Citrix Virtual Data Room

Citrix ShareFile has evolved from a simple file-sharing tool into a full-fledged virtual data room designed for confidential, document-heavy work such as M&A, due diligence, audits, and litigation. It sits between classic file-sharing and deal-grade virtual data room software, giving deal teams a secure space to organize virtual data, track counterparties, and keep regulators and stakeholders satisfied.

Originally launched in 2005 in North Carolina, ShareFile grew rapidly as a business-focused collaboration platform and was acquired by Citrix in 2011. Today, the product operates under Progress Software Corporation (after being spun out from Cloud Software Group), but many customers still refer to it as “Citrix ShareFile”.

For organizations already using Citrix digital workspace solution tools such as Citrix Workspace, Citrix virtual apps, Citrix DaaS, and other SaaS and cloud apps, the ShareFile virtual data room extends that ecosystem with deal-focused security and workflow controls.

Below is an in-depth look at how the Citrix data room works, its security model, pricing, and where it fits for different types of complex deals and confidential transactions.

What is a Citrix ShareFile data room?

The Citrix ShareFile VDR (or the ShareFile virtual data room) is a dedicated environment on top of the broader ShareFile platform, built for transactions where sensitive documents need structured access, logging, and review. Think about M&A due diligence, regulatory investigations, financing rounds, and contentious confidential deals or litigation.

ShareFile’s virtual data room:

• Provides a hosted data room with deal-level workspaces and granular controls over data room contents
• Supports sophisticated use cases such as M&A, fundraising, private equity firms’ portfolio monitoring, restructuring, and advisory services workstreams
• Can act as a complete due diligence solution for smaller and mid-market transactions, and a focused diligence solution alongside other tools on larger, most confidential deals

The service is used by companies of all sizes, from small businesses needing a straightforward virtual data room to larger firms and professional services organizations managing recurring confidential transactions. ShareFile reports hundreds of thousands of corporate customers and tens of millions of active users across its collaboration products, including the VDR.

In the wider Citrix ecosystem, ShareFile also connects with Citrix Files, Citrix Workspace, and workplace cloud apps, giving IT teams a coherent approach to remote access, content collaboration, and managed desktops and apps.

Security features

Security is the core reason to select any virtual data room, and Citrix ShareFile VDR leans heavily on encryption, policy controls, and detailed audit trails.

Encryption and access controls

ShareFile encrypts files in transit with TLS/SSL (up to 256-bit) and at rest in secure, audited data centers, often described as bank-level encryption.

Key security features include:

• Two-factor authentication for both employee and guest users
• Simple log in and single sign-on through Active Directory and SAML, with tight access policies
• IP, time, and link-based restrictions that govern private access to the VDR

Organizations using Citrix’s broader security stack can extend Zero Trust Network Access (ZTNA) via Citrix Secure Private Access, combining browser-based controls and trust network access policies around the Citrix ShareFile portal.

Rights management and document-level controls

For virtual data room software, document-level control is as important as perimeter security. In the Citrix virtual data room, administrators can:

• Define view-only access roles and granular permissions, blocking download, print, copy, or forwarding
• Apply dynamic watermarking with user details, timestamps, IP information, and “Confidential” text on each page
• Use granular user permissions at the folder, sub-folder, and file level
• Configure private access for specific bidders or advisers in multi-bidder processes

For highly regulated sectors or most confidential deals, these controls help mitigate leakage risk while still supporting efficient, secure document sharing.

Monitoring, analytics, and alerts

From a monitoring standpoint, here are the main Citrix  virtual data room’s features:

• A detailed log of all views, logins, downloads, and changes
• Visibility analytics and reporting that highlight the most active users, user behavior, most viewed documents, and “longest viewed” content
• Integrated instant email alerts for unusual access patterns or activity spikes
• Threat detection alerts that notify admins of suspicious attempts to securely access sensitive data

These advanced analytics tools are roughly analogous to Citrix analytics capabilities used elsewhere in the Citrix stack, giving teams more complete control over how deal parties interact with the Citrix ShareFile virtual data environment.

Citrix ShareFile pricing: Data room with no hidden fees

The dedicated Citrix virtual data room plan is priced as a flat-rate, per-employee model with a minimum user count. Current public information indicates:

• Starting at around $75 per employee user per month for the VDR tier, billed monthly or annually
• A minimum of 5 employee users for the VDR plan
• Storage of 1 GB of account storage per license on the VDR plan (aggregated), with additional storage negotiable
• Unlimited users — you can invite as many view-only guests as you need without paying per external account

This structure is relatively transparent versus traditional per-page models on other providers. It also aligns with broader VDR pricing trends, where fixed-fee models and “all-in” projects are becoming more common.

