The digital project room for product-centric companies

PROOM – the modern way of collaboration

Whether you want to exchange documents, talk about them, or coordinate your project tasks: PROOM makes it easier for engineers, project managers, purchasers and just about everyone else working in product-centric companies to exchange large files and communicate with internal and external partners. No emails, no FTP servers, no limits.

This is PROOM

Sharing, collaboration, empowerment. Made easy.

  • Sharing: Share large documents, e.g. from your design department, with project members or purchasers, and never lose track of changes, comments, or versions.
  • Collaboration: Collaborate in teams comprised of internal and external partners without much administrative overhead and use secure project rooms.
  • Empowerment: Empower your business departments to determine who gets to see, edit, and delete which documents.
PRO.FILE - Die Plattform

PROOM: created by experts for experts

Exchange confidential documents

PROOM was specially designed to let engineering companies exchange confidential information in complex project scenarios.

Gain full visibility and control

Granular user rights and activity logs let you coordinate and keep track of user activties in interdisciplinary projects.

Communicate securely and tamper-free

Your project rooms are tamper-proof & secure and let you collaborate with internal and external partners in a single interface.

Get started quickly and efficiently

PROOM can be easily set up and managed by the business departments themselves, taking a load off your IT team.

Developed to meet the needs of product-centric companies

PROOM streamlines the way you collaborate on projects with customers, partners, and suppliers.

Technical documentation

The ability to confidentially and transparently exchange technical documents and information when collaborating with customers, partners, and suppliers plays a critical role in the manufacturing and engineering realm. Conventional methods like email and FTP fail to live up to complex coordination and documentation requirements.

The solution is PROOM:

  • Everybody is up to date: Once they have been connected to PROOM, files will be automatically synchronized, giving every project member instant access to the same documents in their most current versions.
  • Everyone works together: The project room provides full control over who is authorized to do what and when and keeps a log of all activities.
  • Everybody is in the loop: PROOM integrates with your existing environment and processes.
  • Everybody follows the same rules: Access controls are in place and all activities related to a document or project are logged to ensure compliance standards. PROOM is available as a software-as-a-service (SaaS) solution and can be set up in no time.

Files backup and up to date document versions

Your development projects often involve large drawings, CAD models, or other technical documents that are frequently modified. You have to keep your team up to date regarding the latest versions or versions approved and communicate these changes to other project members and teams. When everyone works in their own systems, an information gap is simply inevitable. Companies that rely on email as their primary method of communication find themselves struggling with different file versions, local copies, and information chaos.

Exchange confidential documents and keep your communication with PROOM under control!

  • Benefit from a confidential way to exchange development and design data and technical project documents of any size.
  • Use digital project rooms to seamlessly integrate your processes with those of your partners.
  • Centrally manage any documents uploaded to PROOM and set granular access permissions.
  • Always work with the most recent version and collaborate with other project members in real-time in a single tool environment.

Always know the latest state of the procurement process and controll collaboration with your suppliers

Technical purchasing is the liaison between internal developers and manufacturing teams on the one hand, and different suppliers and service providers on the other hand. In order for your projects to succeed, it is paramount that everybody is always talking about “the same thing” and basing their work on the right and timely information. Every project member needs to be in the loop about what has been discussed and agreed upon regarding contracts and schedules.

PROOM is the solution for all of your document exchange and project collaboration needs!

  • Procurement documents need to be uploaded only once and then maintained from a single point of control.
  • Everyone involved works with the most current documents.
  • You assign access permissions and make sure that RFP bidders cannot access competing bids.
  • As a purchaser you can monitor the status of your documents and your tasks and schedules at any time.
  • You know exactly who accessed which files und who uploaded files and when and which issues still need to be addressed.

Technical project collaboration in digital teams

The successful completion of your projects hinges on your ability to ensure effective communication between everyone involved. Conventional communication tools like email, FTP or file storage are not up to this task.

One of the things that product-centric companies absolutely need is the ability to secure and control their communication.

How much time do you spend clarifying or resolving misunderstandings? How much time do you waste by looking for the right documents?

Solve it all with the all-in-one solution PROOM!

  • Easy and confidential data exchange with your customers, partners, and suppliers
  • Project control and mobile access to the data you need when you need it, whether in the field, in the office or on the road
  • Encrypted data transmission with access permissions
  • A single tool to organize and manage your tasks

Data exchange and collaboration with customers on the go and while on site

You have to handle repairs as quickly as possible and commission equipment on schedule in order for your customers to be satisfied. Delays and downtime are costly for both providers and customers and could even violate service level agreements.

What if you could exchange data on the go, collaborate with teams using extensive meeting and calendar features, step over your company boundaries and get the job done faster?

PROOM – the digital project room is there to help!

