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Document Room Collaboration Portal


Document Room Portal is the main homepage that users will navigate to when they login into the Document Room. 

The document room portal displays all document rooms accessible to the user. Each tile represents one document room and includes the name of the document room, the duration of the document room, and the custom logo.

Users can filter the document rooms by type: 

  • All
  • Active (default)
  • Inactive (Archived) 

Users can also filter the document rooms by Status: 

  • All (default)
  • Pending
  • In-Progress
  • Done
  • On-hold
  • Cancelled 

They can also search for a specific document room using the search functionality at the top right corner.

Document room home page.png

User Access Levels

  • Document room owner will have to switch to the Collaborate app for performing some of the collaboration activities such as 
    • Reporting 
    • Creating a document room 
    • Managing document room templates 
    • Managing users and groups 
    • Managing settings, configurations, and preferences 
  • The internal collaborators (power users) will also have an option to switch to Collaborate although they can perform most of the collaboration from the document room portal.  
  • The external stakeholders (standard users) will not have access to collaborate and the only portal to collaborate for standard users will be the document room portal. 

When the user clicks on the Document Room tile, it will navigate the user to that Document Room with the overview page loaded by default. The overview will be as shown below. 

The contextual left menu bar helps the user to browse through different aspects of the document room in which they want to collaborate. 

If the user wants to navigate to another document room, they can select the home icon available on the top left menu bar and select the desired document room from the home dashboard.

Recent Files

All the recent files accessed by the user within the context of the document room are visible here. 


File and Folder Listing

The file and folder listing of the document room based on the user’s permissions are visible here. The user can upload documents, preview documents, download documents, share links, and share upload links. 


The files and folders within the document room are auto-indexed so that each document or folder within the doc room can be referenced with its unique index number. At this time, auto-indexing is currently supported up to 5 levels deep. Files and folders beyond that will not be auto-indexed.

Users have the option to export the index report (document room contents along with indexes) in csv format. 

Doc room 2.png

Standard users will have limited collaboration abilities within the document room. They will not be able to access the following:

  • Document comments
  • Document workflows
  • Document version history
  • Sharing folder and file links 
  • Folder activity stream
  • File and folder details like modified by or last modified. 

Depending upon the permissions assigned, standard users will get access to folders and documents. Additionally, document previews and/or downloads within the document room will be watermarked according to the watermarking settings configured at the domain and document room level. 


All the folders bookmarked by the user within the context of the document room they are in, are visible here.  Refer to Bookmark Folders in the Web UI – Egnyte for a detailed article on how bookmarks work in Egnyte.  

Doc room 3.png

Refer helpdesk pages for guidance on how to collaborate in Egnyte. 


Files and folders that were deleted from the document room are visible here based on the user’s permissions. User with restore privileges can restore the files and folders from the trash as needed. 


Searching within a Document Room

The search bar in the top right corner enables the user to search for any documents within that document room. Refer to Search for Files and Folders in the WebUI for a detailed article on how search works in Egnyte.

Doc room 4.png

Document Room capabilities are available only through dedicated Document Room Plans - Document Room and Document Room Enterprise.
Contact the account manager or Egnyte Sales team to get started with the new document room plan.

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