Making the switch from Ideals VDR to Peony is a straightforward process that can significantly reduce your data room costs while providing modern features. This guide will walk you through migrating your documents and data rooms efficiently.

The transition from Ideals to Peony represents a significant upgrade in terms of user experience, security features, and cost efficiency. With transparent per-user pricing at $40/month, Peony offers enterprise-grade virtual data room capabilities at a fraction of the cost of traditional VDR providers.

What You Need to Know About Migrating from Ideals

Ideals documents can be downloaded individually or in bulk
Different permission levels affect download options
Peony supports all major file formats
Migration can be done folder by folder to maintain structure
Custom permissions can be recreated in Peony

Step 1: Export Your Ideals Content

For individual documents:

Select documents in the documents list
Click "Download" in the top panel or use right-click menu

Choose from available download formats:

Original format (if you have Manage/Upload/Original permissions)
PDF version
Encrypted version
Unredacted version (for administrators)

For bulk downloads:

Select the root folder (project name) in the document tree
Click "Download" to get a ZIP archive

For Windows users with long file paths:

Choose "Keep original names" to maintain structure
Or use "Truncate names" to ensure compatibility

Note: Download options depend on your permission level:

Manage/Upload/Original permissions: Get original files
PDF permission: Get converted PDF copies
Encrypted permission: Get IRM-encrypted versions
View/Fence permission: Get URL links to online versions

Important: MS Office documents (DOC, DOCX, XLS, XLSX, XLSM, PPT, PPTX) are downloaded in IRM-encrypted format when encryption is selected.

Step 2: Prepare Your Files for Peony

Before uploading to Peony, organize your files. Peony supports:

PDF documents (.pdf)
Microsoft Office files (.doc, .docx, .xls, .xlsx, .ppt, .pptx)
Spreadsheets (.csv, .ods)
Images (.png, .jpg, .jpeg)
Videos (.mp4, .mov, .avi, .webm)
CAD files (.dwg, .dxf)
Compressed files (.zip)
And more

Start your migration to Peony

Step 3: Upload to Peony

Log in to your Peony account
Navigate to "Documents" in the sidebar
Click "Add Document" in the top right corner

You can then:

Upload individual files by clicking or dragging
Create folders to organize your documents
Upload multiple files simultaneously
Maintain folder structure when dragging folders

Step 4: Set Up Your Data Rooms

Create a new data room:

Click "New Data Room"
Name your data room
Add a description (optional)

Organize your documents:

Create folders to match your Ideals structure
Upload documents to specific folders
Set viewing permissions

Configure security settings:

Enable NDA requirements
Set up watermarking
Configure access permissions

Ideals vs Peony Comparison

Feature	Ideals	Peony
Starting price	Enterprise pricing only	$40/month per user
Bulk downloads	ZIP archive with path limitations	Unlimited with preserved structure
Permission levels	Complex hierarchy system	Simplified but powerful controls
File encryption	IRM-encrypted versions	Dynamic watermarking and encryption
Self-hosting option	Not available	Available
Modern interface	Traditional VDR interface	Modern, intuitive design
Setup time	Complex setup process	Quick setup, instant sharing

Advanced Migration Strategies

Phased Migration Approach

Phase 1: Pilot Migration

Start with a small, non-critical data room
Test all features and workflows
Gather feedback from key users
Refine migration process

Phase 2: Active Data Rooms

Migrate currently active data rooms
Ensure minimal disruption to ongoing processes
Provide training and support to users
Monitor performance and user adoption

Phase 3: Archive Migration

Migrate historical and archived data rooms
Organize and clean up old documents
Implement retention policies
Complete the migration process

Data Organization Best Practices

Folder Structure Planning:

Map your existing Ideals folder structure
Identify opportunities for optimization
Plan for future scalability
Document the new organization system

Document Classification:

Review and update document classifications
Implement consistent naming conventions
Set up appropriate access controls
Ensure compliance with retention policies

Permission Management:

Audit existing permission levels
Simplify complex permission hierarchies
Implement role-based access controls
Test permission configurations thoroughly

Use Cases for Migration

Investment banks: Streamline due diligence processes with modern data room features
M&A teams: Manage multiple deals with better organization and tracking
Legal departments: Secure document sharing with granular access controls
Corporate finance: Handle financial documents with enhanced security
Real estate firms: Organize property documentation and due diligence materials

Try Peony's advanced features

Industry-Specific Migration Considerations

Investment Banking

Due Diligence Workflows:

Migrate deal-specific data rooms
Set up standardized folder structures
Implement consistent naming conventions
Ensure compliance with regulatory requirements

Client Communication:

