How does automatic file indexing work in a data room?
Papermark keeps your data room organized automatically. Every document and folder gets a hierarchical index number based on its position, and you can generate a clean index file to share with stakeholders. This matches the way professional virtual data rooms are numbered, so anyone can reference "document 3.2" and land on the same file.
Automatic index numbering
Documents and folders are automatically assigned hierarchical numbers (1, 1.1, 1.2, 2.1, and so on) based on where they sit in your structure. You don't number anything by hand.
- Numbers are assigned by position in the folder tree
- They update automatically when you reorder or move items
- They're visible to viewers in the sidebar
- They follow industry-standard data room conventions
This makes it easy to reference a specific document in an email or on a call without sending a link every time.
Generate an index file
For larger rooms, you can generate a data room index file: a single overview of every folder and document with its number. Use the Generate Index action in your data room, then share or download the index so stakeholders can navigate the room quickly.
The index reflects your current structure, so regenerate it after you add or reorganize documents to keep it up to date.
Reordering and sorting
When you drag documents and folders into a new order, the index numbers re-calculate to match. You can also sort the document index so the numbering follows the exact sequence you want reviewers to follow.
Why it matters for due diligence
A numbered index is what buyers, investors, and their advisors expect in a virtual data room. It gives both sides a shared reference, keeps a long room easy to scan, and makes your request list and Q&A threads easier to tie back to specific documents.
Step-by-step
- Open your data room and add your documents and folders.
- Arrange the order by dragging items into the sequence you want; index numbers update automatically.
- Generate the index file with the Generate Index action when you need a shareable overview.
- Share or download the index for stakeholders, and regenerate it after major changes.