add-circle-bold add-circle add-square add alarm-bell-1 alert-diamond analytics-pie-2 archive archive arrow-down-1 arrow-down-2 arrow-left-1 arrow-right-1 arrow-up-1 attachment-1 bin-paper-1 book-star button-record check-1 check-circle-1 close close-quote close cog-1 cog common-file-stack copy-paste credit-card-1 diagram-fall-down disable time-clock-midnight download-thick-bottom drawer-send envelope-letter envelope-letter expand-6 expand-6 file-code filter-1 floppy-disk flying-insect-honey folder-file-1 headphones-customer-support hierarchy-9 hyperlink-2 information-circle keyboard-arrow-down keyboard-arrow-up layout-module-1 list-bullets lock-2 lock-unlock-1 love-it messages-bubble-square move-to-top multiple-circle multiple-neutral-1 multiple-users-1 navigation-menu-horizontal navigation-menu network-browser open-quote pencil-1 pencil-write pencil-1 print-text rating-star rating-star remove-circle remove-square-1 search send-email-1 shield-warning single-neutral-actions single-neutral smiley-sad-1 smiley-unhappy smiley-indifferent smiley-smile-1_1 smiley-happy smiley-sad-1 smiley-unhappy smiley-indifferent smiley-happy smiley-thrilled social-media-twitter synchronize-arrows-1 tags-double ticket-1 ticket-1 time-clock-circle undo view-1 view-off view wench

Closing a Virtual Data Room Site

When do you close a site?

  • Upon expiry of your subscription
  • Upon completion of a particular transaction/project.

Here is what you do:

Want to extend your licence? Raise a request on Ruby Datum - SupportBee Login with the site name and desired extension time.

Step 1 - Download all folders/files and export other data (step 3) as a zip that you can save on your PC or somewhere such as a USB storage device (or alternate cloud storage location.)

Step 2 - Export (Optional)

  • Document Index,
  • User Activity, 
  • Q&A, 
  • User Permissions

Step 3 – Data room sites are deleted by Ruby Datum Support team upon expiry date in contract. However, you can request for an early closure prior to the expiration date by sending a request to this same support area.

Users with Master licence of Ruby Datum can close their data rooms themselves by deleting or marking as inactive. Projects marked as inactive only count as 25% towards overall storage quota.

Once a data room site is removed it sits on our backups for 30 days before being removed permanently.

Downloading/Saving your data before deletion of the Site:

How to Download all folders/files as a zip:

  1. Navigate to the "Documents" section
  2. Click the checkbox that appears alongside the column headings (below "Delete") to check all items
  3. Click "Download" (to the right of "Delete")

How to Export Document Index:

  1. Navigate to the "Documents" section
  2. Click the checkbox that appears alongside the column headings (below "Delete") to check all items
  3. Click "Export index" and "Export Excel Index"

How to Export User Activity Tracker:

  1. Navigate to "Admin"
  2. Under "Users" click "View user activity"
  3. Click "Export Excel Index"

How to Export Q&A checklist?

  1. Navigate to "Questions and Answers"
  2. Click the checkbox that appears alongside the column headings (below "Delete") to check all items
  3. Click "Export Excel Index"

How to Export User Permissions?

  1. Navigate to "Admin"
  2. Under "Export", click the link to export permissions (this will export as an Excel index)