RedlineDCS Guide provides the following capabilities:
Creating rooms for collaboration with flexible access permissions: viewing, reviewing, filling forms, editing.
Inviting users for collaboration: real-time co-editing, commenting, and communication via chat within online editors.
Storing and managing personal documents within a dedicated space.
Managing rooms: adding files, inviting members and assigning permission levels, viewing detailed info and recent activities, archiving rooms.
RedlineDCS Guide structure
In the left-side menu, the following sections are available:
Documents (for admins/power users only) – a space for storing personal documents.
Rooms – a space for active rooms available for you. Room Admins can create and manage rooms; users can access only the rooms they are invited to.
Archive – a space for archived rooms. Admins can restore or permanently delete archived rooms; users can only view the rooms they were invited to.
Accounts (for admins only) – a space for managing users.
Trash (for admins/power users only) – a space for removed rooms and documents which can be restored or permanently deleted.
In the menu located next to the user name in the lower left corner, users can view their profiles and helpful information, such as Hotkeys or Help center articles.
Defining access rights
RedlineDCS allows setting up the following access rights.
User types and permissions within RedlineCS
A user type is a category which defines the type of access a user has to different sections of the system. In DCS, there can be three user types with the following permissions:
Users can only access the rooms they are invited to by admins. They can't create their own rooms, folders or files.
Power users can create and edit files in the room, but can't create rooms, manage users, or access settings.
Room admins can do the same as users can, as well as create and manage the assigned rooms, invite new users and assign permission levels below their level. All admins have access to the Documents section.
Access Rights | Room admin | Power user | User |
Documents | |||
Creating, uploading, moving, copying, renaming, downloading, deleting files and folders | Y | Y | N |
Rooms | |||
Creating Rooms | Y | N | N |
Viewing room info (members, history, details) | Y | Y | Y |
Inviting users to own room, assigning and changing permission levels of the room members, removing users from the room | Y | N | N |
Archiving own rooms | Y | N | N |
Trash | Y | Y | N |
Accounts | |||
Inviting "Room admin" | Y | N | N |
Inviting "Power user" | Y | N | N |
Inviting "User" | Y | N | N |
Editing or removing users | Y | N | N |
Account and user statuses
Each DCS account can have one of the following statuses:
Active - such people have already accepted the invitation and can collaborate with other members.
Pending - such people were invited, but have not accepted the invitation yet. They are marked in the list with the icon.
Disabled - such people were transferred by an admin to the list of disabled members. They can't log in to DCS any more. They are marked in the list with the icon. Disabled users can be removed from DCS or re-enabled.
Managing rooms
Rooms are spaces for collaboration on documents. Access rights to documents stored in a room depend on the permission level. The permission level which can be assigned to a user depends on the room type. Room Administrators can invite users to the room and assign or change their permission levels.
Room types
Custom room allows you to apply your own settings to use this room for any custom purpose.
Collaboration room allows you to collaborate on documents with your team using two co-editing modes: Fast and Strict.
Form filling room allows you to upload PDF forms into the room, invite users to fill out a PDF form, review completed forms and analyze data automatically collected in a spreadsheet.
Public room allows you to invite users via external links to view documents without registration. You can also embed this room into any web interface.
Documents room allows admins and power users to store their personal documents.
Permission levels within a room
A permission level is a set of permissions for actions that a user can perform. Admins can assign a permission level to a user within a certain room. Each room type comprises different permission levels which can be assigned to its members:
Public room - Room admin, Power user.
Form filling room - Room admin, Power user, Form filler.
Collaboration room - Room admin, Power user, Editor, Viewer.
Custom room – Room admin, Power user, Editor, Form filler, Reviewer, Commentator, Viewer.
Public room | Form filling room | Collaboration room | Custom room | |
Viewer | N | N | Y | Y |
Commentator | N | N | N | Y |
Reviewer | N | N | N | Y |
Form filler | N | Y | N | Y |
Editor | N | N | Y | Y |
Power user | Y | Y | Y | Y |
Room admin | Y | Y | Y | Y |
Depending on the permission level, the following actions with files are available for the user within a room:
Viewer - Operations with the existing files: viewing.
Commentator - Operations with the existing files: viewing, commenting.
Reviewer - Operations with the existing files: viewing, commenting, reviewing.
Form filler - Operations with the existing files: viewing, commenting, reviewing, form filling.
Editor - Operations with the existing files: viewing, commenting, reviewing, form filling, editing. Viewing version history.
Power user - Operations with the existing files: viewing, commenting, reviewing, form filling, editing. Viewing version history. Creating and uploading new files/folders. Managing version history, locking files for co-authors. Saving docxf. Copying, moving and removing own files/folders.
Room admin - Operations with the existing files: viewing, commenting, reviewing, form filling, editing. Viewing version history. Creating and uploading new files/folders. Managing version history, locking files for co-authors. Copying, renaming, moving and removing own and someone else's files/folders.
View | Comment | Review | Fill forms | Edit | View version history | Manage files | |
Viewer | Y | N | N | N | N | N | N |
Commentator | Y | Y | N | N | N | N | N |
Reviewer | Y | Y | N | N | N | N | N |
Form filler | Y | Y | Y | N | N | N | N |
Editor | Y | Y | Y | Y | Y | Y | N |
Power user | Y | Y | Y | Y | Y | Y | Y |
Room admin | Y | Y | Y | Y | Y | Y | Y |
Room Admins can create new rooms, add documents to them, invite new users, and manage the existing rooms. Power users can create and edit files in the room, but can't create rooms, manage users, or access settings.
Managing and editing documents within rooms
Room admins and power users can:
use the Documents room,
upload and create new files and folders both in the Documents and in other rooms.
manage version history,
lock files for co-authors,
copy, rename, move and remove own and someone else's files and folders (Power users can copy, move and remove own files/folders only).
Users can only work with the existing documents within a room they are invited to.
All users, regardless of their permission levels in the room, can:
view the content of documents,
view comments added to documents,
copy the content to the clipboard,
print and download documents.
Kommentare