Automated data room insights retrievals

1. Purpose

Automatically sync investor engagement data from Anduin Data Rooms to the customer’s DealCloud CRM - giving teams real-time visibility into actionable insights and enabling faster, more informed decisions.

2. Key Benefits & Features

• Real-time investor tracking — automatically capture every key activity across the data room lifecycle, including when an investor is invited, joins, views, or downloads a document.
• Flexible event filtering — choose which investor activities to track, so your CRM only receives the signals that matter to your team.
• Historical data backfill — on the first run, the integration imports past investor activity based on the Initial Backfill Period (Days) you configure, so your CRM is populated from day one.
• Hands-off automation — eliminate manual data entry by having investor engagement data flow directly into DealCloud without any repetitive admin work.

3. Potential Customer Personas

• Any Data Room customer using DealCloud as their CRM.
• Especially helpful for firms with high investor activity and multiple data room participants.

4. Prerequisites

4.1 Third party app requirements

• API key: Customer must know their API key. Otherwise, they can contact their DealCloud representatives for this information
• Object preparation: Customer must create an object to receive data from Anduin, which must:
  • Include all below fields with the exact API name
    • DataroomID: The internal unique ID of the data room in Anduin
    • DataroomName: The human-readable name of the data room
    • FirstName: Investor's first name
    • LastName: Investor's last name
    • Email: Investor's email address
    • Domain: The email domain of the investor (e.g. vertex.com), useful for grouping by firm
    • GroupName: The group or organization the investor belongs to within the data room
    • TermsOfAccessStatus: Whether the investor has accepted the terms of access
    • DeclinedAt: Timestamp of when the investor declined the terms of access or invitation (if any)
    • RemindedAt: Timestamp of when a reminder was sent to the investor (if any)
    • LastAction: The most recent activity the investor performed (e.g. Viewed, Downloaded)
    • LastActionAt: Timestamp of that most recent activity
    • FileID: The internal unique ID of the specific file the investor interacted with
    • FileName: The name of that file
    • Viewed: Total number of times this file has been viewed by the investor from backfill’s date to today
    • LastViewedAt: Timestamp of the most recent view event on this file
    • ViewAccumulated: Total number of times this file has been viewed by the investor
    • ViewDurationAccumulated: Total time (in seconds) the investor has spent viewing this file
    • Downloaded: Total number of times this file has been downloaded by the investor from backfill’s date to today
    • LastDownloadedAt: Timestamp of the most recent download event on this file
    • DownloadAccumulated: Total number of times this file has been downloaded by the investor
    • CreatedDate: When this record was first created in Anduin
    • CreatedBy: Who created the record (Anduin’s Integration Hub)
    • ModifiedDate: When this record was last updated
    • ModifiedBy: Who last modified the record (Anduin’s Integration Hub)
  • Use the text field type for all mapped fields. Restrictive types like numeric or picklist will break the integration

4.2 Anduin app requirements

• Data Room access - the user must either:
  • Have admin access to the intended data rooms, or
  • Know a team member with admin access who can grant the necessary permissions during setup
• Data sync logic
  • Initial Run - On the first run, the integration queries and pushes all investor engagement activities that fall within the time window defined by the Initial Backfill Period (Days) configuration. This is a one-time operation that runs immediately after installation.
  • Subsequent Runs - After the initial run, the integration operates in real-time — automatically pushing data whenever an investor is invited, reminded, or performs an activity (viewed or downloaded a document).

5. Pre-Setup Checklist

6. Step-By-Step Guide

6.1 Grant access to the Integration Hub

• Customers need to contact their Implementation manager to ensure they have access to the Integration Hub and this specific integration

6.2 Locate the solution

• In the Browse tab of the Integration Hub, the customer can locate the DealCloud (Data Room alert) solution

6.3 Install the solution

• Step 1: Click Install to begin setup

• Step 2: Name the Integration

  • Recommend a clear and descriptive name (e.g., “DealCloud integration - Data Room Alpha” or “By John Smith”)
  • Click Next: Link to Anduin objects
  
  

• Step 3: Grant integration permission to customer’s intended objects (data room)

  • Step 3.1: A list of accessible Anduin objects (e.g., Data Room) will appear

  • Step 3.2: Click Open next to the relevant data room

  
  
  • Step 3.3: In the permission module, find the integration name and click Add
  
  

  • Step 3.4: Return to the Integration Hub - the data room should now show a “Linked” tag. Click Next to proceed

    
    

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If the target Data Room is not listed, there are 2 options

1. Customer needs to be added with admin role for that Data Room, then return to the step 3.2. Customer should be able to see the target Data Room there
2. Customer requests their team member who has admin role in that data room
3. to perform step 3.3 using Settings > Integrations in the Data Room app and they can continue with step 3.4

6.4 Configure the solution

• The customer may rename the integration or proceed as-is

• Enter DealCloud credentials

• Integration configuration

  • Select the data rooms customers want to connect.
  • Set the number of days to backfill on the initial sync. The integration will import all investor activities from today back to the specified number of days — this only runs once upon installation.
  • Configure the investor activities that only matter to customer (or leave as-is to include all events):
    • Invited – when an investor is invited to a data room
    • Joined – when an investor accepts the invitation and joins
    • Viewed – when an investor opens and views any documents
    • Downloaded – when an investor downloads any documents
  • Select the DealCloud object where insights will be stored
  
  

6.5 Validate the solution

To test the configuration, wait until an investor is invited, viewed or downloaded a file. The system should send corresponding insights to the specified DealCloud object.