ShareFile data room in short: ShareFile – formerly Citrix ShareFile, owned by Progress Software since 31 October 2024 – sells a separate Virtual Data Room plan at $69.30 per user a month billed yearly or $77 billed monthly, with a minimum of 5 users (so from $346.50 a month) and 1 GB of storage per licence. Client users are unlimited. The VDR plan adds what the normal ShareFile plans lack for a deal: dynamic watermarks with viewer details, view-only access, Folder Q&A, terms and conditions for users, Click Trails and reporting. An existing ShareFile account cannot be converted into a VDR account. Below: plans, features, setup and alternatives.
Citrix ShareFile is now ShareFile by Progress
ShareFile was part of Citrix until Citrix was taken private in 2022 and placed in Cloud Software Group. Progress agreed to buy ShareFile for $875 million and completed the acquisition on 31 October 2024 (Progress press release). Help documentation has moved from docs.citrix.com to docs.sharefile.com, so "Citrix ShareFile VDR" and "ShareFile VDR" are the same product.
ShareFile plans and prices (2026)
| Plan | Billed yearly | Billed monthly | Minimum | Storage |
|---|---|---|---|---|
| Advanced | $16.50 / user / month | $18.15 | 3 users | 1 TB per licence, pooled (from 3 TB) |
| Premium | $26.00 | $28.59 | 3 users | 1 TB per licence, pooled |
| Enterprise | $35.00 | $42.00 | 3 users | 1 TB per licence, pooled |
| Virtual Data Room | $69.30 | $77.00 | 5 users | 1 GB per licence |
Source: sharefile.com/pricing, read 7 November 2026. "User" is an employee licence; the VDR plan includes "Unlimited Client Users". Note the storage: the VDR plan has 1 GB per licence, so a 5-licence room starts with 5 GB.
What the Virtual Data Room plan includes
- Dynamic watermarking – view-only users can be given a watermarked PDF, account-wide or per folder (docs).
- View-only sharing and access restrictions, link expiration, MFA and SSO.
- Folder Q&A with an exportable audit trail, and a request list.
- Terms and conditions for users – the closest thing to an NDA gate.
- Click Trails (a timeline of each user's session), visibility analytics and reporting.
- Custom branding, folder templates, projects, e-signature, AI document assistant and request-list generation.
- Security extras: DLP, UEBA threat detection, SCIM, SIEM integration, HIPAA and SEC/FINRA eligibility.
Not in the VDR plan per the pricing table: co-editing, encrypted e-mail, file check-in/out and automated workflows. Documentation also lists a 10 GB upload limit and that password-protected or corrupted files do not render in the viewer (ShareFile VDR docs).
How to set up a data room in ShareFile
- Get a VDR account. Start the VDR trial or buy the plan; a standard ShareFile account cannot be switched to VDR.
- Build the index with a folder template – copy the structure of a numbered M&A due diligence checklist.
- Upload (up to 10 GB per file) and check that nothing is password-protected, or it will not preview.
- Set permissions per folder – one group or set of client users per bidder, view-only where needed.
- Turn on watermarking for view-only users and the terms and conditions users accept first.
- Enable Folder Q&A on the folders where buyers may ask questions.
- Invite client users and follow activity in reporting and Click Trails.
What a ShareFile VDR costs for a deal
| Scenario | ShareFile VDR | HelpRange |
|---|---|---|
| One deal, 3 months | $1,155 (5 users × $77 × 3, monthly billing) | $199 once (Deal Room Pass, 90 days) |
| Rooms all year, 5 people | $4,158 (5 × $69.30 × 12) | $1,668 (Unlimited, $139/month billed yearly, any number of people) |
| Rooms all year, 10 people | $8,316 | $1,668 |
ShareFile vs HelpRange
ShareFile VDR suits firms that already run ShareFile for client portals and need HIPAA or SEC/FINRA eligibility, Folder Q&A and enterprise security tooling. HelpRange is priced per team instead of per user: unlimited users and guests, click-to-sign NDA with e-mail, time and IP recorded, a watermark with each viewer's e-mail, page-by-page reading time with visit replays, and AI answers from the room's documents. It has no human Q&A routing and no HIPAA or SOC 2 report. Your whole team, unlimited guests, one price. Or $199 for a single deal. No sales call.
HelpRange as a ShareFile alternative · HelpRange pricing · Demo data room
FAQ
Does ShareFile have a virtual data room?
Yes. ShareFile sells a separate Virtual Data Room plan: $69.30 per user a month billed yearly or $77 monthly, 5 users minimum, unlimited client users (sharefile.com/pricing, 7 November 2026).
Is Citrix ShareFile the same as ShareFile?
Yes. ShareFile left Citrix (via Cloud Software Group) and has been owned by Progress Software since 31 October 2024.
Can I turn my ShareFile account into a data room?
Not directly – ShareFile's documentation says an existing account cannot be converted to a VDR account. You need a VDR plan.
Does ShareFile VDR have watermarks and Q&A?
Yes: dynamic watermarking for view-only users and Folder Q&A with an exportable audit trail are in the VDR plan.
Is ShareFile VDR priced per user?
Per internal user, with a minimum of 5. Client users (the people you share with) are unlimited.
Related: Egnyte and HighQ data rooms · Box as a data room · SharePoint and OneDrive as a data room · data room Q&A compared · Data Room Pricing Report 2026.