * : / < > | 9. (Optional.) In the Description field, enter a meaningful description of the exchange. 10. Click Create. After you have created an exchange, you must add people and documents to it before making it available. For more information, see the Intralinks VDRPro Guide to Managing Members and Groups in M&A Exchanges and the Intralinks VDRPro Guide to Publishing and Permissioning M&A Documents. Making changes to email alerts

When new or existing members of the Intralinks community are invited to your exchange, an email notification is sent to them. Likewise, when a document is added or updated, exchange members can be alerted to the new document by email. Intralinks provides standard text for these messages; however, you can add your own notes to messages, and change the subject line.

You can also select what will be displayed in the from line on these messages. You can display Intralinks’ name, the name of the organization that is hosting the exchange (that is, your organization), the name of the person sending the message, or the business group.

 To customize email alerts 1. From within the exchange, click Settings and select Exchange Settings. 2. In the Users & Access section, click Notifications. 3. Click Edit Note. 4. In the From field, select what will appear in the from line on email alerts: Intralinks, host name, or a user. 5. In the Subject field, make any changes to the subject of the email. 6. In the Note field, review the standard text that appears for each of the alerts and add notes if needed. 7. Click Save.

 To reset alerts to the default text You can revert customized alerts to the default text that is in the exchange template.

1. From within the exchange, click Settings and select Exchange Settings. 2. In the Users & Access section, click Notifications. 3. Click Edit Note. 4. Click Reset.

Intralinks VDRPro User Guide for Managers and Publishers page 19 5. Click Save. Viewing and modifying exchange details and settings

You can display details and settings for exchanges. The Details view shows the exchange’s name, description, current phase (hold, preparation or open), and exchange ID, as well as host and organization names. The setting view allows you to view and modify your exchange’s settings. A complete list of exchange settings is provided in Appendix B, Exchange settings, on page 112.

 To view details and modify settings for your exchange 1. Open the exchange and click the Settings link in the upper right corner of the screen, then click Exchange Settings. 2. Use the menu on the left side of the screen to review current settings for the exchange, and make any required changes. All exchange members with a Manager Plus or Publisher Plus exchange role can change some exchange settings. Additional settings can be changed only by contacting your Intralinks Client Services representative. Certain other settings are determined by the template that was used to create the exchange; these settings cannot be changed. 3. Click Apply changes at the top of the screen when you are finished making changes. Changing an exchange’s phase

Exchange phases determine which exchange members have access to the exchange. Phases are used to ensure that no one has access to the exchange until you’re ready for them to use it. Although exchanges typically begin their life cycle in the hold phase and end in the open phase, you are free to move the exchange among these phases as your business needs dictate.

There are three exchange phases:

Hold phase – This is the initial phase that is used while the exchange is being set up by exchange managers. Use this phase to add the exchange members who will take part in the preparation and open phases. You also can add folders and documents. Publishers and reviewers do not have access to the exchange while it is in the hold phase, so this phase also can be used to temporarily close the exchange to these members, if necessary.

Preparation phase – In this phase, publishers are given access to the exchange. During the preparation phase, publishers and managers add the folders and documents that will be viewed by reviewers in the open phase. Reviewers do not have access to the exchange during the preparation phase.

Open phase – All exchange members are free to use the exchange.

 To change an exchange’s phase Only individuals with one of the manager exchange roles or the Publisher Plus role can change an exchange’s phase.

1. Open the exchange you want to set to a new phase, and click the Settings link in the upper right corner of the screen, then click Exchange Settings.

Intralinks VDRPro User Guide for Managers and Publishers page 20 2. In the Details view, use the Phase menu to select the exchange phase you want. 3. Click Apply changes. 4. When you change an exchange’s phase from the hold phase to the preparation or open phase, or from the preparation phase to the open phase, the Send Welcome Notifications panel slides out if the exchange allows you to make changes to welcome notifications (see “Allow Changes to Welcome Notifications” on page 119). You can customize the welcome notifications, and select which users will receive them. You also can choose to not send notifications by clicking Apply & Do Not Send. If the exchange does not allow changes to welcome notifications, email alert message are sent automatically to all exchange users who become active when the phase is changed. For example, when you move an exchange from the hold phase to the preparation phase, members with the exchange roles of Publisher Plus, Publisher, Reviewer Plus and Previewer are alerted. When you move the exchange from the preparation phase to the open phase, members with the Reviewer role are alerted. Configuring an exchange splash screen

You can configure a splash screen that is displayed when members enter your exchange. You can configure the splash screen to display every time a person enters the exchange, only the first time the person enters the exchange, or never.

Use a splash screen to welcome new members to the exchange and to reinforce your corporate brand. Splash screens often include non-disclosure agreements or similar legal statements that are meant to discourage exchange members from improperly sharing information on the exchange.

 To configure an exchange’s splash screen

1. Open the exchange and click Settings in the upper right corner of the screen, then click Exchange Settings. 2. In the Advanced Settings category on the left, select User Interface. (If the Display a Splash Screen setting is set to OFF, see “Viewing and modifying exchange settings” above. 3. Click Configure to display the Configure Splash Screen panel. 4. Make the required changes: You can enter text and HTML content, and you can select an image to appear on the splash screen. You also can choose how often to display the splash screen, select button text, and enter a URL link. 5. Click Apply to save changes. Configuring an exchange footer

An exchange footer always appears at the bottom of your exchange, regardless of the screen that is displayed. If the Display Custom Footer exchange setting is enabled (see “Display Custom Footer” on page 123), you can configure a custom footer that provides links that are relevant to your exchange members. Keep in mind that all members, regardless of their exchange role, can see the footer, so only include links that are appropriate for all groups within the exchange to see. In

Intralinks VDRPro User Guide for Managers and Publishers page 21 addition, the footer provides contact information for Intralinks customer support that cannot be removed or changed.

 To configure an exchange’s footer

1. Open the exchange and click Settings in the upper right corner of the screen, then click Exchange Settings. 2. In the Advanced Settings category on the left, select User Interface. If the Display Custom Footer setting is currently OFF, contact your Intralinks Client Services representative and request that the setting be turned ON. 3. Click Configure to display the Configure Footer Configuration panel. 4. Make the required changes. You can add text and images, and URL links to the footer. 5. Click Apply to save changes. Watermarking PDF files

For additional document security, watermarks can be applied to PDF documents that are smaller than 200MB. Larger documents will not be watermarked. PDF documents that are viewed, downloaded, or printed will be stamped with a watermark.

If IRM protection is enabled for the exchange, you can apply watermarks only to IRM-protected PDF documents or to all PDF documents.

 To enable and configure watermarks on PDF files

1. Open the exchange and click Settings in the upper right corner of the screen, then click Exchange Settings. 2. In the Document category on the left, select Security to display the Document Security screen. 3. If the Watermark PDF Files setting is currently OFF, click its toggle button to enable this option. 4. Click Configure to display the Watermark Configuration screen. 5. In the Text Label field, choose the watermark text, such as “confidential” or “final.” If you don’t see the text you want, select use typed in text and enter the text in the box. 6. In the PDF Files section, select one of the following options: • Watermark IRM-protected documents only – Mark this option to apply watermarks only to IRM-protected PDF documents. This option is available only if the IRM (Information Rights Management) Protection setting is turned ON. • Watermark all documents – Mark this option to apply watermarks all PDF documents. 7. In the Content Options section, select the information you want to include in the watermark. • User Name – Mark this option to include the name of the person who viewed or printed the document in the watermark.

Intralinks VDRPro User Guide for Managers and Publishers page 22 • Organization Name – Mark this option to include the name of your organization in the watermark. • Download Timestamp – Mark this option to include the time the document was downloaded in the watermark. The time displayed is Greenwich Mean Time (GMT). • Document Title – Mark this option to include the document name in the watermark. If the document name is too long to fit on a single line, it will be wrapped to a second line. (Any part of the name that exceeds two lines will not be included.). • Index Number – If your exchange uses index numbers, mark this option to include the document’s index number in the watermark. 8. In the Text Position section, select where you want the watermark to appear on the page. You can select any combination or all of the text position options. • Header and Footer – Mark this option to display watermarks in the header and footer of each page. • Diagonal – Mark this option to display watermarks diagonally across each page. • Four Corners – Mark this option to display watermarks in each corner of each page. • All – Mark this option to display watermarks in all of the text positions. 9. In the Color field, select the color to use to display watermarks. 10. In the Opacity field, select the opacity (intensity) with which watermarks will be displayed on documents. 11. Click Save. Watermarking protected Microsoft Office files

For additional document security, watermarks can be applied to IRM-protected Microsoft Office documents. (Microsoft Word, Excel and PowerPoint documents that are printed will be stamped with a watermark containing the exchange user’s email address and the date and time the document was printed.

 To preview watermark settings for Microsoft Office files

1. Open the exchange and click Settings in the upper right corner of the screen, then click Exchange Settings. 2. In the Document category on the left, select Security to display the Document Security screen. 3. If the Watermark Microsoft Office Files setting is currently OFF, contact your Intralinks client service manager to enable this option. The Allow IRM (Information Rights Management) Protection exchange setting must be turned ON, as well. 4. The selected options are displayed. Click Preview to view the preview screen. • Email address – Displays the email address of the person who printed the document.

Intralinks VDRPro User Guide for Managers and Publishers page 23 • Timestamp (GMT) – Displays the time the document was printed in Greenwich Mean Time (GMT). • Position – Specifies where watermarks are displayed: diagonally across each page, in the header and footer of each page, or both across the page and in the header and footer of each page. Managing workflows

Workflows are predefined interactions that are designed to control the flow of documents and ensure that they are handled in a consistent way.

Workflow definitions serve as templates from which exchange managers create specific workflow configurations. Managers then apply these configurations to documents that are uploaded to the exchange, creating workflow instances — the actual requests for document approval, for example.

Workflow configurations can be created only by exchange users with the Manager Plus exchange role. Users with other exchange roles can be task initiators (submitters of documents) or document reviewers. Available workflow definitions

One step document approval In this workflow, a submitter sends a document to a reviewer, who can:

• Accept the document • Reject the document • Request that the document be resubmitted with changes If the document is accepted or rejected, no further action is required; the workflow instance is considered complete. About submitters, reviewers and approvers

Submitters provide documents to reviewers and approvers. Except for requests for information, submitters initiate workflow instances. (That is, the submitters begin the process by submitting a document for review or approval.) You can select one or more individuals, the members of a user group or all the exchange members with a particular exchange role (such as Reviewer) to be submitters.

When you select reviewers and approvers for a workflow, you can select one or more individuals, the members of a collaboration group, or all the exchange members with a particular exchange role (such as Manager) for these tasks. Creating workflow configurations

You must have the Manager Plus exchange role to create workflow configurations.

When you create a workflow configuration, it is created in draft mode. Draft mode allows you to make changes before making the workflow available to exchange users. When you are ready for users to begin performing the tasks associated with the workflow, save and activate it.

Intralinks VDRPro User Guide for Managers and Publishers page 24 Note that you can change the users who are assigned to a workflow at any time, but only future workflow instances are affected. Any users assigned to existing workflow instances are allowed to complete them even if they are removed from the list of users assigned to the workflow.

Workflow configurations can have one of the following statuses:

• Active — The workflow configuration is ready for use. Workflow instances may or may not have been created from it. • Draft — The workflow configuration has been saved as a draft, but is not considered ready for use. It is not activated. Draft configurations are visible only to the person who created them. When they are made active, configurations are visible to all users with the Manager Plus exchange role. Once activated, a configuration cannot be returned to draft status. • Inactive — The workflow configuration has been made unavailable for creating future workflow instances. Any instances already in process are not affected if a workflow is made inactive. Inactive workflows can be reactivated.

 To create a document approval workflow configuration

1. Open the exchange and click Settings in the upper right corner of the screen, then click Exchange Settings. 2. In the Advanced Settings category on the left, select Workflow to display the Workflow screen. 3. Click Configure to display the Workflow Configuration screen. 4. In the All Workflows list on the left, click the new configuration icon next to One step document approval to display the configuration wizard. 5. Click in the Workflow name field and enter a name for this workflow configuration. Be sure the name clearly identifies the workflow for the people who will be using it. 6. Click in the Initiators field and select the groups that should be able to see this workflow configuration and create workflow instances from it. 7. In the Approval box, click in the Assign to field and select the groups that can be assigned by the workflow as document reviewers, approvers and submitters once it is initiated. 8. Optional. Add instructions to the email alert sent to the document reviewers, approvers and submitters. 9. Click Save and Activate if you are ready to save your changes and activate the new workflow configuration. This will allow users to begin performing the tasks associated with this workflow. If you want to save the new configuration, but not give users access to it yet, click the Save as Draft button instead. The new One Step Document Approval workflow configuration is added to the Workflows list on the Workflow Configuration screen. Setting up custom fields

Custom fields provide a structured way to describe your documents, folders, exchanges, and groups in greater detail. Custom fields let you enter specific

Intralinks VDRPro User Guide for Managers and Publishers page 25 pieces of information (known as metadata) such as expiration dates and locations. These fields also can be used when generating reports. Without custom fields, you might have used the Notes field to keep track of this information. Custom fields make it easy to manage the information and ensure that it is entered consistently. After custom fields are configured and “published” for documents, folders, and groups their metadata is displayed in columns in the list of folders and documents on the Documents screen. Exchange-level settings are shown on the Exchange Settings Details screen. Group metadata is displayed in columns on the Users and Groups page.

You can assign values to custom fields for documents, folders and groups when you add them to your exchange. To assign values to the custom fields for the exchange itself, see “Setting custom field values for exchanges” on page 29.

You can create custom fields of type text, numeric, date, and selection. See “To add a new custom field” on page 27 for descriptions. Before you can begin using custom fields, the Use Custom fields exchange setting must be enabled by an Intralinks administrator. In addition, you may be able to configure, based on role, who can see and edit custom fields for documents and folders. The Allow role- based permissions for custom fields exchange setting must be enabled by an Intralinks administrator for this feature.

Please contact your Intralinks Client Services representative if you want to enable one or both of these features. (Also, see “Use Custom Fields” on page 122).

If you manage multiple exchanges, a different set of custom fields can be configured for each exchange. Viewing and configuring custom fields

Exchange members with the following roles automatically are allowed to view and configure custom fields: Manager Plus, Hidden Manager Plus, Manager and Publisher Plus. People with Manager Limited and Publisher roles can also be given this ability.

 To view and edit custom fields

1. Open the exchange and click Settings in the upper right corner of the screen, then click Custom Field Setup. Note: If this Settings option is not available, custom fields are not enabled on the exchange. If you want to enable custom fields, contact your Intralinks client service manager and request that the Use Custom Fields exchange setting be turned ON. Once this setting has been enabled, it cannot be disabled. 2. Click Documents, Exchanges, Folders, or Groups to display the Custom Fields Configuration screen for the selected option. Any existing custom fields for are displayed. 3. To make changes, click Edit. The field types listed on the left side of the screen become available. You can edit field names, set default values, make fields required, and publish or unpublish fields. You also can change the order in which the fields appear by dragging and dropping them within the list. For folders, documents, and exchanges, you can add child fields on selection type fields by clicking Add Child Field and selecting the field type from the

Intralinks VDRPro User Guide for Managers and Publishers page 26 dropdown. Note that child fields cannot be parent custom fields, that is, you can only configure one level of child fields. If enabled on your exchange, you can assign role-based permissions to each field for documents and folders. The following permissions are available: • None – The field is not displayed for members with this role. • See – The field is displayed, but cannot be changed by members with this role. • Edit – The field is displayed and can be edited by members with this role. Child fields that do not have a permission inherit the parent’s permission. Child fields cannot have a greater level of permission than the parent field.

 To add a new custom field 1. Display the Custom Fields Configuration screen. 2. Click Documents, Exchanges, Folders, or Groups. 3. Click Edit. 4. Drag the field you want from the list of field types on the left into the list of custom fields on the right. You can choose from the following field types: • Single Line Text — Select this field if you want people to type their answer. They will be able to make entries using alphabetic and numeric characters and symbols. • Numeric — Select this field type if you want entries to include only numbers.

• Date — Select this field type if you want people to provide a date. People will be able to enter a date or select it from a pop-up calendar. • Single Selection — Select this field type if you want to provide exchange members with a predefined list of options. People will be able to choose one option in the list. (They will not be able to add new options.) 5. Click in the Add Label field and type a label. 6. Configure all the options that are needed for this field. • (Optional.) Set the Required Field toggle on to require people to complete this field when entering a new document. • (Optional.) Set the Set Default Value toggle to on to select or enter a default value for the field; however, you must set default entries for required fields if they will be set to See or None for any exchange roles or individuals. Required fields are indicated by an asterisk (*) next to their names. • (Optional.) If enabled on your exchange, you can assign role-based permissions to each field for documents and folders. Review each exchange role displayed and change the permission as needed. The following permissions are available: – None – The field is not displayed for members with this role. – See – The field is displayed, but cannot be changed by members with this role.

Intralinks VDRPro User Guide for Managers and Publishers page 27 – Edit – The field is displayed and can be edited by members with this role. Child fields that do not have a permission inherit the parent’s permission. Child fields cannot have a greater level of permission than the parent field. 7. (Optional.) To add a child field for single selection type fields for folders, documents, and exchanges, click Add Child Field and select the field type from the dropdown. Configure all of the options that are needed for this field and add additional child fields, if needed. Note that child fields cannot be parent custom fields, that is, you can only configure one level of child fields. 8. When you are ready for exchange users to begin using this field, set its status to Published by marking the check box next to the field label, then click the Actions button and select Publish. 9. When you have finished making changes, click Save. The new field appears in the custom fields list.

 To rename a custom field 1. Display the Custom Fields Configuration screen. 2. Click Edit. 3. Click the field label, and enter the new name for the field. 4. Click Save.

 To edit the options that appear in single selection custom fields 1. Display the Custom Fields Configuration screen. 2. Click Edit. 3. Click the down arrow (or anywhere in the row except within the field label) of the custom field you want to edit. 4. Add, rename, rearrange, or remove options as needed, then click Save.

 To set or change a default (suggested) value for an existing custom field 1. Display the Custom Fields Configuration screen. 2. Click Edit. 3. Click the expand arrow (or anywhere in the row except within the field label) of the custom field you want to edit. 4. Click the Set Default toggle, then choose a default option or enter a default value. 5. Click Save.

 To require users to make an entry in an existing custom field 1. Display the Custom Fields Configuration screen. 2. Click Edit.

Intralinks VDRPro User Guide for Managers and Publishers page 28 3. Click the expand arrow (or anywhere in the row except within the field label) of the custom field you want to edit. 4. Click the Required Field toggle, then click Save.

 To change the order of existing custom fields 1. Display the Custom Fields Configuration screen. 2. Click Edit. 3. Click on the handle of the custom field you want to move and drag it to the new position within the list. 4. Click Save.

 To publish or unpublish custom fields Unpublished custom fields remain invisible to exchange users until you publish them. When you are ready for people to begin using a custom field, change its status to Published. You can publish or unpublish custom fields individually, or all at the same time.

Important Note: Changing a published custom field to unpublished deletes all of the document data (metadata) that all users have entered into that field for any document on the exchange.

1. Display the Custom Fields Configuration screen. 2. Click Edit. 3. To publish or unpublish all fields at once, mark the Select All check box at the top of the list, then click the Actions button and select Publish or Unpublish. 4. To publish or unpublish individual fields, hover your mouse over the field type icon at the left of the field label. When the icon changes to a selection box, mark the box, then click the Actions button. Setting custom field values for exchanges

Exchange custom fields can be used to define a variety of exchange attributes such as purpose and geographical regions in which they are used.

 To set custom field values for an exchange

If the main exchanges screen is not displayed, click the Menu icon in the upper left corner of the screen and select Show all exchanges.

1. Choose one of the following options: • Open the exchange whose details you want to set. Click Settings and select Exchange Settings. • Click the exchange whose details you want to set. From the Action menu, select View Exchange Settings. 2. In the custom fields that appear below the Exchange name, Exchange ID, Host, ID and Phase fields, make an entry for every field that applies to this exchange. 3. Click Apply changes.

Intralinks VDRPro User Guide for Managers and Publishers page 29 Ordering archive copies of your exchanges

From time to time, you may want to have a copy of your exchange for reference or regulatory compliance purposes. You can order copies that you can download from a link that Intralinks will send to you, or that can be sent to you on physical media. Archive copies provide a snapshot of your exchange at a particular point in time from a selected person’s viewpoint. Any documents that are deleted or unavailable to the selected person will not appear in the archive copy. Saved deleted information will only appear in compliance archives.

If all work involving the exchange has been concluded, you can request that the exchange be deleted.

 To request an archive copy of your exchange 1. On the main Exchanges screen, locate the exchange you want to be archived and highlight it. 2. From the Action menu, select Order Archive. The Exchange Archive wizard appears. 3. In the Archive Type field, select the type of archive you want: • Data archives contain only the folders and documents that are visible to the selected person, in a Windows Explorer-style format. • Compliance archives are replicas of the exchange from the selected person’s viewpoint. They contain all the same information that can be found on the exchange, including folders, documents, and audit history. 4. In the Viewpoint field, click Select to select the viewpoint to use for the archive copy. 5. Click the person whose viewpoint you want to use and click Select. 6. In the Delivery Medium field, select the delivery method, Downloadable archive or Physical copy (USB). 7. Review and accept the Terms and Conditions. 8. Click Next. 9. In the Shipping Address step of the wizard, enter the following information based on the delivery medium you selected: For a downloadable archive, enter the email address of the person that will receive the email with the link to the archive and select the primary location from which the archive will be downloaded. For physical media, enter the delivery address and number of archive copies. 10. Click Next. 11. In the Close Exchange step of the wizard, select whether you want the exchange to be deleted. If you want to delete the exchange, select Yes, stop my billing and delete the exchange no later than 30 days after the archive is shipped, and click Delete Exchange to confirm your selection. If you do not want to delete the exchange, select No, keep the exchange open and continue to bill and click Keep Exchange to confirm your selection. Your organization will continue to be billed according to the terms of your organization’s contract with Intralinks.

Intralinks VDRPro User Guide for Managers and Publishers page 30 12. Click Next. The Review step of the wizard appears. 13. Carefully review the information on the screen. 14. If changes are required, click Edit or Back to make them. If you are satisfied with the order details, click Submit Order. Your request is sent to Intralinks for fulfillment. After you have submitted your order, a confirmation message appears, and a confirmation email message is sent to the address you entered in the delivery details step.

 To view a list of archive copy orders that you have submitted 1. Click on the user icon in the upper right of the screen. 2. Click View Orders. A list of the orders you have submitted for archive copies is displayed. Closing an exchange without ordering an archive

When you close an exchange, you set the date on which you want the exchange to close. You do not have to order an archive; however, you can order an archive at any time until the exchange is closed. When the exchange is closed, all content is deleted.

