GITNUXSOFTWARE ADVICE
Business FinanceTop 10 Best Virtual Deal Room Software of 2026
Discover the top 10 virtual deal room software solutions. Streamline due diligence, secure deals, and find the best fit. Explore now.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
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Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
iDeals Virtual Data Room
Comprehensive audit trail logs for document views and activity within each deal room
Built for deal teams needing secure diligence rooms with structured collaboration and auditability.
Ansarada
AI-driven due diligence workflow management for structured Q&A and data capture
Built for diligence-heavy transactions needing guided workflows and governed document collaboration.
DealRoom
Deal activity tracking that logs engagement and progress per deal room
Built for investment teams and M&A operators running stage-based diligence with audit trails.
Comparison Table
This comparison table reviews leading virtual deal room software providers, including iDeals Virtual Data Room, Ansarada, DealRoom, Intralinks, Firmex, and other shortlisted platforms. It highlights how each tool supports secure due diligence workflows, manages permissions and document access, and streamlines collaboration across deals. Use the table to compare key capabilities side by side and identify the best fit for deal execution and compliance needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | iDeals Virtual Data Room Provides a secure virtual data room for M&A and due diligence with access controls, audit logs, and document collaboration. | enterprise vdr | 8.3/10 | 8.6/10 | 8.2/10 | 7.9/10 |
| 2 | Ansarada Delivers an AI-enabled data room for deal lifecycle management with structured Q&A, permissions, and reporting. | AI deal workflow | 8.0/10 | 8.4/10 | 7.6/10 | 8.0/10 |
| 3 | DealRoom Runs M&A deal rooms with controlled document sharing, collaboration workflows, and compliance-grade activity tracking. | M&A deal room | 7.6/10 | 8.0/10 | 7.4/10 | 7.3/10 |
| 4 | Intralinks Offers enterprise virtual data room capabilities with secure collaboration, deal intelligence, and granular access governance. | enterprise | 8.2/10 | 8.7/10 | 7.8/10 | 7.9/10 |
| 5 | Firmex Provides secure virtual data rooms for due diligence with permissioning, watermarking, and detailed audit trails. | secure due diligence | 7.7/10 | 8.2/10 | 7.2/10 | 7.4/10 |
| 6 | Drooms Delivers a virtual data room for M&A with secure document exchange, permissions, and compliance reporting. | data room | 7.9/10 | 8.3/10 | 7.4/10 | 7.7/10 |
| 7 | Box Enables secure document sharing and collaboration with granular controls, e-sign options, and activity visibility for diligence workflows. | content security | 7.3/10 | 7.8/10 | 7.0/10 | 7.0/10 |
| 8 | Google Workspace Uses Drive, Docs, and security controls to manage controlled access to diligence documents and collaboration sessions. | collaboration security | 8.1/10 | 8.2/10 | 8.6/10 | 7.6/10 |
| 9 | Citrix ShareFile Provides secure file sharing and virtual data room features with access controls, expiration links, and audit logging. | secure sharing | 7.4/10 | 7.6/10 | 7.1/10 | 7.4/10 |
| 10 | Onehub Offers virtual data room functionality for secure document exchange with permissions, activity tracking, and workflow tools. | collaboration vdr | 7.1/10 | 7.4/10 | 7.2/10 | 6.6/10 |
Provides a secure virtual data room for M&A and due diligence with access controls, audit logs, and document collaboration.
Delivers an AI-enabled data room for deal lifecycle management with structured Q&A, permissions, and reporting.
Runs M&A deal rooms with controlled document sharing, collaboration workflows, and compliance-grade activity tracking.
Offers enterprise virtual data room capabilities with secure collaboration, deal intelligence, and granular access governance.
Provides secure virtual data rooms for due diligence with permissioning, watermarking, and detailed audit trails.
Delivers a virtual data room for M&A with secure document exchange, permissions, and compliance reporting.
Enables secure document sharing and collaboration with granular controls, e-sign options, and activity visibility for diligence workflows.
Uses Drive, Docs, and security controls to manage controlled access to diligence documents and collaboration sessions.
Provides secure file sharing and virtual data room features with access controls, expiration links, and audit logging.
