V-Room
secure space for sharing and collaborating on documents
V-Room provides a virtual space for collaboration, electronic signing and secure, controlled access to documents.
V-Room in combination with V-Desk (or, via an open API, with other systems as well) transmits electronic documents directly from the V-Desk user to people outside the organisation, without the need to set up accounts or purchase additional licences.
What do you gain by choosing a V-Room solution?
Secure document sharing
Creating space to work on documents simultaneously
Affixing electronic signatures
Access for users within one organisation or external users
No need to create an account to work on a document
Documents can be downloaded locally and edited without a Microsoft365 licence
Document versioning – the change preview feature enables quick comparison between document versions.
OCR by Primesoft – intelligent reading of data layers from documents
Cloud solution – access from anywhere
Operation via web browser
Open API for integration into various systems
Multilingual and responsive interface
Why are the documents in V-Room secure?
The tools and methods that guarantee the protection of information are comparable to those used in financial institutions.
The secure environment of the V-Room system for sensitive documents ensures:
Two-step access authentication
Possibility of granting rights
File encryption
Temporary access to documents and rooms
Blocking the possibility of editing a document or downloading it
Use of watermarks
Logging and document work reports
Hosting infrastructure in the EU
Information security management in accordance with ISO 27001 and ISO 22301
How do I use V-Room?
Collaboration room
- giving opinions, adding comments, amending documents
- acceptance of changes online
- data completion
- working in change tracking mode
- transmission of the document for signature by means of an electronic certificate
- document versioning
- granting of rights
- open API for integration into various systems
Selected application scenarios
- agreement of the contractual provisions with the counterparty
- transmission of the document for signature by means of an electronic certificate
- cooperation with a law firm on the content of the contract
- handing over the employment contract to the employee
- sending enquiries to tenderers
- transmission of the order to the supplier
- sending an offer or contract to the customer
Document sharing room
- control of the documents made available
- secure sharing of confidential documents
- communication between the parties
- granting access rights to selected documents
- file protection
Selected application scenarios
- patent protection and licensing, e.g. transfer of code to software
- audits
- investor transactions
- conducting due diligence
- restructurings
- provision of documentation for book-building (IPOs and share issues, prospectuses)
Full digitalisation of business processes at your fingertips.
More than 200,000 satisfied V-Desk users have taken advantage of this opportunity.
One process from internal workflow to external collaboration
When a document begins to function within an organization, it usually goes through several stages, such as preparation, approvals, consultations, signing, and archiving. V-Desk organizes this internal workflow, and V-Room extends it to secure collaboration with contractors, law firms, auditors, or investors — without requiring additional accounts or licenses for them.
In practice, it works as follows: A user manages a case in V-Desk and, with a single action, transfers a document or a set of files to V-Room. External users receive controlled access (e.g., only to selected folders) and can work on materials, comment, and agree on content. On the organization’s side, process continuity in V-Desk is maintained: statuses, responsibilities, deadlines, and complete history remain intact. The final version returns to V-Desk as a document for approval or signature, and then for archiving — without the need to manually move files.
The combination of V-Room and V-Desk also simplifies document finalization. It enables sending files for electronic signature in a controlled environment, and the signed document can immediately re-enter the workflow. If you work with scans or PDF files, AI OCR support helps extract the data layer and facilitates content search within documents.
What you gain from this integration:
- one source of truth: case management in V-Desk, collaboration in V-Room, without copying files between tools,
- shorter document turnaround time (fewer emails, attachments, and misunderstandings),
- structured communication with external users within one secure space,
- greater control over access, versions, and what has actually been shared.
Simple and secure invitation of external users
Collaboration with external partners often breaks down due to logistics. During cooperation, many requests appear such as: “send it again,” “which version is current?”, “I don’t have a license,” “the link has expired.” V-Room organizes this stage because document sharing takes place within a dedicated room, not via email.
You can create a separate room for a specific case (e.g., contract, offer, due diligence) and decide what the user can do:
- view only, or also download the document,
- work on files online and add comments,
- use versioning to quickly compare changes,
- receive time-limited access that expires automatically.
Additionally, you can secure files with practical mechanisms (e.g., watermarks, editing or download restrictions), and change permissions at any time if needed. This means documents are shared according to your organization’s rules — not email limitations. Importantly, external users can download and edit documents locally even without a Microsoft 365 license, without blocking work on the other side.
Documents under control
In projects involving confidential information, not only access but also accountability matters. V-Room provides visibility into who logged into the room and when, which files they worked on, and what actions they performed. This activity trail supports audits, internal reviews, and investor processes.
This solution works particularly well in:
- transactions and due diligence processes,
- contract negotiations with contractors or law firms,
- procurement procedures and supplier inquiries,
- transferring sensitive project or technical documentation.
If needed, V-Room can operate as a standalone platform or be integrated with other systems via an open API. As a result, you maintain document organization without losing control over security and access — from file encryption and two-factor authentication to hosting within EU-based infrastructure.
Our customers are talking about V-Desk
Domost
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
Bostik
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
EFL Leasing
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Securitas
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Elplast +
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
Rotometal
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
NUXE
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
Mitutoyo Polska
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
Lhoist Bukowa
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
Jass Board
“The switch to digital task and document workflows was our goal, which we were able to achieve with the professional support of Primesoft.”
Mariusz Lisiecki, Information Systems Manager
Grupa Pracuj
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
Autostrada Wielkopolska
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
JMP Flowers
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
Polipak
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
SMP Poland
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
BMW Dynamic Motors
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
Ariadna SA Fabryka Nici
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
Beata Karbowniczak, Chairman of the Board
Kia Polska
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
