ShareAndGoShareAndGo

How it works

How a ShareAndGo room runs, from the first folder to the final export.

A data room has a beginning, a middle and an end. You build it, you let people in and manage what they ask for, and when the sale closes, the examination wraps up or the round is funded, you take access away and keep a copy for your files.

This page follows that life cycle step by step, so you know what to expect before you open your first room.

Set up in an afternoon
Recipients need no account
Every step recorded

Four stages

  1. 1

    Build

    Sign in through MyAndGo, create a room, choose its defaults and bring in your folders.

  2. 2

    Invite

    Add people in groups, each with the folders and controls that fit their role.

  3. 3

    Manage

    Answer questions, collect requested files and watch the audit log fill in.

  4. 4

    Wrap up

    Revoke access, export the room with its index and clear out what you no longer need.

Stage 1: Building the room

Your team signs in through MyAndGo with Google, Microsoft or an email address, protected by two-step verification. From the dashboard, create a room and give it a name the outside parties will recognize, such as the project code name your banker uses or the tax year under examination.

Before uploading, decide the room's defaults: whether recipients can download, print or copy, whether watermarks are on, and, on Professional and Business plans, whether visitors must accept an NDA before entry. Defaults can be tightened later for individual groups.

Then drag your folders in. Nested folders keep their structure. If you are starting from a loose pile of files, ask ShareAndGo to suggest a folder layout for the kind of room you are building and to sort the uploads into it. Each file is scanned for viruses and its text is read, including scanned pages, so it can be tagged, summarized and searched.

Stage 2: Inviting people

Think of each outside organization as a group: the buyer's deal team, their quality of earnings accountants, the lender, the IRS revenue agent, opposing counsel. Create a group for each and choose which folders it can open. Anything outside that list is hidden from the group rather than shown as locked.

Invite people by email address and assign each to a group. Give the invitation an end date that matches your timetable. When the email arrives, the recipient clicks through, enters a six-digit code sent to the same address and lands in the room. No account, no password, no software to install.

For view-only recipients, documents appear as rendered pages stamped with the reader's name, email address and the date. The original file never reaches their browser.

Stage 3: Managing the process

Once people are inside, most of the work is answering and collecting. Reviewers post questions in the room's Q&A. You assign each one to the right person on your side, set a category and priority, and post the answer where everyone who should see it can. If you want a head start, an owner can ask for an AI-drafted answer and edit it before publishing.

When files need to come to you, a request list does the chasing. Start from the template for a tax examination, due diligence or a legal matter, assign items to people and track each from pending to provided. A public request link lets someone upload a specific file without being given access to the rest of the room.

Throughout, the audit log records every view, upload, download, invitation and change. On Professional and Business plans, room insights show who has opened what and for how long, and workspace analytics compare engagement across all your rooms.

Stage 4: Wrapping up

When the work ends, revoke the remaining invitations or let their end dates pass. Export the room as a ZIP that keeps its folder structure, together with an index of every document as PDF and CSV, and download the audit log as CSV for your records.

Anything you no longer want to keep can be deleted. Deleted documents go to the recycle bin first, and emptying the bin removes the stored files and their previews. How long you should keep business records is a question for your CPA or attorney, so settle it with them before you clear a room.

Questions about the process

How long does setup take?
If your documents are already in folders, a first room can be ready the same day. Most of the time goes into deciding what belongs in it, not into the software.
Can I change permissions after people are inside?
Yes. Change a group's folders, tighten download settings, extend an end date or revoke someone at any time. The change applies straight away and is recorded in the audit log.
What do recipients see?
Only the folders their group can open, with documents shown according to the controls you set. They never see other groups or the room's settings.

Next steps

Getting started

Decisions to make before your first room.

Features

The full set of controls and tools.

Data room checklist

What to gather before you upload.

When a room closes

Access, exports and records at the end of a process.