 To close an exchange 1. Log into Intralinks VDRPro and click the Exchanges tab. 2. Right click on the exchange you want to close and select Close Exchange. This option is not available if the exchange has already been closed. 3. Click Close Exchange. 4. (Optional.) In the Was this deal completed? field, select Yes, No, or N/A. 5. (Optional.) In the Final Transaction Value field, select the currency type, and range that the transaction value falls between. 6. In the Close Exchange Options field, select when to close the exchange. Mark Today or click on the calendar to select another day. If an archive has been ordered for this exchange and is in progress, you will be asked to select a date in the future. 7. Click Submit. You will be sent an email confirmation that Intralinks has received your request to close the exchange, and an email when the exchange has been closed. Enabling the high security viewer

You can use a high security version of the document viewer to view protected and unprotected PDF and Microsoft Office documents.

The high security viewer can be enabled for each of the following file types:

• Portable Document Format (PDF) • Microsoft Word

Intralinks VDRPro User Guide for Managers and Publishers page 31 • Microsoft Excel • Microsoft PowerPoint Each of these file types can be enabled separately; you could enable the high security viewer only for Microsoft Word, for example. You can make the high security viewer available only for protected files, or for all PDFs and Microsoft Excel, Word and PowerPoint files on the exchange. You can require that the high security viewer be used by all viewers, or you can give exchange managers the option to view documents in their native application. For Microsoft Office documents, you can give people the option to view the documents in either the high security viewer or Acrobat Reader.

People can print protected documents displayed in the high security viewer only if Protect/No Print was NOT selected when the documents were protected.

If the high securty viewer is not used for unprotected files, they are displayed in a browser, Microsoft Excel, Word or PowerPoint, or Adobe Acrobat or Adobe Reader, depending upon how your exchange and each member’s Adobe software are set up.

If you use the high security viewer only for protected files, other files are displayed in a browser, Excel, Word, or Adobe Acrobat or Adobe Reader, depending upon how each person’s browser and Adobe software are set up. The high security viewer does not allow viewers to use print screen, copy and paste, or print the document. Note that protected video files are opened in the standard security viewer.

The high security viewer must be enabled by an Intralinks administrator. Contact your Intralinks Client Services representative for assistance. Ensuring that members of your organization can download content from Intralinks VDRPro exchanges

To ensure that people can download files from Intralinks VDRPro exchanges and other Intralinks services, be sure that download.intralinkscontent.com has been added to the exception list for any web filtering solutions that your organization has in place. Downloads are available only from this URL. If people are unable to access this URL, their ability to download data from Intralinks services will be impacted. Use this link to test access from any web browser: https://download.intralinkscontent.com/ui/domainCheck.html

Intralinks VDRPro User Guide for Managers and Publishers page 32 Chapter 6: Managing exchange members and groups Getting started with user groups

User groups provide an easy way for managers and publishers to assign permission to view and work with documents to all users in a group, speeding the permissining process and reducing the opportunity for errors. Most often, the members of a group all belong to a single organization. In the case of exchange groups and collaboration groups, it is possible to include people from different organizations in the same group.

In Intralinks VDRPro, the following types of user groups may be available:

• Exchange groups – Exchange groups are the most flexible type of user group for exchange management purposes. These groups are used solely to speed permissioning for documents. People can be added and removed from these groups at any time, can have any exchange role, and can belong to more than one organization. People can be included in any number of exchange groups. Groups are only a management tool. Members do not gain any rights or responsibilities simply by being a member of the group. Note: Users in an exchange group do not see each other. They only see themselves and those with a manager role, excluding hidden managers. • Collaboration groups – This type of group is available only if the Allow Collaboration Groups exchange setting is marked (on). Collaboration groups can include members with any kind of exchange role and all members of the group can see one another regardless of their exchange roles. Note If a person with the role of Hidden Manager Plus is added to a collaboration group, that person is visible to all the other members of the group. People can belong to multiple exchange groups and collaboration groups. Creating and managing groups

Follow the instructions in this section to create, update and modify groups. Adding a group to an exchange

To add a group to an exchange, you first set the group’s properties, then add people to the group.

 To set group properties 1. Open the exchange to which you want to add a group and select Users and Groups at the top of the screen. 2. Click + Groups. 3. In the Group Name field, enter a name for the group.

Intralinks VDRPro User Guide for Managers and Publishers page 33 4. In the Group Type field, select the type of group you are creating. Exchange Group – Select this group type if you only want to give the group’s members access to documents, and the members do not need to be visible to one another. People with any exchange role can belong to an exchange group. Collaboration Group – All members of collaboration groups can see one another, regardless of their exchange role. 5. (Optional.) In the Notes field, add notes that provide additional information about the group. Notes are for reference only. They do not appear on reports. 6. (Optional.) If document content searching (full-text searching) is enabled for the exchange, you can allow this group to search document content, notes entered for documents and folders, and the titles of documents and folders. To allow searching, mark the Allow this group to search document content option. If this option is left unmarked, or if it does not appear, group members can search only the titles of documents and folders. 7. If the exchange is using group level custom fields, in the Custom fields section, add values to the custom fields. 8. Click Next.

 To assign people to the group 1. In the Available Users list, mark the boxes next to names of people you want to add, then click Add Selected User(s) to move the names to the Group Members list. You also can highlight one or more names and drag them from one list to the other. 2. Click Add. The new group is created and added to the All Groups list. Modifying group properties

After you have created a group, you can change the group’s name and add or edit a note about the group. If your exchange allows document content searching (full- text searching), you can add or remove this capability for the group.

 To modify a group’s properties 1. Click Users and Groups. 2. Select the group you want to modify. 3. From the Action menu, select Properties. 4. Make whatever changes are required. 5. Click Save changes. Viewing the members of a group

 To view the members of a group 1. Click Users and Groups.

Intralinks VDRPro User Guide for Managers and Publishers page 34 2. Select the group you want to view. 3. From the Action menu, select Properties. 4. Click Members. 5. (Optional.) To add members to the group, click Add Members. From the list of all the people in the exchange, select the members you want to add, then click Add. 6. (Optional.) To remove a member from the group, click the trashcan icon at the far right of the person’s name. 7. Click Save Changes. Viewing the history for a group

You can display a list of all the actions that have been performed by and for a selected group. The list includes information about the group’s creation, members who have been added and removed, and actions taken by members, such as accessing and exiting the exchange and viewing and printing documents.

 To view a group’s history 1. Click Users and Groups. 2. Select the group you want to view. 3. From the Action menu, select Properties. 4. Click History. 5. (Optional.) To view a limited range of history, click in the calendar field and select the earliest date for which you want to see information and click Filter. 6. (Optional.) To only view a single kind of activity, select the activity type from the All Activities menu and click Filter. 7. (Optional.) To create a Microsoft Excel spreadsheet containing the currently displayed information, click Export. You can print the spreadsheet using Excel. 8. Click Cancel when you are finished. Removing user groups

When you remove a user group from an exchange, you must decide whether the members of the group will also be removed from the exchange. Note that people will be removed from the exchange only if they do not belong to any other groups on the exchange. If you want to remove these people from the exchange, see “Removing members from an exchange” on page 42.

If you remove people from the exchange, there is no effect on other exchanges to which they belong.

Alternatively, you can choose to remove the group, but not remove the group’s members from the exchange. You might do this if the group has become obsolete, but its members still want to use the exchange. If the members are reviewers, assign them to other user groups to ensure that they can continue to work in the exchange. For more information, see “Changing a person’s group membership” on page 41.

Intralinks VDRPro User Guide for Managers and Publishers page 35  To remove a group 1. Click Users and Groups. 2. Locate the group you want to remove. 3. In the Actions column of the row containing the group, click the trashcan icon . 4. In the Remove This Group panel, select whether to remove the group and keep members on the exchange, or remove both the group and its members from the exchange. 5. Click Remove. Members’ roles within an exchange

Roles determine each member’s rights and responsibilities within an exchange. Members who are active in several exchanges may have a different role within each exchange.

Exchange roles keep members focused on the tasks that are assigned to them and help them to work more efficiently. Each organization chooses the exchange roles that are available in their exchange. Intralinks VDRPro offers nine exchange roles; however, few exchanges contain all nine roles. A successful exchange can function with only two or three exchange roles.

Exchange roles can be divided into three broad types: managers, publishers and reviewers.

Managers – Managers are responsible for setting up and maintaining the exchange, with assistance from Intralinks Client Services. With a few exceptions, managers can perform all tasks within the exchange. They can publish documents, and they determine who has access to the exchange.

Publishers – Publishers assist managers by adding documents to the exchange. They may be responsible for setting permissions for the documents, that is, identifying the exchange members who can view, print and download each document. Publishers can see reviewers and other publishers. Publishers generally are from the organization that is hosting the exchange.

Reviewers – Reviewers are responsible for reading the documents that appear in the exchange. Reviewers generally can see and work with the people who set up the exchange; however, they may not be able to see or work with one another. Most reviewers generally are not from the organization hosting the exchange.

Manager exchange roles Exchanges can have as many as four types of managers, though most exchanges use only one or two manager exchange roles. Managers can participate in all phases of the exchange’s life cycle.

Manager roles include:

Manager Plus – This is the most powerful of all the exchange roles available in exchanges; members who are assigned this role are allowed to perform every task and to view all members on the exchange. Most exchanges include members with this role.

Intralinks VDRPro User Guide for Managers and Publishers page 36 Hidden Manager Plus – This exchange role is nearly identical to that of Manager Plus, but these managers will be hidden from members with publishing and reviewing exchange roles. That is, these managers’ names do not appear in lists of members viewed by publishers and reviewers. (They are visible to other managers, however.) Hidden managers should be careful about posting documents or comments because these items will reveal their names to publishers and reviewers.

Manager – This exchange role is similar to that of Manager Plus, with one exception: members with this role may be given permission to delete and modify documents. This role is seldom used.

Manager Limited – This exchange role can add documents and folders and can be given other document management rights. This exchange role is similar to that of Manager Plus, with a few important exceptions: members with this role cannot change exchange settings, the exchange phase, or the exchange’s splash screen.

Publisher exchange roles Exchanges can have up to two types of publishing exchange roles—though it is possible for an exchange not to have any members with publishing roles at all, since managers can perform all the tasks that are available to publishers. Publishers participate in the preparation and open phases of the exchange’s life cycle.

Publisher exchange roles include:

Publisher Plus – This exchange role can perform all tasks related to publishing and managing documents. Members with this role also can update user groups and exchange settings for the footer and splash screen, and can change the exchange’s phase. Members with this role can see all other members (except those with the Hidden Manager Plus exchange role) and can be seen by all other members.

Publisher – Members with this exchange role can post new documents. These members may be given permission to modify or delete documents and comments. Members with this role can see all other members (except those with the Hidden Manager Plus role) and can be seen by all other members. This role is seldom used.

Reviewer exchange roles Reviewer roles include:

Reviewer Plus – In addition to reviewing documents, people with this exchange role can add and remove reviewers from the exchange and create user groups. This role is rarely used.

Previewer – People with this exchange role can view, print and download documents (subject to the restrictions set for each document). Previewers are active in the preparation and open stages of the exchange’s life cycle; they often are members of the organization hosting the exchange. Unless they are assigned to a collaboration group, previewers cannot see other reviewers or previewers taking part in the exchange.

Reviewer – People assigned this exchange role have the same rights as previewers, but are active only during the open phase of the exchange’s life cycle.

Intralinks VDRPro User Guide for Managers and Publishers page 37 Reviewers generally are members of organizations other than the organization hosting the exchange. In a typical exchange, most members are reviewers. Unless they are assigned to a collaboration group, reviewers cannot see other reviewers or previewers taking part in the exchange. Adding people to an exchange

If you have been assigned a manager exchange role of any type (Manager Plus, Hidden Manager Plus, Manager or Manager Limited) or the Reviewer Plus role, you can add people to your exchange.

You can quickly add people by typing or pasting their email addresses, selecting an exchange role for them and assigning them to a a group. If all members share the same role and/or group, you are finished. If some members have different roles or need to be in different groups, you can change them as part of the add user process.

You can also add people one at a time. You can search for and add people that are already in the system, import people from another exchange, or add new people.

 To add people to an exchange 1. Open the exchange you want to add people to, then select Users and Groups at the top of the screen. 2. Click + Users. 3. In the Add New Users panel, enter or paste the email addresses of the people you want to add to the exchange. To remove an address, click the x next to it. 4. In the Assign all users a role of field, select an exchange role for the new exchange members. If the new exchange members will not share the same role, select the role that applies to the largest number of new members. You can change the role for individual members later. 5. In the Assign all users to a group field, select a group for the new exchange members. If the new users need to be assigned to more than one group, select the group that applies to the largest number of new exchange members. You can change the group for individual members later. 6. If you are satisfied with your selections and no further changes are needed for individual members, click Add Users. The selected people are added to the exchange. Depending upon the current phase selected for the exchange and the role selected for the new members, an email notification is sent to the users welcoming them to the exchange. IIf you need to change the role or group for individual users, or if you want to add a comment to the email notification that will be sent to welcome the new users to the exchange, click Advanced and continue with the next procedure.

 To edit user information and add more people to the exchange

1. (Optional.) Add additional people to the exchange:

Intralinks VDRPro User Guide for Managers and Publishers page 38 To add people who already have access to Intralinks VDRPro, that is, they are in the Intralinks Global User Directory (GUD), click in the Search Users field and enter the person’s email address. The names of people who match your entry are displayed. Click the name you want to add to the member list. You can add as many names to the list as you like. To add a new member to the GUD and your exchange, click New User. Enter the person’s information and click Add. The person is added to the directory and the person’s name is added to the list of people to add to the exchange. To import people from another Intralinks VDRPro exchange, click Import Users. In the Add User(s) from Another Exchange screen, click the name of the exchange containing the people you want to add to display a list of people who belong to that exchange. Select the names you want to add and click Import. 2. (Optional.) If you are adding people who do not already have Intralinks VDRPro accounts, their names and phone numbers are blank. To add this information, click the icon next to each name, then make your changes. If you leave these fields blank, the users are asked to provide this information when they log in for the first time. 3. When you have finished making changes, click Next. The Assign Roles view of the Add User – Advanced Details wizard appears.

 To review the exchange role for each new person The exchange roles that are available vary, depending upon how your exchange was set up. There may be as few as two or three roles in the list, or as many as nine. For more about exchange roles, see “Members’ roles within an exchange” on page 36.

1. Review the exchange role assigned to each person in the list, and make any changes and assign a role to each person that does not have a role assigned to them. To apply the same role to multiple people, select their names and select the role you want from the Apply To Selected Users list. 2. Click Next. The Assign to Groups view of the Add User – Advanced Details wizard appears.

 To review the group assignment for each person Group assignments are important because they determine which documents each person will be able to access, according to the level of security applied to each group. All reviewers must be included in a group to work in an exchange.

The people you are adding appear in the Select User(s) list. The groups that have been created for this exchange are in the Select Group(s) list.

1. Select names in the Select User(s) list and drag them to the groups you want to assign them to, or click the Assign button next to the desired group(s). The New Users column is updated with the number of users added to each group. Clicking a group’s name or the number in its New Users column reveals a list of the group’s new and existing users. If the group you want has not yet been created, click + Groups. The Add Group wizard appears, allowing you to create a new group. See “Adding a

Intralinks VDRPro User Guide for Managers and Publishers page 39 group to an exchange” on page 33 for instructions for using the Add Group wizard. Click Add to add the group. The Add User – Advanced Details wizard reappears, allowing you to continue adding people to groups. 2. Click Next. The Send Alerts view of the Add User – Advanced Details wizard appears.

 To send welcome messages You can send an optional email message welcoming people to the exchange. If a standard note has been provided for you, it is displayed in the Note box. People will not receive the welcome message until the exchange is available to them. For example, if the exchange is in the hold phase, reviewers cannot access it. They will receive the welcome message when the exchange phase is changed to open.

1. Review the list of people being added to the exchange. If you do not want a particular person to receive a welcome message, click the person’s name to remove it from the send list. By default, you and all new members will receive the message. 2. (Optional.) Make changes to the subject line of the alert or the note by editing the content in the Subject and Note fields. 3. Click Next. The Review view of the Add User wizard appears.

 To review and submit changes 1. Review the list of people you are adding, along with their exchange roles, alert settings and group assignments. If you need to make changes, click Back. 2. When you are done, click Add. The people are added to the exchange, and alert emails are sent to the people who can access the exchange at this time. Responding to requests that users be added to your exchange

As an exchange key contact, you can respond to the requests to add users to your exchange.

 To accept or reject requests to add users to an exchange 1. From within an exchange, click Users and Groups. 2. In the Users and Groups pane, click Pending Approval. 3. (Optional.)To display the most recent users that have been recommended, select the timeframe in the dropdown in the upper right. You can display all users, users recommended in the last 24 hours, last week, or last month. 4. To accept a request and add the user: In the Assign a role of field, select the role to assign to the user. In the Assign to group field, select the group to which to assign the user. Click Add User. An email alert is sent to the user, welcoming the user to your exchange. 5. To reject the request and not add the user, click Reject.

Intralinks VDRPro User Guide for Managers and Publishers page 40 Managing members from within the exchange

You can manage members from within an exchange or across multiple exchanges. For more information about managing members across exchanges, see “Managing members across exchanges” on page 43. Changing a person’s group membership

You can move people from one group to another. You also can assign exchange members to a group if they were not assigned to one when they were added to the exchange.

 To change a person’s group membership 1. Click Users and Groups. 2. Select the name of the person whose group assignments you want to change. 3. From the Action menu, select Properties. 4. Click Groups to display a list of groups the person is currently assigned to (if any) appears.

5. To remove the person from any group in this list, click the trashcan icon . 6. To change the person’s group assignments, click Assign to Groups. 7. Select the groups to which you want to assign the person. 8. Click Assign. The new group assignments are displayed in the person’s list of groups. 9. Click Save Changes. Changing a member’s exchange role

To change a member’s exchange role, you must have an equal or higher exchange role as the member whose role you want to change. You can change an individual’s exchange role or change roles for multiple members at the same time.

 To change an individual’s exchange role 1. Click Users and Groups. 2. Select the name of the person whose exchange role you want to change. 3. From the Action menu, select Properties. 4. From the Exchange Role list, select the person’s new role. 5. Click Save Changes.

 To set roles for multiple members 1. Click Users and Groups. 2. Select the names of people whose exchange roles you want to review or change. 3. From the Action menu, select Edit.

Intralinks VDRPro User Guide for Managers and Publishers page 41 4. Use the menus in the Role column to set each member’s role within the exchange. 5. To make a member a key contact, mark the Key Contact column in the row of the member you want to make a key contact. (The Reviewer Plus, Publisher Plus, Manager, Manager Limited, and Manager Plus roles are eligible for the Key Contact role.) 6. Click Save. Making a member a key contact

Key contacts are managers on the exchange who can address issues other members may have with the exchange. Contact information for key contacts is included on email alerts that are sent out to new members when they are invited to join the exchange, whenever new documents that affect them are added to the exchange, and other similar events.

 To make a member a key contact 1. Click Users and Groups. 2. Select the name of the person whose exchange role you want to change. 3. From the Action menu, select Properties. 4. The Properties view of the person’s information screen appears. 5. Mark the Key Contact option. 6. Click Save Changes. Removing members from an exchange

When you remove a person from an exchange, the action cannot be undone. To add them back into the exchange, you must add the person to the exchange as though the person were a new member of the Intralinks VDRPro community.

Note that when people leave their organizations, they should have been deregistered from Intralinks VDRPro. When a person is deregistered, the person is removed from all Intralinks VDRPro exchanges and can no longer access Intralinks VDRPro. In this case, it is not necessary to remove them from your exchange. For more about de-registering Intralinks VDRPro exchange members, see “When people leave your organization” on page 46.

 To remove a person from an exchange 1. Click Users and Groups. 2. Select the names of people you want to remove. You can remove a maximum of 200 people at a time. If you select more than 200 people, a message is displayed asking you to select less people. 3. From the Action menu, select Remove. A message appears asking you to confirm your decision. 4. Click Remove.

Intralinks VDRPro User Guide for Managers and Publishers page 42  To view a list of people who have been removed from your exchange 1. Click Users and Groups. 2. Click Removed Users under All Users in the Users and Groups list on the left. A list of people who have been removed from the exchange is displayed, along with their role, contact, and organization information. You can add more columns of information to the list by clicking Manage Columns. 3. To create a Microsoft Excel spreadsheet containing the currently displayed information, from the Action menu, select Export This View. You can print the spreadsheet using Excel. Managing members across exchanges

You can manage a member’s exchange role and groups without having to log into the exchange. In addition, you can delete a member from multiple exchanges. This ability is useful when you need to change the member’s configuration across multiple exchanges.

 To manage a member’s exchange role and groups 1. Log in to Intralinks VDRPro or if you are in an exchange, click the Intralinks VDRPro logo. 2. Click the Contacts tab. Users that you can see in an exchange are listed, except for those users in exchanges that use two factor authentication. The list takes into account group membership in individual exchanges. 3. Use Search to find the member that you want to manage. Optionally, sort the list by name, email, or phone number by clicking in the header row of the table. 4. In the row of the user you want to update, in the Action column, click Manage Exchange Access. The Action column is only visible if you have an exchange role that allows you to manage users in any of the member’s exchanges. 5. In the row of the exchange that you want to update, in the Action column, click the Edit icon. Note that only exchanges for which you have an exchange role that allows you to manage users are shown. 6. In the Exchange Role field, select the member’s role in the exchange. To remove the member from the exchange, select No access. 7. In the Groups field, select the group(s) to which you want to add the user. Deselect groups from which you want to remove the user. 8. (Optional.) If the user has the appropriate role, select the Key Contact field to add the user as a key contact. 9. (Optional). To send an alert to the user, select the Send Alert field. 10. Click Save.

Intralinks VDRPro User Guide for Managers and Publishers page 43  To delete a member from multiple exchanges 1. Log in to Intralinks VDRPro or if you are in an exchange, click the Intralinks VDRPro logo. 2. Click the Contacts tab. Users that you can see in an exchange are listed, except for those users in exchanges that use two factor authentication. The list takes into account group membership in individual exchanges. 3. Use Search to find the member that you want to manage. Optionally, sort the list by name, email, or phone number by clicking in the header row of the table. 4. In the row of the user you want to update, in the Action column, click Manage Exchange Access. The Action column is only visible if you have an exchange role that allows you to manage users in any of the member’s exchanges. 5. Mark the exchange(s) that you want to remove the member from. Only exchanges that the member has access to can be selected. The number of exchanges selected is displayed at the top of the page. 6. Click Remove. 7. Click Remove to confirm. Changes may take a few minutes to complete and the screen is not automatically updated to show the changes. You will receive an email when the process is complete. Copying groups from one exchange to another

You can copy groups from one exchange to another exchange.