  • PROOM makes it easier for service technicians, engineers and just about everyone else working on a project to exchange large files and communicate with internal and external partners, customers, service providers etc.
  • As a field technician, you benefit from an instant access to the latest technical drawings and sketches stored in your company headquarters database. No matter where you are – your data will be always up to date.
  • You can send pictures, reports, and records that document the services provided right to headquarters database while staying at the customer´s location.
  • You can also schedule and manage open tasks or appointments at any time from a single environment that you will share with other colleagues or project members.

A tool designed to empower your business departments

We used to have multiple drawings at our different locations and no one knew which one was up to date. Now, we don’t have to worry about that anymore. PROOM makes sure that the data we work with is always valid. No more guessing which document is the most recent.

This data exchange platform has put us in control of the way we exchange documents in our projects. We also use the virtual project rooms to provide a service to our customers. They can access them at any time to find out if we have added new data.

Expertise in digitalization. Made in Germany.

Your requirements – your PROOM


Your easy-to-implement all-in-one solution for the secure exchange of documents and collaboration among internal and external project teams.

PROOM is based in the cloud and easy to manage. Use PROOM as a public cloud solution and get access to your PROOM installation within minutes. Using PROOM as an alternative to email, FTP, and organizational point tools results in an instant ROI and saves your employees a lot of work and time right from the start.

  • Straightforward implementation and administration (frees up IT resources)
  • Secure and traceable data storage
  • Multi-tenant support
  • Intelligent delegation to empower your organizational units
  • Various application scenarios

Collaborative PLM: Leverage PROOM to integrate external suppliers, service providers, partners, and customers with your PLM process

In today’s networked world, companies need to engage their partners, service providers, and customers to ensure seamless PLM processes from the very beginning to the end. What better way to do so than in the cloud? PROOM is cloud based, making it the perfect match for PRO.FILE.

Unlike email and FTP, PROOM puts you in control and provides full visibility into your projects. Your business users are empowered to self organize and collaborate on their projects from a single tool environment and need minimum IT support. The workload for your IT staff is negligible.

PROOM and PRO.FILE – your advantages

  • Confidential data exchange with third-parties with complete audit trails and without the need to grant access to internal systems
  • A wide array of state-of-the-art collaboration tools including chat, blogging, team calendar, and task management  – integrated and intelligently implemented in a single working environment
  • Reduced project processing time due to less coordination and error correction effort
  • Full exchange process control with a reduced error risk resulting in lower costs

Your fast and easy way to access project rooms through Windows Explorer

With PROOM Sync, you can access and edit technical documents in PROOM directly in Windows Explorer. You get to decide which project rooms are to be automatically synchronized between your local workstation and PROOM.

  • Real-time access to the latest version
  • Convenient editing of files from within the respective application, even when offline
  • Folder structures are automatically mapped to the project rooms

Download your latest version of PROOM Sync for Windows 10 (32-bit/64-bit) and Windows 11 (64-bit) for free!


Stay up to date while on the go

Everyone involved in a project needs to be kept up to date on its progress. PROOM App and PROOM Messenger provide a confidential way for you and your project teams to stay connected and in full control of the exchange of sensitive documents even while on the go.

PROOM App gives everyone on-the-go access to project information, whether it is project members needing technical documents and project plans, sales representatives looking for the latest offers, or maintenance technicians in need of service documents. PROOM Messenger helps your team coordinate and stay connected regardless of where they are.

  • Simple and confidential file exchange
  • Easy-to-use messenger functionality
  • Mobile access to your data exchange platform as an alternative to email and FTP
  • Tamper-proof virtual project rooms with best practice user roles and permissions

Your confidential files are safe with us.

We take every precaution to ensure the security of your files and information:

Communication via PROOM is based on HTTPS, a protocol that prevents interception of information exchanged online. Your files are stored encrypted on our servers. We rely on the standard Microsoft Azure technology. Microsoft Azure is ISO/IEC 27001 certified. The servers are located exclusively in Europe.

Authentication & password encryption
Users must authenticate themselves before accessing PROOM. They can choose their own password, which is then encrypted and invisible to the PROOM administrator (zero knowledge authentication).

User permissions
Custom permissions at both the project room and folder level provide access control and maximum data security in PROOM. Sensitive files that are to be made available to certain users only can be hidden from other users.

Activity logs for documents
Built-in and ready-to-print activity logs allow users to get an instant overview of who did what with which files and when.

Validity periods for PROOM project rooms and files
The project rooms and the files they contain are never automatically deleted. When uploading a file, users can specify a validity period. When the validity period ends, the file can only be visible to the user who uploaded it and to the project room manager.

Be it an engineering office, an enterprise, or anything in between – there is the right editon of PROOM for you
PROOM Feature Matrix – click here for a detailed overview.

PROOM add-ons for your day-to-day business: PROOM Sync and Mobile Apps


Are you looking for an industry-specific solution for PROOM? Let us send you an offer!

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Expert insights

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Compare PROOM Editions by features – click below for a detailed overview

PROOM mobile apps

Control the exchange of sensitive technical documents on smartphones and tablets