How to Migrate Your Files & Data Rooms from DocSend

Moving to a new Virtual Data Room requires planning. One missed step and you could lose your folder layout, visitor history, or those access rules you spent ages setting up. 

This guide walks you through exporting your DocSend content, migrating DocSend data rooms, preserving your folder architecture, and archiving visitor data before making the switch.

Phase 1: The PreMigration Audit

Before you move any files from DocSend, start by taking inventory of what you have in DocSend. Your content lives in two places:

Individual Files sit in your Content Library. These are standalone documents you've shared via links.

Spaces are your data rooms, organized collections of files and folders with their own access controls.

Here's what you need to record before exporting anything:

1. Link settings (passwords, expiration dates, email requirements)
2. Access permissions for each Space collaborator
3. Custom branding or watermark settings
4. Active integrations with other tools

DocSend doesn't export these settings automatically. Write them down or take screenshots. You'll need to recreate them in your new VDR.

Phase 2: Exporting Your Docsend Documents

After you complete your pre-migration audit, you will need to export your document from DocSend before switching to another VDR platform. Below, we will outline how to tackle your document exports from Docsend. 

Scenario A: Individual Files (Manual Download)

For standalone files in your Content Library:

1. Navigate to the Content page
2. Open the document you want to download
3. Click the three-dot menu (...)
4. Select Download

Your file downloads in its original format. Repeat this process for each individual document.

This method works for small-scale migrations. If you have dozens of files, you'll want the bulk export option below.

Scenario B: Bulk Exporting Folders from Docsend Spaces (Efficient Method)

For data rooms with multiple files and folders:

1. Go to your Spaces page
2. Select the Space you want to export
3. Click the three-dot menu in the top right corner
4. Select "Download space"

Your entire Space downloads as a ZIP file. The folder structure remains intact, making it easier to recreate your data room elsewhere.

DocSend preserves the hierarchy when you download a Space. If you had files organized into sections and subfolders, that organization carries over in the ZIP.

Phase 3: Exporting Data Structure & History

The Blueprint: Space Index (CSV) 

The Space Index is a spreadsheet that maps your entire data room structure. It includes:

1. File names and content numbers
2. Document URLs
3. File types and descriptions
4. Upload dates

To export it:

1. Navigate to your Space
2. Click the three-dot menu in the top right
3. Select "Download index"

This CSV becomes your reference when rebuilding the data room. It shows exactly how files were organized and numbered, critical for maintaining the same structure in a new VDR.

The History: Visitor Analytics (CSV)

Your analytics data includes visitor names, access times, pages viewed, and download activity. This information matters for compliance and deal records.

To export analytics:

1. Open your Docsend Space or individual document
2. Click the three-dot menu
3. Select "Export visits"

The CSV includes:

1. Contact names and emails (when email gating was enabled)
2. Visit timestamps
3. Page-by-page viewing data
4. Download and print activity
5. Device and location information

Export analytics for each Space and any critical individual documents. This data can't be recovered once you close your DocSend account.

Phase 4: Choose Your New Platform

At this point, you have two paths forward: a cloud-synced platform or a traditional VDR.

The Cloud-Synced Approach

Some platforms, like Orangedox, connect directly to Google Drive and Dropbox, and offer a significant benefit when setting up your new virtual data room. 

How it works:

1. Your files stay in Dropbox or Google Drive

2. You create a data room from a cloud folder within Dropbox or Google Drive

3. Orangedox syncs with your cloud folder, no file selection or uploading required.

4. You set permissions, track analytics, and control downloads

The advantage: No duplicate file transfers. No rebuilding folder structures from scratch. Your DocSend content becomes a working data room in minutes rather than hours and your files always stay within your existing Google Drive or Dropbox. 

Before committing to a traditional VDR that requires you to manually manage your files, start a free 14-day trial of Orangedox.

Rebuilding in another VDR

If you've chosen another VDR platform (like Papermark, Ideals, Ansarada etc..), here's how to set everything up:

 Step 1: Upload Your Files

1. Extract the Space ZIP files from Phase 2

2. Use your new VDR's bulk upload feature (most platforms offer this)

3. Upload files folder by folder to preserve the structure

Step 2: Recreate Your Layout

1. Open the Space Index CSV from Phase 3

2. Match the folder structure it shows

3. Verify that file numbering and organization align with the original

Step 3: Configure Permissions

1. Set up user access based on your Phase 1 documentation

2. Add collaborators and assign appropriate roles

3. Configure link rules: passwords, expiration dates, email-capture requirements

4. Apply any branding elements (logos, watermarks)

Step 4: Import Your History (If Supported)

Some VDRs allow you to import visitor analytics. Check your new platform's documentation. If import isn't supported, keep your CSV exports from Phase 3 as standalone records for compliance purposes.

Step 5: Handle Active Shares

This is the step most migration guides miss. If you have links that people are actively using:

1. Create equivalent links: in your new platform for each active DocSend link

2. Notify recipients: with the new links before you shut down DocSend

3. Consider timing: If you're in the middle of a deal or due diligence process, coordinate the switchover with stakeholders

What You've Accomplished

You've exported all documents from DocSend, preserved your data room structure, and archived analytics for compliance, and then re-imported them into your new virtual data room. 

For teams managing investor due diligence, M&A transactions, or sensitive client materials, restoring secure document access quickly means deals can move forward without interruption.

Start your 14-day free trial of Orangedox to see how cloud-synced data rooms eliminate migration complexity.

FAQ

1. Can I migrate while keeping my DocSend account active temporarily?

Yes, and this is actually recommended. Keep DocSend active until you've fully set up your new platform and notified all active link recipients of the change. Most teams overlap both platforms for 1–2 weeks during transition.

2. Will I lose my visitor analytics when I leave DocSend?

You won't lose them if you export before closing your account. DocSend allows you to export visit data as CSV files (see Phase 3). However, once your account is closed, you likely won't be able to retrieve this data from DocSend, so export everything before you cancel.

3. Do I need to manually recreate all my permissions?

In most cases, yes. Permission settings don't transfer automatically between platforms. This is why documenting everything in Phase 1 is critical. 

4. Why would I choose a cloud-synced platform like Orangedox over another VDR?

Cloud-synced platforms like Orangedox eliminate duplicate file storage and simplify updates. You can simply use your existing Google Drive or Dropbox folder as the source of your virtual data room without the need to duplicate files and manage them in a new environment. Plus whenever you edit a file in Google Drive or Dropbox, the data room updates automatically.