 To copy a group to another exchange 1. Open the exchange you want to copy a group from, then select Users and Groups at the top of the screen. 2. Select the group(s) you want to copy. 3. From the Action menu, select Copy. 4. In the Copy Group to an Exchange screen, select the exchange you want to copy the group to. Note: If the destination exchange already has a group with the same name as the group you want to copy, you can merge the two groups; the users within the group will be copied to the existing group. 5. Click Paste. 6. An informational message appears, alerting you that the groups are being copied; you will receive an email message when the groups have been copied.

Intralinks VDRPro User Guide for Managers and Publishers page 44 Finding members and groups

If your exchange has many members and groups, use the search and filtering tools to quickly locate the person or group you want to work with.

 To search for an exchange member 1. Click Users and Groups. 2. In the Search user box, enter the name (first, last or both) of the person you want to find. 3. Click the down arrow in the Search box and make sure All Users is selected, then press Enter or click the search icon . Note: If you enter more than one word, the search results include all people whose names include one word or the other. The Search field is not case sensitive. Filtering the lists of users and groups

Filters are powerful tools for locating people and groups. For example, you can see members with a particular exchange role (Manager Plus or Publisher), all members associated with a particular organization, even if they have been assigned to multiple groups, or you also can view lists of people by active or inactive status. Groups can be filtered by group type.

 To search using filters 1. Click Users and Groups. 2. Click the down arrow to the right of the Search user field to select whether to filter all users or all groups.

3. Click the filter icon next to the Search field. 4. Select the desired filters from the filter menus, then click Apply. To redisplay the list of all people or groups, click Clear. Resending welcome alerts to exchange members

Occasionally you may be asked to resend the email message that welcomes a new member to your exchange. These welcome alerts can be resent to active exchange members.

 To resend the welcome alert 1. Click Users and Groups. 2. Find and select the name of the exchange member to whom the alert will be sent. 3. From the Action menu, select Resend Welcome Alert. 4. (Optional.) Make changes to the subject line of the alert or the note by editig the content in the Subject and Note fields. 5. Click Send.

Intralinks VDRPro User Guide for Managers and Publishers page 45 Giving users limited access to documents without logging in

If the Allow Immediate Access to Documents From Email Links exchange setting is enabled for your exchange, you can allow specific users to skip the login process when downloading documents by clicking a link in email alerts. (The Allow Immediate Access to Documents From Email Links exchange setting must be enabled on the template before your exchange is created. If the setting is not enabled on the template, this functionality will not be available in your exchange.)

When users are given this ability, they are not asked to provide their email address and password when they receive a document alert and click the link within the alert to download the document. Instead, the download will begin immediately. These alerts will allow access for 30 days from the time they were sent.

If an exchange manager sends out a new alert for an existing document, the recipient can use either alert to access the document. The new alert will be valid for 30 days and will not invalidate the previously sent alert.

Document access reports also are updated whenever the link is clicked, and the access will be attributed to the user who was permissioned to use the document and was sent the alert containing the link.

 To give a user limited access to documents without logging in 1. Click Users and Groups. 2. Select the name of the person to which you want to give immediate access to documents. 3. From the Action menu, select Properties. 4. Click the Enable immediate access to documents from email links option. 5. Click Confirm. 6. Click Save Changes. You can identify people who have been given permission to access documents immediately from email links by viewing a users list. The icon appears next to the names of people who have been given this access. When people leave your organization

When people leave your organization, they should be deregistered to prevent them from accessing information that should no longer be available to them. When a person is deregistered, the person can no longer access any Intralinks service with the email address and password they used previously. The person is automatically removed from all exchanges.

Requests for deregistration must be submitted to Intralinks Global Support in writing, and must include an authorization letter on company letterhead from either an IT official or a company official, indicating that the user is no longer with the organization. Individuals also can request that their own accounts be deregistered.

Intralinks VDRPro User Guide for Managers and Publishers page 46  To request account deregistration

1. In Intralinks VDRPro, click the support and feedback icon in the upper right corner of the screen and click Help Center. The Intralinks Support Center opens in a new browser tab. 2. Click the Email link at the top of the Support Center screen and enter “Deregister My Account” in the Subject line. 3. In the Question field, indicate a reason for the deregistration request. 4. In the Product field, select All Products. 5. Click Choose File and select the letter authorizing the deregistration. 6. Click Continue, and then click Finish Submitting Question. You will receive a ticket number. After the request is processed, Intralinks Global Support will email you confirmation that the request has been completed.

Intralinks VDRPro User Guide for Managers and Publishers page 47 Chapter 7: Publishing documents Creating folders

Folders are used to organize the contents of your exchange by grouping related documents. Depending upon how your exchange was set up, you may or may not be able to index folders and their contents. For more about indexing, see “Indexing folders and documents” on page 51.

You can create folders manually, or you can add them to your exchange by dragging them (and the documents and subfolders inside them) from your computer desktop. In addition, if your exchange does not use folder-level custom fields or folder level permissioning, you can add folders in bulk. Dragging folders and their contents into an exchange

To quickly add folders and the documents and subfolders within them to your exchange, drag the folders directly from your computer into the documents list.

You can drag up to 15GB of content into an exchange at one time. Note: Internet Explorer 11 does not support dragging and dropping folders.

 To drag a folder and its contents into an exchange 1. Open the exchange where you want to add the folder and click Documents. 2. To place the new folder inside an existing folder, open the existing folder. 3. Open your computer’s file explorer and locate the folder you want to add. 4. Drag the folder to the document list. The Add Documents wizard will appear. Your next steps will vary depending upon the way your exchange is set up. For information about using the Add Documents wizard, see “Using the Add Documents wizard” on page 55. Creating folders manually

 To create a folder when folder level permissioning is turned on and/ or your exchange uses custom fields 1. Open the exchange where you want to create a folder, then click Documents at the top of the screen. A top-level folder is created if All Folders is collapsed, otherwise, to create a top-level folder, make sure All Folders is selected at the top of the folder list. To create a subfolder, first select the folder that will contain the new subfolder. Subfolders appear inside other folders. 2. Click + Folder. 3. In the Add Folder wizard, in the Name field, enter a folder name that clearly describes the contents of the new folder. Note that the following characters cannot be used in folder names: / \ : * " < > ? | 4. If you are creating a top-level folder and indexing is used on this exchange, you can make the folder either indexed or unindexed. Index numbers can be

Intralinks VDRPro User Guide for Managers and Publishers page 48 used to organize folders and documents, making them easy to locate later. To index the folder, leave the Do not assign index numbers to this folder or its contents option unmarked. To create an unindexed folder, mark this option. This option is not available if you are creating a subfolder. (For detailed information, see “Organizing folders” on page 51.) 5. (Optional.) To change the location of where the folder will be added, click Edit, select the location to add the folder and click Select. 6. (Optional.) In the Note field, add notes about the folder. Notes appear on the folder's Properties screen and can be viewed by anyone who has access to the folder. For this reason, do not include information that should not be seen by reviewers. The notes are for reference purposes only and do not appear on reports. 7. If your exchange uses custom fields, complete each field that applies to this folder. Required fields are marked with an asterisk (*). Custom fields provide a structured way for you to describe your folders in greater detail, enabling you to enter specific pieces of information, such as expiration dates and locations. You could use the Notes field to keep track of this information, however, custom fields make it easier to manage the information and ensure that it is entered consistently. 8. Depending upon the way the exchange is set up, either an Add button or a Next button appears. If an Add button appears, the exchange is using document-level permissioning, which means permissions are set not at the folder level, but for each document as the documents are added to the exchange. Click Add to create the folder and skip the remaining steps in this procedure. If a Next button appears, the exchange is using folder-level permissioning. This means that you grant or deny member groups permission to view the entire folder. (Permission settings for individual documents within the folder can be customized later.) Click Next to display the Permission Groups step of the Add Folder wizard and set permissions for the groups. 9. To set custom permissions by group, select one or more groups by marking their selection boxes, then click Edit Permissions. To view a list of the group’s members, click the group’s name. Exchange managers can view all documents regardless of their group memberships. 10. Select a permissions option for the selected group(s). If you are adding a new subfolder to a top-level folder that already has permission settings, the subfolder will inherit those settings. You can assign different permissions for this subfolder if necessary. (If an Override Folder box appears, mark it to enable the options listed below.) • No Access – Users in the selected groups will not have access to the folder or its documents. • See – Select this option to give the group(s) permission to view, print and download the new document(s). • See, Protected – This option is displayed if the Allow IRM (Information Rights Management) Protection exchange setting is enabled. Select this option to grant the “see” permissions above, and also require people

Intralinks VDRPro User Guide for Managers and Publishers page 49 to enter their email address and password before viewing downloaded copies of documents. • See, Protected / No Print – Select this option to grant “see” permissions, apply document protection, and prevent the documents from being printed. (For detailed information about document protection options, see Chapter 9, Managing permissions, on page 81.) Note: When printing is allowed, viewers can print protected documents and share the printed copy with others. Documents can be printed not only to paper but also to other file types using the browser’s “Print As” function. Copies created using “Print As” are no longer signed or protected documents, even though the original file was protected. Select the See, Protected / No Print option if you are concerned that downloaded protected files might be saved in this way. • Control –Select this option to give permission to update documents, delete documents, and change other members’ permissions for the documents. Members will be able to modify the documents only if their exchange roles (for example, manager or publisher) allow them to do so. • Control, Protected – Select this option to grant the “control” permissions above and also require people to enter their email address and password before viewing downloaded copies of documents. • Control, Protected / No Print – Select this option to grant “control” permissions, apply document protection, and prevent the documents from being printed. (For more information, see Chapter 9, Managing permissions, on page 81.) 11. Depending upon how your exchange was set up, an Additional Privileges column may be displayed, allowing you to specify whether reviewers and previewers can add documents or folders to this folder. This additional capability is referred to as “limited publisher.” For more about this role, see “Enabling reviewers and previewers to publish documents, add folders and edit folder custom fields” on page 68.) • Add documents — Select this option for each group that has reviewers and previewers who will be allowed to add documents to the selected folder. This option appears only if the Allow Limited Publishers to Add Documents to Selected Folders exchange setting is enabled. • Add documents & subfolders — Select this option for each group that has reviewers and previewers who will be allowed to add both documents and subfolders to the selected folder. This option appears only if the Allow Limited Publishers to add subfolders exchange setting is enabled. If the Apply Permissions at the Folder Level exchange setting also is enabled, reviewers and previewers who have permission to add documents to a folder can add documents to subfolders within that folder, as well. This can be overridden for each subfolder. When members of the selected groups add documents, they can send an email alert to other limited publishers with permission to the folder where the new documents are stored. Alerts are sent to all limited publishers with permission to the folder. Reviewers and previewers without limited publisher permission do receive alerts.

Intralinks VDRPro User Guide for Managers and Publishers page 50 If folder custom fields are being used on this exchange, members of the selected groups can edit the name and set custom field values for the folders that they have created. This option appears only if the Allow Reviewers and Previewers to create sub folders and add documents to selected folders exchange setting is enabled. • Allow editing of folder custom fields — Select this option for each group that contains reviewers and previewers who will be allowed to edit the values of custom fields for the selected folder. This option appears only if the Allow Reviewers and Previewers to edit custom fields to select folders exchange setting is enabled. 12. Click Add when you have finished setting each group's permissions for the new folder.

 To create folders in bulk You can create folders in bulk when your exchange does not use custom fields and when folder level permissioning is turned off.

1. Open the exchange where you want to create a folder, then select Documents at the top of the screen. A top-level folder is created if All Folders is collapsed, otherwise, to create a top-level folder, make sure All Folders is selected at the top of the folder list. Top-level folders appear at the exchange level. To create a subfolder, first select the folder that will contain the new subfolder. Subfolders appear inside other folders. 2. Click + Folder. 3. Click Add New Folder. 4. Enter a folder name that clearly describes the contents of the new folder. Note that the following characters cannot be used in folder titles: / \ : * " < > ? | If the Index Files and Folders setting is enabled, an index is automatically assigned. 5. To enter a note about the folder, click the Note icon. Notes appear on the folder's Properties screen and can be viewed by anyone who has access to the folder. For this reason, do not include information that should not be seen by reviewers. The notes are for reference purposes only and will not appear on reports. 6. When you are finished adding folders, click Create. Organizing folders

Indexing folders and documents Indexing assigns numbers to folders and their contents, providing additional structure and making it easy to trace documents and identify related documents when they appear in search lists and on reports.

Note: Depending upon how your exchange was set up, indexing may or may not be available.

Intralinks VDRPro User Guide for Managers and Publishers page 51 If indexing is allowed on your exchange, you can index folders and their content. Your exchange can have a mix of indexed and unindexed folders. If a top-level folder is indexed, all the subfolders and documents within it are indexed. Likewise, if a top-level folder is unindexed, all the subfolders and documents within it are unindexed.

All the index numbers on your exchange use the same format. The first number indicates the top-level folder, and each subsequent decimal number indicates a subfolder. The final decimal number indicates the subfolder’s or document’s position within the folder. For, example, if a document has the index number 2.1.2.16, you would open top-level folder 2, then the first subfolder within it, and then the second subfolder within that folder, and finally document 16.

Index numbers in Intralinks VDRPro are consecutive. If you move, delete or insert an indexed item, other items will be reindexed automatically to ensure that there are no duplicate numbers or gaps in the numbering sequence.

Note: The use of indexing could reveal to individual exchange members that they do not have access to some documents and/or folders on the exchange. This is because index numbers are not updated based upon the permissions of individual exchange members. If members do not have permission to see a particular document or folder, they may notice a gap in the document or folder numbering. In addition, if a member is not permissioned to view any of the documents in a folder, then the entire folder is hidden.

If subfolders or documents are moved from an indexed folder to an unindexed folder, their index numbers are removed. If items are moved from an unindexed folder to an indexed folder, index numbers are added to the items.

 To turn off indexing for an existing folder 1. Click Documents at the top of the screen. 2. Select the top-level folder for which you want to turn off indexing. 3. From the Action menu, select Properties. 4. Mark the Do not assign index numbers to this folder or its contents option. 5. Click Save Changes.

Freezing and unfreezing exchange items If your exchange allows folders to be indexed, you can “freeze” items once the exchange is fully organized and no further changes to the structure are planned. Freezing affects both indexed and unindexed items. Once an exchange is frozen, no changes can be made to its structure or the documents within it.

If, after you’ve frozen your exchange, you discover that additional changes need to be made that will affect the order of items, you can “unfreeze” the index and make the needed changes. Then you can freeze the index again as needed.

 To freeze exchange items 1. Click Documents at the top of the screen. 2. From the Action menu, select Freeze Index. 3. An alert message appears asking you to confirm your choice. Click Yes.

Intralinks VDRPro User Guide for Managers and Publishers page 52  To unfreeze exchange items 1. Click Documents at the top of the screen. 2. From the Action menu, select Unfreeze Index. 3. An alert message appears asking you to confirm your choice. Click Yes. Moving folders

You can change a folder’s location in the list by clicking and dragging it to a new location in the right side of the screen, or you can move a folder to another folder..

 To move a folder to another folder 1. Click Documents at the top of the screen. 2. Right click on the folder you want to move and click Move To. 3. Select the folder that you want to move the selected folder to, and click Move. To undo the move, right click on the folder and click Undo Move. Renaming folders and changing custom field values

and change their custom field values. In some cases, you may be able to change custom field values for the folder that contains the files and folders that you have added.

Information on a folder’s Properties screen that describes the folder is commonly referred to as folder metadata. This includes its name and notes about the folder and any custom field values that have been selected for it.

 To rename a folder or edit its metadata 1. Click Documents at the top of the screen. 2. Select the folder you want to change. 3. From the Action menu, select Properties. 4. Review the name and notes about the folder and make any needed changes. 5. Update custom fields as needed. 6. Click Save Changes. Deleting folders

If a folder is no longer needed, you can delete it and its contents in a single step. Use care when deleting folders. Once deleted, they cannot be restored. You would have to manually recreate the deleted folder and its contents.

 To delete a folder 1. Click Documents at the top of the screen. 2. Select the folder you want to delete. 3. From the Action menu, select Delete. 4. A message appears asking you to confirm your selection. Type ‘yes’ and click Delete to confirm.

Intralinks VDRPro User Guide for Managers and Publishers page 53 Adding documents

Documents are the heart of any exchange. You can add documents using the following methods:

• Drag and drop documents from your computer directly into a folder in the exchange’s document list. • Use the Add Documents wizard to add documents to your exchange, and select the groups of users who will be able to view and work with them. You also can determine whether users can print or download copies of the documents, and alert users that the documents are available for use. Zoom recordings can also be uploaded to the exchange using the Add Documents wizard if your organization has Zoom enabled and you have a valid Zoom account. Video streaming works flawlessly for video files up to FHD quality. Users may experience freezing and stoppage issues while watching 4K resolution videos. It is recommended that you downscale 4K videos to lower quality FHD or HD before uploading them. Dragging documents into the document list

If you want to quickly add a few documents to a folder on your exchange, you can drag the files directly from your computer into the document list of the selected folder.

 To drag documents into an exchange folder 1. Open the exchange where you want to add documents and click Documents. 2. Open the folder that you want to contain the new documents. 3. Open your computer’s file explorer and locate the documents you want to add to the selected exchange folder. 4. Drag and drop the documents onto the displayed document list. If your exchange is set up to send automatic email notifications about documents, folder-level permissioning is being used, and custom fields are not used (the Enable auto alerts for uploads and Apply Permissions at the Folder Level exchange settings both are enabled and the Use Custom Fields setting is disabled), the Review uploaded files screen appears. If you are ready to upload the documents, click Upload. If you want to review the documents, permissions, and other information before uploading, click Review to open the Add Documents wizard. If the exchange uses document-level permissioning or custom fields to obtain document metadata, or if the exchange is not set up to automatically send email notifications for document uploads, the Add Documents wizard appears. At this point, you can continue to add more documents or placeholders to the Document Management area of the wizard. Next, use the wizard to review the custom fields and make entries in any fields that are required (see “To add documents, placeholders, and Zoom recordings to an exchange that does not use auto alerts (three-step wizard)” on page 59). If the exchange uses folder-level permissioning (the Apply Permissions at the Folder Level exchange setting is enabled), the documents will

Intralinks VDRPro User Guide for Managers and Publishers page 54 automatically inherit the folder-level permissions when they are dropped in the folder. If this setting is disabled, only auto-permissioned users will be permissioned to the new documents. You will need to set permissions for other users later. Using the Add Documents wizard

The Add Documents wizard lets you add documents and document placeholders to your exchange. The total size of the documents cannot exceed 15GB. If you plan to upload a larger amount, we recommend that you use Intralinks Designer to perform this task. For more information about that tool, see “Importing information using Intralinks Designer” on page 67. The permissions, notes and alert options that you enter or select are applied to all the selected documents.

The ability to create placeholders is useful if you’re setting up your exchange and you do not yet have the files that you plan to add to the exchange. You can replace the placeholders with documents at a later time. Important: If your exchange is in the open phase, do not permission people until you have replaced all your placeholders with documents.

You can enter a combination of documents and document placeholders at the same time.

You can also add Zoom recordings directly from your Zoom account if you have a valid Zoom login and your organization has enabled Zoom.

The Add Documents wizard has the following high level tasks:

• Add documents • Set or review permissions • Review email alerts for permissioned users • Enter additional information about the documents • Upload the documents

 To add documents, placeholders, and Zoom recordings to an exchange that uses auto alerts Use the steps below if your exchange is set up to automatically send email notifications when documents are added (the Enable auto alerts for uploads is enabled).

Add the document(s)

1. Open the exchange where you want to add documents, and click Documents. 2. Open the folder that you want to contain the new document or placeholder. 3. Click + Documents. If you are adding only placeholders, skip to step 5. If you are adding documents, continue to step 4.

Intralinks VDRPro User Guide for Managers and Publishers page 55 4. To add documents, drag and drop them into the file upload area of the screen or click + Documents to use the Open dialog box instead. To select multiple files at the same time, press the SHIFT or CTRL key while clicking. The names of the files you select cannot contain the following characters: / \ : * " < > ? | 5. To add a placeholder, click + Placeholder. You can add as many placeholders as you like. 6. (Optional.) To add a Zoom recording: • Click + Upload From Zoom. • Sign into your Zoom account using the method you normally use to log into Zoom. • If this is the first time that you are uploading from Zoom, you must give SS&C Intralinks permission to access your account. Click Authorize. If you click Decline or close the window, you will not be able to upload documents from Zoom. You will not have to authorize access again. You can revoke authorization at a later time. See “Disconnecting Zoom from Intralinks VDRPro integration” on page 67. • Select the recording that you want to upload and click Upload to VDR. 7. Information about the file(s) and placeholder(s), including title, format and size, is displayed in the Document Management area. 8. To rename documents, click the document in the Document field and enter the new name. The original file on your computer or network drive is not affected. If you are adding placeholders, you must enter a title for each placeholder in the Document field. Document titles cannot contain the following characters: / \ : * " < > ? | 9. (Optional) If this exchange allows you to enter an effective date, in the Effective Date field, enter or select an effective date for the documents. This is a date, typically in the future, when the information in the documents should begin being used. 10. (Optional.) To change the location on your exchange where the documents will appear, click Edit next to Location, select the folder where you want the documents to appear and click Select. 11. (Optional.) To create a new subfolder at the displayed location for the documents, click create and enter a name for the new folder in the Create Folder field.

Set or review permissions

Permissioning provides an effective way for you to manage sensitive information, enabling specific member groups to access it, while keeping it out of sight of people who should not have access to it.

Use the steps below to review and modify groups’ permissions for the documents that you are adding, indicating whether they can view, download, print or make changes to them.

Intralinks VDRPro User Guide for Managers and Publishers page 56 1. Click the Permissions tab on the right side of the screen. A list showing the groups on the exchanges is displayed. To see who is included in a particular group, click the group’s name to view its members. The Permission column shows each group’s current document access and protection settings for the document(s) you are adding to the exchange. 2. To edit any individual group’s permissions, click on the permission setting you want to change, then select the permission you want to apply from the menu that appears. To change the permissions for multiple groups at once, click the box next to each group’s name, then click Edit Permissions and select the permissions you want from the menu that appears. 3. The following permissions are available. • No Access – Users in the selected groups will not have access to the folder or its documents. • See – Select this option to give the group(s) permission to view, print and download the new document(s). • See, Protected – This option is displayed if the Allow IRM (Information Rights Management) Protection exchange setting is enabled. Select this option to grant the “see” permissions above and also require people to enter their email address and password before viewing downloaded copies of documents. • See, Protected / No Print – Select this option to grant “see” permissions, apply document protection, and prevent the documents from being printed. (For detailed information about document protection options, see Chapter 9, Managing permissions, on page 81.) Note: When printing is allowed, viewers can print protected documents and share the printed copy with others. Documents can be printed not only to paper but also to other file types using the browser’s “Print As” function. Copies created using “Print As” are no longer signed or protected documents, even though the original file was protected. Select the See, Protected / No Print option if you are concerned that downloaded protected files might be saved in this way. • Control – Select this option to give permission to update documents, delete documents, and change other members’ permissions for the documents. Members will be able to modify the documents only if their exchange roles (for example, manager or publisher) allow them to do so. • Control, Protected – Select this option to grant the “control” permissions above and also require people to enter their email address and password before viewing downloaded copies of documents. • Control, Protected / No Print – Select this option to grant “control” permissions, apply document protection, and prevent the documents from being printed.

