Add one or more groups to a data room

1. Open the data room to which you want to add groups. You must be a room administrator in that room.
2. Click the ‍ button to the right of the path navigation bar and then click Permissions in the menu:
3. Click the Groups tab.
4. Click Authorize Group in the right sidebar.
5. The Authorize Group dialog box is displayed.
6. Select the desired permission level for the group from the three defaults:
   
   · Edit (default): Users are allowed to create, modify, and delete files and folders in the data room, create, subsequently edit, and delete shares and file requests (including shares and file requests of other users to items in the data room), and restore deleted items from the recycle bin.
   · Read only: Users are allowed to read (preview, open, download) but not modify existing files. However, they are allowed to add comments to files. They are not allowed to upload new files to the room. They are allowed to create, subsequently edit, and delete shares for existing files and folders in the room.
   · Room administrator: Users have all permissions in the data room for files, folders and the trash. They also have the special permissions of room administrators - these are: Adding and removing users and groups from the data room, changing existing user permissions in the data room, settings for Recycle Bin, default classification and default expiration period for files in the data room, deleting any file comments. Also: creating, renaming and deleting rooms below the dataroom and setting any storage space limit for these subspaces.

   Caution with the authorization of a user as room administrator: If you add a new user as a room administrator, this user can appoint further room administrators in the future and remove existing room administrators (i.e. including you as the previous room administrator) from the room at any time. So choose the "room administrator" permission carefully and only give this permission to selected people.

   If you want to define special permissions that differ from the three defaults Edit, Read and Room Administrator, you can do this after adding the group to the data room.
   Example: The group members should have all permissions of the Edit level, but not the permission for file requests.
   In this case, to add the group, first select the default Read permission level because it is the most restrictive.

7. Select the desired groups you want to add to the data room with the permission level selected above. If you type part of the group name you are looking for in the Select Group field, the matching groups will be displayed for selection - simply click on the desired group to select it. Repeat this for all other desired groups to be added to the data room.
8. Activate the Check new group members checkbox if you want to avoid that new group members, who are added to the group by the group manager afterwards, get immediate access to the room and should instead be checked individually by you or another room manager of the room before they are allowed to access the room.
   More information about this setting
9. Click the Authorize button. The selected groups are added to the data room with the selected permission level and can use it from now on.

• If a group has access to a data room, it does not automatically have access to subordinate data rooms of this data room. The access rights must be assigned separately for subordinate data rooms, unless the room administrator of the subordinate data room has activated the setting Take over access rights from parent data room for this data room.
• If a group member is also authorized to access the data room as an individual user, the user in the data room receives the authorizations explicitly assigned to him as a user in addition to the group authorizations.

Quickly add groups to multiple data rooms
If you want to add a group to multiple data rooms, DRACOON provides a convenient way to do this so that you do not have to perform the authorization separately for each desired data room.
Add groups to multiple data rooms