How do I see who viewed my data room?

This guide explains how to track who has viewed and accessed your data room and how they’ve engaged with your documents. Orangedox provides detailed analytics so you can understand participant activity, monitor engagement, and follow up at the right time, especially useful for fundraising, M&A, and due diligence workflows.

Accessing Data Room Metrics

Summary Metrics

Each data room includes summary metrics that give you a quick snapshot of overall activity and engagement.You can find these in your data room dashboard, where key metrics are displayed (as shown above). These cards highlight recent activity trends over the last 7 days, and indicate whether engagement is increasing or decreasing.

Summary metrics include

1. Active Data Rooms - Number of data rooms with recent activity
2. Active Participants - Number of participants who have accessed your data rooms
3. Document Views - Number of document views across your data rooms

Each metric also shows a comparison (e.g. increase or decrease) to help you quickly understand changes in engagement.

This view is designed to give you a high-level overview at a glance, so you can quickly identify:

1. Which data rooms are active
2. Whether participants are engaging
3. If document activity is increasing or dropping

Recent Activity

You can quickly view recent engagement across your data rooms without opening each one individually.

To access this click on one of the latest actions in the “Recent Activity” section, or by clicking on the bell icon on the top right to get an overview of all recent activity.

This opens the Recent Activity panel, where you’ll see a live feed of actions across your entire Orangedox account including

1. Data rooms
2. Shared documents
3. NDAs

Each activity item shows key actions such as

1. When a participant accessed a data room
2. When a shared file package was accessed
3. When an NDA was signed

You can click on any activity to open the detailed analytics view for that specific data room, document, or participant and is useful for

1. Monitoring engagement in real-time
2. Quickly spotting interested participants
3. Jumping directly into detailed metrics without searching manually for the data room

High-level Metrics

1. Go to the Data Rooms app
2. Locate your data room
3. View the metrics displayed next to it

These metrics give you a quick overview of overall engagement, including:

1. Total number of NDAs signed
2. Total number of documents previewed
3. Total number of documents downloaded
4. Total number of participants who accessed the data room

These figures represent combined activity across all participants, helping you quickly gauge overall interest and engagement.

To see more detailed insights, click on the summary metrics to open the detailed analytics view.

Detailed Analytics View 

Clicking on a data room’s summary metrics shows the detailed analytics view for the room. You’ll be able to see insights on which participants have accessed the room, including

1. Gated NDA’s Accepted - Whether the participant has accepted the NDA gating the room
2. Total Previews - The total number of documents they’ve viewed
3. Total Downloads - The total number of documents they’ve downloaded
4. Number of Devices - The number of devices they’ve used to access the data room

This overview allows you to quickly compare participant engagement and identify who is actively viewing your documents. From this view, you can select a participant to drill down further into session-level activity, and detailed engagement metrics.

You can also drill down by participant to see every time they’ve accessed the data room, including when they’ve accepted the NDA that’s gating the room.

Per Session Activity

1. Each time the participant accessed the data room or signed the NDA to gain access to the room
2. Date and time of access
3. IP address used
4. Number of documents previewed and downloaded during that session

This allows you to understand not just who viewed your data room, but how deeply they engaged, which is critical for evaluating interest and prioritizing follow-ups.

You can also drill down by session (or “All Sessions” as a summary) to see exactly how the participant engaged with your documents. 

Page by Page Metrics

Orangedox allows you to track engagement at a document level, including page-by-page activity.

Within the detailed analytics view, select a specific file to see:

1. Average time spent on each page (for documents like PDFs)
2. Which pages were viewed the most
3. When the document was accessed or downloaded

For media files (audio or video), you can also see:

Viewing or listening time by segment

This level of detail helps you understand exactly how participants are engaging with your content. Allowing you to see things like which sections of a pitch deck or financial report are getting the most attention.

Notifications

You can receive real-time notifications when participants access your data room or documents and can be enabled by

1. Open your data room settings
2. Go to the Options tab
3. Enable Email Notifications

Once enabled, you’ll receive alerts when:

1. A participant opens the data room
2. A document is viewed or interacted with

These notifications help you stay on top of engagement without needing to constantly check analytics, making it easier to follow up at the right moment.

Summary

Orangedox gives you full visibility into data room activity, from high-level engagement metrics to detailed, per-user insights.

You can track who accessed your data room, what they viewed, how long they spent on each document, and see how they interacted with your content. This makes it easier to identify interested participants, monitor sensitive document access, and make informed decisions based on real engagement data.