Review email alerts that will be sent to permissioned users (optional)

Email messages are sent automatically to alert permissioned users that the newly added documents are available. Typically you do not send alerts when only placeholders are added. If you are adding only placeholders, make sure no member names are selected.

Intralinks VDRPro User Guide for Managers and Publishers page 57 1. Click the Alerts tab on the right side of the screen. 2. (Optional.) Intralinks VDRPro provides a standard alert message that identifies the documents and provides a link to them. To change the standard subject line for the emails or add your own note to them, mark Customize the message in the email alerts. 3. Alerts will be sent to the selected groups and exchange members. You can change these selections by clicking on the boxes next to the groups’ and individuals’ names. 4. You can also override users’ preferences for receiving exchange alerts and send an alert immediately to those users who have opted to receive a daily digest or to never receive alerts. To do this, click in the Override Alert Preference field next to the user name and select Immediate. To send the alert to everyone immediately, click Bulk Change Alert and select Immediate. This ability is useful when you are posting a high-priority document and want people to know about it immediately.

Enter additional information about the documents

1. Click the Additional Information tab to view more fields and enter information in them. 2. (Optional.) Enter a note that provides more information about the documents. For example, you could add a note that provides a brief description of the documents’ contents, or you could provide contextual information that would help viewers better understand the documents’ purpose or contents. You can choose to display the note automatically when people view the documents. To do this, mark the Display note before opening document(s) option. (If you are adding multiple documents or placeholders, the same note is applied to all the items being added. If necessary, you can edit notes for individual documents later by highlighting the document and selecting Properties from the Action menu. 3. (Optional.) If this exchange allows you to enter an effective date, in the Effective Date field, enter or select an effective date for the document or documents. Effective dates identify the time period that the documents are associated with. For example, a tax document might be uploaded in January but be associated with the previous year; in this case, the effective date would be in the previous year. Effective dates are displayed in document lists and on individual documents’ Properties screens. Users can search for documents based on their effective dates. 4. (Optional.) If a website or a particular web page is associated with the document(s), click Link to Related Information and type or paste the URL (web address) in the field. Your entry appears as a clickable link on the Properties screen for the document(s), and in email alerts. 5. If the exchange uses custom fields for documents, review the fields in the Custom Fields area, and enter the required information. Note that if you are adding more than one document, your entries are applied to all of the documents.

Upload the documents

◊ Click Upload to add the documents to your exchange.

Intralinks VDRPro User Guide for Managers and Publishers page 58  To add documents, placeholders, and Zoom recordings to an exchange that does not use auto alerts (three-step wizard) Use the steps below if your exchange requires you to manually select the people who will receive an email notification for newly added documents (the Enable auto alerts for uploads exchange setting is disabled).

Depending upon how your exchange is configured, some of the screens below may not appear. If this happens, skip to the next section and continue entering information about the documents or placeholder.

This wizard has the following high-level steps:

• Select the documents and set properties • Assign permissions • Alert people that the documents are available

Select the document(s) and set properties

1. Open the exchange where you want to add documents and click Documents. 2. Open the folder that you want to contain the new document or placeholder. 3. Click + Documents. The Set Properties view of the Add Documents wizard appears. If you are adding only placeholders, skip to step 5. If you are adding documents, continue to step 4.

4. To add documents, drag and drop them into the file upload area of the screen or click + Document to use the Open dialog box instead. You can select multiple files at the same time by pressing the SHIFT or CTRL key while clicking. Note that the names of the files you select cannot contain the following characters: / \ : * " < > ? | 5. To add a placeholder, click + Placeholder. You can add as many placeholders as you like. 6. (Optional.) To add a Zoom recording: • Click + Upload From Zoom. • Sign into your Zoom account using the method you normally use to log into Zoom. • If this is the first time that you are uploading from Zoom, you must give SS&C Intralinks permission to access your account. Click Authorize. If you click Decline or close the window, you will not be able to upload documents from Zoom. You will not have to authorize access again. You can revoke authorization at a later time. See “Disconnecting Zoom from Intralinks VDRPro integration” on page 67. • Select the recording that you want to upload and click Upload to VDR. 7. The Document Management area displays information about the file(s) and placeholder(s), including title, format and size.

Intralinks VDRPro User Guide for Managers and Publishers page 59 8. To enter more descriptive titles for documents and placeholders, enter new names in the Document field. The original file on your computer or network drive is not affected. If you are adding placeholders, you must enter a title for each placeholder in the Document field. Note that the document title cannot contain the following characters: / \ : * " < > ? | 9. (Optional) If this exchange allows you to enter an effective date, in the Effective Date field, enter or select an effective date for the documents. This is a date, typically in the future, when the information in the documents should begin being used. 10. (Optional.) To change the location on your exchange where the documents will appear, click Edit next to Location, select the folder where you want the documents to appear, and click Select. 11. (Optional.) To put the new documents into a new subfolder at the displayed location, click create and enter a name for the new folder in the Create Folder field. If you leave the Create Folder field blank, the documents appear in the folder shown in the Location field. 12. If the Additional Information area is not visible, click on the Additional Information header to view more fields and enter information in them. (Optional.) Enter a note that provides more information about the documents. For example, you could add a note that provides a brief description of the documents’ contents, or you could provide contextual information that would help viewers better understand the documents’ purpose or contents. To display the note automatically when people view the documents, mark the Display note before opening document(s) option. (Note that if you are adding multiple documents or placeholders, the same note is applied to all the items being added. If necessary, you can edit notes for individual documents later by highlighting the document and selecting Properties from the Action menu. (Optional.) If this exchange allows you to enter an effective date, in the Effective Date field, enter or select an effective date for the document or documents. Effective dates identify the time period that the documents are associated with. For example, a tax document might be uploaded in January but be associated with the previous year; in this case, the effective date would be in the previous year. Effective dates are displayed in document lists and on individual documents’ Properties screens. Users can search for documents based on their effective dates. (Optional.) If a website or a particular web page is associated with the document(s), click Add Link. In the External link field, enter the URL (web address) and click Add. Your entry appears as a clickable link on the Properties screen for the document(s), and in email alerts. 13. If the exchange uses custom fields for documents, review the custom fields in the Custom Fields area, and enter the required information. Note that if you dragged more than one document into the folder, your custom field entries are applied to all your new documents at once. 14. Click Next to continue entering information about the new document(s), as described below.

Intralinks VDRPro User Guide for Managers and Publishers page 60 To create placeholders or upload the document(s) without entering any more information, click Upload. You can enter more information later.

Assign permissions for the new document(s)

In the assign permissions step, you review and/or modify groups’ permissions for the documents that you are adding, indicating whether they can view, download, print or make changes to them.

1. The Permission Groups view of the Add Documents wizard displays a list of all available groups in the exchange. To see who is included in a particular group, click the group’s name to view a list of its members. The Permission Setting column shows each group’s current document access and protection settings for the document(s) you are adding to the exchange. 2. The Auto Permission Users row lets you view a list of people who will automatically be permissioned to the new document(s) based on their exchange roles (Manager Plus, for example). You will not need to permission these individuals by group. If you want to edit these users’ permissions, mark its box and click Edit Permissions. The Edit Permissions menu appears. 3. To edit any group’s current permissions for the new document(s), select the group(s) you want to change, then click Edit Permissions. 4. Select a permissions option for the selected group(s), to specify their level of access to the new documents: Note: If the exchange is using folder-level permissioning, mark the Override Folder box before making any changes.

• No Access – Users in the selected groups will not have access to the folder or its documents. • See – Select this option to give the group(s) permission to view, print and download the new document(s). • See, Protected – This option is displayed if the Allow IRM (Information Rights Management) Protection exchange setting is enabled. Select this option to grant the “see” permissions above and also require people to enter their email address and password before viewing downloaded copies of documents. • See, Protected / No Print – Select this option to grant “see” permissions, apply document protection, and prevent the documents from being printed. (For detailed information about document protection options, see Chapter 9, Managing permissions, on page 81.) Note: When printing is allowed, viewers can print protected documents and share the printed copy with others. Documents can be printed not only to paper but also to other file types using the browser’s “Print As” function. Copies created using “Print As” are no longer signed or protected documents, even though the original file was protected. Select

Intralinks VDRPro User Guide for Managers and Publishers page 61 the See, Protected / No Print option if you are concerned that downloaded protected files might be saved in this way. • Control – Select this option to give permission to update documents, delete documents, and change other members’ permissions for the documents. Members can modify the documents only if their exchange roles (for example, manager or publisher) allow them to do so. • Control, Protected – Select this option to grant the “control” permissions above, and also require people to enter their email address and password before viewing downloaded copies of documents. • Control, Protected / No Print – Select this option to grant “control” permissions, apply document protection, and prevent the documents from being printed. 5. Click Next to proceed to the Alert Users step of the wizard and review alert details and recipients before uploading the document(s).

Alert people that the document(s) are available (optional)

You can select people who will be alerted by email that the documents have been added to the exchange and are available for viewing. Intralinks VDRPro provides a standard alert message that identifies the documents and provides a link to them. You can add a custom note to the message.

You also can override individuals’ preferences for receiving exchange alerts; this is useful if, for example, you are posting a high-priority document and want people to know about it immediately.

Important! You are not required to send alert messages. However, if you do not, be sure to click Upload to complete the wizard and upload the documents.

Typically you do not send alerts when only placeholders are added. If you are adding only placeholders, make sure no member names are selected, then click Upload to finish.

1. Review the subject that will be used for the email alert and make any needed changes. 2. Optionally, enter a note to be included in the alert. 3. Alerts will be sent to the selected members. You can select additional members by marking their selection boxes. To send an alert to all the members in the list, mark the select all box at the top of the list. 4. If you want to override members’ alert preferences, select Immediate from the Override Alert Preference list; or click Bulk Change Alert if you want to override all the selected members’ alert preferences at once. 5. Verify that the people and/or groups you want to send alerts to are selected, then click Upload to upload the document(s) and send the alerts. Replacing a placeholder with a document

Follow this procedure when you are ready to replace a placeholder with an actual document from your computer or a network drive.

Intralinks VDRPro User Guide for Managers and Publishers page 62  To replace a placeholder with a document 1. Click the Documents tab at the top of the screen. 2. Select the placeholder you want to replace. 3. In the Properties screen, click Replace. 4. Select the file you want to add to the exchange and click Open. Information about the file, including its title and file type, are displayed on the Properties screen. 5. Depending upon the steps you followed when you created the placeholder, you may need to assign permissions and alert people to the document. To do this, complete the additional steps below. Otherwise, click Save Changes to save your change and close the screen. 6. To edit permissions for the document, select Permissions at the top to display the Permissions screen. 7. Make any necessary changes to group permissions to the document. 8. Click Save Changes. 9. If you want to send alerts that the document is available, open its Properties screen and select Alerts. 10. Select the groups and/or individuals you want to alert. 11. Click Save Changes. Editing document metadata (custom field values)

Use this procedure to edit a document’s metadata.

 To edit a document’s metadata 1. Display the Documents screen within the exchange. 2. Select the document that you want to change. 3. From the Action menu, select Properties. 4. In the Custom Fields area, make the necessary changes to the selections or values entered for custom fields. 5. Click Save Changes. Replacing documents

Use this procedure to replace a document on the exchange with a newer version.

 To replace a document with a newer version 1. Click the Documents tab at the top of the screen. 2. Select the document that you want to change. 3. From the Action menu, select Properties. 4. Click Replace. The Open dialog box appears. 5. Select the new document and click Open. Information about the document, including its title and file type, are displayed on the Properties screen.

Intralinks VDRPro User Guide for Managers and Publishers page 63 6. Click Save Changes. Moving documents

In Intralinks VDRPro, move documents by dragging them from their current location and dropping them in the new location. When you drag and drop documents, the documents are moved; they are not copied.

You also can select several documents and move them at the same time. To do this, highlight all the documents you want to move, then drag them to their new location.

If you drag documents from an indexed folder to an unindexed folder, the documents’ index numbers are removed. Likewise, if you drag documents from an unindexed folder to an indexed folder, the documents are indexed. (To learn more about indexing, see “Indexing folders and documents” on page 51. To learn more about how frozen exchange items are handled, see “Freezing and unfreezing exchange items” on page 52.)

 To move a document 1. Click the Documents tab at the top of the screen. 2. Select the document(s) you want to move. 3. Drag the document(s) to the new folder location. If the destination folder accepts the document(s), a green highlight appears around the folder. If you want to undo a move action, select Undo Move from the Action menu. Note: When you drag and drop documents, the documents are moved; they are not copied. Previewing documents and video files

You can open a single document without leaving the Documents screen, allowing you to view documents in context. You can preview the following file types:

• PDF • Microsoft Office formats XLS and XLSX documents cannot be opened in preview mode. • Graphic files – PNG, JPG, BMP, WMF, EMF, GIF, JP2, and JPC • Video files – MP4, OGG, and WEBM • CAD files – DWG, DWF, DXF, and DGN CAD files are converted to PDF format when rendered, which means that animations in three dimensional files cannot be accessed. • ODT and ODS • ODP Preview is not available when filters are applied and when using View as.

Intralinks VDRPro User Guide for Managers and Publishers page 64 If you experience freezing or stoppage issues while previewing video, ensure that your internet speed is running at a minimum bitrate of 10 Mbps and that your browser is Google Chrome, Mozilla Firefox, or Microsoft Exchange.

 To preview a document or video file 1. Display the Documents screen within the exchange. 2. Right click on the file that you want to preview and select Preview. The file is displayed in a panel to right of the documents list. If there is a document note, it is opened first. You can pause, mute, and move through video files using the progress bar. To exit preview, click the X in the upper right of the preview panel Sending alerts

Email messages alerting members about a document generally are sent when a document is created or updated. If you want to send a message to members at another time—for example, to remind them to read a particular document—use this procedure.

 To send an alert about a document 1. Click Documents within the exchange. 2. Select the document(s) you want to send an alert about. 3. From the Action menu, select Resend Alerts. 4. Select the names of people you want to receive the alert. 5. If you want to override members’ alert preferences, select Immediate from the Override Alert Preference list. 6. (Optional.) You can edit the subject or add a note to the email alert. Your note appears in the body of the email message. 7. Click Send Alerts. Deleting documents

Use care when deleting documents because this action cannot be undone.

If the document being deleted is indexed, all items that appear below the document within this folder will be reindexed to reflect the change. When exchange items are frozen, documents cannot be deleted. To learn more about indexing, see “Indexing folders and documents” on page 51. To learn more about how frozen exchange items are handled, see “Freezing and unfreezing exchange items” on page 52.

 To delete a document from your exchange 1. Click the Documents tab at the top of the screen. 2. Select the document(s) you want to delete. 3. From the Action menu, select Delete. A message appears asking you to confirm your decision.

Intralinks VDRPro User Guide for Managers and Publishers page 65 Note that if you remove a document from the exchange by mistake, the action cannot be undone. If you have a local copy of the document on your computer or a network drive, you can use that copy to re-add the document to the exchange as though it were a new document. 4. Click Delete. Copying and pasting documents and folders

You can copy any document or folder and paste it into another location if you have the rights to add folders and documents at the new location. (That is, if you are a manager or publisher on the exchange where you want to paste the items.)

Note: Protected Microsoft Office and PDF documents can be pasted only in the exchange where they originated.

 To copy and paste documents and folders 1. Click the Documents tab at the top of the screen. 2. Select the document(s) or folder(s) you want to copy or move. 3. From the Action menu, select Copy To or Move To. (Select Copy To An Exchange if you want to move the items to another exchange.) 4. Select the location you want to paste to and click Paste (or Move if you are moving the items). If copying to another exchange, find and highlight the destination exchange. Click on the destination folder and click Paste. Renaming documents and folders using an import file

You can update document and folder names using a Microsoft Excel worksheet. This function is useful if you need to rename many documents or folders quickly.

To use an import file, you first export the document and folder names for all the documents on your exchange into a Microsoft Excel worksheet, make changes to the document and folder names in Excel, and then import the updates to the exchange.

 To export document and folder metadata 1. Click the Documents tab at the top of the screen. 2. From the Action menu, select Update Names & Content Assignments. The Upload Spreadsheet step of the Update Names and Content Assignments wizard is displayed. 3. Click the Download a spreadsheet link.

 To edit document and folder names 1. Open the downloaded Microsoft Excel worksheet. 2. In the New Name (After Changes) column, enter the new names for the folders and documents that you want to change. 3. When finished making your changes, save and close the Microsoft Excel worksheet.

Intralinks VDRPro User Guide for Managers and Publishers page 66  To import updates to the exchange The Upload Spreadsheet step of the Update Names and Content Assignments wizard should be displayed.

1. Click the Browse button and select the edited Microsoft Excel worksheet, then click Open. 2. Click Next. 3. Review the proposed name changes. You can make additional changes to the new names in the New Name (After Changes) column by clicking the new names and editing them. 4. When you are satisfied with the changes, click Apply Changes. A message appears to confirm that the documents and folders have been renamed. Disconnecting Zoom from Intralinks VDRPro integration

The SS&C Intralinks app that provides the Zoom integration with the exchange is only active while you are using it. If you are no longer using it or simply want to disconnect your Zoom account from the Intralinks VDRPro integration, you can do it from your Zoom account.

 To disconnect your Zoom account from Intralinks VDRPro integration 1. Log into your Zoom account and navigate to the Zoom App Marketplace. 2. Click Manage, then click Installed Apps or search for the SS&C Intralinks app. 3. Click the SS&C Intralinks app. 4. Click Uninstall. Importing information using Intralinks Designer

You can use Intralinks Designer to organize and manage the contents of your exchange. Intralinks Designer allows managers and publishers to upload and manage many documents and exchange members at the same time.

Note: You can use Intralinks Designer only if you have one of the following exchange roles: Manager Plus, Hidden Manager Plus, Manager, Publisher Plus. If you are assigned some other role, you cannot use Intralinks Designer. Regardless of your role, your organization’s software deployment policies may prevent you from installing and using Intralinks Designer even if you have one of these roles. If Intralinks Designer is not available to you, you can use the Add Documents wizard to add multiple documents at the same time from your computer or network drive. For more information, see “Using the Add Documents wizard” on page 55.

This Windows-based application acts as a staging area. While viewing the content of the exchange through Intralinks Designer, you can update existing folders and documents and add new content from your local drives. You can use Intralinks Designer to reorganize and delete content. In addition, you can add, remove and synchronize participant information with other databases.

Intralinks VDRPro User Guide for Managers and Publishers page 67 When you have finished staging the content and updating participant information, you can upload the new or modified information to your exchange.

Information about using Intralinks Designer can be found in the Intralinks Designer User Guide or the Intralinks Designer help system.

 To download and run Intralinks Designer 1. From within the exchange, click Intralinks Designer in the lower right corner of the screen. The Intralinks Designer download utility opens in a new tab. 2. Click Download Intralinks Designer. 3. Click the installer file when it finishes downloading, and then follow the installation wizard to complete the installation. 4. Launch Intralinks Designer from your computer’s list of installed programs. Enabling reviewers and previewers to publish documents, add folders and edit folder custom fields

Although managers and publishers generally publish documents and add folders, there may be instances where you want other people to be able to publish documents or add subfolders to a specific folder, but not have the ability to view the entire exchange or people other than the exchange managers. If this is the case, you may want to use Intralinks VDRPro’s “limited publisher” function.

There are two separate limited publisher functions, and you can choose to use one, both or neither of the functions. The functions are:

• Adding documents – enabled using the Allow Limited Publishers to Add Documents to Selected Folders exchange setting If reviewers and previewers in selected groups have been given the ability to add documents, they also will be able to update, move and delete documents that they have added. (When moving documents, reviewers and previewers must have the ability to add documents to both the original folder and the new folder location.) When reviewers and previewers add documents, email alerts are sent to other limited publishers with permission to the folder where the new documents are stored. Alerts are sent to all limited publishers with permission to the folder. Reviewers and previewers without limited publisher permission will not receive the alerts. • Creating subfolders – enabled using the Allow Limited Publishers to add subfolders exchange setting If reviewers and previewers in selected groups have been given the ability to create subfolders, they will be able to rename the folders and edit custom field values for them. Editing custom field values for the selected folder — enabled using the Allow Reviewers and Previewers to edit custom fields to selected folders exchange setting.Apply Permissions at the Folder Level exchange setting is enabled, folder-level permissioning is being used. Reviewers and previewers can be given

Intralinks VDRPro User Guide for Managers and Publishers page 68 permission to add documents to selected folders. They can also be given the ability to add subfolders.

If the Apply Permissions at the Folder Level exchange setting is disabled, document-level permissioning is being used. Members will only be able to add documents to the folders they have been given permission to access.

Important! Reviewers and previewers cannot set permissions for the documents they add to your exchange. Documents added by reviewers and previewers will be visible automatically to the people who added them and to people with the following exchange roles: Manager Plus, Hidden Manager Plus, Manager and Publisher Plus. If you want the documents to be visible to other people, you or another exchange manager will have to give them permission to view the documents. Redacting documents

PDF documents that do not have IRM applied can be redacted to remove personally identifiable information (PII) using the redaction tool in the exchange.

Intralinks provides two redaction options, manual redaction and AI redaction. AI redaction must be enabled by an Intralinks employee. If the label on the redaction tab is AI-Assisted Redaction, it has been enabled on your exchange. Refer to the Intralinks VDRPro AI Redaction User Guide for information about how to use it. If the label on the redaction tab is Redaction, it has not been enabled on your exchange and you will only be able to manually redact documents. Use the following sections for information on how to manually redact documents.

Files can be added to the redaction area, redacted manually or using search, and published. Multiple files can be moved to the redaction area; however, only one file at a time can be redacted.

Note: If optical character recognition (OCR) is enabled, you can manually mark and redact content; you cannot search the content.

Documents can be removed from the redaction area, reverted to a previous unredacted version, and downloaded.