When prospects ask how many users they can add to the Citrix ShareFile data room, the practical limit tends to be internal seat licenses (employee users) rather than external guests. The per-seat model is straightforward, but you may still need to talk to sales about additional users beyond the published tiers.

Storage and limits

From a storage perspective, the public documentation and industry summaries suggest:

• VDR plans include pooled storage (starting around 1 GB per license on VDR, higher baseline on non-VDR plans)
• For most mid-market transactions, storage questions like how many GB you need will depend more on video, imaging, and large datasets than on standard PDFs and office files
• For very large archives or multi-year transactions, firms often negotiate custom limits

Free trial and evaluation

ShareFile continues to offer a free trial (commonly, 14 days but may depend on plan and region) so new users can test workflows before committing.

During this trial period, teams rarely rely on hands-on testing alone. Because VDRs are often selected by committees, many teams also rely on dedicated VDR review platforms (G2, Capterra, SoftwareReviews, etc.) where user ratings give additional context on price–value trade-offs. That’s how independent ShareFile reviews and/or Citrix reviews can help benchmark this platform’s pricing and free trial offers against alternative providers.

Unique features

While many VDRs overlap on baseline security, Citrix ShareFile stands out in a few areas relevant to complex deals and recurring compliance work.

Unlimited client users and view-only access

One of the most distinctive ShareFile features is the ability to combine employee-based licensing with unlimited client users who can be given view-only access. That’s particularly useful when:

• Multiple bidders need controlled access to the same data room contents during an auction
• Firms open long-running portals for recurring investors, regulators, or audit teams
• Legal teams need view-only permissions for counterparties across multiple confidential transactions

Analytics and click trails

The VDR plan includes an analytics layer focused on user behavior:

• “Click trails” that show where users navigate in a session
• Reports on the most active users and the most viewed documents
• Exportable audit logs and advanced analytics to help focus attention on serious buyers or engaged counterparties

For deal teams, this can help prioritize outreach and identify who is actually reading key materials, which is a de facto complete due diligence solution for smaller projects.

Integration into the Citrix ecosystem

Because ShareFile grew up inside Citrix, it coordinates naturally with:

• Citrix Workspace and Citrix web app access to files and SaaS and cloud apps
• Endpoint integrations via Citrix Files and Citrix Endpoint Management
• Desktop and app streaming through Citrix virtual apps and Citrix DaaS

For organizations already running Citrix desktops or applications, this offers a straight path from workspace to Citrix ShareFile virtual data workflows.

Customer support

ShareFile VDR support is positioned for professional services and deal teams that need a predictable response model. In terms of support features, it offers the following:

• 24/7 support via phone, chat, and email for higher tiers
• A structured escalation system for incidents
• Access to a Help Center, webinars, and “How to Use ShareFile” guides
• Documentation videos and how-to content for admins and end users

The experience described on software review platform sites is mixed but generally positive: some users praise responsive support and guided onboarding; others mention ticket backlogs or variability by region.

For firms buying at scale, dedicated account teams and advisory services from partners can help with configuration, especially when aligning policies with internal IT and compliance standards.

Document management & user experience

Beyond security and pricing, it’s important to understand how the Citrix virtual data room environment handles day-to-day document workflows and what the experience looks like for both internal teams and external guests.

Cross-platform access

On the usability side, ShareFile is built to let users securely access files from wherever they work:

• Native apps and desktop clients for Windows and Mac Desktop
• Mobile apps for Android and iPhone mobile
• Tablet access, including an iPad cloud-based experience via browsers or mobile apps

From a user’s perspective, most interactions with the Citrix ShareFile VDR feel similar to standard file-sharing: drag-and-drop, sync, and simple “upload to the virtual data room” actions from the desktop or Outlook plug-ins.

Core document management features

The VDR includes the same core document management capabilities as the broader platform, plus deal-specific extras:

• Structured folders and naming standards to keep data room contents consistent
• Full-text search across folders to quickly locate clauses, names, or figures
• Version control and check-in/check-out for contract redlines
• Q&A modules and task lists for coordinating requests
• “Projects” that bring together files, tasks, and conversations

These features make it easier for deal teams to work in a single virtual data room rather than juggling multiple software applications and shared drives.

Experience for guests and bidders

For external parties, the workflow is deliberately simple:

• Receive an email invitation or instant email alerts when new files are available
• Log in via browser or Citrix web app; in some environments, access may be federated via single sign-on from existing credentials
• Navigate a clear folder tree and use view-only access restrictions on confidential deals where downloads or printing are not allowed

In multi-bidder situations, admins can segment bidders with granular user permissions and track interest levels based on user behavior, download patterns, and time spent on critical sections.

Pros and cons

As with any virtual data room software, Citrix ShareFile VDR combines clear strengths — such as robust security options like zero trust network access and adaptive access — with trade-offs that buyers should weigh against project needs.

