ShareAndGoShareAndGo

How it works

From an empty room to a closed deal, one step at a time.

This page walks through a ShareAndGo data room the way you would use it on a real job, whether that is the sale of a business, an Inland Revenue review or a board's annual reporting cycle.

Each stage below says what you do, what the people you invite see, and what ShareAndGo records along the way.

The short version

  1. 1

    Set up

    Create a room and add your documents. Set your defaults once in workspace settings, and every new room takes them.

  2. 2

    Invite

    Put each party in a group, choose its folders and send invitations.

  3. 3

    Run the process

    Answer questions, request missing documents and follow activity.

  4. 4

    Close

    Export the room and its log, then end access.

1. Signing in and creating a room

Your team signs in through MyAndGo with Google, Microsoft or email, protected by two-step verification. The same sign-in works across SignAndGo and BookAndGo. Once in, you create a room and give it a name that identifies the client, matter or transaction.

Set your defaults once in workspace settings, and every new room takes them: whether documents are view-only, whether watermarks apply, whether visitors must accept your confidentiality terms before entering (on Professional and Business plans), and when invitations should end. You can change any of these later, room by room or group by group.

Letting AI suggest the folders

If you are starting from scratch, ShareAndGo can suggest a folder structure for the kind of room you are building. If you already have folders on your computer, drag them in and the structure is kept exactly as it is.

2. Adding documents

Drop files or whole folders into the browser. Each upload is scanned for malware first, and nothing can be opened until its scan is clean. ShareAndGo then reads the text in each document, including scanned pages, and tags, categorises and summarises it. On Professional and Business plans, AI-powered search then finds the words inside documents and shows highlighted snippets.

If you upload a document that already exists, you choose whether it becomes a new version, sits alongside the original, or is skipped. Earlier versions stay in the history. Documents can be moved between folders by dragging, and anything deleted goes to the recycle bin first.

3. Inviting people

Create a group for each party, such as a bidder, a lender, a tax agent or the other side's lawyers, and choose which folders each group can open. Folders a group cannot see do not appear for it at all. Set download, print, copy and watermark controls for the room or for each group.

Invitations carry your logo and company name. The person you invite clicks the link, enters the six-digit code sent to their email address, accepts your confidentiality terms if the room asks for them, and goes straight to the documents. They need no account and no password.

4. Running the process

Reviewers ask questions inside the room. You assign each question to the right person on your side, set a category and a priority, and answer where the right people can see it. Owners can ask for an AI-drafted answer and edit it before posting.

When you need documents from someone else, use a document request list. Start from a template for a tax review, a due diligence or a matter run by a law firm, assign each item, and track it from requested to provided. A public request a file link lets a person upload into the right place without being given wider access.

Throughout, the audit log records every view, upload, download, invitation and change. Insights show who has opened the room and what they have read, and on Professional and Business plans, how long each person spent on each document. Across all your rooms, the workspace analytics view shows engagement by counterparty.

5. Closing the room

When the work is done, export the room as a ZIP that keeps its folder structure, together with an index of every document as a PDF and a CSV, and export the audit log as CSV. Then end access for everyone outside your team. Deleting documents or the room removes the stored files and their previews.

Common questions

How long does it take to set up a room?
A room itself takes a minute. Most of the time goes into gathering and checking the documents, which is why it helps to start from a checklist.
What do the people I invite see?
Only the folders their group is allowed to open, with the download, print and copy controls you set, and a watermark carrying their own details if you turn watermarks on.
Can I change settings after people are in the room?
Yes. Change a group's folders or controls, extend or end an invitation, or move a person to a different group at any time.

Keep going

Getting started

Practical advice for your first room.

Features

The full list, grouped by purpose.

Data room checklist

What to gather before you invite anyone.

When a room closes

What to do with your documents at the end.