Once redacted, the marked content is permanently removed, the redacted version is published to the documents area, and the original document is no longer visible to reviewers. The redacted version will have the same permissions as the original version.

If a new redacted version is required, for example, if you need a less restrictive version, you can revert to the previous unredacted version. In this case, the redacted version is removed from the redaction area and the unredacted version becomes available in the documents area. You must move the document back to the redaction area again. Redaction area

The redaction area displays a list of all documents that have been moved to it and their statuses. Documents can have one of the following statuses:

• Not started - the document has not been marked up or redacted.

Intralinks VDRPro User Guide for Managers and Publishers page 69 • In progress - the document has been marked up for redaction and saved. • Redacted - the document has been redacted and the unredacted version of the document has been replaced with the redacted version in the document index. Use the search field to find documents that you want to redact. Note that the search searches file names only.

From this screen you can also remove documents from redaction and revert documents to the previous version.

 To move documents to the redaction area You can move PDF files to the redaction area.

1. Click the Documents tab. 2. Select the documents that you want to redact. 3. From the Action menu, select Add To Redaction. If you have selected any documents that are not PDF documents, this option is not available.

 To remove documents from the redaction area When you remove a document from the redaction area, the markup is removed and the document reverts to the unredacted version.

1. Click the Redaction tab. 2. Select the documents that you want to remove. 3. Click the trashcan icon. 4. Click Remove to confirm the removal. Marking items for redaction

To open a document to begin marking items for redaction, click the title of the document you want to work on. Only one document can be open for redaction at a time. The redaction area has three panes: the search area, marking history, and the document area.

Search area – Located on the left, use the search area to search for items to redact, view search history, and search results. It has options for case sensitivity, search for a whole word, using a wildcard, and for using regular expressions. The search history lists all words users have searched for in the document. The search results shows the identified words on each page of the document. You can click on a result to find individual items that you might not want to redact.

Marking history – This panel is only displayed when there is marked text. It shows a list of users that have marked items on each page, and includes the user name, date, and time that the item was marked. Use the buttons at the top of the marking history to select how to display the history. You can view the history as thumbnails, in an outline, or as notes. In note view, you can display the items by page number (position) or by time.

Intralinks VDRPro User Guide for Managers and Publishers page 70 Document area – Located on the right, this area display the document and items that are marked for redaction. You can use this area to manually redact and unredact items, and to control how the document is displayed.

 To search for and mark items for redaction 1. Enter the search term in the search field and press Enter. All found items are marked for redaction, the search history and search results are populated, and the marking history pane is displayed. 2. (Optional.) To confirm that all of the found items should be redacted, click each page in the Search Results. • To unmark an individual item, click on the item in the document, and click the trashcan icon. • To change the highlight color for an individual item, click on the item in the document, and click the palette icon. • To unmark all items found for a search, in Search History, click the x next to the searched for text. 3. (Optional.) To save a draft without redacting the document, click Save Draft. This is useful when you are not finished redacting or when you need someone else to review the redacted items. 4. (Optional.) To download the draft, click the Download button.

 To manually mark items for redaction 1. Click the Select button. 2. In the document, select the text that you want to redact. 3. Click the Mark for redaction button.

 To mark OCR text for redaction If optical character recognition (OCR) is enabled, you can manually mark and redact content, however, you cannot search the content.

1. Click the down arrow on the Mark for redaction button, then click Mark for redaction. 2. Select the color you want to use for redacted text. 3. Select the text that you want to redact.

 To revert a redacted document to its previous version 1. Click the Redaction tab. 2. Select the redacted document that you want to revert. 3. Click the Restore previous version icon in the upper right of the screen. Redacting documents

When you are finished redacting a document, you can redact it and publish it to the data room. After you redact the document, none of the marked text is visible, search history and search results and annotations are permanently removed. You

Intralinks VDRPro User Guide for Managers and Publishers page 71 will not be able to make any further redactions on this document, and the unredacted version of the document is replaced. If you need to change the redacted items, delete the document, upload it again, and then redact it.

 To redact and publish a document 1. Click the REDACTION tab. 2. Select the document that you want to redact and publish. 3. Click Redact & Replace in VDR at the bottom of the search panel. 4. (Optional.) To rename the file, in the Rename file field, enter a name for the redacted document. 5. Click Redact & Replace. 6. Click Redact & Replace again to confirm your selection. Opening redacted documents from the redaction area

You can open redacted documents from the redaction area in view mode only. You cannot perform additional redaction. You can search the documents; however, redacted content has been permanently removed so that it cannot be found.

Intralinks VDRPro User Guide for Managers and Publishers page 72 Chapter 8: Reviewing documents Your role as a reviewer

You have been invited to one or more Intralinks VDRPro exchanges to participate as a reviewer of the documents stored on the exchange. As a reviewer, you have access to documents as long as you have access to the exchange where they reside, and depending upon the security settings for individual documents, you can download and print them, as well.

Depending upon the exchange manager’s preferences, you may receive email alerts when new documents are available for you to read. You can click a link in the alert to display the document, or you can view all of the documents that are available to you by logging into Intralinks VDRPro and displaying the Documents List. Viewing documents and video files Viewing documents

You can open the following document types directly in your browser if they are not protected with IRM (Information Rights Management):

• PDF • Microsoft Office formats • Graphic files - PNG, JPG, BMP, WMF, EMF, GIF, JP2, and JPC • Video files - MP4, OGG, and WEBM • CAD files - DWG, DWF, DXF, and DGN CAD files are converted to PDF format when rendered, which means that animations in three dimensional files cannot be accessed. • ODT and ODS • ODP IRM-protected documents and documents in other formats must be downloaded before you open them. Depending upon the security settings applied, you may be required to enter your email address and password to open these documents.

If the managers of your exchange require you to use Intralinks VDRPro’s high security document viewer, skip to “Viewing PDF and Microsoft Office documents using the high security viewer” on page 79.

 To open a document 1. Locate the document in the documents list and click on its title. Depending upon the type of document and your exchange’s settings, the document may open in your browser, or it may be downloaded automatically. 2. If the file is downloaded but does not open, double-click the downloaded file to view it.

Intralinks VDRPro User Guide for Managers and Publishers page 73 3. If the file is opened in your browser, use the following options to search the document, download the document, and change the way the document is displayed. • Search – Searches for text in the document. Click on an individual search result to display that page in the right panel or use the arrow keys in the search field to display the next or previous result. You can optionally choose to use a case sensitive, whole word, or wildcard search. • Quick Access Panel – Displays the document pages as icons. Click on a page to display it in the right panel. • View Controls – Lets you change the page transition, page layout, and rotate the page. • Pan – Lets you scroll through the document. • Select – Lets you select text that you want to copy. • Zoom out, Zoom in, and percentage – Makes the page in the right pane larger or smaller. • Maximum/Minimum – Makes the entire window larger or smaller. • Download – Downloads the document to your local machine. Viewing video files

You can view video files of type MP4, OGG, and WEBM that are less than 2GB. Files larger than 2GB and other file types must be downloaded to view them. You cannot view video files if you are using Internet Explorer. Use a different browser to view files within Intralinks VDRPro.

 To open a video file If you experience freezing or stoppage issues while previewing video, ensure that your internet speed is running at a minimum bitrate of 10Mbps and that your browser is Google Chrome, Mozilla Firefox, or Microsoft Exchange.

1. Locate the file in the documents list and click on its title. Depending upon the type of video and your exchange’s settings, the video may open in your browser, or it may be downloaded automatically. 2. If the file is downloaded but does not open, double-click the downloaded file to view it. 3. If the video is open in your browser, use the following options for viewing the video: • Zoom out, Zoom in, and percentage – Makes the video larger or smaller. • Full screen – Makes the video use the entire screen. • Download – Downloads the video to your local machine. • Progress bar – Lets you pause, mute and scroll through the video.

Intralinks VDRPro User Guide for Managers and Publishers page 74 Downloading documents

You can download individual documents and placeholders from an exchange. In addition, if your exchange is configured to allow bulk downloading of documents, you can also download multiple documents, and multiple folders of documents, at the same time.

Note that security settings applied to documents you download may require you to enter your credentials (email address and password) to open and view the documents.

 To download a document 1. Locate the document in the documents list, and select it. 2. From the Action menu, select Download. 3. Double-click the downloaded file to open it.

 To download multiple documents 1. In the documents list, select the documents and/or folders you want to download. You can include placeholders and protected files in your selection.

2. From the Action menu, select Download. The documents and/or folders download into a compressed (zipped) folder in your downloads directory. If you are using Windows, a message appears warning you that folders will be removed if the folder path exceeds the Windows maximum. If the folder path exceeds the Windows maximum, all documents are downloaded to a single folder. If the folder path does not exceed the Windows maximum, the folder structure is downloaded. Click Continue to download files. Click Cancel to cancel the download. If your browser detects files that could potentially contain malicious content, a message might appear to warn you of the risk and give you the option not to continue with the download. The warning is based upon selected file types, not actual content of the file(s). Warnings do not appear for file types that are commonly used by Intralinks VDRPro’s clients. A warning message will appear if you select any file with one of the following extensions: *.ade; *.adp; *.asd; *.asf; *.asx; *.bas; *.bat; *.chm; *.cil; *.class; *.cmd; *.com; *.cpl; *.crt; *.dat; *.dll; *.exe; *.hcp; *.hlp; *.hta; *.ht; *.htm; *.html; *.inf; *.js; *.jse; *.lnk; *.mda; *.mdb; *.mde; *.mdw; *.msc; *.msi; *.msp; *.nws; *.ocx; *.pif; *.p; *.pm; *.pot; *.pps; *.reg; *.scr; *.sct; *.shb; *.shs; *.sys; *.vb; *.vbe; *.vbs; *.vcf; *.wmd; *.wms; *.wmz; *.wsc; *.wsf; *.wsh; *.xlt; *.xlw; *.zlb

 To download an earlier version of a document If the Use Version Control exchange setting is turned ON, multiple versions of the same document can be uploaded to the exchange. This ability allows members of the exchange to access previous versions of the document, and view what has changed from version to version.

1. Locate the document in the documents list, and select it. 2. To display the document’s properties, from the Action menu, select Properties.

Intralinks VDRPro User Guide for Managers and Publishers page 75 3. Select History at the top of the screen to display the document's History. 4. In the Activity column, click the link to the “Update” event you want to view. An information panel slides out displaying general information and activity for the document. 5. To download the document to your computer, click the Title link at the top. 6. Double-click the downloaded file to open it. Printing documents

Note that security settings applied to some documents may prevent you from printing those documents.

 To print a document 1. Locate and download the document. 2. Select Print from the application’s File menu. 3. Review the options in the dialog box, and click Print. Searching for documents

Depending upon how your exchange is set up, you can search on document and folder properties, or document content, or both. Document and folder properties searches find words only if they appear in document or folder titles or notes. Document content searches find words within the contents of documents.

See “Tips for using Intralinks VDRPro’s search tools” on page 78 for information on performing searches using Boolean operators, using wildcards in your searches, searching for negative numbers and special characters and other tools for finding the information you need.

 To search documents 1. Click Documents. 2. Click the arrow in the Search box and select Document & Folder Properties or Document Content, or both. (The Document Content option appears only if the exchange manager has enabled the enable document content search option for the exchange.) 3. Enter your search term(s) in the Search box, then click the search icon . Note: If you enter more than one search term, the search results include all documents that contain ANY of your search terms. Your entry can be uppercase or lowercase; the Search field is not case sensitive. 4. To download a document from the search results list, click the document name. If your browser detects download files that could potentially contain malicious content, a message might appear to warn you of the risk and give you the option not to continue with the download. The warning is based upon selected file types, not actual content of the file(s). Warnings do not appear for file types that are commonly used by Intralinks VDRPro’s clients. This message will appear if you select any file with one of the following extensions: *.ade; *.adp; *.asd; *.asf; *.asx; *.bas; *.bat; *.chm; *.cil; *.class;

Intralinks VDRPro User Guide for Managers and Publishers page 76 *.cmd; *.com; *.cpl; *.crt; *.dat; *.dll; *.exe; *.hcp; *.hlp; *.hta; *.ht; *.htm; *.html; *.inf; *.js; *.jse; *.lnk; *.mda; *.mdb; *.mde; *.mdw; *.msc; *.msi; *.msp; *.nws; *.ocx; *.pif; *.p; *.pm; *.pot; *.pps; *.reg; *.scr; *.sct; *.shb; *.shs; *.sys; *.vb; *.vbe; *.vbs; *.vcf; *.wmd; *.wms; *.wmz; *.wsc; *.wsf; *.wsh; *.xlt; *.xlw; *.zlb Filtering the documents list

You can filter the documents list using the filters on the left under All Folders or by using the Filter button on the top right. Note that these filters do not interact, for example, if you use the left filter to display recent documents, and then select a different filter from the top filter, the results are only those from the top filter.

 To display the most recent documents that were uploaded or modified 1. Display the Documents screen. 2. Click Recent on the left side. The 250 most recently uploaded or modified documents are displayed. To see additional documents, use the pagination buttons on the bottom of the screen.

 To display documents within a date range

1. Display the Documents screen, then click Filter. 2. Select an option from the By Date options list: All Time, New Since, Since Last Login, Last 24 Hours, Last Week and Last Month. Note: Selecting the New Since option lets you view only new documents that have been added since a date that you specify. 3. Click Apply. The documents list displays all the documents that match the period of time that you specified.

 To display only favorite, deleted, or bulk uploaded documents

1. Display the Documents screen, then click Filter. 2. Select one of the following options: Click the applicable filter on the left side.

Cick Filter, mark the applicable Filter By option: Bulk Documents, Deleted Documents, or Favorites, then click Apply.

 To display unread documents

1. Display the Documents screen, then click Filter. 2. Mark the Unread Documents filter. 3. Click Apply.

 To view documents by effective date If effective dates are used in your exchange, you can use these dates to find documents.

Intralinks VDRPro User Guide for Managers and Publishers page 77 1. Display the Documents screen, then click Filter. 2. From the By Date list, select Effective. (If the exchange you are viewing does allow effective dates to be added, the Effective option does not appear.) 3. In the Effective Date (From) and Effective Date (To) fields, select a range of dates for the documents that you want to view. All documents with effective dates that fall within this time period are displayed.

 To view a document’s web address The Properties screen for each document includes a Document link, or URL (Web address) for that document. You can click the link to download the document. You also can copy the link and create a shortcut to it in your Internet browser, or send it to colleagues. (They must have permission to view the document to display it.)

1. Click Documents. 2. Select the document whose document link you want to view. 3. From the Action menu, select Properties. 4. In the Document link field, click the link to download the document or copy the text to paste into your browser or an email message. Tips for using Intralinks VDRPro’s search tools

Use the tips below to get the most out of Intralinks VDRPro’s powerful search function.

Searching for a phrase To search for a particular phrase, place the phrase in double quotation marks, for example, “quarterly statements”. If you do not use double quotation marks, the search results include all documents that include ANY of the words you entered.

Searching for negative numbers To search for a negative number, use a minus sign and place the entire number, including the minus sign, in double quotation marks, for example, “-550.00”

Searching for two words or more To search documents for two words or more, type the words with a space between them, for example, regulated legal. In this example, only the documents that contain both regulated and legal are listed in the search results. Performing ad hoc analysis using IRM-protected Excel documents

If you have permission to work with protected Microsoft Excel documents, you can perform a limited number of actions that will allow you to perform ad hoc analysis on protected documents.

You can manipulate data only in Microsoft Excel documents created using Microsoft Excel 2007 or later (Windows) or Excel 2011 or later (Macintosh). No changes can be made to other protected document types. You cannot save the changes that you make.

Intralinks VDRPro User Guide for Managers and Publishers page 78 You can perform the following tasks: • Resize cells • Edit cell values • Add columns and rows • Sort data • Copy protected files’ contents (if the exchange has enabled this feature) You cannot perform the following actions: • Create pivot tables • Create graphs • Save changes using either the Save or Save As command • Copy protected files’ contents (if the exchange has not enabled this feature) • Print protected documents, if the Protect/No Print option has been selected for them Viewing PDF and Microsoft Office documents using the high security viewer

Depending upon how an exchange is set up, you may be able to view PDF documents less than 500MB and Microsoft Excel and Word files less than 150MB using the high security viewer.

Note: The high security viewer is not available on all exchanges and may not be available to you. If you are an exchange manager and want to use the high security viewer with your exchange, contact Intralinks for assistance. To learn more about the high security viewer, see “Enabling the high security viewer” on page 31.

As you use the high security viewer, you will find many of the functions that are found in Adobe Reader and other PDF viewers, including search, zoom and navigation tools. Functions that cannot be used with protected PDFs, such as text touchup and commenting, are not available.

Depending upon how the high security viewer was set up on your exchange, you may be allowed to use the high security viewer only for documents that have printing or downloading restrictions, or for all PDF, Excel and Word documents on the exchange. If the high security viewer is not used for unprotected files, they are displayed in your Internet browser, Excel, Word or Adobe Reader or Acrobat, depending upon how your Adobe software is set up.

Using the high security viewer

Using the security window The security window allows only a few lines of text to be displayed at once. You can use the security window to limit the amount of text that is displayed, preventing unauthorized people from viewing the document as you read it in public areas such as airports. You can resize the security window. To use the security window use the slider at the top of the screen to adjust the size of the viewing area.

Intralinks VDRPro User Guide for Managers and Publishers page 79 Navigating through documents The high security viewer navigation is the same as the standard security viewer. For more information about navigating through files, see “Viewing documents and video files” on page 73.

Moving the mouse out of the document window When you move the mouse out of the document window, the document is obscured and a message is displayed. To continue viewing the document, move your mouse back to the document window and press Enter.

Intralinks VDRPro User Guide for Managers and Publishers page 80 Chapter 9: Managing permissions What are permissions?

Permissions allow certain exchange managers and publishers to view and/or control documents. Permissions are assigned to groups of exchange members, not to individual members.

Exchange members can see only the documents that they have been given permission to see. This protects sensitive files, ensuring that exchange managers have full control over who has access to them.

Note: Exchange members with the Manager Plus, Hidden Manager Plus, Manager, Manager Limited and Publisher Plus exchange roles can view all documents and do not need to be assigned document access permissions. (People with these roles generally are responsible for managing the exchange.) Exchange members with the Publisher, Previewer, and Reviewer roles cannot see documents unless they are given permission to do so. What is document locking and protection?

Document locking and protection—also known as Information Rights Management, or IRM—provides an added level of security for documents that are in PDF or Microsoft Office (Word, Excel and PowerPoint) format. Protected documents are fully encrypted. They are protected online, offline and while in transit.

Generally, document protection is applied to documents that contain sensitive or confidential information. To open a protected document, exchange members must enter their email address and Intralinks VDRPro password.

Exchange managers and document publishers determine whether protection is applied to documents, and whether exchange members can print protected documents. The Allow IRM (Information Rights Management) Protection exchange setting determines whether document protection can be applied to documents on the exchange.

Exchange members cannot copy and paste text from protected documents to other documents. To prevent exchange members from capturing images of Microsoft Office and PDF files, the Limit the use of Print Screen when users view protected documents from this exchange setting must be enabled.

Caution: For downloaded IRM protected documents, preventing print screen works on Mircrosoft Office files, not on PDF files, only on Windows operating systems, not on Macintosh or Linux operating systems, and only when the document/user level permission is Control/See or Protected/No print, not for Control/See protected.

If IRM is applied to PDF documents that have a password to prevent changes in the documents, your team members’ IRM selections will override the previously applied protections on downloaded copies of the documents. The original version of the document will be available in the exchange.

Intralinks VDRPro User Guide for Managers and Publishers page 81 Protected documents are identified in the Documents List by a locked icon . If printing of the document is not allowed, a no-print icon appears in the document row. Document protection capabilities

Intralinks VDRPro’s document protection solution includes the following capabilities:

• Supports access to protected documents on Windows and Mac OS. Supports Microsoft Office 2010 and higher (Windows). Supports Microsoft Office 2016 (Macintosh). Supports PDF documents. PDF documents can be read using Adobe Acrobat Reader DC and higher. • Allows watermarks to be placed diagonally across documents. There are no options for placing them in other areas of the page. Watermarks appear when documents are displayed onscreen and on printed documents. Watermarks can be applied to Excel documents that contain static images if they were created using Excel 2007 or a later version. . Note that watermarks cannot be applied to documents, including Excel documents, that include dynamic charts or graphs. • Prevents people from making screen captures. Enabling the Limit the use of Print Screen when users view protected documents from this exchange option prevents screen captures using the Print Screen key or Microsoft’s Snipping Tool. Note that screen captures are still possible using a third-party screen capture tool. Caution: For downloaded IRM protected documents, preventing print screen works on Mircrosoft Office files, not on PDF files, only on Windows operating systems, not on Macintosh or Linux operating systems, and only when the document/user level permission is Control/See or Protected/No print, not for Control/See protected. • Allows permissioned users of Microsoft Excel documents to perform a limited number of actions that allow them to perform ad hoc analysis while maintaining document security. Supported actions include resizing cells, editing cell values, adding columns and rows, and sorting data. Users cannot save the changes they make. (For more information, see “Performing ad hoc analysis using IRM-protected Excel documents” on page 78.) • Allows people who are logged into Intralinks VDRPro or are connected to their organization’s network via SSO or Exclusive Single Sign-On (e- SSO) to view downloaded copies of protected documents without entering their credentials. • Supports Single Sign-On (SSO) for both Windows and Mac OS. Printing of protected Microsoft Office documents is not tracked, and printing instances are not included in totals on the Exchange Activity Summary Report. (Printing is tracked for PDF documents, however.)

Intralinks VDRPro User Guide for Managers and Publishers page 82 Requirements for end users

In most cases, end users do not have to take additional actions to view protected documents. They simply enter their email address and Intralinks VDRPro password to open the file.

Adobe Acrobat or Reader 10, 11 or DC is required to view protected PDF files. Files cannot be viewed directly within a web browser or any other PDF reader.

When someone attempts to open a protected Microsoft Office document in a new browser for the first time, a message appears asking the person to download and open a registration file within a specified period of time. When the person opens the file, the browser is registered and the protected Microsoft Office document opens. The person will not be asked to register that browser again unless the person removes the “cookie” files associated with the browser. Reviewing and modifying permissions

You can modify permissions for folders and documents individually or in bulk by importing permissions from a Microsoft Excel Spreadsheet. Importing permissions in bulk makes the process of changing, reviewing, and applying permissions faster and easier.

 To import permissions in bulk Before you import permissions, you download an Excel spreadsheet that contains the exchange’s current permission settings. This spreadsheet will contain the permissions for all groups that have permissions applied. It does not include staged permissions, only applied permissions. You can then edit the spreadsheet and import the spreadsheet back into the exchange.

