Migrating a virtual data room is one of those projects that feels scarier than it actually is—because the stakes are real. You are moving sensitive deal documents, permissions, and audit history, and you cannot afford surprises.

This guide walks you through a clean, low-risk path to move from iDeals to Peony in 2025, while keeping security tight and disruption minimal.

Why teams move off iDeals (and what they worry about)

Most migrations happen for three reasons:

Cost and complexity creep as you add projects, roles, and external users.
Speed and usability when you want fast setup, modern sharing, and clearer organization.
Modern security expectations (strong link controls, leak deterrence, frictionless verification).

The worry is always the same: "What if we break access for the buyer/investor/lawyers mid-deal?" The answer is to run a controlled parallel migration and only cut over when you have validated everything.

Migration approach that keeps you safe

You have two practical options:

Option A: Parallel run (best for active deals)

Keep iDeals live while you build the Peony room.
Validate access, structure, and controls in Peony.
Cut over by sending new links and freezing the old room.

Option B: Hard cutover (best for closed deals / internal archives)

Export everything first.
Rebuild in Peony.
Shut iDeals down after verification.

If your deal is active, choose parallel run. It is calmer, kinder, and harder to mess up.

Step 1: Inventory your iDeals room like a professional archivist

Before you touch files, capture how the room works today:

Folder structure and numbering (the “index”).
Permission model (groups, roles, who can see what).
Q&A process (if used).
Reporting you may need later (audit trail, access history, engagement).

In iDeals, the Project index exists specifically to describe and export the room's structure and contents, including folder/document details and numbering. (Ideals Help Center)

This inventory becomes your migration blueprint.

Step 2: Export content from iDeals (documents + structure)

Export the files

iDeals supports downloading documents and folders. You can download an individual file, a folder, or multiple items, and the system packages them as a downloadable archive (commonly a ZIP) when appropriate. (Ideals Help Center)

Practical tip: export in logical chunks (top-level folders), not "everything at once," unless your room is small. It reduces failure risk and makes it easier to verify later.

Export the structure (index)

Exporting the Project index gives you a reliable map to recreate the same information architecture on the Peony side. (Ideals Help Center)

Step 3: Export the audit trail you may need for compliance

Even if you never open these files again, you want them stored safely.

iDeals provides a Reports area that includes items like Activity log, Permissions log, and an Engagement matrix, among others. (Ideals Help Center)

Two reports matter most during migration:

Activity log (for "who did what, when")

The iDeals Activity log tracks actions such as uploads, downloads, edits, deletions, and permission changes (depending on configuration), and you can filter by dates and export/share it. (Ideals Help Center)

Permissions log (for "who had access to what")

The Permissions log is purpose-built to show permission-related events and can be exported (for example to Excel) and shared. (Ideals Help Center)

If your legal/compliance team is strict, export these reports before you cut over, then store them in an internal archive.

Step 4: Clean the data so the new room is better than the old one

This is where migrations quietly win.

Remove duplicates and old drafts.
Normalize filenames (dates, versions, consistent naming).
Confirm sensitive docs are in the right folders (e.g., cap table, customer contracts, HR).
Decide what becomes staged disclosure vs. immediately visible.

A small but powerful habit: write a short README in each top-level folder explaining what belongs there. It reduces Q&A churn later.

Step 5: Set up Peony with security defaults first

Before uploading anything, set the security baseline.

Peony positions itself around AI-powered organization, advanced analytics, custom branding, and integrated eSignatures, plus "security that works in the background" (email verification, dynamic watermarks, link expiry, access controls, and security event signals like screenshot attempt logging).

Configure these upfront:

Custom domain for your data room (more trust, fewer phishing lookalikes, and tighter brand control).
Identity-bound access for external viewers.
Dynamic watermarking + screenshot protection for leak deterrence.
Link expiry and revoke access anytime so you are never stuck with an old link floating around.
Password protection where appropriate for sensitive deal workflows.

Think of this as locking the doors before you move furniture in.

Step 6: Recreate the room structure in Peony (use a sample structure)

Use your exported iDeals Project index as the source of truth, then improve it.

Here is a clean M&A-style structure that maps well to most deals:

00 - Overview
- Welcome / Process Notes
- Contacts
- Deal Timeline
01 - Corporate
- Charter / Bylaws
- Cap Table / Equity
- Board / Consents
02 - Financial
- P&L / Balance Sheet / Cash Flow
- Forecasts
- Tax
03 - Customers & Revenue
- Top Customers
- Contracts
- Pipeline (if shared)
04 - Product & Tech
- Architecture
- Security / Compliance
- IP / Patents
05 - Legal
- Material Agreements
- Litigation (if any)
06 - People
- Org Chart
- Employment Agreements
- Benefits
07 - Misc
- Anything that does not fit elsewhere

Then mirror permissions around deal reality: bidders/investors rarely need everything at once.

Step 7: Import files and rebuild controlled sharing

Upload folder by folder, preserving structure.

Then rebuild access with intention:

Create viewer groups (Investor A / Buyer B / Counsel).
Apply staged disclosure (initial vs. NDA-only vs. final-stage).
Create separate links where you want clean analytics and clean revocation.

Peony's emphasis on page-level engagement analytics and engagement scoring is specifically meant to help you understand interest and follow-up timing once the room is live.

Step 8: Validate like a paranoid optimist

Do a short, formal validation pass:

Open every top-level folder.
Confirm key PDFs render correctly.
Confirm watermarking and screenshot protection behave as expected.
Test link expiry and access revocation.
Ask one internal teammate to review permissions as if they were an external buyer.

Only after this is clean should you cut over.

Step 9: Cut over without drama

Send Peony links to all participants.
Set iDeals room to read-only or freeze uploads.
Keep iDeals available for a short overlap window if the deal is active.
Archive final iDeals exports (docs + reports) in internal storage.

iDeals itself recommends strong security practices (like watermarks, 2FA, access restriction, audit logs, and secure archiving options) as part of maintaining control. (Ideals Help Center)

Common migration mistakes (and how to avoid them)

Mistake: migrating junk. Fix by cleaning before import.
Mistake: recreating permissions from memory. Fix by exporting Permissions log + documenting groups. (Ideals Help Center)
Mistake: one shared link for everyone. Fix by using separate links per party so revocation and analytics stay precise.
Mistake: skipping validation. Fix by doing a real test with a teammate pretending to be an outsider.

Q&A Section

What are the key security improvements when migrating from iDeals to Peony?

Peony offers several security enhancements over iDeals: identity-bound access ensures only verified users can view documents, dynamic watermarking and screenshot protection prevent leaks, and link expiry ensures access doesn't last forever. Peony also provides page-level analytics to track engagement and identify security risks.

How do I track engagement after migrating to Peony?

Peony provides page-level analytics that show exactly which pages stakeholders viewed, how long they spent on each section, and when they return. This visibility helps you understand engagement patterns and follow up intelligently, identifying which stakeholders are most engaged with your materials.

Do I lose reporting history when I migrate?

You cannot "move" iDeals' historical logs into a different platform in a native way. What you can do is export Activity log, Permissions log, and other reports for your records before cutover. (Ideals Help Center) Peony will start tracking engagement from the moment you migrate, providing ongoing page-level analytics for all future activity.

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