Deal Rooms are secure, collaborative spaces designed for complex B2B sales processes where you need to engage multiple stakeholders and manage two-way content sharing. While Paperflite Collections are perfect for one-way content sharing, Deal Rooms enable true collaborative selling throughout your sales cycle.
What Makes Deal Rooms Different
Multi-stakeholder engagement: Instead of relying on a single champion, connect directly with decision-makers, influencers, and end users in one organized space
Two-way content sharing: Share your materials while allowing buyers to upload their requirements, technical specs, or internal documents that help move deals forward
Real-time engagement intelligence: See exactly who's engaging with content, when they're viewing it, and how much time they're spending on each asset
Live conversation capabilities: Chat with prospects while they're actively viewing your materials, enabling immediate clarification and relationship building
Getting Started
Create Your Deal Room : Navigate to "Deal Room" in your left menu and click "Create a new deal room." Give it a descriptive name that helps you identify the opportunity (e.g., "Acme Corp - Q2 Implementation").
Connect Your CRM (Optional) : If you map this to an existing CRM deal, Paperflite automatically pulls in context, previous interactions, and deal details, saving you from recreating work.
Add Content Before Inviting Participants: You must add at least one asset before inviting participants. This ensures they land in a prepared space with valuable content rather than an empty room.
Deal Room Structure
🧭 Overview
Your Deal Room's home page where stakeholders get their first impression. It includes:
Deal name, banner, and description to provide context
Company and buyer logos to create a sense of partnership
Calendar link for easy meeting scheduling without email back-and-forth
Customize the sharing settings and participant view
Overview Shortcuts:
The Overview tab includes several helpful shortcuts to keep you informed about deal activity:
Deal Insights: View win probability percentages and deal stage information (requires Deal Insights to be enabled and CRM integration)
Unread Messages Notification: Shows messages from stakeholders that you haven't read yet, with a persistent notification to ensure you don't miss important communications
Active Stakeholders: See which external participants are currently online and available for real-time conversations
Recently Uploaded Assets: Get notified about new content uploaded by external stakeholders that you haven't reviewed yet (shows top 5 assets for up to a month)
Engagement Analytics: Quick view of total time spent by external stakeholders on shared content
New Stakeholder Alerts: Notifications when new external participants have been invited to the Deal Room by other stakeholders
Assets
Your collaborative content hub that goes beyond traditional file sharing:
Upload and organize your proposals, decks, demos, and supporting materials
Buyers can contribute their own content - RFPs, technical requirements, internal presentations, or any documents that help move the deal forward
All content is automatically tracked for detailed engagement analytics
This two-way sharing capability helps you understand buyer needs while demonstrating your collaborative approach.
People
Manage your multi-threading strategy effectively:
Internal Stakeholders: Your team members who can edit and collaborate behind the scenes
External Participants: The entire buying committee - decision-makers, influencers, technical evaluators, and end users
This structure enables you to engage directly with multiple stakeholders instead of relying solely on a single champion to relay information. You can understand each person's priorities and tailor your approach accordingly.
Activity
Track all engagement in real time to understand buyer intent:
Email opens and click-throughs to measure initial interest
Time spent on documents to gauge depth of review
Asset downloads and internal shares to identify content that resonates
Return visits and engagement patterns to time your follow-ups perfectly
This intelligence helps you move from guessing about buyer interest to knowing exactly where you stand.
Engage
The most powerful feature for active deal management. When buyers are viewing content in your Deal Room, you can initiate real-time chat conversations with them. This means you can:
Address questions immediately while content is fresh in their mind
Provide additional context or clarification on specific materials
Check in on their evaluation process without waiting for email responses
Build stronger relationships through timely, relevant conversations
This transforms static content sharing into dynamic, interactive sales conversations that keep deals moving forward.
Security and Controlled Sharing
Deal Rooms provide enterprise-grade security that builds buyer trust:
Live collection: All deal rooms are live collections by default. In Paperflite, a Live Collection provides real-time updates—any changes you make, such as adding or removing assets, are instantly reflected for recipients without the need to resend the link.
OTP Authentication: Every access requires one-time password verification, ensuring only authorized participants can view sensitive deal information.
Email-Only Sharing: Unlike Collections which can generate shareable links, Deal Rooms can only be shared through direct email invitations to specific participants. This prevents unauthorized sharing or forwarding and gives you complete control over who has access.
Complete Audit Trail: Every action is logged and timestamped, so you always know who accessed what content and when.
This controlled sharing approach is particularly important for enterprise buyers who need assurance that sensitive information and discussions remain secure within the intended audience.
Making Deal Rooms Work for You
Start with Core Content: Begin with essential materials and expand as the deal progresses rather than trying to build everything upfront.
Organize for Your Buyer: Structure content based on how prospects make decisions, not how you present your product internally.
Act on Engagement Data: Review activity insights before every prospect interaction to time follow-ups and tailor conversations effectively.
Keep Content Current: Update materials as deals evolve to show you're actively managing the opportunity and responding to buyer feedback.
Use Multi-Threading Strategically: Invite stakeholders progressively as you identify them, rather than overwhelming buyers with too many participants initially.
Need Help?
For questions about optimizing your Deal Room strategy or technical assistance, contact support@paperflite.com.