HelpUser Guides for iRoadshow
How do I order a new iRoadshow?
Once you have a corporate account set up, simply email london@iRoadshow.com with the name/title of the securities being offered, your bespoke disclaimer (if any) and the documents you wish to be uploaded. We’ll create your iRoadshow, upload files, install your disclaimer and send you an email back with your Dealcode, and a URL so you can test the iRoadshow.
To set-up a corporate account, please contact sales@iRoadshow.com or call +44 (0)20 7653 8830.
What is the best browser to use when accessing iRoadshow?
iRoadshow works with all modern browsers, but for the best experience we recommend either Google Chrome or Internet Explorer 10.
Some iRoadshow functionality is not available in Internet Explorer versions 7-9 (particularly plugin-free drag & drop uploads). Internet Explorer 6 is not supported at all.
My room access is 'blocked', what does that mean?
The firm administering your account has set up a security policy which blocks accounts in certain circumstances, pending approval by an administrator. Depending on the firm’s policy, the administrator may contact you to confirm your identity before unblocking your account.
If your account has been blocked for some time, it is possible that the relevant administrator needs to be reminded to unblock your account. If you know who it is, you may wish to send them a reminder.
How do I change my iRoadshow password?
- Log in to iRoadshow
- Click My Details
- Change Password in the menu
- Change your password by entering your current password and a new password (twice).
How do I send Secure Mail (if enabled)?
- Log in to iRoadshow
- Click Secure Mail
- Compose in the menu
- Choose one or more recipients from the room (only other users in the chosen room can be recipients of the secure messages)
- Enter your message, attaching a file if desired and press Send Secure Message
Your recipient will receive a real email notifying them that they have received a new secure message and containing a link to take them to iRoadshow.
How do I invite a new investor or user into iRoadshow (if enabled)?
In order to be able to invite a new investor to the iRoadshow you need to be setup as a Room Manager, if you are not a Room Manager then the Tabs required to invite new users will be hidden from you.
- Select the iRoadshow where you would like to invite the new user
- Select the Manage Room Tab on the top right hand side.
- Select the Room Access This will list all the current users of the iRoadshow.
- On the right hand side under Actions Select Invite Users
- You now have the screen required for inviting new users to the iRoadshow. You can choose what sort of access they will have to the iRoadshow (Normal User, Room Manager) and the default Folder permissions.
- If you have other iRoadshows in operation you can choose to select an existing member of those rooms to be added to the new Room under Invite an Existing User or if this is a new member, then select Invite New User.
- Enter the new user’s name and email address and select whether the notification is to be sent to yourself or direct to the new user.
How do I upload documents to iRoadshow (if enabled)?
There are three ways to upload documents:
- For users of Google Chrome and Internet Explorer 10+, you can drag and drop one or more documents from a folder on your computer directly onto the page in iRoadshow. There is a box labelled Drop Files Here that indicates when this option is available. This option will not work well for uploading whole folders or files that are very large (above 20MB); we recommend the Advanced uploader in that case.
- Alternatively, the ‘Advanced’ button on the Upload Files panel can be used to upload whole folders or very large documents. After clicking ‘Advanced’, you may be prompted to install ‘Java’ on your system; if so, follow the instructions on screen. When the Drop Files Here window appears, you can drag & drop files or folders from your local drives and press the Up Arrow to upload the files. When that is complete, refresh the page to see the uploaded files in iRoadshow.
- If you are having trouble with those approaches (perhaps due to the absence of the necessary Java software), choose the ‘Advanced’ button then click the link to ‘Switch to Simple Uploader’, and select a file to upload using the more basic interface. To upload multiple files with the simple uploader, you can zip them on your system (in Windows, right click on a folder on your machine and select Add to Compressed Folder to create a single zip file to be uploaded).
How do I retrieve Deleted Documents?
If you delete a document by accident, you can recover it by visiting the *Manage Room* tab and then selecting the Trash Tab within seven days and clicking the Recover button. You need to be a Room Manager in order to retrieve deleted items. If you do not see the Manage Room Tab then ask the Room Manager to recover the item.