1. Click the Permissions tab. 2. Click Import. 3. To download the exchange’s current permission settings, click Download. 4. Edit the permissions by editing the New Permissions column for each group. The Current Permissions column shows the current setting. You cannot edit any of the other columns. 5. In the Import Permissions dialog box, click Browse. 6. Browse to the spreadsheet and click Open. 7. Click Import. A dialog box is displayed indicating that you should not close this message while permissions are being imported. Click open a new browser window to continue working in your exchange while permissions are being imported. 8. A message is displayed when the import is finished. Click Review & Apply. If the import fails an error message is displayed. Download the file again to view and fix the errors, then import the file. The imported permissions are staged and highlighted in the grid. To make sure that the permissions were correctly staged, you can compare the Selected Group report to the imported file. Generate the Selected Group report by selecting Selected Group Report from the Report/Export menu.

Intralinks VDRPro User Guide for Managers and Publishers page 83 9. Click Apply, then select Apply Changes (No Review) or Review & Apply by Group.

 To review and modify permissions individually for folders and documents 1. Display the Documents List and select the documents whose permissions you want to set. You can change permissions for several documents at once. 2. From the Action menu, select Permissions. The Permission Groups screen appears, listing the groups on your exchange. 3. Review the permissions already applied to the documents. Select one or more groups that you want to have the same permissions. 4. Click Edit Permissions and select a permissions option from the menu. (Depending upon how your exchange is set up, some of the options below may not be available to you.) • No Access – The document(s) or folder(s) will not be visible to members of the selected group(s). (Document protection settings will be disabled.) • See – Mark this option if you only want to give the group(s) permission to view, print and download the document(s). They will be able to make changes to downloaded copies of the document(s). • Protected – This option is displayed if the Enable protection of PDF and Microsoft Office documents exchange setting is enabled. Select this option if you want to grant the “see” permissions above, but also require people to enter their email address and password before viewing downloaded copies of documents. • No Print – Group members will be able to view and download the document. They will be required to enter their email address and Intralinks VDRPro password before viewing downloaded copies. They are not allowed to print or make screen shots of the document. Note: when printing is allowed, viewers can print protected documents and share the printed copy with others. Documents can be printed not only to paper but also to other file types using the browser’s “Print As” function. Copies created using “Print As” are no longer signed or protected documents, even though the original file was protected. Clients who are concerned that downloaded protected files might be saved in this way should select the No Print option for their documents. If documents are particularly sensitive, consider enabling the watermarking feature for your exchange to ensure that any printed copies can be traced back to the person who printed them. Watermarking provides an extra measure of security in situations where you do not want to prevent printing. Contact Intralinks customer support for assistance in setting up watermarks. • Control – Group members will be able to view, print and download the document. They also will be able to modify the document if their exchange roles (for example, manager or publisher) allow them to do so. Document control allows members to change other members’ permissions for the document, update the document or delete it. • Protected – Group members will have the same capabilities as those who are assigned Control privileges, but they must enter their email

Intralinks VDRPro User Guide for Managers and Publishers page 84 address and Intralinks VDRPro password before viewing downloaded copies. • No Print – Group members will have the same capabilities as those who are assigned Control privileges, but they must enter their email address and Intralinks VDRPro password before viewing downloaded copies, and they will not be able to print or make screen shots of the document. 5. Continue setting permissions for all the groups you want to update. 6. When you have finished making changes, click Apply Permissions. Copying permissions from one group to another

To apply the same (or similar) document permissions to more than one group, you can save time by setting the permissions for one group and then copying them to additional groups. Any permissions that previously existed for the target group(s) are replaced with those from the source group. After changes have been copied, you can make any further changes that are needed.

Use this feature with care; once changes are made, they cannot be undone.

Intralinks VDRPro User Guide for Managers and Publishers page 85  To copy permissions from one group to another 1. Click Users and Groups at the top of the screen. 2. Highlight the group whose permissions you want to copy, then from the Action menu, select Copy Group Permissions. 3. In the Copy Permissions panel, select the group (or groups) to which you want to copy permissions. 4. Click Apply. The permissions for the selected groups are updated and the Copy Permissions panel closes.

Intralinks VDRPro User Guide for Managers and Publishers page 86 Chapter 10: Viewing documents as another user Reviewing document permission using View As

If you have been assigned the Manager Plus exchange role, you can view the Documents List as though you were another exchange member. This ability can be used to verify that document permissions have been set correctly for the selected exchange member and that the exchange member has access only to the content he or she is meant to see.

Using the View As feature, you can view the Documents List and open individual documents. You cannot perform any other tasks while using this feature. Be sure to exit the View As feature after you have finishing verifying permissioning.

 To view documents as another user 1. To display the documents list, click the Documents tab at the top of the screen. 2. Click the button at the top of the Documents List. The View As panel appears, listing all of the people who have access to the exchange. 3. In the View As panel, highlight the name of the person you want. You can search for people using their names or email addresses. You also can filter the list by user role, group or organization. 4. Click View As. The Documents List displays the documents that are available to the selected user. A message bar at the top of the screen appears with the name of the person you selected. To see all of the documents that are available to the selected user in a single page, click the Display Documents as a List (No Folders) option in the message bar. No folders are displayed. If the option is disabled, the documents list appears with folders as it usually does, and you will have to open each folder to see the documents stored within them. You can use the Search field to quickly locate specific documents in the view, or to determine whether the selected user has access to those documents. 5. (Optional.) When you have finished the documents for the selected person, you can select another user by clicking the Change User button at the top of the screen. In the View As panel, select another exchange member. 6. When you have finished reviewing the exchange members’ document permissions, click the Exit button at the top of the screen.

Intralinks VDRPro User Guide for Managers and Publishers page 87 Chapter 11: Configuring workflows What are workflows?

Workflows are predefined interactions that are designed to control the flow of documents and ensure that they are handled in a consistent way.

Users with the Manager Plus exchange role can configure a one-step approval workflow for documents stored in their exchanges. The managers can define both the people who are allowed to request document reviews (requestors) and those who can approve the documents (approvers). Managers also can choose to automatically publish documents after they are approved. Documents can be published in their current location or in another folder specified by the manager.

Once a workflow is configured, the people who were selected as requestors can use the workflow to send documents for review. The people selected as approvers then can either approve or reject the documents, as well as add comments. Enabling workflows

If Intralinks VDRPro’s workflow feature is not enabled on your exchange, contact your Intralinks Customer Service Manager for assistance. This feature must be enabled by an Intralinks employee.

 To determine whether workflows are available on your exchange

1. Click Settings in the upper right corner of the screen, then select Exchange Settings. 2. In the Advanced Settings section on the left side of the screen, select Workflow. If the Workflow setting is currently OFF, contact your Intralinks Client Services representative and request that the setting be turned ON. If the Workflow setting is ON, you are ready to begin configuring workflows. Configuring workflows

Use the steps below to set up workflows for one-step document approval. Each configuration should serve a single purpose. For example, you could create a configuration to route documents to your organization’s legal team, and another workflow to route documents to the finance team. You can set up as many configurations as your organization needs.

 To create a new workflow configuration

1. Click Settings in the upper right corner of the screen, then select Exchange Settings from the menu that appears. 2. In the Advanced Settings section, select Workflow. If the Workflow setting is currently OFF, contact your Intralinks Client Services representative and request that the setting be turned ON. 3. Click Configure to display the Workflow Configuration panel. Existing workflow configurations are displayed. 4. Click Create Configuration.

Intralinks VDRPro User Guide for Managers and Publishers page 88 5. In the Request Type field, enter a name for the configuration that clearly describes the configuration’s purpose and that is easy to distinguish from other configuration names. This is the name that the people requesting approval and the approvers see. 6. In the Requestors field, enter or select the groups that will be allowed to use this workflow to request document approval. This configuration will be available only to the groups you select. 7. In the flowchart, locate the Approve Document step and click the Configure link. 8. In the Assign to field, enter or select the people who will be allowed to approve or reject documents that are routed to them using this workflow. 9. (Optional.) If you want documents to be automatically published after they are approved, set the Publish Document option to on. Documents that are rejected will not be published. a. In the Publish Document panel that slides out, select the folder where this workflow’s approved documents will be published or mark Do not move the document to leave the documents where they are. a. Click Next. b. Review the permissions for each group on the exchange. These permissions determine whether the groups can view or change the documents published using this workflow. If your exchange uses folder-level permissioning To make changes to the permissions already applied to this folder, select the Set permissions now option. To change an individual group’s permissions, right-click on the group’s name and select a permissioning option from the menu that appears. To change permissions for all groups, mark the box next to the Group Name heading, then right-click on the groups and select the permissioning option you want. If your exchange uses document-level permissioning To change an individual group’s permissions, right-click on the group’s name and select a permissioning option from the menu that appears. To change permissions for all groups, mark the box next to the Group Name heading, then right-click on the groups and select the permissioning option you want. c. When documents are published, users who have access to them are notified by email. Intralinks VDRPro provides a standard subject line for these emails, but you can enter a different subject line. You also can add a note to each email message that will appear for every document published using this workflow. d. Click Done. 10. To make the workflow available to the selected requestors, click Activate. The Workflow Configuration panel is redisplayed, and your configuration is displayed with an Active status. ITo save your changes and leave the configuration inactive, click Save Changes. Return to this screen and activate the configuration when you are ready for requestors to begin using it.

Intralinks VDRPro User Guide for Managers and Publishers page 89  To change an existing workflow configuration You can rename the configuration and add or remove groups of requestors and approvers. When you change a configuration, only new workflow instances reflect your changes, any approval processes that are in progress are not affected by your changes.

1. Click Settings in the upper right corner of the screen, then select Exchange Settings. 2. In the Advanced Settings section, select Workflow. 3. Click Configure to display the Workflow Configuration panel. 4. Click on the configuration you want to change. 5. In the Workflow Configuration > Request Approval panel, make the changes. 6. Click Save Changes. 7. A message displays indicating that the changes will not affect existing document approvals. Click Save. Inactivating and reactivating workflow configurations

Once a workflow configuration is activated, you can inactivate it. Approvers will be able to approve or reject any documents that were routed to them, but requestors will not be able to use this configuration to route any additional documents unless you reactivate the configuration.

 To deactivate a workflow configuration You can deactivate a configuration that is no longer needed. The configuration will be marked as Inactive but can be reactivated if it is needed again in the future.

1. Click Settings in the upper right corner of the screen, then select Exchange Settings. 2. In the Advanced Settings section, select Workflow. 3. Click Configure. 4. In the Workflow Configuration > Request Approval panel, click on the configuration you want to deactivate. 5. Click Deactivate. The Workflow Configuration panel is redisplayed, and your configuration is displayed with an Inactive status. The configuration is inactivated. The requestors who are assigned to the configuration can no longer create new workflow instances using this configuration, but approvers can finish any document approvals that are in progress.

 To reactivate a workflow configuration

1. Click Settings in the upper right corner of the screen, then select Exchange Settings. 2. In the Advanced Settings section, select Workflow. 3. Click Configure.

Intralinks VDRPro User Guide for Managers and Publishers page 90 4. Click on the configuration you want to reactivate. 5. In the Workflow Configuration > Request Approval panel, click Activate. The Workflow Configuration panel is redisplayed, and your configuration is displayed with an Active status. Deleting workflow configurations that are no longer needed

You can delete any active or inactive workflow configuration, as long as no documents are in the process being reviewed using the configuration. If you are cannot delete a configuration, you can inactivate it to ensure that it is not used to send any additional documents for approval. Once all documents have been approved or rejected, you can delete the configuration.

 To delete a workflow configuration

4. Click the trash can icon . that appears to the right of the configuration you want to delete. 5. Confirm your selection by clicking Remove.

Intralinks VDRPro User Guide for Managers and Publishers page 91 Chapter 12: Requesting document approvals and reviewing documents Requesting approval for a document

Note: Exchange managers are responsible for deciding whether this feature is available in their exchanges. If you do not see the Request Approval command described below, document approval is not available in your exchange.

 To request approval for a document 1. Display the Documents list by clicking Documents. 2. Highlight the document that you want to be approved. 3. Select Request Approval from the Action menu. 4. In the Request Approval panel, in the Request Type field, select the type of request you are making. Your selection is used to route the document to the correct approvers. 5. (Optional.) Change the name of the request. If you make a change, be sure the new name makes it easy for the approvers to understand the nature of your request. 6. (Optional.) Add comments to provide any information you think will be needed by the approvers. 7. Click Send Request. The Documents list reappears, and the document now has a status of Pending Approval. All members of the group responsible for reviewing your document will receive an email to alert that the document needs to be reviewed. You can monitor the Status column in the Documents list for updates. When the document is approved or rejected, you will by notified by email, as well.

You, members of the group responsible for approving the document, and exchange managers all can view your document request. Other people who have access to the document can see the document’s approval status, but they cannot see other details about your request.

 To review the status or history of a document approval request Use the Status column in the Documents list to view the current status of your requests. For more detailed information, complete the steps below.

1. In the Documents list, locate the document and click on its status in the Status column. The Approval Activity History screen appears, showing details about the approval process, including the person who requested the approval, the groups that may act as approvers, and any comments added by the requestor or approvers. 2. (Optional.) Click the Export button to create a report in Microsoft Excel format containing the information displayed on the screen. Note that if the document was previously submitted for approval, information about that approval process is not included. 3. When you have finished, click Cancel to return to the Documents list.

Intralinks VDRPro User Guide for Managers and Publishers page 92 Finding approval requests quickly

You can quickly find the documents you have submitted for approval or that have been assigned to you for review.

 To find approval requests quickly

1. Display the Documents screen, then click Filter. 2. Select Approval Requests. 3. Click Apply. The documents list displays all the documents you have submitted for approval, as well as those you have been asked to review. Approving and rejecting documents

You can approve or reject the documents that are routed to you.

 To review a document 1. In the Documents list, locate the document, and click on the Pending Approval link in the Status column. The document appears with an Approval Details panel displayed to the right. 2. (Optional.) Add a comment to explain why you are approving or rejecting the document. 3. Click Approve or Reject. The Documents list reappears, and the document now has a status of Approved or Rejected. An email notification is sent to let the person who submitted the document know that you have completed the review. Depending upon how your exchange is set up, the document (if approved) may be published, and everyone who has access to the document is alerted by email.

Intralinks VDRPro User Guide for Managers and Publishers page 93 Chapter 13: Viewing, exporting and printing reports Viewing document reports

Intralinks VDRPro provides several reports that help you make the most of the time you spend in your exchange. Viewing a list of folders and documents on the exchange

You can display and print a printer-friendly view of your exchange’s Document List, which provides a detailed view of folders and documents on the exchange.

 To display a printer-friendly view of the Document List 1. From within the exchange, click Documents. 2. From the Action menu, select Print Document List. A new browser tab opens displaying a list of all the folders and documents on the exchange in a format that is suitable for printing. 3. (Optional.) Click Print. Viewing history information for documents

Use the Document History Report to see an audit trail for a selected document. The report shows information about when the document was added to the exchange, changes to permissions, updates to the document or the document’s properties, views by people, and instances where the document was moved. If you are viewing a deleted document, the report includes information about the document’s deletion.

 To display the Document History Report 1. From within the exchange, click Documents. 2. Select the document whose access information you want to view. 3. From the Action menu, select Properties, 4. To view a list of all actions performed on the document, click History. 5. (Optional). To filter the list: • To view a smaller range of information, enter a date in the Since field and click Filter. • To view a single type of action (such as changes to permissions), choose the action from the Activities list and click Filter. 6. To view more details about the document, click Alerts, Permissions, and Properties. 7. (Optional.) To export the document’s history information in table format to a Microsoft Excel spreadsheet, click Export. 8. When you have finished viewing the report, click Cancel.

Intralinks VDRPro User Guide for Managers and Publishers page 94 Viewing a list of deleted documents

You can view a list of deleted documents on your exchange. If the save deleted documents option is enabled for your exchange and you modified a document before it was deleted, you can click the document to view and print it. (Documents that have been protected to prevent printing cannot be printed.)

 To view a list of documents that have been deleted from your exchange

1. From within the exchange, click Documents.

2. Click Filter. 3. Mark the Deleted Documents option. 4. (Optional.) To restrict the deleted documents list to only those documents that have not been read, mark the Unread Documents option. 5. Click Apply. 6. To create a Microsoft Excel spreadsheet containing the currently displayed information, from the Action menu, select Export This View. You can print the spreadsheet using Excel. Tracking member activity

The following reports provide information about document access by exchange members and groups.

• Document Access Report • Access Report for Users and Groups • Exporting a list of people on the exchange Access Reports for documents

As a manager, you can view access reports for documents to learn how group members are using the documents in the exchange. The report shows which people have access to the selected documents, the number of times they have viewed, downloaded and printed the documents, the date they last looked at the documents, and the version of the documents they most recently viewed.

 To display the access report for a document 1. From within the exchange, click Documents. 2. Select the document(s) for which you want to view access information. 3. From the Action menu, select Access Report. 4. (Optional.) To export the information that appears on the report to a Microsoft Excel spreadsheet, click Export. 5. When you have finished viewing the report, click Cancel.

Intralinks VDRPro User Guide for Managers and Publishers page 95 Access Reports for users and groups

Access Reports for users and groups provide a view of the documents that selected groups or users are accessing most often. These reports are presented in a tabular format. You can print the report for multiple groups and perform side- by-side analysis of the groups’ or users’ document usage.

Access Reports capture information about document activities, including viewing, printing and permissions. You also can view the most recent date on which selected members of the selected group or groups viewed particular documents.

 To view, export and print an Access Report for users or groups 1. From within the exchange, click Users and Groups. 2. Select the user(s) or group(s) whose information you want to view. 3. From the Action menu, select Access Report. 4. (Optional.) To view a shorter list of documents, use the search field and filter menu at the top of the screen. You can search for documents by name, or filter the list by category. 5. When you are ready to print the report, click Export. The report is created in table format in a Microsoft Excel spreadsheet. 6. In Excel, from the File menu, select Print. 7. Select your print options and click Print. Exporting a list of people on the exchange

Intralinks VDRPro’s reports make it easy to see trends in groups’ exchange usage and evaluate their level of interest in particular issues.

At other times, you may need to manage the exchange, and a comprehensive user list can assist you in performing management tasks. You can export a list of all exchange members (or a subset of the list) to Microsoft Excel, where you can manipulate and print the information.

 To export and print a list of all people in an exchange 1. From within the exchange, click Users and Groups. 2. From the Action menu, select Export Users and Groups List. An Excel file is generated and downloaded to your computer. 3. Click the downloaded file to display the list in Excel. 4. To print the list, select Print from the File menu in Excel. 5. Select your print options and click Print.

 To export and print a list of people who currently appear in the User List 1. From within the exchange, display the list of people you want to export. 2. From the Action menu, select Export this View. An Excel file is generated and downloaded to your computer.

Intralinks VDRPro User Guide for Managers and Publishers page 96 3. Click the downloaded file to display the list in Excel. 4. To print the report, select Print from the File menu in Excel. 5. Select your print options and click Print. Viewing overall exchange activity

Intralinks VDRPro provides the following reports, which show information about the documents accessed by particular people or groups:

• “Activity Summary Report” on page 97 • “Exchange Statistics Summary Report” on page 98 • “Folder Coverage report” on page 99 • “Search Summary Report” on page 100 • “User Activity by Group Report” on page 101 Activity Summary Report

The Activity Summary Report provides insights into whether particular groups of members are actively using the documents on your exchange and whether their level of activity is ongoing. The report identifies the groups who are most (and least) actively viewing documents on the exchange.

Note that the report is based on the documents that are available to each group. Documents to which a group is not permissioned are not included in the analysis of their usage. In some cases, one group may have more total accesses but a lower percentage than another group. This means that the first group was given access to a larger number of documents but viewed a lower percentage of them than the second group did.

 To view, export and print the Exchange Activity Summary Report You can generate this report for exchange members or groups.

1. From within the exchange, click Reports. 2. Click Activity Summary. 3. Click the filter icon at the top of the screen to select report options: Chart Type – Select Over Time to see whether people’s interest is sustained over a long period of time, is increasing, or is waning. A line graph shows the percentage of all available documents that group members or individuals have viewed over the specified period of time. Viewing, printing and downloading documents are examples of accesses that are included in this report. Select Total to display a bar graph that shows aggregated information. It provides a quick snapshot of overall interest during the selected time period, but does not provide insight into whether people’s interest is increasting, waning or steady. Activity Level – The report can display information about all exchange members (or groups) or just the most active or least active members (or groups). If you select All, all exchange members (or groups) are listed in the

Intralinks VDRPro User Guide for Managers and Publishers page 97 report, but only the first five are displayed in the graph. You can select as many additional users (or groups) as you like. Type – Select whether you want to generate the report for user groups or for individuals. Time Period – Select a time period for which you want to generate the report. Document Access – To view the number of documents viewed by each user or group, select Unique Access. (Each viewed document is counted once in this view, regardless of the number of times it has been viewed.) Select All Access to display the number of times people and group members viewed documents. Activity – Select the type of activity you want to view the report on: number of views, number of times protected documents were printed, or both. 4. Click Apply. Information for the selected exchange members or groups is displayed in a graph and in a table. Hover the mouse pointer over users or groups in the graph to view access details. If you change the report options, be sure to click Apply again. 5. To download and print the report, click Export. The report is downloaded as a table in a Microsoft Excel spreadsheet. 6. In Excel, from the File menu, select Print. 7. Select your print options and click Print. Exchange Statistics Summary Report

The Exchange Statistics Summary Report displays high-level statistical information in a table format about exchange members and documents. It provides insight into the size of your exchange, in terms of exchange members and content.

For each user role, the number of currently active and inactive exchange members is included, as is the total number of current exchange members (active and inactive) and the highest number of exchange members who had access to the exchange at a single time.

For documents, the report shows the current number of documents, as well as page counts and size of each document. The High column shows the largest number of documents and pages posted at any one time, along with their size.

 To view, export and print the Exchange Statistics Summary Report 1. From within the exchange, click Reports. 2. Click Exchange Statistics Summary. 3. At the top of the screen, click User Roles or Documents. 4. To download and print the report, click Export. The report is downloaded as a table in a Microsoft Excel spreadsheet. 5. In Excel, from the File menu, select Print. 6. Select your print options and click Print.

Intralinks VDRPro User Guide for Managers and Publishers page 98 Folder Coverage report

The Folder Coverage Report provides insight into which groups are most active and which folders they are accessing most often. The report is in a graphical format that lets you quickly analyze group activity and the information that is most interesting to the groups’ members.

The Folder Coverage Report captures information about document activities, including viewing, printing and downloading. You can view information for the groups and folders that are most, and least, active. The report is presented in the form of a “heat map”; darker colors indicate a higher level of activity; lighter colors indicate little or no activity. If a group does not have access to any documents within a folder, the folder appears blank on the report. If the group has not read any of the documents within the folder, 0% appears. If the folder is empty (no documents have been placed in it yet), No Access is shown. In addition to percentages, the actual number of accesses can be displayed by choosing Number from the Format options menu.