Pros

• Strong document-centric workflow. Good balance of VDR controls and everyday collaboration, suitable for accounting and legal workflows as well as one-off deals.
• Unlimited client users: Useful when multiple counterparties or advisory teams need access without per-guest fees.
• Integrations: Works with Outlook, Google Workspace, Microsoft 365, and a broad set of cloud apps in the wider Citrix ecosystem.
• Analytics and reporting: Built-in views of frequent users, access history, and audit logs help deal teams focus on serious buyers and manage risk.
• Flexible deployment history: Cloud-based VDR with a background in both cloud and on-prem options, appealing to organizations with strict data residency rules.

Cons

• Security perception vs. competitors: Some independent commentary highlights historical security incidents and suggests stronger controls from specialized VDR vendors; risk-sensitive teams will want to validate controls carefully.
• Not focused solely on deals: ShareFile’s heritage as a broader collaboration tool means some features are oriented to routine workflows rather than pure transaction management.
• Complex feature catalog: Multiple plans and features (client portals, accounting and legal variants, generic file sharing, and the VDR plan) can make the buying process more complex than with single-purpose VDRs.

Clientele and case studies

Citrix ShareFile VDR is widely adopted across knowledge-intensive industries, and real-world deployment patterns illustrate where the platform delivers the most value in practice.

Major clients and industries

Citrix and Progress highlight customers ranging from boutique accounting firms and small businesses to larger financial institutions, indicating that the Citrix ShareFile data room and related secure-document workflows can scale across very different use cases.

• Private equity – The Carlyle Group. The Carlyle Group is an example of a global investment firm using ShareFile VDR to manage confidential investment processes and sophisticated deals more efficiently.
• Engineering and consulting – Kimley-Horn. Kimley-Horn used ShareFile to replace legacy FTP sites with Citrix ShareFile to support secure document sharing and structured project workspaces across dispersed engineering and planning teams.
• Accounting and tax – 1st Step Accounting. 1st Step Accounting is an accounting firm that uses ShareFile to protect sensitive documents, streamline client document exchange, and support ongoing advisory services.
• Financial and legal services – CryptoTaxAudit. The CryptoTaxAudit firm uses ShareFile to handle sensitive data in crypto tax defense work, improve document accuracy and time management, and avoid the need to build its own infrastructure.

Together, these examples show how organizations in private equity, professional services, and project-based industries use ShareFile for recurring client portals, secure file exchange, and, at the high end, a virtual data room that exposes only the contents needed for each review rather than broader operational or social data.

Case studies and typical scenarios

Public customer stories and articles showcase several recurring patterns:

• Legal. Firms use ShareFile VDR to centralize case files, discovery material, and court submissions, while using analytics and audit logs to demonstrate proper handling of client materials.
• Accounting. Practitioners use the platform to collect tax documents, manage workpapers, and collaborate on adjustments, often shifting from compliance-only work toward more profitable advisory services.
• Corporate transactions. Mid-market companies use the VDR to run sell-side and buy-side workstreams, sharing only the necessary content, with private access for each bidder and adviser set.

In almost all of these scenarios, ShareFile positions its VDR as a way to extend existing collaboration workflows to the high-stakes, sensitive data side of the business.

FAQ

What is Citrix ShareFile?

Citrix ShareFile (now part of Progress) is a secure content collaboration and file-sharing platform that offers client portals, cloud storage, and a dedicated ShareFile virtual data room for regulated and deal-driven work. The Citrix virtual data room layer adds extra controls such as dynamic watermarking, view-only permissions, audit trails, and VDR-specific analytics on top of the broader file-sharing environment.

Who owns Citrix ShareFile?

Originally an independent company, ShareFile was acquired by Citrix in 2011 and later operated under Cloud Software Group alongside other Citrix brands. In 2024, Progress Software Corporation completed its acquisition of ShareFile, so the VDR is now part of the Progress portfolio, even though many users still refer to it as “Citrix ShareFile”.

How much does Citrix ShareFile cost?

Pricing depends on plan and region, but public sources indicate that the dedicated Citrix ShareFile data room plan starts at around $75 per employee user per month, with a minimum of 5 employee licences and unlimited client users. Storage is typically pooled by license (e.g., about 1 GB per VDR license), though larger deployments may negotiate custom limits. Because pricing can change and large customers often sign custom contracts, it’s best to treat online numbers as indicative and confirm exact Citrix ShareFile pricing with sales.

Quick comparison summary and next steps

If you’re evaluating VDR software for sophisticated deals, Citrix ShareFile is best viewed as a middle ground: more structured than generic file sharing, less specialized than some high-end M&A platforms, but tightly integrated with Citrix Workspace, Citrix virtual apps, and broader Citrix and Progress software applications.