Editing groups and users

Editing groups and users

While many functionalities needed for managing groups and users can be directly accessed via the Users section's context menu, there are a few, which are also alternatively, or even only, provided on the Group Details and User Details overviews. These are:
  1. edit group name
  2. disable and enable 'watermark' for groups
  3. enable and disable the 'save with watermark' option for groups
  4. copy group permissions
  5. review group permissions
  6. block and unblock groups and users
  7. delete groups or users
  8. edit e-mail addresses of users, who did not enter the project, yet
  9. invite yet uninvited users
  10. resend invitations to users, who have not entered your project, yet

To access the Group & User Details overview, proceed as follows:
  1. Select 'Users' in the navigation menu on the left to access the Users section. A list with user groups will be displayed. You can expand the groups to view the group members.
       
  1. Select the group or the user, which you want to edit, with a right-click to open the context menu, and select option 'Edit', or with a double left-click open the respective Group Details or User Details overview directly.
The Group Details overview displays the name of the group, together with the status 'blocked', if given, and the number of users belonging to the group.
      
       
  1. If you want to edit the name of the group, hover the mouse over it. A pencil icon for editing the group name will appear, which switches the group name display into editing mode, if you click onto it. This is the only way to edit group names.
  1. At 'Data room access' the group access can be blocked or unblocked, independently from any particular user's access settings.
  1. At 'Show watermark' you can disable the default display of the dynamic watermark in the document viewer for all converted files. Also the corresponding PDF files created for printing will then not be protected by a watermark anymore.
  1. At 'Save with watermark' (not available for group 'Administrators') you can protect also all downloaded files with a watermark, but only those, which are converted for online display. Basically the downloaded files are then not the native files as such, but the same as created for printing. With this setting, the group members cannot download and therefore not access any non-converted files. To nevertheless allow downloading these files for viewing them with corresponding third party software, enable the native file download for unconvertible files in the Project Settings section.
  1. At 'Activate IP Filter' you can limit the group members' data room access to devices with specific IP addresses or ranges, when you click on 'Set up IP Filter', enter the corresponding IP addresses or ranges in the modal dialog that pops up, save them, and then activate the toggle button for the IP filter feature. This feature can ensure that your data room can only be accessed from within specific networks, but not from home devices, for example.
The IP Filter settings options are only available upon specific request, otherwise they will not show up. Please contact the Drooms Customer Success team, if interested.
  1. At 'Group visibility' you can define, whether the group members can see and collaborate with each other in the data room, or not. When toggled on, users from that group can:
    1. See group name and all group members
    2. Make notes, highlights and findings visible to other group members
    3. See group members, who uploaded a document
Toggling on the group visibility is only advisable, when you generally set up separate groups for different interested parties. If for reasons of simplicity you create mixed user groups with same permissions for all members, anonymity is advised.
  1. At 'Copy permissions and data room access from' you can copy the permissions and data room access setting from another group.
  1. At 'Schedule closing' the blocking of the group access can be scheduled.
  1. At the bottom a short overview of the different permissions granted to the group will be displayed. If the 'Advanced Permissions' feature module is enabled for your project, please note that the 'Items editable' does not specify, which of the possible edit permissions has been granted to a group. If you want to check the permission in detail, click on 'Set Permissions'. You will be redirected to the Data Room index section, with the group's permission displayed in the opened permissions control panel.
  1. To delete a group, click on the trash bin icon in the top bar (second icon from right). A confirmation dialogue will require you to confirm the delete action.
  1. To close the Group Details overview, click on the 'X' icon in the top bar (first icon from right).

The User Details overview displays the user's e-mail address or last name and first name, if the user entered these, together with the status of the user (uninvited, invited, offline, online, blocked).
             
       
  1. At 'Data room access' the user access can be blocked or unblocked.
  1. At 'Schedule invitation' an invitation can be scheduled for yet uninvited users (not available for other users).
  1. At 'Schedule closing' the blocking of the user access can be scheduled.
  1. At 'Group' the group is displayed, to which the user belongs.
  1. At 'Email address' the user's e-mail address is displayed and can be edited, until the user registered successfully with Drooms. This allows to correct wrongly entered e-mail addresses before sending or resending invitations.
  1. Correspondingly, for yet uninvited users, the invitation language(s) can be selected (EN, GE, FR, IT, ES), and uninvited users can be invited with a click on 'Send invitation', or with a click on 'Resend invitation' invitations can be resent to invited users, who have not signed in to your project, yet.
  1. At 'More information' the invitation date and time is displayed, and the dates and times of the user's first and last visits to your project, if given, as well as whether the user has accepted the project special terms and conditions / disclaimer, if such is required.
  1. For registered users, who entered your project at least once, and who cannot be invited or re-invited anymore, and who entered the corresponding information in their personal user profile, their company address will be displayed.
  1. To delete a user, click on the trash bin icon in the top bar (second icon from right). A confirmation dialogue will require you to confirm the delete action.
  1. To close the User Details overview, click on the 'X' icon in the top bar (first icon from right).

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