Approving and Rejecting Index Points
If the feature module ‘Advanced permissions’ is enabled for your data room, user groups can be granted ‘Create only’ or ‘Create with approval’ permission, as alternative to the full ‘Edit’ permission to restrict and control the work of non-administrator user groups. While groups with ‘Create only’ permission can only add new folders, index points, and documents directly, but do nothing else, groups with ‘Create with approval’ may still edit the new folders, index points, and documents added by them until their work is either approved or rejected by an administrator after reviewing it.
-> Read more about permissions in detail
-> Read more about setting permissions
To know about index points added with ‘Create with approval’ permission, proceed as follows:
- First of all, as administrator you have to know, if there are any new folders, index points, and documents pending your approval. For this Drooms will send you respective e-mail notifications informing you about new index items pending approval, if you set up your personal notifications accordingly.
-> Read more about Editing Personal Notifications Settings
- Of course you can also look up any time any new index items pending approval in the data room itself, as folders and index points pending approval are indicated for administrators in the index with the label ‘to approve’ and can be filtered for.
To look up index points added with ‘Create with approval’ permission, proceed as follows:
- Sign in to Drooms and select the project and data room.
- A purple dot next to the ‘Notifications’ panel’s bell icon will indicate the number of notifications, if there are any. Open the panel to look for the special notification ‘Index points to approve’. If there is one, it will show you the overall number of index points pending approval, and when you click on it, the index will be filtered for just these index points, listing them in index list view mode.
Switching the index display back into the index tree view mode, the index points pending approval will be highlighted in the index for you to review them in their context.
- You may as well filter the index yourself for folders and index points pending approval. Select ‘Documents’ in the navigation menu on the left to access the data room index.
- Click on the funnel icon in the top index bar (second from left) to select in the index and document search filter drop-down menu the option ‘To approve’ and the respective sub-settings. When selecting at ‘To approve’ the option ‘All groups’ you will get all index points pending approval listed, but you can also filter for the index points pending approval created by just a single group to review specifically this group’s work.
To finally approve or reject index points added with ‘Create with approval’ permission, proceed as follows:
- Having selected one or more index points pending approval, click on one of their ‘To approve’ labels to activate them. Then click on either the red reject button (cross) or the green approve button (tick).
- Approved index points will inherit the permissions of the parent folder they have been uploaded to. From this point on, they will be displayed in the index for all groups with respective permissions.
- Rejected index points will be moved to the trash bin automatically and can be deleted from there permanently.