Project Settings
For administrators the project settings section provides various information and important feature settings for customising a project. To access the project settings section, proceed as follows:
- After signing in to Drooms, select the desired project. Then select the 'project settings' section with a click onto the 'gear wheel' icon at the bottom in the left main navigation menu.
Starting at the top left following project information are provided:
- Project name (editable)
- Project ID (can be copied with a click to your clipboard), and the project status
- Included feature modules
- Support contact address
- Usage: Limits for users and storage, if applying, and numbers of converted pages and uploaded files
Below under 'Data room archive and change data room status' several options and links to manage certain kinds of Drooms projects and their data rooms follow:
- Manage and request archives: A click on the button 'Manage archives' opens a table with all archives requested previously for the project and a button 'Request new archive', opening the 'Data Room Archive Form' for requesting a new archive. -> Read more about requesting archives here.
The above option is available In Drooms FLEX projects only for the designated owner, whom a click on 'Manage archives' will redirect to the personal web shop account page for ordering archives. It is not available in Drooms LIFECYCLE projects.
- Data room status: A click on the button 'Manage status' opens a modal dialogue for deactivating or alternatively freezing a data room either directly, or upon a scheduled point of time. -> Read more about freezing and deactivating data rooms here.
The above option is not available in Drooms FLEX projects, as these cannot be frozen, but can be deactivated via the project owner's personal Drooms web shop account.
- Contract termination: A click on the red 'Terminate' button, if available, opens the 'Terminate contract' dialog form for terminating the contract related to the project. Otherwise the link 'Contact support' opens the 'Support' tab in the right-hand Help panel '(?)' with the 'Contact Support' message form, where you can enter your request to terminate the contract with Drooms. -> Read more about requesting contract termination here.
The above option is not available in Drooms FLEX projects, as these are to be terminated via the project owner's personal Drooms web shop account.
The next section 'Project settings' offers potentially following options:
- Contact e-mail address visible for regular users: If an e-mail address to contact the project administration should be offered to the invited regular users, this option can be toggled on and the dedicated contact address can be entered and edited. Pre-set by default is the project owner or main contact (the initially invited administrator). The contact address will be shown on the Project Info page, the same page as the project settings page for administrators.
- Activate two-factor authentication: This option is available for projects with Two Factor Authentication feature module. If toggled on, users will not only have to authenticate themselves with their regular user credentials when signing in to Drooms, but additionally also per one-time PIN code sent to them as SMS to their cell phone each time they select and enter the project. Alternatively to SMS users can choose to use an Authenticator App of their choice to (e.g. Microsoft Authenticator, Google Authenticator, Authy).
- Hide automatically assigned index numbers: Toggling on this option hides the indexation of folders and index points in the index display in the data Room(s) section, that Drooms automatically creates. This way another indexation manually entered as part of the index description, like roman figures, can be used. However, the Drooms indexation does show up in other places, like the reports, to clearly distinguish otherwise perhaps identically named folders and index points.
- Allow downloading Excel and nonconvertible files in original format: Toggling on this option will grant the members of all user groups, for which the 'Save with watermark' option has been enabled in the Users section, the permission to save all those documents, which cannot be converted and watermarked, as native files.
- Enable Excel viewer: Toggling on this option, a special viewer for Excel documents will be available for all users of the project, which not only provides a full view of otherwise properly formatted and converted Excel documents, but also allows to fully view non-converted Excel documents, that otherwise would require to grant the users save permission for the native files for viewing them via Excel. The default setting is that the Excel viewer option is toggled on.
At the bottom on the left and at the top on the right hand side following project options and features are to be found:
- Project notification settings: If this option is toggled on for a specific data room, the Updates & Changes notification e-mails will notify users and administrators not only about new, moved, or deleted documents in rather general terms, but also contain a list with the first ten affected index points with direct links to them. Please note that the sending of Updates & Changes e-mail is subject to each user's personal notification settings.
- Email Files Upload: The file upload via e-mail allows authorised users to upload files as e-mail attachments directly to a data room using an e-mail address unique for each data room. In projects with just one data room, like all Drooms TRANSACTION projects, this e-mail address is not only stated in the data room index, but can also be looked up here under the Project Settings. In projects with multiple data room, like Drooms LIFECYCLE projects, the respective e-mail addresses can only be found in each separate data room index, and are not listed here.
- Special Terms of Use / Disclaimer: Here administrators can upload a document containing for example special terms of use for a project, or a disclaimer, which then every user, including the administrators, has to accept once before being allowed to enter the project the next time selecting it via the Drooms project selection on the Drooms Home page. This document can here be looked up later on again, as well as downloaded, replaced or deleted. In case a new document is uploaded here, it has to be accepted anew. Please note that this document may be subject to page or GB project pricing schemes, too, where applicable. The acceptance of this document by administrators and the users invited to the project can be tracked in the User Details, the Users section export file, and the Users history report.
- Company Logo and Icon: As part of the 'Branding' feature module, if it is enabled, here a graphic image can be uploaded for branding a project, such as a small company logo copied from some website. It will be displayed next to the project name on the corresponding Drooms Home page project tile, in the top drop-down project selection drop-down menu, and in the top left corner of the Drooms UI, when having selected the corresponding project, to clearly distinguish it from other projects the users may have access to. After uploading the image (.png, .tif, .jpg, or .gif), the right part for the project tile and selection menu, and the top left corner logo display can be selected. The selection can be edited again, or the image be deleted and another one be uploaded.
- Project Image: Also as part of the 'Branding' feature module, if it is enabled, here again the company logo and icon or another graphic image can be uploaded for branding a project, which then will be used as background image for the corresponding Drooms Home page project tile. After uploading the image (.png, .tif, .jpg, or .gif), the right part for the project tile background can be selected. The selection can be edited again, or the image be deleted and another one be uploaded.
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