The Total coverage row at the top of the report shows aggregated totals for all folders on the exchange, not only those displayed on the report.

 To view, export and print the Folder Coverage report 1. From within the exchange, click Reports. 2. Click Folder Coverage. 3. Select the format for the report from the Format menu at the top of the screen.

4. Limit the amount of information displayed by clicking filter icon and selecting the information you want to display. 5. Click Apply. Information for the selected number of folders and groups is displayed. If you change the report options, be sure to click Apply again. 6. When you are ready to print the report, click Export. The report appears in table format in a Microsoft Excel spreadsheet. 7. In Excel, from the File menu, select Print. 8. Select your print options and click Print. Reviewing current permissions

Intralinks VDRPro provides three reports used to review document permissions:

• Applied Permissions Report • Gap Finder Report • Selected Group Report These reports can be used to review currently applied permissions. They can be selected from the Report/Export button on the Permissions screen. After the selected reports have been generated, they are available on the Reports tab. They appear in Microsoft Excel format and can be printed.

Intralinks VDRPro User Guide for Managers and Publishers page 99 The Applied Permissions Report lists all the folders and documents on the exchange, along with the permissions assigned to them for each member group. If you find that corrections need to be made, return to the Permissions screen to make them.

The Gap Finder Report is a “heat map” and provides a statistical summary of pending and current permissions by group for all files. It lists the folders within the exchange on the left side of a grid and the groups within the exchange at the top of the grid. If a group has permission to access all files within a folder, the space on the grid for that folder and group is bright green. If the group has permission to access some, but not all, of the files, the space is light green. If the group does not have access to any files in a folder, the corresponding space is red. Using this report, you can quickly spot areas of concern that need to be fixed or investigated further.

The Selected Groups Report displays the same information that is available on the Permissions screen. The report displays information only for the groups that currently are selected on the Permissions screen. To view information for other groups, return to the Permissions screen and select those groups. All documents on the exchange are listed, along with the permissions assigned to them for each group. The Selected Groups Report offers greater detail than the Gap Finder Report and can be used to investigate any gaps identified on that report.

 To generate a permissions report 1. From within the exchange, click Reports. 2. Click on the name of the Permissions report you want to generate. A list of previously generated reports is displayed. 3. Click Run New Report. A message will appear to inform you that the report is being generated and will appear on the Reports screen. Click the X or Close to close the message. 4. If Ready appears in the Status column, the report is ready to view. If Pending appears, wait a few minutes, then click Refresh to update the list. 5. When the new report is ready to view, click Ready or the Download button to download the new report. The report appears as a Microsoft Excel spreadsheet. (Depending upon your browser, the report may appear automatically, or you may have to double-click the downloaded report to open it.) 6. To print the report, select Print from the Excel File menu. 7. Select your print options and click Print. Search Summary Report

The Search Summary Report provides a view into the terms being used when people search the exchange for specific documents or folders. The information is displayed in table format.

This report is available only if the enable document content search setting is selected for your exchange.

Using the information in this report, you can get another view into the information that is most important to exchange members. You also can use it to determine if

Intralinks VDRPro User Guide for Managers and Publishers page 100 important information needs are being met by the exchange. For example, if a large number of people search for a term frequently, this might indicate that the information they need is missing from the exchange, or the documents they want to access are not located in the folders where they expect to find them.

 To view, export and print the Search Summary report 1. From within the exchange, click Reports. 2. Click Search Summary. 3. To select the Activity Level (number of terms), Type (based on exchange members or groups) and Time Period that will be included in the report, Click the filter icon at the top of the screen. 4. Click Apply. If you change the report options, click Apply again. 5. When you are ready to print the report, click Export. The report appears in table format in a Microsoft Excel spreadsheet. 6. In Excel, from the File menu, select Print. 7. Select your print options and click Print. User Activity by Group Report

The User Activity by Group report provides a comprehensive view of group and user coverage for folders and documents. The report can be created for specific groups or for all groups. Groups that do not include any members are not included on the report. You can choose to exclude documents for which there has been no activity.

The report is produced offline and provided to you when it is ready for viewing. Reports generally are available within one hour after a request is made. The report is delivered as a Microsoft Excel spreadsheet. The activity for each group included on the report is displayed on a separate worksheet.

The top section of the report provides summary information about the number of times people and groups accessed documents on the exchange. The lower part of the report lists individual documents by folder, along with the number of documents each user has accessed in each folder and the most recent date (if any) that the user accessed each document. If the user is not allowed to view the document, No permission appears on the report.

 To request the User Activity by Group report 1. From within the exchange, click Reports. 2. Click User Activity by Group. 3. Click Run New Report at the bottom of the screen. The Set Properties view of the Run User Activity by Group Report wizard appears. 4. Select the time period for the activity that you want to include in the report: since the launch of the exchange; the last day; the last seven days; last month; or a range of dates that you specify. 5. (Optional.) Mark the Show only documents that have been viewed by the selected groups option. If you mark this option, the report may be shorter, take less time to create, and be easier to read.

Intralinks VDRPro User Guide for Managers and Publishers page 101 6. Click Next. The Select Groups view of the User Activity by Group wizard appears. 7. Highlight each group that you wish to include on the report. 8. Click Submit. 9. The new report appears at the top of the list of User Activity by Group reports. If Pending is displayed in the Status column, click Refresh until the status changes to Ready. Click Ready or its Download button to download the new report. 10. Click the downloaded file to open the report. 11. If you want to print the report, select Print from the File menu in Excel. 12. Select your print options and click Print.

Intralinks VDRPro User Guide for Managers and Publishers page 102 Chapter 14: Viewing user and group information across exchanges Users that have a role of Manager Plus or Limited Manager Plus can access the User Membership Across Exchanges report. The report provides an overview of all the users across all of the exchanges for which the user has these roles. This report helps identify:

• Which exchanges and user groups users are affiliated with. • Users that have never logged in, allowing you to decide whether to remove them from the exchange. • Users who are not associated with any user groups. • Groups that do not have any users. If documents have been permissioned to an empty group, no users are receiving notifications. • Users’ alternate email addresses. Both primary and alternate email addresses are shown in the report. Note that Intralinks emails are not included. The report is divided into two parts, one for users and the other for groups. Each is displayed in a separate tab. In addition to viewing details about a particular user or group, you can export the report.

Note: The data used in the report is updated every 24 hours, so the information in the report may be delayed by as much as 24 hours. Generating a new report

The User Membership Across Exchanges report is available from the Reports tab on the Exchanges page.

 To generate a new report 1. On the Exchanges page, click Reports. 2. Click Run New Report. 3. Select the exchanges you want to include in the report by marking each exchange in the Exchanges list. You can select up to 100 exchanges. Only exchanges in which you have a Manager Plus or Limited Manager role are listed. 4. (Optional). Search for an exchange by entering its name in the Search field. 5. (Optional). Sort the list of exchanges by clicking in the header of the ID, Phase, or Host column. 6. Click Next to generate the report. It may take several seconds to render the report. Viewing user membership across exchanges

You can search for individual users or filter the list of users in the selected exchanges. In addition, you can view individual user details and export them to a CSV file.

Intralinks VDRPro User Guide for Managers and Publishers page 103  To view the User Membership Across Exchanges report 1. Click the Users tab. 2. (Optional.) To save the report, click Save Report. Saved reports are available for 30 days on the main Reports page 3. (Optional.) Search for users by entering the user’s name in the Search field. 4. (Optional.) Filter the list of users by clicking Filters. You can filter by the following information: • Type – Select the type of user you want to view: All Users, Unassigned Users, or Never Accessed. Unassigned users are users that are not assigned to any user groups in any exchange. • Date added – Select the time frame for which you want to view users that were added: Last 24h, Last Week, Last Month, Last Six months or Last One Year. • Date Last accessed – Select the date of last access: Last 24 hours, Last Week, Last Month, Last Six Months or Last Year. This option is not available if you select Never Accessed from the Type field. 5. (Optional.) To view a list of the exchanges included in the report, click exchanges selected link in the top right of the screen. 6. Click on a user to view the user’s details. You can export this user’s details by clicking Export This View. Viewing groups across exchanges

You can view a list of groups in the exchanges you selected and view a list of users in a particular group. Groups can be searched or filtered. In addition, you can export group details to a CSV file.

 To view the User Membership Across Exchanges report 1. Click the Groups tab. 2. (Optional.) To save the report, click Save Report. Saved reports are available for 30 days on the main Reports page 3. (Optional.) Search for groups by entering the user’s name in the Search field. 4. (Optional.) Filter the list of groups by clicking Filters. You can filter by the following information: • Filter by – Select the groups you want to display: All Groups or Empty Groups. • Groups Created – Select the time frame for which you want to view groups that were added: Last 24h, Last Week, Last Month, Last Six Months or Last Year. 5. (Optional.) To view a list of the exchanges included in the report, click exchanges selected link in the top right of the screen.

Intralinks VDRPro User Guide for Managers and Publishers page 104 6. Click on a group to view the group’s details. You can export this group’s details by clicking Export This View. Viewing previously saved reports

You can view saved reports for 30 days. Saved reports can be downloaded in CSV format.

 To view previously saved reports 1. On the exchanges page, click Reports. 2. (Optional.) Search for a report using the Search field. 3. (Optional.) Filter the list of reports by selecting the time span for which you want to display reports by clicking Filters, selecting Last 24 hours or Last week, and clicking Apply. 4. To download a file, in the row of the report you want to view, click the Download icon in the Actions column. The report is downloaded as a CSV file.

Intralinks VDRPro User Guide for Managers and Publishers page 105 Appendix A: Exchange roles

Each exchange role has specific capabilities and limitations. The following list describes the capabilities of each role. Manager Plus

Users with the Manager Plus role can perform all tasks except those that must be performed by Intralinks administrators (members of the Intralinks customer support team).

Users with the Manager Plus role can:

• View and update exchange settings (except for those that must be updated by an Intralinks administrator) • Change the exchange’s phase • View and export exchange reports • View all users on the exchange • Add, update and remove users and groups • View all documents on the exchange • View document access reports • Add, modify and delete folders and documents • Set permissions for documents and folders • Copy folders and documents within an exchange, and from one exchange to another • Set up custom field values, if the exchange uses them • View and change custom field values for individual documents • Create naming conventions, if enabled • Create, update, activate, and inactivate workflows, if enabled • Initiate tasks and respond to tasks assigned to them using workflows • View all active workflows • View and respond to comments added to workflows (if they are either a workflow owner or member of a target group) • Act as Q&A coordinators, if the exchange uses Q&A • Request archive copies of the exchange Users with the Manager Plus role are visible to all other exchange users.

Users with the Manager Plus role can view the exchange during any phase: hold, preparation or open.

Intralinks VDRPro User Guide for Managers and Publishers page 106 Hidden Manager Plus

Users with the Hidden Manager Plus role can perform all tasks that can be performed by users with the Manager Plus role, described above, with the following exceptions:

• They cannot create workflows • They cannot act as Q&A coordinators on exchanges that use Q&A • They cannot be a primary contact for the exchange Users with the Hidden Manager Plus role are not visible to users with the Publisher, Reviewer Plus, Previewer or Reviewer role.

Some actions will reveal the identity of users with this role. To avoid being made visible to other exchange members, users with the Hidden Manager Plus role:

• Should not be added to collaboration groups • Should avoid posting documents and comments Users with the Hidden Manager Plus role can view the exchange during any phase: hold, preparation or open. Manager

Users with the Manager role can:

• View and update exchange settings (except for those that must be updated by an Intralinks administrator) • Change the exchange’s phase • View and export exchange reports • View all users on the exchange • Add, update and remove users and groups • View all documents on the exchange • View document access reports • Add, modify and delete folders and documents • Set permissions for documents and folders • Copy folders and documents within an exchange, and from one exchange to another • Set up custom field values, if the exchange uses them • View and change custom field values for individual documents • Initiate tasks and respond to tasks assigned to them using workflows • View and respond to comments added to workflows, if they are associated with the workflow Users with the Manager role are visible to all other exchange users.

Intralinks VDRPro User Guide for Managers and Publishers page 107 Users with the Manager role can view the exchange during any phase: hold, preparation or open. Manager Limited

Users with the Manager Limited role have the ability to:

• View exchange settings • View and export exchange reports • View all users on the exchange • Add, update and remove users and groups Manager limited can only add users with the following roles: reviewer, publisher, previewer, and manager limited. • View all documents • View document access reports • Add, modify and delete folders • Add, modify, and delete documents • Set permissions for documents and folders • Copy folders and documents within an exchange, and from one exchange to another • Initiate tasks and respond to tasks assigned to them using workflows. • View and respond to comments added to workflows, if they are associated with the workflow. Users with the Manager Limited role can view the exchange during any phase: hold, preparation or open. Publisher Plus

Users with the Publisher Plus role can:

• View exchange settings • Modify the exchange’s footer and splash page • Modify the name that appears in the From: line and the optional note that is added to email notifications sent when people are added to an exchange or documents are added or updated • View all users on the exchange • Add, update and remove groups • View all documents on the exchange • View document access reports • Add, modify and delete folders and documents • Set permissions for documents and folders

Intralinks VDRPro User Guide for Managers and Publishers page 108 • Copy folders and documents within an exchange, and from one exchange to another • Set up custom field values, if enabled • View and change custom field values for individual documents • View and respond to comments added to workflows, if they are associated with the workflow Users with the Publisher Plus role are visible to all other exchange users.

Users with the Publisher Plus role can view the exchange during the preparation and open phases. Publisher

Users with the Publisher role can:

• View all users on the exchange, except for those with the Hidden Manager Plus role • View documents that they have added to the exchange, or for which they have been given permission • View document access reports • Add folders • Add documents • Modify and delete documents (must be given “control” permission for the documents) • Set permissions for documents and folders • Copy folders and documents within an exchange, and from one exchange to another • Set up custom field values, if the exchange uses them • View and change custom field values for individual documents • View and respond to comments added to workflows, if they are associated with the workflow Users with the Publisher role are visible to all other exchange users.

Users with the Publisher role can view the exchange during the preparation and open phases. Reviewer Plus

Users with the Reviewer Plus role can:

• View exchange settings • View footer, splash and email alert settings • View exchange details • View all users on the exchange

Intralinks VDRPro User Guide for Managers and Publishers page 109 • Add, update and remove users and groups • View all documents on the exchange • View document access reports Users with the Reviewer Plus role are visible to all other exchange users.

Users with the Reviewer Plus role can view the exchange during the preparation and open phases. Previewer

Users with the Previewer role can:

• View documents for which they have been given permission • Add documents within specified folders (if the Allow Reviewers and Previewers to add documents to select folders exchange setting is enabled) • Modify, copy, move and delete documents that they have added • Send email alerts for the documents that they have added • Assign permissions to users who are visible to the previewer for the documents that they have added • View and respond to comments added to workflows, if they are associated with the workflow Users with the Previewer role are not visible to other users with the Previewer role or users with the Reviewer role unless they are members of the same collaboration group or buyer group.

Users with the Previewer role can view the exchange during the preparation and open phases. Reviewer

Users with the Reviewer role can:

• View documents for which they have been given permission • Add documents within specified folders (if the Allow Reviewers and Previewers to add documents to select folders exchange setting is enabled) • Modify, copy, move and delete documents that they have added • Send email alerts for the documents that they have added • Assign permissions to users who are visible to the reviewer for the documents that they have added • View and respond to comments added to workflows, if they are associated with the workflow

Intralinks VDRPro User Guide for Managers and Publishers page 110 Users with the Reviewer role are not visible to other users with the Reviewer role or users with the Previewer role unless they are members of the same collaboration group or buyer group.

Users with the Reviewer role can view the exchange only during the open phase.

Intralinks VDRPro User Guide for Managers and Publishers page 111 Appendix B: Exchange settings

Exchange settings determine many of the features that are available on your exchange. Other features are determined by the template used to create the exchange and may be tailored to your particular market segment.

The exchange settings shown below are those that appear on the Exchange Settings screens; each one is described in detail in the following sections. (These and other exchange settings also appear on the templates that are used to create templates.)

Note: Depending upon the industry type associated with the templates used to create your exchanges, some of the settings below may not appear on the Exchange Settings screens for your exchange. Document Management settings • Apply Permissions at the Folder Level ...... 113 • Allow Limited Publishers to Add Documents to Selected Folders ...... 113 • Allow Limited Publishers to add subfolders, as well ...... 114 • Hide Document Creation and Modification Dates from Reviewers...... 114 • Hide Names of People Who Added Documents to the Exchange from Reviewers...... 114 • Use Version Control...... 114 • Index Files and Folders ...... 115 • Use OCR (Optical Character Recognition)...... 115 • Allow Full-Text Search (UK Exchanges)...... 115 • Allow Immediate Access to Documents From Email Links...... 115 • Track Effective Dates...... 116 Document Security settings • Allow IRM (Information Rights Management) Protection...... 116 • Limit the use of Print Screen when users view protected documents from this exchange...... 117 • Allow users to edit and save copies of Excel documents ...... 117 • Allow users to copy the contents of protected Excel documents...... 117 • Enhanced Security...... 118 • Watermark PDF Files ...... 118 • Watermark Protected Microsoft Office Files ...... 118 Notifications (Users & Access settings) • Allow Changes to Welcome Notifications ...... 119 • Send Document Alerts Automatically ...... 119 Access Control (Users & Access settings) • Set Password Complexity...... 119 • Set Password Expiration...... 120 • Enabled Roles ...... 121 • Allow Collaboration Groups ...... 121 • Allow Buyer Groups...... 121 • Prevent Concurrent Logins ...... 121 • End Inactive Sessions ...... 122 • Allow Users to Remove Themselves from the Exchange...... 122 • Send Alerts to Users Who Are Removed from the Exchange ...... 122

Intralinks VDRPro User Guide for Managers and Publishers page 112 Metadata (Advanced settings) • Use Custom Fields ...... 122 User Interface (Advanced settings) • Use Intralinks (HTML5) Design and Features ...... 123 • Display Splash Screen...... 123 • Display Custom Footer ...... 123 Modules (Advanced settings) • Enable Questions & Answers (Q&A) ...... 124 • Enable Automatic Delegation to Subject Matter Experts ...... 124 • Enable Limited Q&A Coordinator role...... 124 • Enable Mobile Access ...... 125 • Allow other applications to open non-protected documents on mobile devices ...... 125 • Allow protected documents to be viewed on mobile devices...... 126 Workflow (Advanced settings) • Allow Workflows...... 126 Document Management settings Apply Permissions at the Folder Level

Intralinks administrators use this setting to determine whether the permissions applied to a folder’s contents apply only to the current documents and subfolders within the selected folder, or to documents and subfolders added in the future, as well. In both cases, the permissions you set can be overridden for selected documents and subfolders.

You cannot change this setting; it must be changed by an Intralinks employee. If you wish to use folder-level permissioning with an existing exchange, contact your Intralinks client service manager and request that the setting be changed for that exchange.

• If this setting is turned ON, permissions are applied at the folder level, and are remembered and applied to all documents and subfolders that are added in the future. • If this setting is OFF, permissions are applied only to the documents in the folder (and any subfolders) at the time of permissioning. Documents added in the future will not be permissioned automatically. Allow Limited Publishers to Add Documents to Selected Folders

This setting determines whether managers can give limited publishers (reviewers and previewers) the ability to update selected folders when the managers set permissions for those folders. This setting can be changed only by an Intralinks administrator.

• If this setting is turned ON, managers who are setting permissions for folders can allow reviewers and previewers to add subfolders and documents to the selected folders.

Intralinks VDRPro User Guide for Managers and Publishers page 113 When reviewers and previewers add documents, they can send an email alert to other limited publishers with permission to the folder where the new documents are stored. Alerts are sent to all limited publishers with permission to the folder. Reviewers and previewers without limited publisher permission do receive the alert. Reviewers and previewers can edit the name and set custom field values for folders they create. • If this setting is OFF, reviewers and previewers cannot add folders or documents to the exchange. Allow Limited Publishers to add subfolders, as well

This setting determines whether managers can give reviewers and previewers the ability to add sub folders to selected folders when the managers set permissions for those folders. This setting can be changed only by an Intralinks administrator.

• If the setting is enabled, managers who are setting permissions for folders can allow reviewers and previewers to add sub folders to the selected folders. • If the setting is disabled, reviewers and previewers cannot add sub folders to the exchange. Hide Document Creation and Modification Dates from Reviewers

People with the Manager Plus exchange role can use this setting to determine whether exchange members can view the date and time each document was added to the exchange, as well as the date and time that it most recently was updated.

• If this setting is turned ON, reviewers and previewers will not see date and time information for documents. • If this setting is OFF, reviewers and previewers will see date and time information. Hide Names of People Who Added Documents to the Exchange from Reviewers

People with the Manager Plus exchange role can use this setting to determine whether exchange members can view the name of the person who added or updated each document on the exchange.

• If this setting is turned ON, reviewers and previewers will not see the names of people who added or updated documents. • If this setting is OFF, reviewers and previewers will be able to see these names. Use Version Control

An Intralinks administrator uses this setting to determine whether each version of a document is retained as new updates to the document are posted. This can be

Intralinks VDRPro User Guide for Managers and Publishers page 114 useful for auditing and archiving purposes. This setting must be marked if the people using your exchange will use the Historic Filter to view information about the documents that were available in the past. This is a template-level setting, set by an Intralinks administrator; it is only visible if enabled, and once it has been enabled, it cannot be disabled.

• If this setting is turned ON, a copy of every version of each document is saved. All copies will be available for viewing. • If this setting is OFF, only the current version of each document is retained. Information about each version (who changed the document, and when) is retained. Index Files and Folders

People with the Manager Plus exchange role can use this setting to determine whether folders and documents are indexed automatically as they are added to the exchange. For more detailed information about indexing, see the “Indexing folders and documents” topic in the “Intralinks VDRPro Guide to Publishing & Permissioning M&A Documents”.

• If this setting is turned ON, folders and documents are indexed automatically. • If this setting is OFF, folders and documents are not indexed. Use OCR (Optical Character Recognition)

Intralinks administrators use this setting to determine whether graphic images that contain text and PDFs created from images are scanned by an optical character reader when they are uploaded to your exchange. This function allows exchange members to find these documents using Intralinks VDRPro’s search tools. If you use this function, the text is attached to the scanned documents as metadata; the contents of the files are not changed in any way.

