Document Room Templates

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. 

The user 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 the 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
4. (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 has two tabs General and Template Permissions. The user can enter the template name and description in the General tab. The second tab allows defining Document Room Template Permissions via a JSON settings file. A sample JSON file can be downloaded from the Document Room Template Settings dialogue

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

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"
                }
            }
        }
    ]
}

Note: Supported JSON variables are: documentRoomId, documentRoomName

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 with 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 the new document room. Depending on the template selected, the Document Room ID may be required. Click Next after entering the details about the document room.
   
4. The new document room is created. If the template created document room-specific groups, the user will 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, it is possible to add users to groups so that they get access to the new document room.
   

Document Room Templates Permissions UI (Limited Availability) 

The Document Room Template Settings dialog has two tabs General and Template Permissions. The user can enter the template name and description in the General tab. The Template Permissions tab allows users to define Document Room Template Permissions with a User Interface. Click on Manage Permissions to open the permissions page. 

• In the Permissions template a list of folders appears in the left pane. Select a folder to assign permissions to groups.
• Additionally there is a toggle to control whether or not the folder should inherit permissions from its parent folder.
  
• To assign users or groups with the permissions, click on the Add user group menu and select Existing user or group option.
  
• Selecting the Existing user or group option will open a pop-up window, where the user will be prompted to enter an existing user or an existing group name and specify a permission.
  
• After the permission is entered it becomes visible on the template permission page.
  

Create Dynamic Groups

The user can also create dynamic groups, e.g., “{project Name} - Finance”, which will be created upon project setup. 

• Click on the Add user or group menu and then select Create new group. 
  
  
• If the Use a prefix is checked, then either the project name or project ID will be used as a prefix in the dynamic group. 
• Enter the required details and click on Create.