Data room index features
Within the data room, users can search, filter, view, print, and download documents, as permitted, and administrators can upload documents, edit the index, and grant permissions.
- After signing in to Drooms, select the desired project and data room (in projects with multiple data rooms). Then select the 'Data Room' section in the left main navigation menu if it is not already selected.
- The data room index allows you to browse for and select documents for viewing them. To open the document viewer, double-click the desired document in the index. If the document viewer is already open, a left-click onto any other document lets you switch the document display in real-time.
- The index also features a context menu. Select any single folder or index point of interest, or multiple ones, and open the context menu with a right click. It will offer you all options and potential actions you can perform depending upon your role and the context, i.e. your specific selection of index point(s).
- Following further index features are provided for working with the index:
- The Drooms smart index in column ‘Description’ with its clear, hierarchic file/folder structure allows easy opening and closing of folders for browsing of the data room and searching for documents. The right-click index context menu in addition offers a feature to not only expand and collapse a selected folder, but all its sub-folders with just one further click, too. By expanding the top-most data room folder itself this way the index can be expanded as a whole.
- The inbox for e-mail attachments is available for users with edit permissions. It will show those files sent and uploaded as
e-mail attachments to the data room by authorised users using the unique,
stated e-mail address, which then administrators can move to their proper place
in the index.
- The trash bin at the bottom is available for users with edit permissions. It is used for the folders and documents, which administrators or other authorised users remove from the index. They can be moved back to the index, if needed, or finally deleted, if not needed anymore.
- Above the index, you can enter some text to search the index and documents for corresponding matches, while a click on the blue filter icon right next to it gives access to a variety of filters. Both the search and the
filters can be used independently, or together, to search and filter the data room for
specific documents.
Please note that the document text search is OCR-based and will detect text hits only in those documents with file formats, which Drooms can convert for online display and further processing, such as standard .pdf, and most other common business file formats, like MS Office, but not .zip, or videos, music files, or 3D files.
- The result of any search and filter action is a hit list delivered automatically in list view mode only listing the hits. When you switch back the index display to tree view mode with a click on the corresponding 'Tree view' button displayed in list view mode, the search hits will be highlighted in the nested index file/folder structure.
- A click on the index export button creates an Excel file with all index points and additional information currently displayed in the index grid in further optional index and data columns, see below. E-mail attachments inbox and trash bin items are not included in this export.
- When the index export file is ready for download after a few seconds, a toast message and an e-mail will notify you. Then click on the My downloads button to open the My downloads dialog box listing all exports and reports you created recently, as well as batch download files, allowing you to then download and open them locally. Download items will be deleted the next day following their creation.
- A click on the blue upload button available for administrators or regular users with partial edit permissions opens the 'Upload Files and Folders' dialog box for uploading files and folders directly from a local directory. The files and folders will be added directly under the top-most data room root folder. If files and folders should be uploaded to a specific lower sub-folder, please select it and use the right click context menu option for uploading files and folders.
- A click on the permissions icon in the index grid bar
shows the index grid column for viewing and setting permissions:
- Regular users can look up, for which of the documents they are permitted to see
they have also been granted print and download permissions, or for which folder
and index points they may have even been granted edit permissions for.
- Administrators can select here, which groups’ permissions they want to review and then edit them online, as well as export them as an Excel file to alternatively edit them offline and then import them again.
- A click on the transaction relevant icon (transaction flag) available only to administrators shows the index grid column for marking and unmarking index points to be containing, or empty index points to be still missing transaction-relevant documents, allowing to keep track of the overall transaction-readiness of the data room documentation, if needed.
- A click on the data columns icon opens a modal dialog, which allows to
show and hide additional index grid columns with information about the present
documents for display; available are:
- Pages
- Format
- Size
- Available
since
- Languages
- Redaction (only if the feature Redaction is enabled for the project)
- Uploaded
by (only for administrators).
Your preferred column selection will be retained whenever you select the ‘Data Room’ section or the data room again, until you close columns again.
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