ℹ️ This feature is only accessible to Administrators.

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Room archives can be requested at any stage of a deal. They can be for the entire Room, including Q&A, or for a specific team.

Types of Archives Available:

Option 1: Full Archive

Full archives are suitable for internal purposes, not for sharing with any other parties. This is because they contain:

All files and folders (both Enabled and Disabled)
All questions and answers, including attachments and internal comments
The Activity log by person report
The Document views report
Workflow data ( All workflow tabs are locked and cannot be edited.)
- The full archive includes ‘Workflow attachments’ and ‘Workflow’. This includes all tabs created by internal users, even those that were not shared with others in the room.
  
  Workflow tabs created by guest users, whether shared or unshared, are not included in the archive. We also do not include unshared tabs created by Management Area users.

Option 2: Filtered Room

Filtered archives of the Room are suitable for sharing with other parties, and can mirror what a Team in the Room can see. There are several options for filtered Room archives. Select from the following for inclusion in your Archive:

Team, which determine the files, folders and Q&A that are included
Sub-team, which determine if the files, folders and Q&A are only to show one Sub-teams access or all Sub-teams sitting within the parent Team
Disabled documents, which include files and folders that are disabled and not visible to the Team and Sub-team(s) selected.
Workflow data (All workflow tabs are locked and cannot be edited.)
- Only workflow tabs that were shared with the team for which the archive is being generated will be included.

Archive Enabled Ansarada Data Room

Step 1: Log in to the Ansarada Data Room

Step 2: Locate the Enabled Room to Archive

Click on the name of the Data Room you want to archive.
Go to "Manage Documents," select "Actions," and then choose "Archive."

Step 3: How to Create an Archive

Select either "Admin only - full archive" or the specific team you would like to filter the archive by.

Choose What to Include in the Archive

Filtered archives allow you to include any disabled documents that the team is permitted to access. You also have the option to request only documents or Q&A. (Learn about disabled documents here.)
Workflow & Workflow Attachments: Private tabs created by guests are not included in any archive type. Tabs created by management area users are only visible if they have been shared with internal or external teams, and the workflow export is read-only and cannot be edited.

Choose a Truncation Option

Archives contain the full file path for every archived document. However, file paths are limited to 260 characters on Windows computers. You may need to truncate the file paths by selecting one of the truncation types so that you can view them on your computer.

Auto truncate: This will apply the best truncation to ensure the file path is under 260.
Do not truncate: You may need to use a ZIP application to extract docs with long file paths.
Keep Last Segment of Number: 01 folder/01.02 subfolder/01.02.03 sample.pdf becomes 01 folder/02 subfolder/03 sample.pdf
Keep Numbers Only: 01 folder/01.02 subfolder/01.02.03 sample.pdf becomes 01/02/03
Keep Names Only: 01 folder/01.02 subfolder/01.02.03 sample.pdf becomes folder/subfolder/sample.pdf

Create Archive

Select Create archive. The archive request will be confirmed. Select Got it.

Step 4: Download and Extract the Archive

Once the archive is complete, you will receive an email with the archive download link. Select Download archive.
If you are not logged into the room, you will be asked to log in. The zip file will then automatically download.
Once the download is complete, if you do not get a message to save the zip file, go to where the zip file has been downloaded (this will usually be your Downloads folder).
We recommend using a program like WinZip or 7-Zip to extract the zip file. Right-click on the zip file, select WinZip, and then select Unzip to...

Archive disabled Ansarada Data Room

Step 1: Log in to the Data Room

Step 2: Locate the Disabled Room to Archive

Locate the room you want to archive.
Click the three lines to the right of the name and select Create archive.

Step 3

Follow Step 3 and Step 4 from the Archive Enabled Ansarada Data Room section, as the process is exactly the same.

Requesting USBs?

If you require the preparation of a USB Archive, please complete the form attached below and send it to [email protected].

Please note, in order to ship USBs all overdue invoices must be paid.

FAQ

Does archiving a room close my room?

No, archiving a room does not close the room or affect it in any way.

How long is the archive link valid for?

The archive link is valid for 30 days and cannot be restored once it has expired. However, the zipped file downloaded from the archive is valid permanently.

Why is my archive failing?

Windows PCs have a maximum file path length of 260 characters. If the file path in the room is longer than 260 characters, you will not be able to extract the archive. We recommend using a truncation option.

Why am I getting errors when trying to extract my archive?

Can I create a backdated archive?

No, you are not able to create a backdated archive, as the archive creates a snapshot of the room at the time the archive is requested.

Who receives the archive link?

Only the administrator who requested the archive will receive the email containing the link. They will need to share it with other users.

Do the documents in the archive expire after 30 days?

No, there is no security applied to the documents, so they will not expire after 30 days. Users will have access to the documents for as long as they have access to the extracted archive folder.

Who can access archive links?

Only administrators and viewers can access "Admin only - full archives." For a filtered archive, only users who were added to the specific team for which the archive was created will be able to access the link.

What is Included when I choose "All Sub-teams" for the archive?

When you choose to include all sub-teams in an archive, the data and information from all sub-teams within a parent team will be included. This means that all documents and Q&A for each sub-team within the parent team will be merged and included.

Ansarada-Archive-Order-Form-Jan2024 (6).pdf

Archive Deal Room