As a project room manager, you can invite others into the project room via the PROOM interface. Click on “Invite user” in the toolbar.Enter the e-mail address of the new member you want to invite.Assign user permissions.Optionally, you can add a message to the automatic e-mail.Click on “Invite user”.In the “Users” sidebar, the project room manager can adjust the permissions of the indiviudal members at any time.
The project room manager can remove a user from a project room or lock his or her access. In both cases, the user can no longer access the project room. Delete userIf a user who has been deleted from the project room is to be granted access the project room at a later point in time, the user has to be created again.Lock userIf a user has been locked, he or she can no longer access the project room, but is still listed in the user list. If the user is to be granted access to the project room at a later point in time, the user has to be unlocked.Select the project room in the project room overview, select the user from the sidebar, and click on the “Lock” icon.
You have two options for creating and deleting project rooms: 1. You have the necessary rights to create and delete project rooms yourself.Creating project rooms– Switch to the project room view.– In the toolbar, click “Create new project room”– In case of multiple organizational units, select the organizational unit to whichyou want the assign the project room from the sidebar on the left.– Select “Create project room”.Deleting project rooms– Switch to the project room view.– Select the project room you wish to delete.– In the toolbar, click “Delete”.– The project room and the files stored in it will be completely and permanently deleted.Please note: You can only delete project rooms that you have created.2. Contact the manager of your organizational unit to be granted access to additional project rooms or to delete individual project rooms.
All users of a project room (except its manager) will be given “read only” access and will only be able to view and download the files.
If you are the project room manager, you can create folders via the “New folder” function. The permissions “manage”, “delete”, “modify”, and “create” allow you to create new folders using the “New folder” button.If you have created a new folder you can choose whether the folder inherits the permission of the parent folder or project room. This option is activated by default. If you deactivate this option, the folder is only visible for you and the project room manager. If this option is activated at a later time via the “Information” sidebar, all permissions to this folder are removed.You can specify information for each folder and file via the “Information” sidebar and by clicking on the “pen”.
The permission “read” means that the project room member is authorized to download files. If the member edits a file, he or she will not be able to upload the updated version into the project room.The permission “view” means that the project room member can only view files in PDF format. He or she can store files locally, but is not authorized to edit or print them.
The “Users” sidebar lists all project room members. By selecting a member, you can view the corresponding contact data. Here, you will also find the “envelope” via which you can send a message to a project room member.
The function „Hide users“ means that the list of users and the activity log are not displayed. The permissions at project room and folder level are not inherited. As a result, the users cannot see each other. Example: You want to make a call for proposals via you project room and collect offers from several companies. The companies are not to see the other companies involved in this process.Proceeding:You create a project room, in which the permissions are not inherited. For this, you need to uncheck the box “Inherits permissions” in the sidebar under “Information”.The list of users and the activity log are, by default, visible to all project room members in the sidebar. As you do not want the involved companies (or their representatives) to see this information, this information has to be hidden explicitly. To do so, activate the checkbox “Hide users”.Note: The list of users and the activity log are still visible to the manager of a project room after activation of the checkbox.3. In the next step, create a folder for your tender documents and a separate folder for each company participating in the bidding.Attention: Do not activate the checkbox “Inherits permissions” when creating a new folder.4. Invite the companies (or their representatives) into your project room. Specify – for each folder individually – which of the invited users may see the folder and what the user is allowed to do with the information therein.
You select the file you want to publish, select “Information” from the sidebar, and click on the “pen”. After a checkmark is set next to “Share”, a URL is automatically created. Before sending the URL by e-mail you have to save the “Share”. You can then copy the URL and send it to someone (not necessarily a PROOM user) by e-mail. The recipient can then view and download the file. The recipient does not automatically get access to the project room or other files therein.
The files are not overwritten but versioned. The current file version can be viewed directly in the project room by double-clicking on it. The various versions are listed in the toolbar “Manage versions”.
Before a file can be edited in the corresponding application – e.g. Word or Excel – it has to be downloaded. The edited file then has to be uploaded again with the same file name. The file is not overwritten in PROOM, but a new version is created. The current file version can be viewed in the project room by a double click. The other file versions can be found in the “Version administration” toolbar.. The tile view also shows whether a new version has already been created for a file.
The files are not automatically deleted. A file can be given a validity date interval. Outside of this interval the file is only visible to the creator and the project room Manager.