Offers virtual data room functionality for secure document exchange with permissions, activity tracking, and workflow tools.
iDeals Virtual Data Room
enterprise vdrProvides a secure virtual data room for M&A and due diligence with access controls, audit logs, and document collaboration.
Comprehensive audit trail logs for document views and activity within each deal room
iDeals Virtual Data Room stands out for fast setup of secure deal spaces and a clean document experience for external counterparties. It supports granular permissions, audit trail reporting, and structured file organization for diligence and transaction workflows. Collaboration features such as Q&A and built-in communication channels reduce document back-and-forth during reviews.
Pros
- Granular access controls with reliable permission management for sensitive documents
- Detailed audit trails support compliance tracking across uploads, views, and downloads
- Q&A workspace streamlines document questions without leaving the deal room
- Intuitive file navigation and folder structures for external stakeholder workflows
- Security focus with data protection controls and centralized storage for documents
Cons
- Advanced configuration depth can take time for admins managing complex deals
- Some collaboration workflows depend on specific room structures to stay clear
- Reporting flexibility may feel limited for highly custom analytics needs
Best For
Deal teams needing secure diligence rooms with structured collaboration and auditability
Ansarada
AI deal workflowDelivers an AI-enabled data room for deal lifecycle management with structured Q&A, permissions, and reporting.
AI-driven due diligence workflow management for structured Q&A and data capture
Ansarada stands out for combining deal room document workflows with AI-driven insights for diligence and decisioning. Core capabilities include structured data capture, role-based permissions, customizable question and answer workflows, and full audit trails across every document action. Teams also get electronic signature support and advanced redaction plus secure file handling designed for regulated transactions. The platform emphasizes guided collaboration so internal reviewers and external counterparties stay aligned during each diligence stage.
Pros
- AI-assisted diligence workflows that organize requests and responses across deal stages
- Strong audit trails that track document access, edits, and view events
- Role-based permissions with granular access controls for counterparties and internal teams
- Redaction and secure document handling support sensitive data workflows
- Electronic signature integration fits end-to-end transaction management
Cons
- Setup for complex diligence templates can take time for new teams
- Advanced automation features require process discipline to avoid reviewer confusion
Best For
Diligence-heavy transactions needing guided workflows and governed document collaboration
DealRoom
M&A deal roomRuns M&A deal rooms with controlled document sharing, collaboration workflows, and compliance-grade activity tracking.
Deal activity tracking that logs engagement and progress per deal room
DealRoom centers virtual deal workflows around structured deal records, not just document storage, with activity tracking tied to a deal room. The platform supports controlled access for participants, document management for due diligence materials, and task or collaboration features aligned to deal stages. It also emphasizes reporting and auditability across deal activity so internal teams can track progress during fundraising or M&A processes.
Pros
- Deal-focused records connect documents and activity to specific deal stages
- Role-based access helps keep due diligence materials controlled by audience
- Activity tracking improves audit trails for investor or buyer communications
- Reporting surfaces progress across documents and engagement inside each room
Cons
- Deal workflows require setup to match stages and permissions to users
- Interface can feel deal-centric, which slows teams using generic storage
- Advanced structuring takes admin effort for large participant lists
Best For
Investment teams and M&A operators running stage-based diligence with audit trails
Intralinks
enterpriseOffers enterprise virtual data room capabilities with secure collaboration, deal intelligence, and granular access governance.
Comprehensive audit trails for document access and user activity within the virtual data room
Intralinks stands out with enterprise-grade deal collaboration built around controlled access, auditability, and strong compliance workflows. Core capabilities include secure data rooms for document exchange, role-based permissions, and extensive activity tracking for diligence and post-signing coordination. Advanced tools like question and answer workflows, version control behaviors, and standardized templates support structured review cycles across internal and external participants.
Pros
- Granular permissions support tight control across deal participants and stakeholders
- Robust audit trails track document access and user actions for compliance workflows
- Q&A and collaboration structures keep diligence review cycles organized and traceable
Cons
- Setup and admin configuration can take longer than lighter-weight deal room tools
- User experience can feel workflow-heavy for smaller teams with simple document sharing needs
- Collaboration features may require training to use consistently across large projects
Best For
Complex enterprise deals needing governed document workflows and audit-ready collaboration
Firmex
secure due diligenceProvides secure virtual data rooms for due diligence with permissioning, watermarking, and detailed audit trails.
