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Create and Manage Document Rooms

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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 to see two options to create a document room as shown in the screenshot.

Document Room - portal with dahboard view.png

2. Select the button +New Document Room either from the top right corner or on the new tile from the Document Room Portal to expand the Create Document Room menu.

Document Room - create DR from button.png

Document Room - create DR from tile.png

3. Select the Custom Document Room option to create a blank document room. If you intend to create a document room from the template, select one of the available templates from the menu. Selecting either will open the Create Document Room Wizard.

When you select to create the document room from a template 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 Document Room Description. You can also upload a logo to be associated with the document room (optional) and enable watermarking for files previewed and downloaded by viewer and viewer-only permission (recommended). Please note that if the user groups and permissions are defined within the document room template, the Document Room ID becomes mandatory metadata. After entering the required details, select the button to go to the next page of the wizard.

Document Room - new Document room wizard.png

5. On the second page of the wizard (Timeline), choose a Document Room Status and optionally select Document Room Duration. After selecting the required details, select the Next button to go to the next page of the wizard.

Document Room - new Document room wizard 2.png

6. On the third and the last page of the wizard (Folder), select the location where you want the document room to be created. You can select the folders where you have 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.

Document Room - new Document room wizard 3.png

7. If you have selected a document room to be created from the template with dynamic groups configured, you will then be presented with the Document Room Permissions screen with the dynamic user groups created for the document room with an option to manage them.

Document Room - new Document room wizard 4.png

8. You can select the Manage group for each of the user groups to add appropriate users to the group. Once you are done with all the user groups, you select Close to close the wizard.

9. 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.

Creating a Document Room from Collaborate

The document room owner can create a blank document room by following these steps:

1. Navigate to the Collaborate App from the app drawer to access Egnyte Web UI.

create_document_room1.png

2. Navigate to the folder where you want to create the document room. Please note that you need owner permission to the parent folder where you want to create the document rooms. 

3. Click on the +Create dropdown and select the Document Room option.

create_document_room2.png

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, Document Room Description, Document Room Duration, etc. Please note that if the user groups and permissions are defined within the document room template, the Document Room ID becomes mandatory metadata.

5. You can upload a logo to be associated with the document room (optional).

6. You can enable watermarking for files previewed by viewer-only permission (recommended).

7. Select Save to create the document room. 

create_document_room3.png

 

If you have selected a document room to be created from the template with dynamic groups configured, you will then be presented with the Document Room Permissions screen with the dynamic user groups created for the document room with an option to manage them.

Document Room - new Document room wizard 4.png

You can select the Manage group for each of the user groups to add appropriate users to the group. Once you are done with all the user groups, you 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.
create_document_room4.png

Creating a Document Room from a Template

The document room owner can also create a document room using a template by following these steps:

  1. Navigate to Collaborate App from the app drawer to access Egnyte Web UI.
  2. Navigate to the folder where you want to create the document room. Please note that you need owner permission to the parent folder where you want to create the document rooms. 
  3. Click on the +Create dropdown and select the Document Room>From Template option from the dropdown menu.
  4. Select one of the available templates to create the document room. 

    create_document_room7.png

  5. Enter the Document Room Name and choose a Document Room Status. You can optionally populate the other document room metadata including Document Room ID, Document Room Description, Document Room Duration, etc. Please note that if the user groups and permissions are defined within the document room template, the document room id becomes mandatory metadata.
  6. You can upload a logo to be associated with the document room (optional).
  7. You can enable watermarking for files previewed by viewer-only permission (recommended).
  8. Select Save to create the document room. 

You will then be presented with the Document Room Permissions screen with the dynamic user groups created for the document room with an option to manage them.
create_document_room8.png

You can select the Manage group for each of the user groups to add appropriate users to the group. Once you are done with all the user groups, you select Close to close the wizard.

Refer to Document Room Templates for a detailed article on the document room template and how it can be created in Egnyte. 

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

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