Update client access procedures
Provide training on new platform
Communicate security enhancements
Maintain service continuity

Legal Services

Document Management:

Migrate case-specific document collections
Implement matter-based organization
Set up client-specific access controls
Ensure privilege protection

Compliance Requirements:

Review regulatory compliance needs
Implement appropriate security measures
Document audit trails
Ensure data protection compliance

Corporate Development

M&A Processes:

Migrate deal-specific data rooms
Set up standardized workflows
Implement approval processes
Ensure stakeholder access

Strategic Planning:

Organize strategic documents
Set up confidential access controls
Implement version control
Ensure executive access

Security and Compliance Considerations

Data Protection

Encryption Standards:

Ensure all documents are properly encrypted
Implement secure transmission protocols
Maintain encryption keys securely
Document security procedures

Access Controls:

Implement multi-factor authentication
Set up role-based access controls
Monitor access patterns
Maintain audit trails

Compliance Requirements

Regulatory Compliance:

Review industry-specific requirements
Implement appropriate controls
Document compliance procedures
Ensure ongoing monitoring

Data Retention:

Implement retention policies
Set up automated cleanup procedures
Ensure legal hold capabilities
Document retention procedures

Training and Change Management

User Training

Administrator Training:

Comprehensive platform training
Security and compliance procedures
User management best practices
Troubleshooting and support

End User Training:

Basic platform navigation
Document access procedures
Security awareness training
Support and help resources

Change Management

Communication Strategy:

Clear migration timeline
Benefits and improvements
Training schedules
Support resources

User Adoption:

Provide comprehensive training
Offer ongoing support
Gather feedback and iterate
Celebrate successes

Cost-Benefit Analysis

Cost Savings

Direct Cost Reduction:

Lower per-user pricing
No setup or maintenance fees
Transparent pricing model
No hidden costs

Operational Efficiency:

Faster setup and deployment
Reduced administrative overhead
Improved user experience
Better support and training

Value Proposition

Enhanced Features:

Modern, intuitive interface
Advanced security features
Comprehensive analytics
Mobile accessibility

Business Benefits:

Improved productivity
Better collaboration
Enhanced security
Reduced risk

Migration Timeline and Planning

Pre-Migration Phase (2-4 weeks)

Planning and Preparation:

Assess current usage and requirements
Plan migration strategy and timeline
Set up Peony account and initial configuration
Prepare user training materials

Testing and Validation:

Test migration process with sample data
Validate security and compliance requirements
Train key administrators
Refine migration procedures

Migration Phase (4-8 weeks)

Active Migration:

Migrate active data rooms first
Provide user training and support
Monitor performance and user adoption
Address any issues or concerns

Validation and Testing:

Verify all documents and permissions
Test all workflows and processes
Ensure compliance requirements are met
Gather user feedback

Post-Migration Phase (2-4 weeks)

Optimization and Cleanup:

Optimize folder structures and permissions
Clean up old or unnecessary documents
Implement best practices
Document procedures and policies

Ongoing Support:

Provide ongoing user support
Monitor system performance
Gather feedback for improvements
Plan for future enhancements

FAQ

Can I migrate my existing permission settings?

Yes, you can recreate your permission settings in Peony. While the permission system is different from Ideals, Peony's simplified but powerful controls can accommodate most permission requirements.

What happens to encrypted files during migration?

Encrypted files from Ideals will need to be decrypted before migration to Peony. Peony uses its own encryption and security measures to protect your documents.

Can I maintain my folder structure?

Yes, you can maintain your folder structure during migration. Peony supports drag-and-drop folder uploads and preserves your existing organization.

Does Peony support IRM encryption?

Peony uses its own advanced encryption and security measures, including dynamic watermarking and access controls, rather than traditional IRM encryption.

How do I handle long file paths during migration?

Peony handles long file paths better than Ideals, with unlimited path length support and preserved folder structure during bulk uploads.

What about document version control?

Peony provides comprehensive version control features, allowing you to upload new versions of documents while maintaining access history and audit trails.

Conclusion

Transitioning from Ideals to Peony offers an opportunity to modernize your data room experience while maintaining professional-grade security and control. With Peony's intuitive interface and advanced features, you can manage your documents more efficiently at a fraction of the cost.

Key Benefits of Migration:

Cost Reduction: Significant savings with transparent per-user pricing
Modern Interface: Intuitive, user-friendly design
Enhanced Security: Advanced security features and dynamic watermarking
Better Performance: Faster setup and improved user experience
Comprehensive Support: Better training and ongoing support

Ready to start your migration?

Try Peony for Free

Create Your Data Room

How to Transition from Ideals to Peony: Complete Migration Guide for 2025