Document Room Templates (Beta)

Document Room Templates make it easy to create new document rooms using a predefined folder structure and permission set.  

In addition to assigning permissions for pre-existing groups or users, document room-specific groups can be created and assigned permissions on the folder structure at the time of document room creation. The document room-specific groups can then be populated with individual users giving them access to the respective document room. 

You can set up different templates for different document room types and choose who has access to use templates.

Creating a Document Room Template

Document Room Templates are stored in /Shared/Egnyte Templates/Document Room Templates.  Follow these steps to create a Document Room Template:

1. Create a folder under /Shared/Egnyte Templates/Document Room Templates.  The name of your folder will be the template name. 
2. Add subfolders and files to the template as needed
3. (Optionally) Set any folder options (e.g. descriptions, link sharing controls, etc.) on the folders within the template

(Optionally) Use Document Room Template Settings from the More menu to set a template description and configure the groups and permissions for the template.

The Document Room Template Settings dialogue allows you to define Document Room Template Permissions via a JSON settings file. A sample JSON file can be downloaded from the Document Room Template Settings dialogue and gives examples of usage.

The following table describes the fields of the Permissions JSON object.

Field	Description	Required	Possible Values
folders	Top-level key that contains the definition of folders and their permissions	Yes	Array of folder definition objects
folder paths	The folder for which you want to set permissions	Yes	Path, relative to the root of the document room, e.g.: / /Legal /Accounting/Budget
folder.permission	Object with details about the permissions	Yes	See fields below. The structure is the same as is used in the Set Folder Permissions Public API
folder.permissions.groupPerms	Object with details on groups and their permissions.	No	An object where the keys represent group names and the values the permissions those groups should have.  Groups can be existing groups, e.g., “Chief M&A Office” or dynamic groups, e.g., “{{documentRoomId}} – Legal Advisors”, which will be created upon document room setup. Valid permissions include: None, Viewer Only, Viewer, Editor, Full, Owner
folder.permissions.userPerms	Object with details on users and their permissions.	No	An object where the keys represent usernames and the values the permissions those groups should have.   Valid permissions include: None, Viewer Only, Viewer, Editor, Full, Owner
folder.permissions.inheritsPermissions	Whether or not the folder should inherit permissions from its parent folder.	No	true or false Defaults to true

A sample permissions JSON is shown below:

{
   "folders": [
       {
           "path": "/",
           "permissions": {
               "groupPerms": {
                   "{{documentRoomId}} – Room Admin": "Owner",
                   "Finance": "Viewer",
                   "{{documentRoomId}} – Internal M&A Team": "Editor"
              }
           }
       },
       {
           "path": "/Budget",
           "permissions": {
               "groupPerms": {
                   "Finance": "Owner",
                   "{{documentRoomId}} – Chief M&A Office": "Full"
               },
               "userPerms": {
                   "bsmith": "Viewer"
               },
               "inheritsPermissions": false
           }
       },
       {
           "path": "/Budget/Forecasting",
           "permissions": {
               "userPerms": {
                   "jdoe": "Editor"
               }
           }
       },
       {
           "path": "/External",
           "permissions": {
               "groupPerms": {
                   "{{documentRoomId}} – Legal Advisors": "Viewer Only"
               }
           }
       }
   ]
}

To control who can create new document rooms from your Document Room Template, set permissions on the template folder using the Share > Manage Folder Permissions dialogue.  Any user with at least Viewer permissions on the template will be able to use it to create new document rooms.

Creating a Document Room from a Template

Use the following steps to create a new document room from a template:

1. Navigate to a folder where you have Owner permissions
2. From the +Create menu, choose Document Room 🡪  From Template
   
   
   
   
3. Enter details about the document room. The Document Room name will be used as the folder name for your new document room. Depending on the template you choose, the Document Room ID may be required. Click Save once you have entered the details about the document room.
   
   
4. Your new document room is created. If your template created document room-specific groups, you’ll see a list of those groups with an option to manage each group.  Clicking the Manage Group button will open the group details page in a separate browser tab.  Here you can add users to groups so that they get access to your new document room.