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How to connect your Virtual Data Room

Connecting a Virtual Data Room to a Prudentia Assessment gives your team access to the partner's full data package without requiring you to download, organize, or manually upload documents. This article explains how the VDR connection workflow works, who is involved at each step, and what you need to do to initiate it.

Overview of the third-party VDR integration workflow

VDR connectivity in Prudentia operates through a trusted intermediary model. Because pharma users on the platform regularly do not have download rights to the partner's data room, Prudentia acts as a secure intermediary: we ingest documents on your behalf and make them available in a read-only environment within your specific Assessment.

This model is designed to protect both parties. The partner retains full control over their data room permissions and can revoke access at any time. Your team accesses the documents through Prudentia's secure, isolated environment without any direct download capability. Prudentia's role is strictly limited to authorizing the connection: the Prudentia Admin who facilitates the integration does not see the contents of the data room.

Overview of the third-party VDR integration workflow

Step 1. The Partner (data room owner) grants Prudentia Admin download rights to the VDR. This is required before any connection is established.

Step 2. Prudentia Admin receives the Assessment ID from you, locates it in the VDR Connections page, and authorizes the integration. The Prudentia Admin does not see the data room contents.

Step 3. Once the connection is live, documents from the partner's VDR appear in your Assessment's 'Data Room' tab in read-only format

The seller must grant Prudentia Admin download rights to the VDR before this workflow can proceed. Without this, the connection cannot be established. Coordinate with the seller's business development or data room administrator to initiate this step.

Your role in this process

  1. Confirm the seller has granted access. Ensure the partner has added Prudentia Admin as a user with download rights to their VDR. Your Customer Success Manager can provide the Prudentia Admin credentials.
  2. Share your Assessment ID with Prudentia. Contact your Prudentia Customer Success Manager and provide the Assessment ID you want to connect. This is the only information Prudentia Admin needs to locate and authorize the connection.
  3. Prudentia Admin authorizes the connection. Using the VDR Connections page, Prudentia Admin locates your Evaluation ID, clicks Connect, authenticates with the VDR provider,  and syncs the files. This process takes only a few minutes.
    • Access your documents in the Data Room tab. Once the sync is complete, documents from the seller's VDR will appear in your Assessment under Data Sources → Data Room. All documents are displayed in read-only format — they can be viewed within Prudentia but cannot be downloaded.
      • Prudentia will automatically sort files into the appropriate folder structure based on document type.
      • For any files where Prudentia has low confidence in the folder assignment, you will be notified and asked to place those files manually. Folder placement affects which algorithms are applied to the document's contents — take care when manually assigning flagged files.

    Managing an existing connection

    • Once a connection is active, Prudentia Admin can re-sync to pull in newly added files from the data room or disconnect the integration if the deal has concluded or access needs to be revoked. The integration will automatically be disconnected when an Assessment has expired or has been deleted. 
    • You can request a re-sync at any time by contacting your Prudentia Customer Success Manager

    To initiate a VDR connection, contact your Prudentia Customer Success Manager or email support@prudentiasciences.com with your Assessment ID