Connecting Intralinks to AlphaSense

Bring your Intralinks Virtual Data Room (VDR) content into AlphaSense by connecting your Intralinks workspaces

• Before You Begin
• Step 1: Workspace Connection (Admin Setup)
• Step 2: Shared Individual Connection
• Step 3: Individual (Private) Connection
• Step 4: Selecting What to Sync
  • What Gets Synced
• Step 5: Modify or Revoke Access
  • Sync Cadence
• Monitoring
• Reporting
• Troubleshoot & FAQs

The Intralinks VDRPro integration lets you securely connect your organization's Intralinks VDRPro workspaces to AlphaSense, so you can search, analyze, and reference deal documents alongside external research. The integration supports three connection styles: a workspace-wide connection (set up once by an admin and shared with the company), a shared individual connection (one user authenticates, content is shared with colleagues who also sync), and a private individual connection (your own personal scope, visible only to you).

Once connected, content is kept in sync through the Intralinks API, and AlphaSense respects each document's Intralinks permissions — only documents a user is permitted to see in Intralinks will surface for them in AlphaSense.

Before You Begin

• You must have an active Intralinks account with API access enabled.
• Users will only see workspaces, folders, and documents they have permission to access in Intralinks — the integration honours Intralinks' own permission model on every document.
• Some documents may be IRM (Usage Rights) protected which i yet to be handled by AS

Step 1: Workspace Connection (Admin Setup)

An Intralinks administrator (or a user with tenant-wide API key access) initiates the workspace integration from AlphaSense.

During setup:

• You will use your Intralinks credentials to login.
• AlphaSense lists all workspaces the admin has access to.
• The admin selects which workspaces and folders to sync.

After the workspace connection completes, the connection appears as Active in the AlphaSense integrations page.

There can be only one workspace connection per AlphaSense company. Once active, end-user visibility in AlphaSense mirrors each user's Intralinks permissions — a workspace connection does not bypass Intralinks' own access controls.

Important:

A workspace connection synced by an admin still respects each end-user's document- and folder-level permissions in Intralinks. Adding a workspace connection does not give every AlphaSense user visibility into every Intralinks document — users will only see content explicitly permissioned to them in Intralinks (directly, or via an Intralinks group they belong to).

Step 2: Shared Individual Connection

A shared individual connection (also called "collaborative") lets one user authenticate their Intralinks account and make the selected content available to other AlphaSense users in their company — provided those colleagues also sync the same documents through their own shared individual connection. This is useful when:

• A team lead or deal owner wants to bring a VDR's documents into AlphaSense without setting up a tenant-wide workspace connection.
• Your organization doesn't have admin access to install the workspace integration, but you still want broader visibility into a single user's Intralinks scope.
• Multiple teammates each have their own Intralinks access to a VDR and want a consistent view in AlphaSense.

During setup:

• AlphaSense lists workspaces and folders your account can access.
• You select which folders and documents to sync.
• AlphaSense makes the selected content available to colleagues who have also personally

Shared individual connections respect Intralinks permissions on every document. A colleague who hasn't yet synced the document via their own shared connection will not see it in AlphaSense, even if their Intralinks account has access. This "opt-in" pattern prevents one user's sync from automatically exposing VDR content to colleagues who never authenticated.

Step 3: Individual (Private) Connection

A private individual connection lets you sync your own Intralinks content into AlphaSense for your personal use only — no other AlphaSense users will see the synced documents, even if they're in the same company. Use this when:

• You only need Intralinks content for your own research workflow.
• You don't have admin access for a workspace setup, and you don't need to share visibility with teammates.

During setup:

• You will use your intralinks cred to login.
• AlphaSense lists workspaces and folders your key can access.
• You select which folders and documents to sync.
• Synced content is scoped to you alone in AlphaSense.

Each user's private connection is scoped to their own Intralinks permissions — your individual key only sees what you can already see in Intralinks, and AlphaSense never shows those docs to anyone else.

Step 4: Selecting What to Sync

After connecting, you'll see the Intralinks picker — a workspace-and-folder tree showing every workspace you have access to.

In the picker:

• Top level shows your workspaces (active VDRs).
• Drill into a workspace to see its folder tree.
• Multi-select the folders or individual documents you want synced.
• If a folder contains both subfolders and documents, you'll see a special "Files Not in Folder" entry that groups the loose documents at that level for easy selection.
• Click Sync to confirm your selection.

What Gets Synced

Step 5: Modify or Revoke Access

You can change your selection or disconnect at any time. Each connection type (workspace, shared individual, private individual) is managed independently from its own tile on the integrations page.

To update what's synced:

1. Go to the AlphaSense integrations page and open Intralinks.
2. Re-open the picker, add or deselect items, and click Sync.

