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Manage Workspaces in the Account

Video: Manage Workspaces in Account Administration

As an account administrator, you can monitor the workspaces in the account, for example, to make sure they are based on the correct template, or that you have enough disk space for the workspaces. You can view and modify key details of the workspaces as well.

           

Accessing Workspace Details and Customizing Your Workspace

You can see all the workspace that are created in your account along with the following details:

  • Workspace name
  • Last activity
  • Created on date
  • Space used
  • Head administrator
  • Manager
  • Template used
  • Department
  • Cost code

To view a list of the projects contained in your Workspaces:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. You can customize this view and only include information most relevant to you. Click the Settings more options icon.png menu and select Customize view.

    access_workspace_details_2_3y.png

  4. A new window appears. Click each checkbox to include the available column names you want to include. Use the drag and drop method to reorder the selected column names to arrange them in the order you prefer. 

  5. Click Save to save your changes.

    customize view gif.gif

           

           

Using the Workspace Detail Pane

To see information pertaining to one Workspace:

NewestNumberedScreen.png

  1. Click the name of the workspace to open the workspace detail pane. Notice the workspace name is now highlighted in green and the detail pane appears on the right side of the window.
  2. You can add or make changes to the following Workspace elements:
    1. Cost Code
    2. Department
    3. Workspace storage usage
    4. Administrators
    5. Allow workspace members to invite external members
    6. Members
    7. Milestones
    8. Portfolios
    9. History
    10. Business unit
    11. Custom fields
  3. In Account Administration under the Workspaces tab it is possible for account administrators to download a workspace event log in a .json format. You find the option in the More more icon.png menu after you have selected one or several workspaces in the list. You can also download, archive, and terminate a Workspace via this dropdown menu too. 

Allow or Block External Users from being added to Workspaces

To allow for better control of which external members are being invited to workspaces, the Account Administrators can allow or block workspace members from adding external members to a workspace. Only the Account administrators will be allowed to add new external members from the Workspace details pane within Account Administration. All workspace members trying to invite a new user will be informed to reach out to the Account Administrator.

 

           

           

Filtering Workspaces

Filter your workspaces to find a particular workspace or search for workspaces with specific criteria.

filter_workspaces_june_2020y.png

  1. Click the Filter Filter Icon.png icon near the top, left corner of the window
  2. Click each desired checkbox to perform a filtered search. The filter criteria categories include:
    • Workspace name
    • Storage used
    • Storage limit
    • Visibility
    • Status
    • Last activity
    • Template type
    • Department
    • Portfolios
    • Cost code
    • Member type
    • Workspace type

           

           

Settings for New Workspaces

Account administrators can select settings that are appropriate for each new workspace. To set workspace settings:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. Click the Settings more options icon.png menu and select Settings for new workspaces.
  4. In the Settings for new workspaces window, you can make changes to the following workspace settings:
    1. Information at start-up - Enter the text that the users will view when trying to create a new workspace.
    2. Department - Select whether the Department field for a new workspace should be mandatory or optional.
    3. Business unit - Select whether the Business unit field for a new workspace should be mandatory or optional.
    4. External members - Select whether workspace members should be able to add external members to a new workspace. 
    5. Templates - Select whether new workspaces should be mandatorily or optionally based on listed templates.
    6. Portfolios - Select whether the a new workspace should be mandatorily or optionally added to listed portfolios. 
  5. Click Save.

    NEWsettingsForNewWorkspaces.png      

           

           

Manage Workspace Types

Account administrators can define custom values for workspace types that will be used by all the workspaces in the account.

To create, edit, or delete a workspace type:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.
  2. Click the Workspaces tab.
  3. Click the More Options icon more options icon.png located in the top right corner and select the Manage workspace types option.

    manage_workspace_types_2_3y.png

  4. A new window appears with all the default types available for your account. Take any of the following actions:
    1. Create a new workspace type: Click + Add workspace type, then type the name of your new workspace type and press Enter
    2. Edit an existing workspace type: Double-click the workspace type you want to edit, make the desired changes and press Enter.
    3. Delete a workspace type: Hover over the workspace type you want to delete and click the X.
  5. Click Save to save your changes.

    manage workspace types 4b.png

           

           

Manage Workspace Statuses

Account administrators can define custom values for workspace statuses that will be used by all the workspaces in the account. The Not started and Completed workspace statuses are not editable, but you can create, edit, and delete any In progress workspace statuses.

