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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 1.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 3.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:

workspace detail pane june 2020.png

  1. Click the name of the workspace you 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 limit
    4. Publish to directory and teams
    5. Administrators
    6. Members
    7. Milestones
    8. Portfolios

You can also terminate a workspace from the selected workspace detail pane.

Filtering Workspaces

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

filter workspaces june 2020.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
    • Directory
    • Workspace type

Selecting Workspace Settings

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 1.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
    2. Directory
    3. Templates
    4. Portfolios
  5. Click Save.

    workspace settings 45.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.

    access workspace details 1.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 types option.

    manage workspace types 2 3.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 1.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 3.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


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