To disconnect:

1. Click Disconnect on the Intralinks integration tile for the connection you want to remove.
2. AlphaSense immediately stops syncing for that connection, revokes the stored API key, and removes the corresponding synced content from AlphaSense (visible only to you in the case of a private connection; visible to colleagues in the case of a shared individual or workspace

Disconnecting one connection type does not affect the others — e.g. an admin disconnecting the workspace connection does not remove an individual user's private or shared individual connections.

Sync Cadence

• Onboarding (first sync after selection): runs immediately. Large workspaces with thousands of documents may take a while to complete the initial pass.
• Incremental updates: every 15 minutes. Catches new documents, permission changes, and document edits in the workspaces and folders you've already synced.
• Recrawl (deletion detection): daily, to catch deletions and permission revocations.

Monitoring

Use the Monitoring tab to track activity and detect issues.

Information Displayed:

• File Name: Title of the document being processed.
• Status:
  • Processing: Item is being indexed.
  • Synced: Item is available for search.
  • Error: Item failed to sync.
• Last Activity: Timestamp of the most recent action.

Steps to Access:

1. Go to Intralinks > Monitoring.
2. Review recent syncs and statuses.
3. For errors, check the Reports section for details.

Reporting

The Reports tab provides logs and diagnostics:

Report Types:

• Full Audit Log: all sync events with metadata (user, connection type, action, timestamp).
• Error Report: documents that failed to sync, with the upstream cause (permission denied, IRM restriction, network error, etc.).
• Skipped Files Report: documents excluded due to size limits, unsupported formats, or workspace phase.

Steps to Access:

1. Go to Integration Center > Intralinks > Reports.
2. Choose the report type.
3. Download in your preferred format.

Troubleshoot & FAQs

What types of connections are available?

• Three: Workspace (admin tenant-wide), Shared Individual (one user authenticates, content shared with colleagues who also sync), and Private Individual (personal).

What are the prerequisites?

• An active Intralinks account with API access enabled, and an Intralinks API key. For workspace connections, the connecting user should have tenant-wide API access (or use a service account key provisioned by your Intralinks administrator).

Where do I get my Intralinks API key?

• Your Intralinks administrator can issue an API key from the Intralinks admin portal. For AlphaSense-managed deployments, your AlphaSense onboarding contact will coordinate API key provisioning with Intralinks directly.

Which workspaces will I see in the picker?

• All workspaces your API key has access to, filtered to active phases (OPEN, PREPARATION, HOLD). Workspaces in DELETED phase are hidden.

How frequently does AlphaSense sync Intralinks content?

• Onboarding: immediately on selection. Incremental updates: every 15 minutes. Recrawl (deletions and permission changes): daily.

Why is my initial sync taking a long time?

• Large VDRs with thousands of documents take time to fully ingest. Intralinks also enforces API rate limits; the integration self-throttles to stay within those limits. Incremental syncs after the initial run are much faster.

What about IRM-protected (Usage Rights) PDFs?

• IRM-protected documents are detected automatically. Metadata is always indexed. Binary content is captured when the protection level allows; some documents may surface as metadata-only in AlphaSense.

What happens to my content when I disconnect?

• AlphaSense revokes the stored API key immediately and removes the synced content from your AlphaSense account.

A colleague can't see content I synced via my Shared Individual connection.

• Shared Individual is an opt-in model: a colleague only sees a document if they too have synced it via their own Shared Individual connection (and have permission to view it in Intralinks). If they haven't synced it, ask them to sync the same folder/document from their own connection. The document needs to also be permissioned to them in Intralinks.

Why do I see documents I didn't explicitly select?

• Selecting a folder syncs all documents inside it recursively. To narrow the scope, deselect the folder and pick individual subfolders or documents instead.

I selected items but got "Something went wrong" when I clicked Sync.

• Refresh the page and try again — transient network errors can interrupt the picker submission. If the error persists, disconnect and reconnect your Intralinks account, then re-select your items. If it still fails, contact AlphaSense support with the time of the attempt so logs can be traced.

Items show as "Processing" in Monitoring but never reach "Synced".

• Intralinks API rate limits or IRM enforcement can delay individual documents. Items resume processing automatically as capacity refills. If items remain stuck for over an hour, contact support.

Can I have multiple Intralinks connection types simultaneously?

• Yes. An admin can have a Workspace connection while individual users add Private or Shared Individual connections for their personal scope. Each is managed and disconnected independently.

Are my Intralinks API credentials shared with anyone?

• No. API keys are stored encrypted server-side (KMS) and used only by the AlphaSense sync workers to fetch your authorised content.

By following this guide, you can set up and manage your Intralinks integration in AlphaSense effectively while keeping your VDR content secure and accessible.