How do I set up Custom Terms and Conditions?
You can specify a set of custom terms & conditions that users need to agree to before they can access the contents of a given room. This option is available on the Manage Room screen, and you can enter any text you wish in the box or paste it from Word.
You can mandate that users need to agree to your terms & conditions once each calendar day (i.e. your acceptance expires at midnight), or that users need only agree the terms once for each room.
How do I enable applications for my Data Room?
Within each room, there are a range of Apps (or modules) that can be enabled or disabled. When you enable an app, additional menu items will appear and the room home screen may change to accommodate extra information. Conversely, disabling apps keeps the room simple and uncluttered.
You can enable and disable apps under the Manage Room screen.
If there are some apps that you expect to be available but are not, please let us know so we can enable them for you.
How do I Edit folder permissions?
Every folder has an associated set of permissions that defines who can see and edit the folder and the documents within it. To access this screen, right-click on a folder and select Edit Permissions. From there, you can choose which users can access the folder. If a folder is invisible to a given user, they will not be able to see or access it at all. Beware, users designated as Room Managers for the room can see invisible folders (iRoadshow will prevent you from clicking Invisible for those users).
How do I resolve issues with unzipping a folder using Windows 7?
When using Windows 7 to unzip a folder to a UNC (network) path the unzip completes but does not unzip all the folders within the zip file and completes without any errors. This is a known issue with Windows 7 and is not an issue with the Zip file itself.
In order to get the unzip process to complete successfully you need to unzip the folder to a local drive (like C) and then copy and paste the folders to the relevant Network drive.
This is a known issue within Windows 7 and only effects users of Windows 7.
In the Hot Documents report, why do some entries show '2 Users' while others have names?
On that report, there is a button named Show Breakdown on the right, which will show all the users for each document (and all the documents for each user).
By default, the report is collapsed so it only shows how many users accessed each document, except where there is only one user.
How secure is iRoadshow?
iRoadshow provides the best security available for your data. The Safelink platform used for iRoadshow uses strong encryption when data is transmitted and stored, and in addition our server systems are secured and regularly audited, and all processes are backed by a comprehensive security policy.
Where are iRoadshows’ servers?
iRoadshow is provided from servers located in Jersey, Channel Islands, which are configured redundantly to ensure reliability of service. Our servers are connected via multiple internet connections, backed by uninterruptible power supplies which fail-over to gas turbine generators and are protected by several physical layers of security and CCTV monitoring.
What encryption does iRoadshow use?
iRoadshow handles all documents, internal messages, entity names and properties, names and details of financial accounts and transaction details (collectively “data”) as follows:
256 bit SSL/TLS encryption employed for all communications, protecting data from being read while it is travelling across the internet. This is industry standard and the same technology used by online banking facilities.
iRoadshow encrypts data before storing it to disk using an AES-256 cipher with a randomly generated, client-specific key. That key is itself encrypted using the passwords of authorised users. None of the encryption keys or user passwords are retained by iRoadshow. Therefore, sensitive data is only readable to authorised users using their respective passwords.
We regularly review available encryption technology and the emergence of any potential weaknesses in the techniques employed by iRoadshow to ensure that iRoadshow is secure.
AES-128 is a widely used cipher that is currently considered to be secure; no substantial or practical weaknesses in the cipher have been found, and an effort to find a 128 bit key by “brute force” would take billions of years using available technology.
iRoadshow’s use of the SSL/TLS protocol for encrypting data in transit follows industry best practice and is the best available option for securing transactions on the internet.
How do I enable Java Script in my Browser?
Microsoft Internet Explorer
- Select Internet Options from the browser’s Tools menu.
- Click the Security tab.
- Click Custom Level in Security Level for this Zone.
- Scroll down to Scripting, near the bottom of the list.
- Under Active Scripting, choose Enable.
- Click OK to leave Security Settings. Click OK to leave Internet Options.
- Select Options from the browser’s Tools menu.
