Uploading Files and Folders
With Drooms you can easily upload complete, ready file/folder structures directly 1:1 from your local directory or network to your data room. This is very convenient, if you prefer to prepare and structure your data room documentation on your local PC first, or have it already ready there, and then want to simply copy it to your data room.
If you are an administrator, you can upload files and folders where you want. Other users can only upload files and folders to those folders, for which they have been granted either the ‘Edit’, ‘Create with approval’, or ‘Create only’ permission.
- After signing in to Drooms, select the project and data room to which you want to upload files and folders.
- Select ‘Documents’ in the project’s and data room’s tab bar to access the data room index. There are three ways to upload files and folders:
- 1. Drag and drop the files and folders from your desktop or local directory directly either onto a folder to insert them inside the folder, or before or after a specific folder or index point. The ‘Upload Files and Folders’ dialog will open (see below), pre-populated with the files and folders you want to upload.
The index will react dynamically to your mouse position, folders will open after a short time for you to navigate own to further folder sub-levels. To insert files and folders before or after a specific folder or index point, please carefully move your mouse tip until a fine thin blue line indicates the correct position.
- 2. You can also open the index context menu with a right mouse click onto the folder or index point you want to insert the files and folders in, or before, or after., then open the ‘Upload’ sub-menu and select the option ‘Upload files and folders’ to open the ‘Upload Files and Folders’ dialog.
- 3. Alternatively you can also select the folder or index point you want to insert the files and folders in, or before, or after, and then click on the ‘Upload’ button in the index top bar to open the ‘Upload Files and Folders’ dialog.
- Now either drag and drop the files and folders you want to upload from your desktop or other local directory into the dialog, or click on ‘Select folders’ to browse your local directory and select the desired files and folders, or with a click on ‘Select files’ just the files.
- The ‘Upload Files and Folders’ dialog will show the dragged and dropped or selected files and folders in their original order and allow you to further prepare the planned upload:
- You can add further files and folders for upload. Drag and drop them where indicated in the dialog, or select them in your local storage.
- You can also delete files or folders again. Hover the mouse tip over it and click on the ‘Delete’ icon appearing on the right.
- Overall, you can upload any type of files, and as many files and folders as you want, but the file sizes must be not less than 1 kB and not exceed 500 MB, and the overall path length for selected files must not exceed 250 characters. Otherwise, files will be displayed with 0 kB file size, as they cannot be properly identified by our system, and will therefore not be uploaded.
- A green tick or a red cross in column ‘Upload’ will indicate for each file, if it can be uploaded, or not. You can click on the ‘Upload’ column header to list all files at the top, which cannot be uploaded.
- In parallel, the upload summary at the bottom of the dialogue will inform you, whether all files can be uploaded, or not.
If some files cannot be uploaded, their number will be shown in the upload summary, and with a click on ‘copy file names’ you can copy all troublesome files with their full path despriptions to your clipboard and then paste them somewhere.
This way you can keep track of those files, which cannot be uploaded, and take action, like cancelling the upload as such in order to first edit and rearrange the source file/folder structure to shorten path lengths, for example, before selecting the files and folder for upload again.
- At ‘Please insert files’ check carefully, if you have selected the correct destination location and insertion method for uploading your files and folders, i.e., either ‘before’, or ‘after’ the selected index point or folder, or ‘in’ a selected folder.
- Finally, administrators can choose between the permissions, which should be applied to the files and folder after the upload, either ‘Inherit from parent folder’, or ‘Administrators only’. Other users with upload permissions cannot choose permissions. Their uploads will inherit permissions from the destination parent folders automatically.
‘Inherit from parent folder’ means that the uploaded files and folders will become visible, downloadable, or even editable, or not visible at all for different user groups after the upload, as already set for the destination parent folder.
If other permissions should apply afterwards, please choose ‘Administrators only’ and then set the intended permissions after the upload.
- When everything is ready and set, click on ‘Upload’ to start the upload process. The files and folders will be consecutively uploaded and added to the index as new, automatically numbered index points, 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.
* 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.
* 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 files, for which the conversion failed, or which cannot be converted because of active features or their file format, download permissions so that they can download and then open them on their local computer with the corresponding third-party software.
During the upload you can continue work in other parts of your data room, but you should not leave the data room, and not quit Drooms, otherwise the upload will be interrupted and incomplete.
- You can follow-up on the upload progress in the respective ‘Upload files and folders’ upload summary notification under ‘Notifications’, when you open the ‘bell’ icon at the top right. It will show information about the overall uploaded files, possible upload errors, as well as information about files that cannot be converted.
If you click onto the upload summary notification, it will filter the index for just the newly uploaded files.