Workspace

               A workspace is a place where people with common purposes and goals can share ideas and work together. A workspace begins with the person who creates it (manager) and then invites others to join. Workspace components include the application tools that members decide to add for their work activities and an area for chatting. Workspaces allow members to work with a variety of specific application tools. If a weekly meeting is conducted to discuss developing marketing materials, activities might involve setting deadlines, assigning tasks, as well as reviewing completed work. To facilitate this meeting, workspace members might post documents in a Files tool and discuss issues in a Discussion tool. Activities might involve setting deadlines, assigning tasks, as well as reviewing completed work. All members currently online at the same time in the workspace could interact using real­ time chat. The data in workspace tools is highly dynamic. All currently connected members see instantly any updates.


Create a new workspace

  • Workspaces can be created clicking on the spaces icon.
  • Any  number of spaces with the required members can be created.

  • Opening the page of workspace common task, invite to Collaber, invite to workspace, workspace properties, send feedback are available.

  • Send the feed back, or report any bug using the feedback button.

  • You can create 3 different types of new workspaces using the Create New Workspace dialog box.

    • Read the description in the general information of the selected workspace type to see details about its contents and purpose.

                                                                                                                                                               Back To Top 

    Invite someone to a workspace

  • Go to the workspace.

  • In the Workspace Members panel, enter the name of the recipient in the Invite to Workspace box.

  • Click Go to open the Send Invitation dialog box.

  • Assign a role to the recipient(s) from the drop­down list.

  • If you are inviting multiple contacts and want to assign different roles, you must send separate invitations per role.

  • In addition, unless you're a Manager in the workspace, you can only assign invitees the same role assigned to you (Participants assign the role of "Participant" and Guests assign the role of "Guest"). See About roles and permissions for more information.

  • Add message text if desired.

  • Click Invite to send the invitation.

  • All invitations sent via e­mail require the sender to confirm acceptance before the workspace is sent to the recipient's computer.

    •                                                                                                                                                         Back To Top 

    Workspace roles and permissions

    Every member of a workspace is assigned one of the following roles:

  • Manager
  • Participant
  • Guest

    • Each role type is granted specific "permissions"


    What a Manager can do:

  • Only members with the role of Manager can change other members' roles.

  • If you create a new workspace, you're automatically assigned the role of Manager, and therefore have all permissions.

  • A manager can assign manager, participant and also guest roles to the members.

    • What a participant can do:

  • By default, members assigned the role of Participant.

  • Participants have permission to add new workspace tools, invite members and assign them the roles of Guest.

  • Participant can only assign the role of participant and guest

    • What a guest can do:

  • Guests are not granted any permission.

  • They only can have the glance at all the tools, and what presently going on in the workspace.

  • A Guest can assign the role of only Guest to the members.

    •                                                                                                                                                      Back To Top 

    Viewing or changing workspace permissions

    Right click workspace – properties – roles to view the roles of the members. Note: In most cases, only Managers can change permissions assigned to roles in a workspace.

  • Select the role for which you want to change permissions. The selected permissions change to reflect the permissions currently assigned to the selected role.

  • Check the permissions to be assigned to the selected role.

  • Click Apply (if you want to select another role for updating) if you're done changing.

    •                                                                                                                                                         Back To Top

    Create your own role

    A manager can create a new role of his own by

  • Going to File – Properties – Roles – Add new Roles

  • Add new roles and set the permissions to that role of your own.

  • Click OK to Finish

    •                                                                                                                                                         Back To Top

    Tool permissions

  • Most tools within a workspace have their own set of permissions.

  • Tool permissions determine what actions a Manager, Participant, or Guest can perform in the tool.

  • For example, the Calendar tool has permissions for adding, editing, or deleting entries.

  • Members assigned the role of Manager can update tool permissions per role.

    •                                                                                                                                                         Back To Top 

    Responding to a workspace invitation

    A workspace invitation displays as an alert on the right corner of the system. You might also receive a workspace invitation as a link in an email message.

  • If you receive the invitation, click on the alert to open the invitation.

  • To decline the invitation Double­click the alert and select Decline.

  • If you receive the invitation as an email message, click the link presented for accepting the invitation.

  • Do any of the following activities:

  • Click Reply to open a message window addressed to the invitee. You might do this if you want to ask the invitee a question before you accept or decline the invitation.

  • Click Accept, Decline, or Close.

    • Note: All invitations received via email require the sender to confirm your acceptance before the workspace is sent to your computer. If you click Close, the invitation is stored in your Message History. Choose this option if you're not ready to accept or decline the invitation yet, but you want to dismiss the invitation notification.

                                                                                                                                                               Back To Top

    Revoking membership to a workspace

    For a variety of reasons, you may sometimes need to revoke some member's membership in a workspace. Before you do this activity, it's important that you understand its results and consequences.

  • Note the following consequences about revoking membership to a workspace:

  • The workspace is deleted from all computers where the member(s) had it installed.

  • The members simply receive a notification, after the fact, that they've been removed from the workspace.

  • The name(s) of the particular member(s) are immediately removed from the Member panel.

    •                                                                                                                                                           Back To Top 

    How to Remove

  • Go to workspace Right click on the members you want to revoke the member.

  • Click on Delete to remove the member.

    •                                                                                                                                                             Back To Top 

    Viewing Workspace Properties

  • Right Click on the specific workspace go to properties to view them.

  • View general workspace information

  • Update settings for alerts

  • Update settings for roles

  • Update settings for permissions

    •                                                                                                                                                           Back To Top

    Deleting Workspace

  • Select the workspace you want to delete.

  • On the File menu, click Delete Workspace.

    • 1. From This Account: The selected workspace is deleted from your account.
    2. From The Network: The selected workspace is deleted from all the members account and cannot be restored from other system too.

     

                                                                                                                                                              Back To Top

    Rename the Workspace

  • Only workspace managers can rename a workspace.

  • Right­click the workspace you want to rename.

  • Click Rename

  • Type a new name for the workspace, and click OK.

    •                                                                                                                                                          Back To Top 

    Marking workspaces read or unread

    You can mark an entire workspace read or unread. Marking a workspace read removes all unread markers from all items among all tools in the workspace. Most commonly, you mark a workspace read the first time you open it after receiving it via invitation because all items will be marked unread.

  • In the Launch bar, Workspace Manager, or Workspace List, right­click the workspace you want to mark read or unread.

  • Select Mark Read or Mark Unread.

    •                                                                                                                                                            Back To Top 

    Adding Tools

    If the Add Tool permission is enabled for your workspace role, you can add new tools to a workspace. New tools are added to the right of any existing tools in the workspace.

    Prompt when you attempt to add the tool.

  • Click the Create Tool icon

  • Select a tool from the pop­up list.

  • Select the tools and click finish.

    •                                                                                                                                                           Back To Top 

    Changing Roles

  • Only managers can change the roles of other members in a workspace.


    • To change a member's role

    1. On the File menu, point at Properties, and click Workspace.

    2. Click the Roles tab in the Properties dialog box.

    3. Select the member whose role you want to change.

    4. Click Change Role to open the Change Role dialog box.

    5. Select the role you want and click OK.

    6. Click Apply if you want to apply the current role change and do other activities in this dialog box, or click OK to apply the change and close the dialog box.

    7. You can change a role for one member quickly from the Workspace Members list: Right­click the member and select Role to open the Change Role dialog box.

                                                                                                                                                                   Back To Top