📋 SecuRooms: Users cannot invite – Adjusting group permissions

The problem: Missing permissions despite "Owner" role

A common misunderstanding occurs when a user who holds the "Owner" role in a SecuRoom attempts to invite new members or create a completely new data room. Despite the extensive rights granted by the owner role within a data room (e.g., deleting files, managing folders), they may lack the system-wide permissions to create or share SecuRooms.

The cause for this lies not in the assigned role within the data room, but in the license and group settings of the respective user.

The cause: License-free vs. license-required functions

The use of FTAPI SecuRooms is divided into license-free and license-required functions. Pure access to SecuRooms to which one has been invited is generally license-free. However, advanced functions such as creating and sharing require an active license.

License-free feature: Basic access

Every user can access SecuRooms by default for which they have received an explicit invitation. The corresponding feature Access to SecuRoom in the group settings is usually enabled by default and does not require a license. This enables basic collaboration in already existing data rooms.

License-required features: Creating and sharing

To obtain full control over SecuRooms, specific license-required features must be enabled in the respective user group of the administrator or the user:

• Allowed to create new SecuRooms: This feature is required to be able to create new, own data rooms.
• Allowed to share existing SecuRooms with others: This feature is required to be able to invite other users to a data room (even one for which you are the "Owner").

If these two functions are not enabled in the group settings, users cannot create new rooms or send invitations, regardless of their role in an individual data room.

Solution: Adjusting group permissions for SecuRooms

As an administrator, you can grant the necessary permissions as follows:

1. Navigate to Administration > Groups.
2. Select the appropriate group whose members should be able to create or share SecuRooms.
3. Switch to the "Features" tab.
4. Enable the checkboxes for Allowed to create new SecuRooms and/or Allowed to share existing SecuRooms with others.
5. Save the changes.

The user belonging to the modified group now has the corresponding rights.

Important: Enabling these features requires a license. For every user belonging to a group with these enabled features, a corresponding SecuRooms license is required and consumed by the system.