Audit trail and granular permissions for every user action on deal documents
Firmex focuses on secure document sharing for deal teams with audit trails and granular access controls. It supports structured workflows for NDA, due diligence, and contract exchange using permissions, folders, and document permissions. Firmex also provides collaboration controls like watermarking and view-only options to reduce leakage risk during external reviews.
Pros
- Granular document permissions with detailed audit trails for regulated collaboration
- Watermarking and access controls help limit unauthorized sharing during reviews
- Supports structured deal workflows for NDAs and due diligence document exchange
Cons
- Setup and permission tuning can be complex for large folder structures
- Collaboration depth can feel limited compared with broader enterprise collaboration suites
- Advanced controls may require more administrator effort to operate smoothly
Best For
Midsize deal teams needing governed due diligence and document control
Drooms
data roomDelivers a virtual data room for M&A with secure document exchange, permissions, and compliance reporting.
Granular role-based permissions combined with audit-style activity tracking for deal governance
Drooms differentiates itself with deal-room governance controls designed for regulated workflows, including structured permissions and audit-oriented document handling. The platform supports secure data rooms with granular user roles, versioned uploads, and controlled sharing for due diligence and other transactions. Collaboration centers on document access management and activity tracking so teams can monitor what was viewed and by whom. The overall experience is geared toward compliance-heavy deal processes rather than lightweight internal file sharing.
Pros
- Granular access controls support complex role-based diligence workflows.
- Document versioning reduces mistakes during iterative review cycles.
- Activity tracking helps teams audit engagement during transactions.
Cons
- Setup of permissions and templates can take longer for first-time users.
- Interface feels optimized for compliance workflows more than quick ad hoc work.
- Advanced governance features can increase administrative overhead.
Best For
Compliance-focused teams running structured diligence with strict access governance
Box
content securityEnables secure document sharing and collaboration with granular controls, e-sign options, and activity visibility for diligence workflows.
Content governance with retention policies and eDiscovery-ready controls
Box stands out as an enterprise content platform that can function as a virtual deal room using permissioned folders and robust document controls. It supports secure external sharing, granular access policies, and audit-friendly activity tracking for sensitive transactions. Strong integrations with workflow and eSignature tools help manage approvals and document execution without leaving the content workspace. The platform emphasizes governed file collaboration over purpose-built deal-specific deal room workflows.
Pros
- Granular folder permissions enable controlled external collaboration for transactions
- Advanced retention and governance controls support compliance needs across deal documents
- Integrations with eSignature and workflow tools streamline approvals and execution
Cons
- Deal-room specific features like Q&A and redlining workflows are not as native
- Admin setup complexity increases when managing many external collaborators and groups
- Search across large deal folders can feel less purpose-built than dedicated VDRs
Best For
Enterprises needing governed document sharing with external parties
Google Workspace
collaboration securityUses Drive, Docs, and security controls to manage controlled access to diligence documents and collaboration sessions.
Google Drive version history with granular sharing permissions
Google Workspace combines Docs, Drive, Gmail, and Calendar with strong enterprise security controls and admin tooling. Its Drive-based file sharing supports guest access, permission management, and version history that fit document-centric deal rooms. Collaborative workflows are practical through shared folders, commenting, and shared calendars for coordination. Deal-room reporting and audit trails are present via Drive and security logs, but there is no native deal-room-specific workflow engine.
Pros
- Drive guest sharing with granular permissions supports external deal participants
- Real-time Docs editing reduces version conflicts during redlines
- Retention, eDiscovery, and audit logging support governance needs
Cons
- No native deal-room Q&A, tasking, or deal milestones workflow
- Large attachments require manual organization of folders and naming
- Advanced reporting for approvals and activity is less deal-room focused
Best For
Document-heavy deal rooms needing fast collaboration and strong governance
Citrix ShareFile
secure sharingProvides secure file sharing and virtual data room features with access controls, expiration links, and audit logging.
