Importing Permissions
Sometimes it may come more handy to review, compare and edit permissions
not online, but using MS Excel sheets, and then upload the edited
permissions again. However, the Excel files with edited permissions have to be carefully prepared to ensure a successful import and processing.
To prepare permissions imports, please note:
- To upload changed permissions, always reuse an up-to-date permissions export file including the permissions of
those groups, for which you want to change the permissions. -> Read more about exporting permissions
- You may also reuse an up-to-date index export file including the permissions you want to change (permissions panel must be in view). -> Read more about exporting index points
- All cells in the .xlsx file must be formatted as text cells.
- The first two columns must state the index point numberings and descriptions for those index points, for which
the group permissions shall be edited.
- The permissions and index export files both contain a third column 'Type', and the index export a fourth column 'Links', which all have be to be removed prior to uploading the edited Excel file.
- Apart from the first two columns, retain only the columns with the permissions of those groups, whose permissions you want to change.
- The column headers of columns 3 and ff. must state the exact name of the user group, whose permissions you want to edit.
- You may remove index points (rows) not affected by your changes from the Excel sheet.
- When granting a group any kind of permissions for sub-folders or index points, the group must have been (or now must be) granted also view permissions for all respective parent folders all the way up to the root data room folder, or the permissions import will fail. Folders or index points cannot be made visible, if their parent folder is not visible.
- Permissions for a folder may only be set to none, if the permissions for all
its sub-folders and index points are also set to none.
- For editing the permissions use only and exactly the abbreviated character combinations for the permission sets listed below. Any missing entries or entries not matching one of the mentioned abbreviations and permission sets will
cause the permissions import to fail. The permissions ‘co’ (create only) and ‘ca’ (create with approval) and the related permission sets may only be used if the feature module
‘Advanced Permissions’ is enabled for your data room.
To import permission, proceed as follows:
- After signing in to Drooms, select the project and data room where you want to import permissions.
- Select 'Documents' in the project's and data room's tab bar to access the data room index and open the index context menu with a right mouse-click. Click on the index context menu option 'Set permissions' to open the permissions control panel in the index.
- Alternatively you can also open the permissions control panel with a click on the 'padlock' icon at the top right of the index table header.
- After opening the permissions control panel, a drop-down menu will open.
- Click on the 'Import permissions' button at the bottom of the menu (third from left) to select and then upload a suited and prepared permissions import file with the intended permission changes.
Related Articles
Exporting Permissions
Sometimes it may come more handy to review, compare and edit permissions not online, but using MS Excel sheets, and then upload the edited permissions again. To export permission, proceed as follows: After signing in to Drooms, select the project and ...Copying Permissions
When a user group should have the same permissions as another one, permissions can simply be copied from one group to another. This can already be done when creating groups, but also any time later. To copy permissions while creating a group, proceed ...Comparing Permissions
When managing permissions in a data room, it can be useful to check, whether certain user groups have either the same permissions, while others explicitly have differing permissions. To compare permissions, proceed as follows: After signing in to ...Setting Permissions
Only administrators can set permissions and control, which documents certain user groups may see, print, or download, either as watermarked .pdf, or as native file, or if other user groups may edit certain parts of a data room. -> Read more about the ...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 ...