Approving and rejecting index points
If the feature module 'Advanced permissions' is enabled for your
data room, user groups can be granted the 'Create only' or the 'Create with approval' permission, as alternative to the full 'edit' permission for you as administrator to restrict and control the work of
non-administrator user groups. While groups with 'Create only'
permission can only add new folders, index points, and documents directly, but do nothing else, groups with 'Create with approval' may still edit the new folders, index points, and documents added by them until their work is either approved or rejected by an administrator after reviewing it.
-> Read more about permissions in detail
-> Read more about setting permissions
To know about index points added with 'Create with approval' permission, proceed as follows:
- First of all, as administrator you have to know, if there are any new folders, index points, and documents pending your approval. For this Drooms will send you respective e-mail notifications informing you about new index items pending approval, if you set up your personal notifications accordingly. -> Read more about setting notifications
- Of course you can also look up any time any new index items pending approval in the data room itself, as folders and index points pending approval are indicated for administrators in the index with the label 'to approve' and can be filtered for.
To look up index points added with 'Create with approval' permission, proceed as follows:
- Sign in to Drooms and select the data room.
- A blue dot next to the 'Notifications' panel's bell icon will indicate the number of notifications, if there are any. Open the panel to look for the special notification 'Index points pending approval'. If there is one, it will show you the overall number of index points pending approval, and when you click on it, the index will be filtered for just these index points, listing them in index list view mode.
Switching the index display back into the index tree view mode, the index points pending approval will be highlighted in the index for you to review them in their context.
- You
may as well filter the index yourself for folders and index points
pending approval. Select 'Data Room' in the navigation menu on the left to access the data room index.
- Click on the funnel icon in the top index bar (second from left) to select in the index and document search filter drop-down menu the option 'To approve' and the respective sub-settings. When selecting at 'Approve items created by' the option
'All groups' you will get the same index points listed as when clicking on the
'Index points pending approval' notification, but you can also choose to
even filter for the index points pending approval created by just a
single group to review specifically this group's work.
To finally approve or reject index points added with 'Create with approval' permission, proceed as follows:
- Having selected one or more index points pending approval, click on one of their 'To approve' labels to activate them. Then click on either the red reject button (cross) or the green approve button (tick).
- Approved index points will inherit the permissions of the parent folder they have been uploaded to.
From this point on, they will be displayed in the index for all groups with
respective permissions.
- Rejected index points will be
moved to the trash bin automatically and can be deleted from there permanently.
Related Articles
Importing index points
The index import allows to add new folder and document index points, and to update the index descriptions of existing folder and document index points, but not to delete any index items. The import requires a carefully prepared .xlsx file. To prepare ...Renumbering index points
When working in a data room, 'index gaps' may result from deleting folders and index points, or may be needed to add further folders and index points in between index points, so that these are not automatically renumbered. To renumber folders and ...Exporting index points
Sometimes it may come more handy to review, compare and edit index points not online, but using MS Excel sheets, and then import the edited index points again. You can either download the whole index, or just parts of it by selecting specific ...Moving index points
There are two ways of moving index points, either using the context menu, or simply via drag & drop. Both ways will be explained here, starting with moving index points via the context menu. Select 'Data Room' in the navigation menu on the left to ...Copying index points
To copy index points and then insert the index point copies, proceed as follows: Select 'Data Room' in the navigation menu on the left to access the data room index. Open the index context menu with a right mouse click onto the index point that you ...