Audit trails with external user activity visibility
Citrix ShareFile stands out with strong enterprise governance features like granular permissions, audit trails, and secure sharing workflows built for deal and document collaboration. It supports virtual deal room needs with structured folders, customizable branding, and controls such as expiration and download restrictions. Users can manage large document sets with versioning, e-signature integrations, and reporting for external access activity.
Pros
- Granular permissions support external roles and restricted access workflows
- Detailed audit trails show who accessed files and when
- Folder-based deal room organization works well for structured document sets
Cons
- Setup of complex permissions can feel heavy for smaller deal teams
- Some advanced deal controls rely on administrative configuration
- Collaboration features are less tightly integrated than some purpose-built VDRs
Best For
Enterprises managing governed file sharing for multi-party deals
Onehub
collaboration vdrOffers virtual data room functionality for secure document exchange with permissions, activity tracking, and workflow tools.
Document-linked threaded comments inside an activity feed for deal timeline transparency
Onehub stands out with an activity-centric deal work zone that blends file exchange, comments, and status tracking in one place. Its virtual deal room supports structured folders, permissioned access, and document workflows for due diligence and closing. Collaboration features include threaded comments tied to files and audit-ready interaction history across participants. Admin controls focus on managing access and keeping deal artifacts organized throughout the deal lifecycle.
Pros
- Activity feed ties uploads, comments, and actions to a clear deal timeline
- Threaded comments connected to specific documents improve review clarity
- Role-based access helps keep sensitive deal documents limited to authorized users
- Strong folder structure supports repeatable diligence and closing workflows
Cons
- Document-centric workflows can require setup before teams feel productive
- Advanced automation for complex deal steps is limited compared with specialized VDRs
- Search and navigation across large deals can feel slower than top VDR leaders
Best For
Deal teams needing collaborative due diligence with clear document-linked discussions
Conclusion
After evaluating 10 business finance, iDeals Virtual Data Room stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Virtual Deal Room Software
This buyer's guide explains how to choose Virtual Deal Room software for secure diligence, controlled collaboration, and audit-ready workflows. It covers iDeals Virtual Data Room, Ansarada, DealRoom, Intralinks, Firmex, Drooms, Box, Google Workspace, Citrix ShareFile, and Onehub. It also maps concrete feature choices to transaction styles like AI-guided Q&A, compliance-heavy governance, and document collaboration-first setups.
What Is Virtual Deal Room Software?
Virtual Deal Room software is a secure document workspace for M&A and due diligence that controls access, records activity, and supports structured collaboration across internal teams and external counterparties. These tools solve the problem of managing large sensitive document sets while producing an audit trail of who viewed and accessed what. In practice, iDeals Virtual Data Room and Intralinks use granular permissions, audit logs, and Q&A style workflows for repeatable diligence cycles. Ansarada adds AI-driven due diligence workflow management to organize structured questions and responses tied to the deal process.
Key Features to Look For
Feature depth determines whether diligence stays governed and traceable or becomes manual and difficult to audit.
Comprehensive audit trails for document activity
Audit trails must capture document views and user activity so diligence can be traced during compliance and internal approvals. iDeals Virtual Data Room, Intralinks, Firmex, and Drooms emphasize audit trails for every user action and document access event.
Granular role-based permissions and access controls
Granular permissions prevent the wrong counterparties from seeing sensitive materials and support controlled external collaboration. iDeals Virtual Data Room, Intralinks, Firmex, Drooms, and Citrix ShareFile all center granular permissioning for governed access.
Structured Q&A workflows for diligence questions
Structured Q&A reduces document back-and-forth by keeping questions and answers inside the deal room workflow. iDeals Virtual Data Room and Intralinks provide Q&A workspaces, while Ansarada is built for AI-driven due diligence workflow management with structured Q&A and data capture.
Deal-focused activity tracking and engagement logs
Deal-focused activity tracking ties engagement to deal timelines so teams can see progress across diligence artifacts. DealRoom logs engagement and progress per deal room, while Onehub connects uploads, comments, and actions to an activity feed tied to the deal timeline.
