After adding guests to your data room, you can track what your guests are doing with your data room files to gather insights.
Data room tracking and statistics is available on all paid plans.
❗ Note: Only the data room owner and co-owners can view the data room's statistics and export the activity log.
List of contents
How to view & export your data room's statistics
Step 1: Enter the data room. Click on Statistics in the top-right.
Step 2: You will be directed to a page titled Statistics Overview. In this page, you'll be given a summary of your data room statistics.
Step 3: In the left sidebar, you can view your data room statistics by GUESTS and by DOCUMENTS.
Under All and Visited, you can get more details on each data room guest, specifically:
An entire timeline of their activities in the data room. To see this, click on the arrow beside their name.
The date of their last visit to the data room
Their total number of visits to the data room
The total amount of time they've spent in the data room
Under GUESTS > Not Visited, you can see the list of data room guests who haven't visited your data room.
💡 Pro Tip: You can send an email reminder to data room guests who haven’t visited your data room yet. The email will contain a link to the data room. Learn how
To export your data room statistics, click on Export Stats in the left sidebar.
Under Top Views, Top Prints and Top Downloads, you'll see a list of files arranged according to the number of views, prints and downloads respectively.
You can also view statistics for each file by hovering over a file and clicking on the number of views. Alternatively, you can click on View details.
How to view the statistics of a file in your data room
You can also get the statistics for a single file, from the Files section of your data room.
Step 1: Enter the data room. You should be in the Files section.
Step 2: Select the specific file.
Step 3: Click on the view count for the file.
You can also click on the three dots (...) for the file and select Statistics. Alternatively, in the floating menu that appears, click on the Statistics button.
How to send email reminders to guests who haven't visited your data room
Step 1: Enter your data room. Click on Statistics in the top-right corner.
Step 2: In the left sidebar, under GUESTS, click on Not Visited. This will show you the list of data room guests who haven't visited your data room.
Step 3: To resend the data room invitation email to a specific guest, hover over the data room guest you want to send a reminder to. Click on Send reminder.
To resend an invitation email to all of the guests listed, click the Send reminder to all button in the top-right.
Once done, your data room guest(s) will receive an email with a link to the data room.
How to export your data room's activity log
You can export your data room's activity log in an Excel file (.xlsx), which will list each activity (e.g. browse, view, add, print, download) and its corresponding details:
Date and time of the activity
Data room guest's name, email, group, IP address, permission
Duration of the activity
File name, link, ID and parent folder ID where applicable
To export your data room's activity log, follow these steps.
Step 1: Enter the data room. Click on Settings in the top-right corner.
Step 2: In the left sidebar, click on Export. Then, under USERS, look for Activity Log. Click on the Export Activity Log button.
Step 3: Once ready, the data room's activity log will be exported as an Excel file (.xlsx) and sent to your email.
❗ Note: In the exported activity log, all dates and times will be indicated in UTC time. If you wish change this to your local time zone, please follow this step-by-step guide.