Create and Manage Document Rooms

In Egnyte, the document rooms can be created and managed either by the admins or by the power users who are assigned the administrative capability to manage document rooms as part of their role.  

Refer to Configure Document Room Domain for detailed information on how document room owners can be configured using role-based administration within Egnyte.

 

Creating a Document Room from Portal

The document room owner can create a blank document room from the Document Room Portal by following these steps:

1. Navigate to the Document Room Portal. It provides two options to create a document room as shown in the screenshot.
   
2. Select the +New Document Room button from the top right corner OR click on the +New Document room tile to expand the Create Document Room menu.
   
   
3. Select the Custom Document Room option to create a blank document room. To create a document room from a template, select one of the available templates from the menu. Selecting either will open the Create Document Room Wizard.
   When creating Document room from templates, the orange box as shown below will indicate the name of the template from which the structure will be copied.
4. On the first page of the wizard (General), enter the Document Room Name and optionally populate the other document room metadata including Document Room ID and Description. There is also an option to upload a logo (optional) and enable watermarking for files previewed and downloaded by viewer and viewer-only permission (recommended).
5. Click on the Next button after entering the required details. 
   
   

   If the user groups and permissions are defined within the document room template, the Document Room ID becomes mandatory metadata. 

6. On the second page of the wizard (Timeline), choose a Document Room Status and optionally select Document Room Duration. Click Next.
   
   
7. On the third and the last page of the wizard (Folder), select the location for the document room to be created. The user can select the folders where they have the permission to create the document room. All other folders will remain disabled with tooltip information as shown in the screenshot. After selecting the folder, select the Create Document Room button.
   
8. On selecting the option to create from the template with dynamic groups configured, the user will be presented with the Document Room Permissions screen. The dynamic user groups will be created for the document room with an option to manage them.
   
9. Users can select the Manage group for each of the user groups to add appropriate users to the group. Once done with all the user groups, click Close to close the wizard.
10. A new tile corresponding to the created document room will be added to the Document Room Portal.
    Refer to Document Room Templates for a detailed article on the document room template and how it can be created in Egnyte.

 

Filter and Search Options on Document Room Portal

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

The user can filter the document rooms by type as All, Active (default), or Inactive (Archived). 

They can also filter the document rooms by Status as All (default), Pending, In-Progress, Done, On-hold, or Cancelled.

Clicking on ‘Reset All’ resets the home page to the default view. 

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

Creating a Document Room from Collaborate

The document room owners will also have the option to create and manage document rooms from the Collaborate app as well:

1. Navigate to the Collaborate App from the app drawer to access Egnyte Web UI.
   
2. Navigate to the folder where you want to create the document room.
   

   Users need owner permission to the parent folder where they want to create the document rooms. 

3. Click on the +Create dropdown and select the Document Room option.
   
   In order to create a document room from a template, click on the +Create dropdown, select the Document Room>From Template option from the dropdown menu, and then select one of the available templates.
4. Enter the Document Room Name and choose a Document Room Status. You can optionally populate the other document room metadata including Document Room ID, Description, and  Duration. If the user groups and permissions are defined within the document room template, the Document Room ID becomes mandatory metadata.
5. The user can also upload a logo to be associated with the document room (optional) and enable watermarking for files previewed by users with viewer-only permission (recommended).
6. Select Save to create the document room. 
   
7. On selecting the option to create document room from template with dynamic groups configured, the user will be presented with Document Room Permissions screen. The dynamic user groups will be created for the document room with an option to manage them.
   
8. The user can select the Manage group for each of the user groups to add appropriate users to the group. Once done with all the user groups, select Close to close the wizard.

Marking Folder as Document Room from collaborate

Power Users with Owner permissions can also mark an existing folder as a Document Room.