Document governance controls like watermarking and view protections
Leakage prevention features support regulated collaboration by limiting misuse during external reviews. Firmex includes watermarking and view-only options to reduce leakage risk, while Box adds retention and eDiscovery-ready governance controls for deal document sets.
Versioning and collaboration safety for iterative redlines
Versioning reduces mistakes during iterative review cycles and supports fast document collaboration across multiple participants. Drooms provides versioned uploads for diligence iteration, while Google Workspace provides Drive version history and real-time Docs editing to reduce redline conflicts.
How to Choose the Right Virtual Deal Room Software
The best fit depends on whether the deal needs AI-guided Q&A, compliance-grade governance, or collaboration-first document sharing with controlled access.
Match the workflow engine to the diligence style
Teams running structured diligence cycles should prioritize tools built for governed workflows like Ansarada and Intralinks because these platforms organize Q&A and collaboration inside the deal process. DealRoom works when diligence is organized around stage-based records tied to activity tracking, while Onehub fits when threaded comments and an activity feed drive review clarity.
Require audit-ready traceability for every sensitive action
For compliance and internal approvals, pick platforms that record audit trails for document access and user activity. iDeals Virtual Data Room, Intralinks, Firmex, and Drooms all emphasize audit trails for document views and user actions, while Citrix ShareFile provides detailed audit trails for external user activity visibility.
Design access governance around roles and external counterparties
Granular permissions should align to deal participation and information sensitivity so only authorized users see each document set. iDeals Virtual Data Room, Intralinks, Firmex, Drooms, and Citrix ShareFile all support granular role-based permissions, and Box and Google Workspace support permissioned external sharing using controlled folders and Drive guest access.
Confirm collaboration features match the document work people actually do
If teams need Q&A and governed review cycles, iDeals Virtual Data Room and Intralinks provide Q&A workspace structures that keep questions in one place. If real-time editing and redline iteration dominate, Google Workspace provides real-time Docs editing plus Drive version history, while Drooms supports versioned uploads for iterative review cycles.
Evaluate whether the platform structure reduces admin effort or adds it
Complex diligence templates and permission tuning can add admin workload when workflows are highly tailored. iDeals Virtual Data Room and Intralinks offer deep configuration that can take time for admins, while Google Workspace and Box can still require careful folder organization and admin setup for many external collaborators and groups.
Who Needs Virtual Deal Room Software?
Virtual Deal Room software serves deal teams that must share sensitive documents with controlled access while producing traceable audit outputs.
Deal teams needing secure diligence rooms with structured collaboration and auditability
iDeals Virtual Data Room fits teams that want comprehensive audit trail logs for document views and activity plus Q&A workspaces that reduce document back-and-forth. Intralinks is also a strong choice for enterprise complexity with governed Q&A and extensive activity tracking.
Diligence-heavy transactions that benefit from guided workflows and structured Q&A
Ansarada is built for AI-driven due diligence workflow management that organizes structured questions and responses across deal stages. This makes it suitable for governed collaboration where internal reviewers and external counterparties must follow consistent request-response processes.
Investment teams and M&A operators running stage-based diligence with engagement visibility
DealRoom helps when diligence is organized into deal stages and teams need activity tracking tied to each room. Onehub also supports deal transparency by connecting threaded comments and actions to a timeline, which improves review coordination.
Compliance-focused teams that need strict governance controls and governed documentation handling
Drooms targets compliance-heavy deal governance with granular role-based permissions and audit-style activity tracking. Firmex adds watermarking and granular permissions for every user action, while Box supports retention and eDiscovery-ready controls for sensitive deal documents.
Common Mistakes to Avoid
Common failures come from picking a tool that matches document sharing but not governed diligence workflow needs.
Choosing file sharing without deal-room Q&A and workflow structure
Google Workspace and Box provide collaboration and governance, but they lack native deal-room Q&A and deal milestones workflows that structured diligence requires. Ansarada and Intralinks provide structured Q&A workflows that keep questions and responses inside the deal process.
Assuming audit visibility exists without verifying audit coverage by action type
Some platforms focus on content control and may not capture the same granularity of document view and user activity needed for auditability. iDeals Virtual Data Room, Intralinks, Firmex, and Citrix ShareFile emphasize audit trails for document activity and external user actions.