To create, edit, or delete a workspace status:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. Click the More Options icon more options icon.png located in the top right corner and select the Manage workspace status option.

    workspace_status_2_3y.png

  4. A new window appears with all the default types available for your account. In the In progress section, take any of the following actions:
    • Create a new status type: Click + Add status, then type the name of your new workspace status and press Enter
    • Edit a status type: Double-click the status you want to edit, make the desired changes and press Enter.
    • Delete a status type: Hover over the status you want to delete and click the X.
  5. Click Save to save your changes.

    workspace status 4 5.png

           

           

Download Workspace Data

Account Administrators and Account owners can select up to 20 workspaces and download the data for the selected workspaces at the same time. Note that ​only non-archived workspaces can be selected for download, and archived workspaces need to be reopened in order to download the data.

To download the data for one or more workspaces:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. Use the checkboxes to select the workspaces that contain the data you want to download.
  4. In the detail pane, click the More menu icon More Menu Icon.png and select the Download workspace option.

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5. In the window that appears, select the information you would like to download from the workspaces and click Download.

download workspace data 5.png

6. A link to a zip file for each workspace will be created and emailed to you.

           

           

Archive a Workspace

Account Administrators and Account owners can remove a workspace from the workspace list and save the workspace content and history by archiving completed workspaces. The workspace and all information within it is still accessible in the archive. 

To archive a workspace:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. Use the checkboxes to select the workspaces that contain the data you want to archive.
  4. In the detail pane, click the More menu icon More Menu Icon.png and select the Archive workspace option.

Archive Workspacey.png

5. If you don’t want the contents to be locked for editing, uncheck the Lock contents and preserve current history box.

6. Click Confirm to archive the workspace.

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Terminate a Workspace

If you delete a workspace, all contents are deleted and those contents cannot be recreated. You must be the Account Administrator or Account owner to delete the workspace. Before deleting a workspace you can save contents locally.

You might consider notifying the Head administrator that the workspace is being deleted. This notification allows the Head administrator the opportunity to save any relevant information before the workspace is deleted. The Head administrator is found in the Administrators section.

To delete a workspace:

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. Use the checkboxes to select the workspaces that you wish to delete.
  4. In the detail pane, click the More menu icon More Menu Icon.png and select the Terminate workspace option.

Terminate workspace USEy.png

5. Confirm that you have read the terms of use and click Confirm to delete the workspace.

Terminate Workspace Warning.png

The workspace and all of its contents are deleted and cannot be recreated.

           

           

Download Event Log

In Account Administration under the Workspaces tab it is possible for Account Administrators and Account owners to download a workspace event log in a .json format. 

  1. Click the tool selector Tool selector.png in the top navigation bar and select Account administration.

    access_workspace_details_1z.png

  2. Click the Workspaces tab.
  3. Use the checkboxes to select the workspaces for which you want to download an event log.
  4. In the detail pane, click the More menu icon More Menu Icon.png and select the Download event log option.

Download Event Log USEy.png

5. On the popup that appears, select either to Download from the project's start date until today, or to Select custom dates, and click the Download button.

Download Event Log Popup.png

The following events are returned in the event log:

  • Member added
  • Member role changed
  • Manager change
  • Member removal
  • Tool visibility change
  • Tool access rights changes
  • Password policy changes
  • Project exports
  • Allowing/disallowing external members
  • Deletion of activity
  • Creation of document
  • Upload of document
  • Viewing of document
  • Removal of document
  • Destruction of document
  • Destruction of folder
  • Folder access rights changes
  • Deletion of issue/risk
  • Destruction of issue/risk
  • Deletion of board
  • Deletion of card
  • Destruction of card
  • Creation of card
  • Copy of card
  • Restoration of card

 

           

 


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