From Drag-and-Drop to Search-Across-Everything: A Product Tour

A short product tour covering the features that matter most to data room admins. If you're evaluating ShareAndGo or just curious what the day-to-day experience looks like, this is the overview.

Drag and drop everywhere

The first thing admins notice: you can drop files anywhere. On the empty data room to upload to the root. On a folder to upload into it. Across folders to move files between them. The upload starts immediately with a progress indicator. No "select files" dialog, no upload queue management.

For larger uploads (50+ files), you'll see individual progress bars and an overall completion estimate. The UI stays responsive — you can keep organising other folders while uploads run.

Folder hierarchy

Folders work the way you expect. Create, rename, move, delete. Nested folders are supported but we keep the UI discouraging deeply nested structures — more than three levels deep gets visually cramped and usually indicates over-organisation.

A useful feature: you can reorganise files in bulk. Select multiple files, drag them to a different folder, and they all move at once. Saves time during the initial setup phase.

AI OCR on upload

Every upload runs through OCR automatically. For native PDFs (generated from Word, for example) the text is already extracted. For scanned PDFs or image-based documents, we run Gemini 2.0 Flash OCR and index the extracted text. This happens in the background; you don't need to wait.

The result: every document is searchable from the moment upload completes, regardless of whether it started as text or as a scan.

Full-text search across everything

The search bar at the top of the data room runs across every document's content — titles, folder names, OCR'd text, AI-generated summaries, and tags. Type a phrase, get relevant documents with snippets showing the match in context.

For larger rooms, you can filter by folder, file type, date range, or AI category. For finding a specific contract clause in a stack of 200 contracts, this is transformative.

Watermarking and view tracking

When a viewer opens a document, we overlay their details (name, email, timestamp, IP) as a dynamic watermark. The viewer can't remove it — it's rendered on each page at view time. Every view, page, and session is logged in the audit trail.

For the admin, this means: you can see exactly who looked at which document, how long they spent, and whether they downloaded it. If a document ever leaks, the watermark lets you identify the source.

The admin dashboard

Beyond individual data rooms, the admin dashboard gives you a bird's-eye view of everything: all rooms, recent activity, users across rooms, storage usage, and anomaly alerts. For firms running multiple engagements at once, this is the central command centre.

That's the tour. If you want to try it, start with a free trial — you can be up and running with a real data room in the five minutes we just walked through.