Creating Index Points
If you want to add a new index point and document to a certain folder, or create an empty index point as document placeholder, given you have the necessary permissions, proceed as follows:
- After signing in to Drooms, select the project and data room to which you want to add index points.
- 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 onto the folder, to which you want to add a new consecutive index point.
- Select the ‘Create’ sub-menu option ‘Create document’ to open the ‘Create Document’ modal dialog.
- At ‘Index point description’ select the exact index position for the new index point in the selected target folder. By default the first free index position will be offered, but any other unused index position can be selected as well. Also enter the intended index description for the new index point with up to 200 characters.
- If you want to upload a file straight away to the new index point, click on ‘Upload file’ to select one from your local directory. The modal dialog will display and offer the option to use the file name as index description for the new index point. If you want to create an empty index point as document placeholder, do not upload a file.
If you selected the wrong file, hover the mouse over the file name, click on the ‘Delete’ icon appearing on the right, and then select a new file, if you want.
Please note that the actual file name as such may not necessarily be suited as index point description. This is why you can either enter a separate index point description, which will be shown in the index independently from the actual file name, or use the file name as description.
Please also note that the file size must be not less than 1 kB, and not exceed 500 MB.
Uploading a file is not mandatory. Without a file an empty index point will be created, to which a file can be uploaded later.
- As administrator, you can choose the permissions, which should be applied to the new index point, either ‘Inherit from parent folder’, or ‘Administrators only’. Other users permitted to create new index points cannot choose permissions. Their new index points will inherit permissions from its parent folder automatically.
With ‘Inherit from parent folder’ the new index point and a possible attached file will become visible, downloadable, or even editable, or stay invisible for different user groups like the new parent folder.
With ‘Administrators only’ no permissions will be granted and can be set afterwards.
- When everything is ready and set, click on ‘Create’ to create the new index point. It will be added to the index at the intended position, either as empty index point, or with the selected file, which will be uploaded, as well as OCR-processed and converted for online display, if possible.
Following file formats will be converted for online display within the data room: standard .pdf, .png, .jpg, .tif, .tiff, .gif, .txt*, .rtf, .xls**, .xlsx**, .doc., .docx, .ppt, .pptx, .ods, .odt, .odp, .htm, .html.
Portfolio PDF files, standard office files with active features like macros, signatures, etc., as well as files with any other format cannot be converted for online display, such as files with 3D content like CAD files, or music files and videos, or compressed files like .zip. These files require download permissions to be actually reviewed.
* txt files with more than 400 pages will not be converted, as they are too large to be reviewed on the platform, but spike the page count and cause customers to ask for refunds. These files require download permissions to be actually reviewed.
Portfolio PDF files, standard office files with active features like macros, signatures, etc., as well as files with any other format cannot be converted for online display, such as files with 3D content like CAD files, or music files and videos, or compressed files like .zip. These files require download permissions to be actually reviewed.
* txt files with more than 400 pages will not be converted, as they are too large to be reviewed on the platform, but spike the page count and cause customers to ask for refunds. These files require download permissions to be actually reviewed.
** Excel files without set printing areas and proper formatting, which would be converted into more than 100 pages, will also not be converted, as they will in most cases not be split up reasonably for review, but spike the page count and cause customers to ask for refunds. These files require download permissions to be actually reviewed.
Please make sure to grant those user groups, who should be able to access a file, for which the conversion failed, or which cannot be converted because of active features or its file format, download permissions so that they can download and then open it on their local computer with the corresponding third-party software.