Introducing GIBS DataRoom Module for Oqtane
A secure document-sharing module for Oqtane featuring hierarchical folder browsing, ZIP import/export, intelligent file sorting, configurable pagination, and comprehensive activity logging.
Why this module?
Many teams need a controlled place to share business files inside their portal without exposing direct file paths or skipping authorization checks. GIBS DataRoom has evolved into a comprehensive document management solution with advanced folder organization, flexible import/export, and complete audit trails—all while maintaining strict security policies.
Key capabilities
Hierarchical folder browsing
Navigate folder structures with "Up One Level" controls and breadcrumb-style path display for intuitive organization.
Secure file access
Validates module authorization and ensures files belong to the selected Data Room folder with inherited folder permissions.
Inline file viewing
Supports in-browser rendering for PDFs (with optional watermarking), images, and text with no-store/no-cache response headers.
ZIP import & export
Upload ZIP files with automatic extraction (optional) or download all documents as a structured ZIP preserving folder hierarchy.
Sortable columns
Click column headers to sort by Name, Type, Size, or Modified Date with ascending/descending indicators.
Configurable pagination
Adjust items per page via module settings to fit your preferred list density and user experience.
Multi-file upload
Bulk upload multiple files at once with integrated success notifications and activity tracking.
Activity logging
Tracks upload, view, and download events including user ID, timestamp (UTC), and client IP for full auditability.
How it works
- User requests a file action (view, download, upload, or ZIP).
- Module checks Oqtane policy authorization for the module context.
- Server verifies the file belongs to the requested Data Room folder hierarchy.
- For ZIP uploads: extracts contents, creates folder structure, and inherits parent permissions recursively.
- Action is logged for auditability with user, timestamp, and IP address.
- File is streamed securely to the browser with appropriate cache controls.
Admin features
- Data Room settings: Name, description, access control roles, folder assignment, view-only mode, and watermark options.
- Document management: Browse and delete documents within folder hierarchies directly from admin panel.
- ZIP extraction control: Checkbox to enable/disable automatic ZIP extraction during uploads.
- Activity audit trail: Complete log of all user file interactions (view, download, upload) for compliance and troubleshooting.
- Module settings: Configurable items-per-page for both document browser and activity log pagers.
Example endpoints
| Action | Route | Purpose |
|---|---|---|
| View file | GET /api/DataRoom/view/{fileId}/{dataRoomId}/{moduleId} |
Streams file inline (browser rendering when supported). |
| Download file | GET /api/DataRoom/download/{fileId}/{dataRoomId}/{moduleId} |
Returns file as downloadable attachment. |
| Download ZIP | GET /api/DataRoom/zip/{dataRoomId}/{moduleId} |
Packages all room files and folders into a structured ZIP archive. |
| Extract ZIP | POST /api/DataRoom/extract/{dataRoomId}/{moduleId} |
Extracts uploaded ZIP contents into folder hierarchy with inherited permissions. |
Note: include the required module authorization context in requests, as configured by Oqtane.
Use cases
- Board or investor document rooms with organized folder structures
- Client onboarding and compliance packs with bulk ZIP uploads
- Internal policy and process libraries with hierarchical organization
- Project handoff with controlled distribution and activity tracking
- Regulatory or audit document management with full access trail
- Legal discovery workflows with watermarking and no-cache security
Final thoughts
GIBS DataRoom has evolved from a simple file viewer into a comprehensive document management solution. With hierarchical folder support, sortable columns, flexible import/export, permission inheritance, and complete audit trails, it's now a production-ready choice for teams that need controlled, organized, and auditable file sharing inside Oqtane.