• If this setting is turned ON, PDF documents and graphic images that contain text are scanned when they are added to your exchange, and this text is available to Intralinks VDRPro’s search engine. • If this setting is OFF, PDF documents and graphic images are not scanned when they are uploaded. Allow Full-Text Search (UK Exchanges)

This setting allows exchange members whose data is stored in the United Kingdom to perform full-text searches of their exchanges based on an index that resides on Intralinks VDRPro servers in the United States. This setting is set by Intralinks employees at the template level. Allow Immediate Access to Documents From Email Links

This setting allows users with the Manager Plus role to selectively waive the requirement that exchange members provide their email address and password before viewing documents accessed from an Intralinks VDRPro email notification. If this setting is enabled, users with the Manager Plus role can select an option on

Intralinks VDRPro User Guide for Managers and Publishers page 115 specific users’ Properties screens to give them access to this functionality. Users who are not specifically given access to this functionality must provide their credentials before accessing documents from email notifications.

This setting is set at the template level and cannot be changed for individual exchanges.

• If the setting is turned ON, users with the Manager Plus role can select an option on specific users’ Properties screens to give them access to this functionality. Users who are not given access to this functionality must provide their credentials before accessing documents from email notifications. • If the setting is turned OFF, all users must provide their credentials before accessing documents from email notifications. Track Effective Dates

This setting determines whether managers and publishers can specify an effective date for each document added to the exchange. If this setting is enabled, effective dates are displayed in document lists and on individual documents’ Properties screens, and users can search for documents based on their effective dates.

• If the setting is turned ON, managers and publishers can specify an effective dates for documents. • If the setting is turned OFF, managers and publishers cannot specify effective dates. Document Security settings Allow IRM (Information Rights Management) Protection

Intralinks administrators use this setting to determine whether exchange managers and publishers who add documents to the exchange can apply IRM protection to them. This includes requiring exchange members to enter their email address and password before viewing documents and preventing exchange members from printing protected documents. IRM protection can be applied to documents in PDF (Portable Document Format) and Microsoft Word, Excel and PowerPoint documents (DOC, DOCM, DOCX, PPSM, PPSX, PPT, PPTM, PPTX, XLS, XLSB, XLSM, XLSX, and PDF).

• If this setting is turned ON, document protection can be applied to PDF and Microsoft Office documents. • If this setting is OFF, document protection functions will not be available on the exchange.

Intralinks VDRPro User Guide for Managers and Publishers page 116 Limit the use of Print Screen when users view protected documents from this exchange

This setting is available only if IRM (Information Rights Management) Protection is ON. This setting can be changed only by an Intralinks administrator.

Caution: This setting applies to downloaded IRM protected documents. Preventing print screen works on Mircrosoft Office files, not on PDF files, only on Windows operating systems, not on Macintosh or other operating systems, and only when the document/user level permission is Control/See or Protected/No print, not for Control/See protected.

• If this setting is turned ON, exchange members cannot use the Print Screen button on downloaded documents while viewing this exchange except under the conditions noted above. • If this setting is turned OFF, exchange members WILL be allowed to use the Print Screen button to capture images of this exchange and its contents. Allow users to edit and save copies of Excel documents

This setting is available only if IRM (Information Rights Management) Protection is ON.

• If this setting is turned ON, reviewers can save and edit IRM-protected Excel files (XLS and XLSX) locally, including removing watermarks, if they are enabled. IRM is propagated on all local copies requiring authentication to open the file. If a new version of a document is uploaded, reviewers will not lose older versions they have edited. • If this setting is turned OFF, reviewers cannot save and edit IRM- protected Excel files locally If this setting is turned ON, you can remove access to all versions of a file if a particular reviewer is no longer involved in the deal. Allow users to copy the contents of protected Excel documents

This setting is available only if IRM (Information Rights Management) Protection is ON.

• If this setting is turned ON, users can copy information from one sheet to another within a protected Excel document (XLS or XLSX) or copy information into another protected or unprotected Excel document. Caution: Users will be able to copy your information into their own documents, which means they will continue to have access to that information even if you remove their access to the original document. • If this setting is turned OFF, buyers/users can still copy information from an unprotected file to an IRM protected Excel document; however, they cannot copy anything from a protected Excel document to another document or within the document.

Intralinks VDRPro User Guide for Managers and Publishers page 117 Enhanced Security

This setting identifies the security level that has been selected for this exchange. The setting can be changed only by an Intralinks administrator.

The setting determines the level of security applied to the exchange:

• Standard: No enhanced security measures have been applied to the exchange. Standard security measures apply. Exchange members who log into Intralinks VDRPro successfully can open the exchange without answering their challenge question or entering a one-time password. • Session Based OTP: When a member of this exchange attempts to access it, the member must enter a security code. The security code can be sent via email or to a registered mobile device via SMS. Members will only be required to enter the security code once per session, regardless of the number of exchanges that they access. Watermark PDF Files

People with the Manager Plus exchange role can use this setting to determine whether PDF documents that are viewed or downloaded are stamped with a watermark. Text and other options for watermarks are selected using the Watermark Configuration screen. If IRM protection is enabled for the exchange, you can choose to apply watermarks only to IRM-protected PDF documents or to all PDFs. PDF files larger than 200MB are not watermarked.

People with the Manager Plus exchange role can enable and configure watermarks for PDF files. (See “Watermarking PDF files” on page 22.)

• If this setting is turned ON, watermarks are applied to PDF documents on this exchange. • If this setting is OFF, watermarks are not applied to PDF documents. Watermark Protected Microsoft Office Files

This setting determines whether IRM-protected Microsoft Word, Excel and PowerPoint documents that are printed will be stamped with a watermark containing the exchange user’s email address and the date and time the document was printed.

This setting can only be changed by an Intralinks administrator, and it is available only if the Allow IRM (Information Rights Management) Protection setting is turned ON.

• If this setting is turned ON, watermarks are applied to all protected Office documents printed from this exchange. • If this setting is OFF, watermarks are not applied to protected Microsoft Office documents when printed. Watermarks can be configured with the following information. See “Watermarking protected Microsoft Office files” on page 23 for more information.

Intralinks VDRPro User Guide for Managers and Publishers page 118 • User email address – The email address of the person who printed the document. • View timestamp (GMT) – The time the document was printed. The time displayed is Greenwich Mean Time (GMT). • Position – Location of the watermark: diagonally across each page, in the header and footer of each page, or both across the page and in the header and footer of each page. Notifications (Users & Access settings) Allow Changes to Welcome Notifications

This setting determines whether welcome notifications can be customized when the exchange’s phase is changed from Hold to Preparation or Open, or from Preparation to Open. (See “Changing an exchange’s phase” on page 20.) Enabling this setting also enables the Send Alerts step of the Add User wizard. Alerts are sent as email messages welcoming people to the exchange. Alerts often contain standard notes that you can customize. People will not receive the welcome message until the exchange is available to them. (For example, if the exchange is in the hold phase, reviewers cannot access it; they will receive the welcome message when the exchange phase is changed to open.)

• If this setting is turned ON, welcome notifications can be customized when changing the exchange phase to Open. In addition, the Send Alerts step will be included in the Add User wizard. • If this setting is OFF, welcome notifications cannot be customized when changing the exchange phase or adding new users to the exchange. Send Document Alerts Automatically

This setting determines whether email alerts are sent automatically when documents are added to your exchange. Automating the sending of document alerts speeds the document upload process. Users uploading documents can review the list of people who will receive the alert and make changes, if necessary.

• If the setting is turned ON, alerts will automatically be sent to members of groups that have permission to view the documents being uploaded. • If the setting is turned OFF, managers will need to manually select the groups that will receive an alert when documents are uploaded. Access Control (Users & Access settings) Set Password Complexity

This setting determines whether exchange members can create normal (simpler) passwords for their Intralinks VDRPro account, or if more complex passwords are required. If a user belongs to more than one exchange, and any of those exchanges require a complex password, the user is required to create a complex password.

Intralinks VDRPro User Guide for Managers and Publishers page 119 Note: The Normal setting typically is used only by managers of Private Equity exchanges. Managers of other types of exchanges generally should choose the Complex option.

Normal

Exchange members whose exchanges allow normal passwords can create passwords that use the following rules:

• Contains 8 or more characters • Does not repeat any character three times consecutively • Does not contain quotation marks (“), semicolons (;), backslashes (\) or spaces • Can contain a combination of alphabetic, numeric and special characters. Complex

A complex password can be a phrase of 16 to 30 characters, or a complex passwords must use the following rules:

Passwords are case sensitive and must have at least 8 characters. They must contain two or more of the following types of characters:

• Lowercase letters • Uppercase letters • Numbers • Special characters They may not use the following characters: : ” ; ’ \ < > They cannot repeat any character three times. The user also cannot reuse a password that has been used within the past 365 days. Set Password Expiration

This setting determines when—or if—the passwords for members of this exchange will expire. Selections for this field are Expires every 365 days and Never expires.

The default setting for Private Equity templates is Never expires; for all other industry types, the default setting is Expires every 365 days. If a user belongs to multiple exchanges with varying requirements for password resets, the shortest duration is applied to the user.

You cannot change this setting; it must be changed by an Intralinks employee. If you wish to change the password expiration timeframe, contact your Intralinks client service manager and request that the setting be changed for that exchange.

Intralinks VDRPro User Guide for Managers and Publishers page 120 Enabled Roles

This section displays all the exchange roles that are available for exchange members of this exchange. This section is informational only. The roles were selected on the template that was used to create the exchange and cannot be changed once the exchange has been created.

For more about exchange roles, click What does each role do? Allow Collaboration Groups

This setting typically is used with Intralinks VDRPro’s Q&A functionality. It determines whether collaboration groups are available on your exchange. Collaboration groups enable members of your organization to communicate with one another while using your exchange. Collaboration groups also are used to delegate buyers’ questions to subject matter experts within the organization if you are using the Intralinks VDRPro’s Q&A function in the exchange. Once this setting is enabled for an exchange, it cannot be turned off.

• If this setting is turned ON, you can create collaboration groups using the Add Group wizard. • If this setting is OFF, you cannot create collaboration groups on the exchange, and you cannot delegate exchange members’ questions to subject matter experts within your organization. Allow Buyer Groups

This setting determines whether buyer groups are available on the exchange. It typically is used on Mergers & Acquisitions exchanges. Buyer group members must have an exchange role of Previewer or Reviewer. A user can be a member of only one buyer group. Once this setting is enabled for an exchange, it cannot be turned off.

• If this setting is turned ON, you can create buyer groups using the Add Group wizard. • If this setting is OFF, you cannot create buyer groups on the exchange. Prevent Concurrent Logins

This setting determines whether exchange members can log into Intralinks VDRPro more than once simultaneously.

• If this setting is turned ON, exchange members cannot log into more than one Intralinks VDRPro session at any given time. (Note, however, that Intralinks administrators can override this setting for an individual user by changing a setting on the user’s profile screen.) • If this setting is OFF, exchange members can log into Intralinks VDRPro more than once simultaneously using the same user ID and password.

Intralinks VDRPro User Guide for Managers and Publishers page 121 End Inactive Sessions

Intralinks administrators use this setting to determine the amount of time that a user may leave Intralinks VDRPro inactive before the user is automatically logged out. By default, Intralinks VDRPro sessions end automatically when they have been idle for 60 minutes. Using this setting, you can specify a shorter amount of time for session timeouts. The shortest time is 20 minutes. If exchange members have access to multiple exchanges, the shortest timeout period specified for any of those exchanges is used.

Shorter timeout periods reduce the window of opportunity for a user’s session to be compromised by a computer hacker. This may be a concern, for example, if a user accesses Intralinks VDRPro on a public computer, or if the user has left his machine unlocked. Allow Users to Remove Themselves from the Exchange

Intralinks administrators use this setting to determine whether exchange members can remove themselves from the exchange.

• If this setting is turned ON, exchange members can remove themselves from the exchange if they no longer plan to participate in it. • If this setting is OFF, exchange members cannot remove themselves from the exchange, and the Remove Me option does not appear on the Action menu on the main Exchanges screen when the exchange is highlighted. Send Alerts to Users Who Are Removed from the Exchange

People with the Manager Plus exchange role can use this setting to determine whether email alerts are sent to exchange members who are removed from the exchange, to alert them that they have been removed.

• If this setting is turned ON, an alert is sent to exchange members when they are removed from the exchange. • If this setting is OFF, alert is not sent to exchange members when they are removed from the exchange. Metadata (Advanced settings) Use Custom Fields

Intralinks administrators use this setting to determine whether custom fields are available on your exchange. Custom fields provide a structured way for managers and publishers to describe documents and other elements in greater detail. Custom fields can be used to enter specific pieces of information, such as expiration dates, internal tracking numbers, and so on. Once this setting has been enabled, it cannot be disabled.

• If the setting is turned ON, exchange members can use custom fields to describe documents. Managers can set up custom fields for the exchange (see “Setting up custom fields” on page 25 for more information).

Intralinks VDRPro User Guide for Managers and Publishers page 122 • If the setting is OFF, custom fields are not available. Allow role-based permissions for custom fields

Intralinks administrators use this setting to determine whether role-based permissions for custom fields are allowed on your exchange. Once this setting is turned on, it cannot be turned off.

• If the setting is turned ON, exchange members can set permissions on individual custom fields by role. The permissions that are available are none, full, and see. These permissions decide which fields are displayed wherever custom fields are shown and determine whether they are view only or can be edited based on the role of the member that is logged in. • If this setting is turned OFF, permissions cannot be assigned to custom fields by role. User Interface (Advanced settings) Use Intralinks (HTML5) Design and Features

This setting ensures that you are using the HTML5-based interface to Intralinks VDRPro. It cannot be changed.

• If this setting is turned ON, exchange members can see the HTML5- based user interface when they log in. • If this setting is OFF, exchange members cannot see the HTML5-based user interface when they log in. Display Splash Screen

Splash screens are used to display a confidentiality agreement or other information that users are required to review and accept before being allowed to enter the exchange. Intralinks administrators use this setting to determine whether a splash screen is displayed whenever a user attempts to enter the exchange.

Users with the Manager Plus, Publisher Plus and Reviewer Plus exchange role can configure splash screens (see “Configuring an exchange splash screen” on page 21).

• If this setting is ON, exchange members see a welcome screen that contains a confidentially agreement or other important information. Users must acknowledge the information before entering the exchange. • If this setting is OFF, no splash screen is displayed to users when they enter the exchange. Display Custom Footer

Custom footers are used to display links and images that exchange managers want users of the exchange to have easy access to while viewing the exchange. Intralinks administrators use this setting to determine whether a custom footer is displayed in the footer area of all screens within the exchange.

Intralinks VDRPro User Guide for Managers and Publishers page 123 Intralinks administrators and users with the Manager Plus, Publisher Plus and Reviewer Plus exchange role can configure the text and graphics that will appear in the custom footer (see “Configuring an exchange footer” on page 21).

• If this setting is turned ON, exchange members see the custom footer for the exchange. • If this setting is OFF, only the standard footer for Intralinks VDRPro exchanges is displayed. Modules (Advanced settings) Enable Questions & Answers (Q&A)

This setting determines whether Q&A functionality is available on the exchange. (Q&A functionality generally is used by the Mergers and Acquisitions market segment.) Once this setting is enabled, it cannot be disabled.

• If this setting is turned ON, buyers can ask questions, and coordinators in your organization can answer the questions or delegate them to subject matter experts. You also can create FAQ entries from questions that will be visible to all buyers. • If this setting is OFF, Q&A functions are not available. Enable Automatic Delegation to Subject Matter Experts

This setting is available only if Enable Questions & Answers (Q&A) is ON. Q&A coordinators, who may be external to the seller organization, can delegate questions to one or more SME groups within the seller organization. If this setting is enabled, any SME group that has been delegated a question, either manually by the Q&A coordinator or through auto-delegation, can re-delegate that question to other SME groups that are better equipped to respond to them. (SME groups that are allowed to re-delegate questions are referred to as the SME coordinator groups.) People with the Manager Plus exchange role can enable this functionality.

Questions that have been re-delegated cannot be delegated again by the SME group that received the re-delegated question. The SME coordinator who re- delegates a question can set a new due date for the SME group that receives the question. However, if the Q&A coordinator assigned a due date, the SME coordinator cannot change it. The SME coordinator also cannot retract a delegation made by the Q&A coordinator or another SME coordinator group.

Responses to re-delegated questions are delivered to the SME coordinator group, which is responsible for providing a final response to the Q&A coordinator. Similarly, follow-up questions by the Q&A coordinator go to the SME coordinator group, not to the SME group to which the question was originally re-delegated. Enable Limited Q&A Coordinator role

This setting is available only if Enable Questions & Answers (Q&A) is ON and the Reviewer Plus role is enabled on the exchange (see “Enabled Roles” on page 121). This setting determines whether exchange members with the

Intralinks VDRPro User Guide for Managers and Publishers page 124 Reviewer Plus role can be assigned the Q&A Coordinator role as a limited Q&A Coordinator. Once this exchange setting is enabled, it cannot be disabled.

The limited Q&A coordinator role must be assigned to exchange members. It is not assigned automatically. Exchange members selected to be limited Q&A coordinators cannot be members of collaboration groups.

Exchange members with this role can answer and delegate questions, and they can freeze and unfreeze Q&A categories. They cannot perform the following tasks:

• Create documents • Create folders • Update user permissions • Select buyers to be question submitters for their buyer group • Add, update or remove exchange members from the exchange • Add, update or delete groups • Add or remove exchange members from groups • Set question limits These tasks must be performed by a Q&A coordinator with the Manager Plus exchange role. (Some tasks can be performed by a user with a manager-level or publisher-level exchange role.)

M&A advisors who act as Q&A coordinators and exchange managers use the limited Q&A coordinator role to delegate some authority to their clients without providing managerial access to the exchanges that they manage. The limited Q&A coordinator role provides greater visibility into the clients’ deals than the subject matter expert (SME) role provides. Enable Mobile Access

This setting determines whether users can access this exchange on phones and tablets.

• If this setting is turned ON, mobile exchange members can view the exchange on their devices using Intralinks VDRPro’s mobile apps. If mobile access is enabled, you can allow or prevent opening protected documents on mobile devices. • If this setting is OFF, users cannot access the exchange from mobile devices. Allow other applications to open non-protected documents on mobile devices

This setting is available only if Enable Mobile Access is turned ON. This setting allows you to control whether people can open unprotected documents in third- party mobile apps.

Intralinks VDRPro User Guide for Managers and Publishers page 125 • If this setting is ON, mobile users can open unprotected documents in third-party mobile apps. • If this setting is OFF, mobile users cannot open unprotected documents in third-party mobile apps. Allow protected documents to be viewed on mobile devices

This setting is available only if Enable Mobile Access is turned ON. This setting allows you to control whether people can view protected documents on mobile devices. Protected documents can be viewed only within the Intralinks VDRPro mobile apps.

• If this setting is turned ON, mobile users can view protected documents on mobile devices. • If this setting is OFF, mobile users cannot view protected documents on mobile devices. Workflow (Advanced settings) Allow Workflows

This setting determines whether workflow functionality is available on the exchange. This setting must be changed by an Intralinks administrator. See the Intralinks VDRPro Workflow Configuration Guide for detailed information about setting up and using workflow configurations.

• If the setting is ON, exchange managers can configure workflows, and exchange members can use these configurations to route documents for approval. • If the setting is OFF, workflows are not available.

Intralinks VDRPro User Guide for Managers and Publishers page 126 Appendix C: Data limits

Use these tables to determine the recommended limits for information stored in, and functions performed on, your Intralinks VDRPro exchanges. These are the recommended guidelines for best performance. You can exceed these limits (except where noted) but you may find that Intralinks VDRPro’s responsiveness is affected if you do.

Limits are generally not dependent on one another. If you do not exceed one limit, it does not mean that you can increase another limit. For example, if you only have 10,000 documents, you cannot have more than the recommended number of groups.

These limits apply to the Intralinks VDRPro product. Other limits may apply to other Intralinks products. Exchanges

Item Limit Comments Total exchange size 250GB Total exchange size is determined by the total size of documents, reports, and other metadata. You can have a larger exchange, but DVD archives may be impacted.

Documents

Item Limit Comments Total number of 50,000 Exceeding this limit impacts performance of documents advanced reports and exports, DVD archives and recommended filters. Performance degrades as the number of documents increases; users may experience failures or timeouts. Number of 1,000 Folder navigation performance slows as the number documents of items in the folder increases. recommended in a single folder File size limit 15GB for US If deleted and previous versions of documents are recommended hosted enabled, they are included in the total amount and exchanges size of documents.

2GB DCNs PDF watermarking 200MB These are hard limits. Watermarks will not appear on documents that exceed these limits. 5,000 pages Protected PDF 500MB Document protection is supported for files up to documents 500MB.

Intralinks VDRPro User Guide for Managers and Publishers page 127 Item Limit Comments Protected Microsoft 150MB* IRM protection is supported for files up to 150MB. Office documents *(IRM protection is supported for Excel files with the .xls extension up to 40 MB.) Total size of 100GB It is possible to have more than 100GB of documents documents, but DVD archives may be impacted. recommended

Folders

Item Limit Comments Total number of 10,000 Advanced reports and exports are affected if this folders limit is exceeded. Performance degrades as the recommended number of documents increases; users may experience failures or timeouts. Number of top-level 200 The time required to open an exchange from the folders Exchanges screen increases as the number of top- recommended level folders increases.

Users

Item Limit Comments Number of users 3,000 Performance of user-based functions (document recommended in an access reports, Users and Groups filters, etc) exchange degrades as the number of users increases. Number of users in 2,500 When multiple users are added to multiple groups, a group this may cause performance issues for access reports even though the number of users is within the recommended limits.

Groups

Item Limit Comments Recommended 2,500 Use of advanced reports and DVD archives is number of groups affected if this limit is exceeded. Performance degrades as the number of groups increase.

Compliance

Item Limit Comments Users 7,500 The maximum number of users for a monitored domain is 7,500.

Intralinks VDRPro User Guide for Managers and Publishers page 128 Bulk operations

Item Limit Comments Permissions 125,000 Limit setting permissions in bulk to 125,000 permission records at a time (the total number of documents multiplied by total number of groups). If this limit is exceeded, the following operations are affected:

• Permission Overview • Set Folder Permissions • Copy Group Permissions Folder permissions 100,000 Limit setting permissions in bulk to no more than 100,000 permission records at a time (the total number of documents multiplied by total number of groups). If this limit is exceeded, the following operations are affected:

• Set Folder Permissions • Copy Group Permissions Bulk import of 150 This is a hard limit. If the limit is exceeded, only the questions first 150 questions are uploaded, and an error message is displayed. Bulk deletion of 6,000 documents Bulk deletion of 2,000 folders Copy/paste 20,000 Total of folders and documents should be less than 20,000 Alerts 5,000 Alerts for 1,000 documents can be sent to 5,000 users.

Intralinks VDRPro User Guide for Managers and Publishers page 129