- Click the Content tab (with the “globe” icon).
- Click the wrench icon on the browser toolbar. Mac users: If you don’t see the wrench icon, go to the menu bar at the top of your screen and click Chrome.
- Select Options (Preferences on a Mac).
- Click the Under the Hood tab.
- Click Content settings in the “Privacy” section.
- Select Preference from the browser’s menu.
- Click the Security tab (with the “lock” icon).
Will iRoadshow notify people when new documents are added to data rooms?
Yes, iRoadshow can automatically notify users by email when new documents are added to a data room.
To turn on automatic notifications for your own account, you can visit the My Profile link and choose Change Details. From there, you can choose how often you wish to receive notification emails. If you choose Daily, for example, all changes in iRoadshow will be summarised in an email that will be sent at most once per day.
If you are the administrator of a iRoadshow extranet, you can control the notifications of other users from the Manage then User Accounts menu.
Why aren't the names of new documents included in emailed notifications?
Normally, activity notifications don’t contain much specific detail (like the names of documents or details of tasks). This is for two reasons – first, sending information via email can be a security risk as emails can be intercepted and retained by unauthorised third parties, and in many cases even the names of the documents contain sensitive information.
The second reason is that when iRoadshow stores your information, it encrypts the names and contents of documents and folders (and much more), and doesn’t retain the keys. When it comes to sending the notification emails to you, it cannot actually decrypt this information, so it is actually not possible to include more than a count of the number of new documents even if we wanted it to.
There is a way around this – for any given room you can ask iRoadshow to retain a copy of the key, which means that all data will remain encrypted, but iRoadshow will be able to send detailed notifications to members of the room. This reduces the level of security back to the level offered by other data room providers, and theoretically means we (iRoadshow’s provider) could read your data if we chose to. We won’t, of course. Note also that many other layers of security remain in force if you choose this option, including HTTPS encryption of your data while it is in transit and the usual access controls.
Who can see Q&A questions when they are raised?
When a question is first raised, its text and the asker’s details (name and group) will be visible to four parties:
- The user who asked the question (the asker);
- If the asker is in a group, all other users in that group (group membership can be configured by room managers);
- All members of the special respondent group, as determined under Q&A → Q&A Settings; and
- All room managers.
Who can respond to Q&A questions?
Any member of the respondent group, as determined under Q&A → Q&A Settings, may answer or reject a question, though they may not necessarily be able to approve the release of that response (it’s a two-phase process).
If a response is saved but not approved for release, it will show up as a draft response and be visible only to room managers and members of the respondent group.
Some users within the respondent group are authorised to approve the release of responses; this authorisation is controlled under Q&A → Q&A Settings and can be adjusted by room managers.
Who can see the Q&A responses? Can I allow other users to see responses?
When completing a response to a question, the respondent can choose what visibility the response will have, and this choice can alter the visibility of the question. There are three combinations available:
- Private Response: The response can be made private, in which case it will only be visible to the asker, other members of the asker’s group, plus members of the respondent group and room managers. The visibility of the question will remain unchanged (ie. it will be the same as for when it was a new question).
- Public Response: The response scan be made public with the question remaining private. To do this, on the response screen, first choose to make the question public, and a checkbox will appear permitting the visibility of the question text to be adjusted. In this case, all users in the room will be able to see the response. The four parties who could see the full question and answer in the private case (item 1) will continue to see that information. Everyone else will be able to see the answer and the fact that there was a question, but not the identity of the asker or the question text.
- Public Response, also sharing the question: The response can be made public with the question becoming public too. In this case, all users in the room, except those four parties again who can see more, will be able to see the response and the original question text, but not the asker. If the bidder has identified themselves within the question text, you shouldn’t share the question with other bidders. Instead, you may wish to paste an anonymised version of the question within your response.
How can I provide feedback about iRoadshow?
If you have any suggestions on how iRoadshow might be improved, the team at Black&Callow would be delighted to hear from you!
Please email your comments to feedback@iRoadshow.com and we will keep you in the loop on any improvements we make as a result.