Underestimating admin setup time for complex permissions and templates
Highly governed deals require permission tuning and structured room organization that can take time in iDeals Virtual Data Room, Intralinks, and Drooms. If speed to productivity is the priority, Google Workspace and Box can work well but require disciplined folder and naming management for large deal attachments.
Expecting generic collaboration tools to match VDR governance controls
Box and Google Workspace support secure collaboration, but they do not replace purpose-built leakage controls like Firmex watermarking and view-only options. Firmex and Drooms are built specifically for governed deal collaboration with compliance-oriented document handling.
How We Selected and Ranked These Tools
We evaluated each virtual deal room tool on three sub-dimensions: features with a weight of 0.4, ease of use with a weight of 0.3, and value with a weight of 0.3. The overall rating is the weighted average of those three sub-dimensions using overall = 0.40 × features + 0.30 × ease of use + 0.30 × value. iDeals Virtual Data Room separated itself from lower-ranked options by combining high feature coverage like comprehensive audit trail logs for document views and user activity with usable deal-room navigation and collaboration tools like Q&A. This combination increased the features score while maintaining enough usability for external counterparties and internal deal teams.
Frequently Asked Questions About Virtual Deal Room Software
Which virtual deal room tool is best when audit trails must show document-level activity for every view and action?
iDeals Virtual Data Room is built around comprehensive audit trail logs that capture document views and activity inside each deal room. Intralinks also delivers detailed auditability with governed access and extensive activity tracking across diligence and post-signing coordination.
Which platform is strongest for guided Q&A workflows during due diligence with structured data capture?
Ansarada stands out for AI-driven diligence workflow management that uses structured data capture plus customizable question and answer workflows with full audit trails. Intralinks supports question and answer workflows and standardized templates to run repeatable review cycles across internal and external participants.
Which virtual deal room is designed to track deal progress as deal-centric activity rather than just file storage?
DealRoom ties activity tracking directly to deal room records so teams can monitor engagement and progress per stage. Onehub also emphasizes an activity-centric work zone where document-linked comments and an interaction history create a visible deal timeline.
What virtual deal room options provide strong governance controls for regulated transactions?
Drooms focuses on deal-room governance for compliance-heavy workflows with granular role-based permissions, versioned uploads, and controlled sharing backed by activity tracking. Intralinks and Ansarada both support governed collaboration with auditability and structured review workflows suitable for regulated diligence processes.
Which tool best supports granular external sharing controls like watermarking and view-only access?
Firmex includes collaboration controls such as watermarking and view-only options to reduce leakage risk during external reviews. Citrix ShareFile also supports secure sharing workflows with download restrictions and expiration controls for external access.
Which platforms integrate cleanly with eSignature and document execution workflows without breaking out of the deal workspace?
Ansarada provides electronic signature support alongside redaction and secure file handling for governed transactions. Box and Citrix ShareFile both integrate with eSignature capabilities and approval workflows while keeping deal artifacts in a permissioned content workspace.
Which virtual deal room is best for multi-party document exchange when version history and access reporting must be strong?
Citrix ShareFile supports versioning and reporting for external access activity while enforcing controlled sharing through structured folders. Google Workspace can support version history through Drive and permission management for guest access, though it lacks a native deal-room-specific workflow engine.
Which option works best for document-linked discussions where comments stay tied to specific files and appear in a timeline feed?
Onehub provides threaded comments tied to files with an audit-ready activity feed that makes deal timeline transparency practical. iDeals Virtual Data Room supports Q&A and collaboration channels that reduce document back-and-forth, but Onehub’s threaded, document-linked discussion model is more activity-feed centric.
What is a common setup pitfall when migrating deal documents into a virtual deal room, and how do the tools handle it?
A common issue is misaligned folder structures and permissions that cause inconsistent access during diligence. iDeals Virtual Data Room reduces this risk with structured file organization and granular permissions, while Drooms and Intralinks enforce role-based access governance tied to controlled sharing and audit-oriented document handling.
Tools reviewed
Referenced in the comparison table and product reviews above.
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